Policies & Publication Scheme

In April 2018, Walberswick Parish Council formally adopted, in unmodified form, the Model Publication Scheme produced by the Information Commissioners Office (ICO). Follow the link to see the Model Publication Scheme.

At the same meeting, Walberswick Parish Council also adopted the Publication Template for Parish Councils produced by the ICO and arising from the Model Publication Scheme. Follow the link to see the previous Publication Scheme template, which was adopted in June 2013 and which was replaced with the template below.

Subsequent changes to the documents published can be tracked in version controlled form using the table below:

Version Number	Date	Notes	Differences between versions
4.0	July 2023	Updated to include items discussed and resolved at July 2023 Parish Council Meeting	Financial regulations updated to reflect £30,000 procurement limit (from £25,000) as recommended in Internal Audit review
3.9	December 2022	Updated to include items discussed and resolved at December 22 Parish Council Meeting	Scheme of Delegation to Clerk amended to allow Vice Chair to substitute for Chair (if absent) for planning matters. Policies amended to incorporate a GDPR impact statement as they come up for routine review.
3.8	May 2022	Updated to include items discussed and resolved at May 22 Annual Meeting of the Council	LGA Code of Coduct replaced Suffolk Local Code of Conduct. Policies amended to incorporate a GDPR impact statement as they come up for routine review.
3.7	July 2021	Updated to include items discussed and resolved at July 2021 Parish Council meeting	New Reserves Policy added and policy review schedule updated to reflect new policies on reserves, data breach and use of village greens
3.6	May 2021	Updated to include items discussed and resolved at May 2021 Parish Council meeting	Updated Procedural Standing Orders to a) make them gender neutral, b) reflect that the Employment Working Party had become a formal Committee. Updated Financial Regulations to make them gender neutral.
3.5	April 2021	Updated to include items discussed and resolved at April 2021 Parish Council meeting	Publication Scheme policy updated to reflect all version changes since it was originally adopted (previous policy archived)
3.4	January 2021	Updated to include items discussed and resolved at January 2021 Parish Council meeting	New policy on use of Village Greens, updated template for review of internal controls (previous template archived) and amended allotment tenancy agreement (previous agreement archived)
3.3	November 2020	Updated to include items discussed and resolved at November 2020 Parish Council meeting	New Data Breach policy
3.2	May 2020	Updated to include items discussed and resolved at May 2020 Parish Council meeting	Annotated policies and policy statement page to reflect latest dates of review and/or re-adoption for each policy
3.1	January 2020	Updated to include items discussed and resolved at January 2020 Parish Council meeting	Amended Internal Review by Councillor Template (old template archived), amended Financial Regulations to allow for Internet banking Payments (old Financial Standing Orders archived)
3.0	May 2019	Updated to include items discussed and resolved at May 2020 Parish Council meeting	Amended Policy on Press & other media, amended Employment Policy, addition of Terms of Reference for Safety Committee & Employment Committee
2.9	March 2019	Updated to include items discussed and resolved at March 2019 Parish Council meeting	New Memorial Donations policy
2.8	January 2019	Updated to include items discussed and resolved at January 2019 Parish Council meeting	New Risk assessment template, new Financial Regulations (old policy archived), new Internal Review by Councillor template
2.7	December 2018	Updated to include items discussed and resolved at December 2018 Parish Council meeting	New Employment policy,new holiday Leave and Absence policy,
2.6	November 2018	Updated to include items discussed and resolved at November 2018 Parish Council meeting	Revised policy for dealing with the press and other media (old policy archived), revised reporting of meeting policy (old policy archived), new Allotment Allocation and Rent policy, revised Allotment Tenancy Agreement (old policy archived)
2.5	October 2018	Updated to include items discussed and resolved at October 2018 Parish Council meeting	New equal opportunities and diversity policy, revised Records Retention and Management policy (old policy archived)
2.4	September 2018	Updated to include items discussed and resolved at September 2018 Parish Council meetings	New grievance policy & procedure, revised Correspondence Policy (replaced "delegation of powers to clerk" policy which was archived)
2.3	August 2018	Updated to include items discussed and resolved at July 2018 Parish Council meeting	Updated policy statements on Procedural Standing Orders and Financial Regulations added (old policies archived)
2.2	May 2018	Updated to include items discussed and resolved at May 2018 Parish Council meeting	New policies covering Subject Access Request and Data & Information Security added. Previous complaints policy replaced with new policy (old policy archived)
2.1	April 2018	Updated to include items discussed and resolved at April 2018 Parish Council meeting	Addition of Byelaws, Addition of Privacy Notice for Staff & Councillors, Addition of Privacy Notice for Residents and general Public, removed reference to Public Conveniences (as none operated currently by the Parish Council), updated to show policies under development
2.0	April 2018	Adopted April 2018 - Publication Scheme final draft	Current Publication scheme adopted by WPC

Information available from Walberswick Parish Council under the model publication scheme

The policy of Walberswick Parish Council is to make information available unless one or more of the following is the case:

It does not hold the information;
The information is exempt under one of the FOIA exemptions or Environmental Information Regulations exceptions, or its release is prohibited by another statute;
The information is readily and publicly available from an external website; such information may have been provided by Walberswick Parish Council or on its behalf: in this case Walberswick Parish Council will provide a direct link to that information;
The information is archived, out of date or otherwise inaccessible; or,
It would be impractical or resource-intensive to prepare the material for routine release.

