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Freedom of Information

Freedom of Information Act

Every individual is entitled to make a request for information from a public authority under the Freedom of Information Act 2000.

The term 'public authority' covers over 100,000 different organisations and locally includes Suffolk Coastal District Council, town and parish councils and Suffolk County Council.

A guide to the Act (new window) can be found on the Information Commissioner's website.

Making a Freedom of Information request

Requests for information must be made in writing (which includes email) and must state your name and address so that we can respond to the request; but the request need not state that it is being made under the Freedom of Information Act.

You can make a Freedom of Information request by emailing or writing to the Parish Clerk.

We must confirm, subject to certain exemptions, that we hold the information. Generally, we must give you the information within 20 working days and give advice and assistance, if deemed necessary, to help you with your request.

We are not allowed to charge a fee for information that costs less than £450 to produce. If there is a fee for costs above that figure then we must tell you in writing. In addition a charge for the cost of any printing or photocopies will be made as this is not affected by the £450 cost ceiling.

However, if we do charge a fee then the 20 days for responding to the initial request is put on hold until the fee is paid. If, after three months, the fee is unpaid it will be assumed that you no longer require the information.

You may ask for a copy of the information sought; the chance to inspect the records; or even to be given a summary of the information. We will try to provide the information in the form requested unless it is unreasonable to do so.

Exempt information

It should be noted that there are 23 exemptions that may apply. The exemptions are in two sections; those that are absolute and those that are weighed and assessed against the 'public interest'. There is no definition of 'public interest', but in nearly every case, it will prove to be in the public interest to release the information, or publish it at a later date.

Where it is not deemed to be in the public interest to release the information we must give you a reason in writing and an opportunity to appeal against the decision.

In all your dealings with us, you must remember that your entitlement is to the information, not to files. However, it may be simpler and more efficient for us to provide you with the relevant file.

Costs

All photocopies or prints of information requested from the Parish Council will be charged at 15p per single A4 sheet (see table below for more detailed information).

If you require substantial amounts of information help by the Parish Council, the production costs involved may exceed the £450 ceiling. Please enquire as to current rates and projected costs for the information you are seeking.

Information available from Easton Parish Council under the model publication scheme

Information to be published	How the information can be obtained	Cost
Class1 - Who we are and what we do
Who’s who on the Council	Website Hard Copy	Free 15p sheet
Contact details for Parish Clerk and Council members	Website Hard Copy	Free 15p sheet
Location of main Council office	Website Hard Copy	Free 15p sheet
Staffing structure	Website Hard Copy	Free 15p sheet

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) Current and previous financial year as a minimum	Hard Copy	15p sheet
Annual return form and report by auditor	Hard Copy	15p sheet
Finalised budget	Hard Copy	15p sheet
Precept	Hard Copy	15p sheet
Borrowing Approval letter	Hard Copy	15p sheet
Financial Standing Orders and Regulations	Hard Copy	15p sheet
Grants given and received	Hard Copy	15p sheet
List of current contracts awarded and value of contract (unless commercially sensitive)	Hard Copy	15p sheet
Members’ allowances and expenses	Hard Copy	15p sheet

Class 3 – What our priorities are and how we are doing (Strategies and plans, performance indicators, audits, inspections and reviews)
Parish Plan (current and previous year as a minimum)	Website Hard Copy	Free 15p sheet
Annual Report to Parish or Community Meeting (current and previous year as a minimum)	Website Hard Copy	Free 15p sheet
Quality status	N/A
Local charters drawn up in accordance with DCLG guidelines	Hard Copy	15p sheet

Class 4 – How we make decisions (Decision making processes and records of decisions) Current and previous council year as a minimum
Timetable of meetings (Council, any committee/sub-committee meetings and parish meetings)	Website Hard Copy	Free 15p sheet
Agendas of meetings (as above)	Website Hard Copy	Free 15p sheet
Minutes of meetings (as above) – nb this will exclude information that is properly regarded as private to the meeting.	Website Hard Copy	Free 15p sheet
Reports presented to council meetings - nb this will exclude information that is properly regarded as private to the meeting.	Hard Copy	15p sheet
Responses to consultation papers	Hard Copy	15p sheet
Responses to planning applications	Hard Copy	15p sheet
Bye-laws	Hard Copy	15p sheet

Class 5 – Our policies and procedures (Current written protocols, policies and procedures for delivering our services and responsibilities) Current information only
Policies and procedures for the conduct of council business: Procedural standing orders Committee and sub-committee terms of reference Delegated authority in respect of officers Code of Conduct Policy statements	Hard Copy	15p sheet
Policies and procedures for the provision of services and about the employment of staff: Internal policies relating to the delivery of services Equality and diversity policy Health and safety policy Recruitment policies (including current vacancies) Policies and procedures for handling requests for information Complaints procedures (including those covering requests for information and operating the publication scheme)	Hard Copy	15p sheet
Information security policy	Hard Copy	15p sheet
Records management policies (records retention, destruction and archive)	Hard Copy	15p sheet
Data protection policies	Hard Copy	15p sheet
Schedule of charges (for the publication of information)	Website Hard Copy	Free 15p sheet

Class 6 – Lists and Registers Currently maintained lists and registers only	(some information may only be available by inspection)
Any publicly available register or list (if any are held this should be publicised; in most circumstances existing access provisions will suffice)	Hard Copy	15p sheet
Assets Register	Hard Copy	15p sheet
Disclosure log (indicating the information that has been provided in response to requests; recommended as good practice, but may not be held by parish councils)	Hard Copy	15p sheet
Register of members’ interests	Hard Copy	15p sheet
Register of gifts and hospitality	Hard Copy	15p sheet

Class 7 – The services we offer (Information about the services we offer, including leaflets, guidance and newsletters produced for the public and businesses) Current information only	(some information may only be available by inspection)
Allotments	N/A
Burial grounds and closed churchyards	Hard Copy	15p sheet
Community centres and village halls	Hard Copy	15p sheet
Parks, playing fields and recreational facilities	Hard Copy	15p sheet
Seating, litter bins, clocks, memorials and lighting	Hard Copy	15p sheet
Bus shelters	N/A
Markets	N/A
Public conveniences	N/A
Agency agreements	Hard Copy	15p sheet
A summary of services for which the council is entitled to recover a fee, together with those fees (e.g. burial fees)	Hard Copy	15p sheet

Additional Information

SCHEDULE OF CHARGES

This describes how the charges have been arrived at.

TYPE OF CHARGE	DESCRIPTION	BASIS OF CHARGE
Disbursement cost	Photocopying or printing @ 15p per A4 sheet (black & white)	Actual cost (with overheads)
	Photocopying or printing @ 30p per A4 sheet (colour)	Actual cost (with overheads)

	Postage	Actual cost of Royal Mail standard 2nd class

Statutory Fee		In accordance with the relevant legislation, if applicable.

Other

* the actual cost incurred by the public authority

Freedom of Information

Freedom of Information Act

Making a Freedom of Information request

Exempt information

Costs

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