If one or more of the conditions above apply, the relevant item below is marked "N/A" as the information is not currently published

Class1 - Who we are and what we do (Organisational information, structures, locations and contacts)
Information to be published	How the information can be obtained	Cost	Notes
Who’s who on the Council and its Committees	Website – Councillor Details	Free
Contact details for Parish Clerk and Council members (named contacts where possible with telephone number and email address (if used))	Website – Contact Details	Free
Location of main Council office and accessibility details	N/A
Staffing structure	N/A

Class 2 – What we spend and how we spend it (Financial information relating to projected and actual income and expenditure, procurement, contracts and financial audit)
Information to be published	How the information can be obtained	Cost	Notes
Annual return form and report by auditor	Website – Finance Reports	Free
Finalised budget	Website – Approved Minutes of relevant meeting	Free
Precept	Website – Approved Minutes of relevant meeting	Free
Borrowing Approval letter	N/A
Financial Regulations	Website – Financial Regulations	Free
Grants given and received	N/A
List of current contracts awarded and value of contract	N/A
Members’ allowances and expenses	Website – Approved Minutes of relevant meeting	Free

Class 3 – What our priorities are and how we are doing (Strategies and plans, performance indicators, audits, inspections and reviews)
Information to be published	How the information can be obtained	Cost	Notes
Parish Plan	Website – Parish Plan	Free
Annual Report to Parish or Community Meeting	Website – Annual Parish Meeting	Free
Quality status	N/A
Local charters drawn up in accordance with DCLG guidelines	N/A

Class 4 – How we make decisions (Decision making processes and records of decisions)
Information to be published	How the information can be obtained	Cost	Notes
Timetable of meetings (Council and any committee/sub-committee meetings and parish meetings)	Website – Meeting Schedule	Free
Agendas of meetings (as above)	Website – Agendas	Free
Minutes of meetings (as above) N.B. This will exclude information that is properly regarded as private to the meeting.	2009-Present: Website – Minutes Prior to 2009 – Archived - hard copy on request (if available) to Parish Clerk	Free 20p per sheet plus postage
Reports presented to council meetings N.B. This will exclude information that is properly regarded as private to the meeting.	Website – Approved Minutes of relevant meeting	Free
Responses to consultation papers	Website - Consultation Papers	Free
Responses to planning applications	Website – Agenda of relevant meeting	Free
Byelaws	Website - Byelaws	Free

Class 5 – Our policies and procedures (Current written protocols, policies and procedures for delivering our services and responsibilities)
Information to be published	How the information can be obtained	Cost
Procedural standing orders	Website - Standing Orders	Free
Committee and sub-committee terms of reference	Safety Committee - Website: Safety Committee Employment Committee - Website: Employment Committee	Free
Delegated authority in respect of officers	N/A
Code of Conduct	(External) Website: Code of Conduct (opens in new window)	Free
Policy statements	Website - Policy Statements	Free
Internal instructions to staff and policies relating to the delivery of services	N/A
Equality and diversity policy	Website - Equality and Diversity Policy
Health and safety policy	N/A
Recruitment policies (including current vacancies)	Website - Employment Policy
Policies and procedures for handling requests for information	Website - Subject Access Request Policy	Free
Complaints procedures (including those covering requests for information and operating the publication scheme)	Website - Complaints Procedure	Free
Information security policy	Website - Information Security Policy	Free
Records management policy (records retention, destruction and archive)	Website - Records Management Policy	Free
Data protection policy	Website - Data Protection Policy	Free
Schedule of charges (for the publication of information)	Website – on this page	Free

Class 6 – Lists and Registers
Information to be published	How the information can be obtained	Cost
Any publicly available register or list	N/A
Assets register	Website - Assets Register	Free
Disclosure log	N/A
Register of members’ interests	(External) Website – Register Of Interests (opens in new window)	Free
Register of gifts and hospitality	N/A

Class 7 – The services we offer (Information about the services we offer, including leaflets, guidance and newsletters produced for the public and businesses)
Information to be published	How the information can be obtained	Cost
Allotments	Website - Allotments	Free
Burial grounds and closed churchyards	N/A
Community centres and village halls	N/A
Parks, playing fields and recreational facilities	Website - Property	Free
Seating, litter bins, clocks, memorials and lighting	N/A
Bus shelters	N/A
Markets	N/A
Public conveniences	N/A
Agency agreements	N/A
Services for which the council is entitled to recover a fee, together with those fees (e.g. burial fees)	N/A

SCHEDULE OF CHARGES This describes how the charges have been arrived at
TYPE OF CHARGE	DESCRIPTION	BASIS OF CHARGE
Disbursement cost	Photocopying @ 20p per sheet (black & white)	Actual cost of time & materials
	Postage	Actual cost of Royal Mail standard 2^nd class
Statutory Fee	N/A
Other	N/A

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Policies & Publication Scheme