Freedom of Information Act 2000

The Freedom of Information Act 2000 received Royal Assent on 30 November 2000. It gives a general right of access to all types of recorded information held by public authorities, sets out exemptions from that right and places a number of obligations on public authorities. Any person who makes a request to a public authority for information must be informed whether the public authority holds that information and, subject to exemptions, supplied with that information.

Individuals already have the right of access to information about themselves under the Data Protection Act 1998. As far as public authorities are concerned, the Freedom of Information extends this right to allow public access to all types of information held.

Every public authority is required to adopt and maintain a publication scheme setting out the classes of information it holds, the manner in which it intends to publish the information, and whether a charge will be made for the information. The purpose of a scheme is to ensure a significant amount of information is available, without the need for a specific request. Schemes are intended to encourage organisations to publish more information proactively and to develop a greater culture of openness.

This authority initially adoped the Scheme on 5th November 2002 and subsequently formally adopted the New Model Publication Scheme at its Policy & Resources meeting of 18th November 2008. The model publication schemes sets out the classes of information common to all public authorities and the Guide sets out that held by Chorleywood Parish Council.  The Guide gives details of how the information can be accessed, whether a charge will be made for that information and if so what the cost is.

Model Publication Scheme

This model publication scheme has been prepared and approved by the Information Commissioner. It may be adopted without modification by any public authority without further approval and will be valid until further notice.

This publication scheme commits an authority to make information available to the public as part of its normal business activities. The information covered is included in the classes of information mentioned below, where this information is held by the authority. Additional assistance is provided to the definition of these classes in sector specific guidance manuals issued by the Information Commissioner.

The scheme commits an authority:-

• To proactively publish or otherwise make available as a matter of routine, information, including environmental information, which is held by the authority and falls within the classifications below.
• To specify the information which is held by the authority and falls within the classifications below.
• To proactively publish or otherwise make available as a matter of routine, information in line with the statements contained within this scheme.
• To produce and publish the methods by which the specific information is made routinely available so that it can be easily identified and accessed by members of the public.
• To review and update on a regular basis the information the authority makes available under this scheme.
• To produce a schedule of any fees charged for access to information which is made proactively available.
• To make this publication scheme available to the public.

Classes of Information

Who we are and what we do.
Organisational information, locations and contacts, constitutional and legal governance.

What we spend and how we spend it.
Financial information relating to projected and actual income and expenditure, tendering, procurement and contracts.

What our priorities are and how we are doing.
Strategy and performance information, plans, assessments, inspections and reviews.

How we make decisions.
Policy proposals and decisions. Decision making processes, internal criteria and procedures, consultations.

Our policies and procedures.
Current written protocols for delivering our functions and responsibilities.

Lists and Registers.
Information held in registers required by law and other lists and registers relating to the functions of the authority.

The Services we Offer.
Advice and guidance, booklets and leaflets, transactions and media releases. A description of the services offered.

The classes of information will not generally include:

• Information the disclosure of which is prevented by law, or exempt under the Freedom of Information Act, or is otherwise properly considered to be protected from disclosure.
• Information in draft form.
• Information that is no longer readily available as it is contained in files that have been placed in archive storage, or is difficult to access for similar reasons.

The method by which information published under this scheme will be made available
The authority will indicate clearly to the public what information is covered by this scheme and how it can be obtained.

Where it is within the capability of a public authority, information will be provided on a website. Where it is impracticable to make information available on a website or when an individual does not wish to access the information by the website, a public authority will indicate how information can be obtained by other means and provide it by those means.

In exceptional circumstances some information may be available only by viewing in person. Where this manner is specified, contact details will be provided. An appointment to view the information will be arranged within a reasonable timescale.
Information will be provided in the language in which it is held or in such other language that is legally required. Where an authority is legally required to translate any information, it will do so.

Obligations under disability and discrimination legislation and any other legislation to provide information in other forms and formats will be adhered to when providing information in accordance with this scheme.

Charges which may be made for Information published under this scheme

The purpose of this scheme is to make the maximum amount of information readily available at minimum inconvenience and cost to the public. Charges made by the authority for routinely published material will be justified and transparent and kept to a minimum.

Material which is published and accessed on a website will be provided free of charge.
Charges may be made for information subject to a charging regime specified by Parliament.

Charges may be made for actual disbursements incurred such as:

• photocopying.
• postage and packaging.
• the costs directly incurred as a result of viewing information.

Charges may also be made for information provided under this scheme where they are legally authorised, they are in all the circumstances, including the general principles of the right of access to information held by public authorities, justified and are in accordance with a published schedule or schedules of fees which is readily available to the public.

If a charge is to be made, confirmation of the payment due will be given before the information is provided. Payment may be requested prior to provision of the information.

Written Requests

Information held by a public authority that is not published under this scheme can be requested in writing, when its provision will be considered in accordance with the provisions of the Freedom of Information Act.

All information will be available for inspection at the Parish Office by appointment with the Clerk at Chorleywood Parish Council, South Lodge, Rickmansworth Road, Chorleywood, Herts, WD3 5SL.

Copies of Core Classes of information will be provided on payment of a copying fee and postage charges provided it is not subject to the Data Protection Act or commercially confidential.

Listed below are details of publications available within the scheme.

List of Information Available to the Public	Format in which Information is held	Cost to provide information to Public (as above unless otherwise stated)
1. Internal Practice and Procedure
(a) Minutes of the Council meetings from May 1998.	Website & Hardcopy
(b) Minutes of the Council’s Standing Committees from May 1998.	Website & Hardcopy
These include:-
Open Spaces (including Lawn Cemetery & Allotments)	Website & Hardcopy
Planning (including Transport)	Website & Hardcopy
Policy & Resources	Website & Hardcopy
Village Halls Trust	Website & Hardcopy
(c) Agendas and supporting papers for all of the above committees from May 1998	Agendas – web & hardcopy Supporting Papers – hardcopy only.
(d) Standing Orders including Standing Committee Terms of Reference, Contract	Website & Hardcopy
Specification Regulations, Terms of Reference of Selection of Chairman and Vice Chairman	Website & Hardcopy
(e) Council’s Annual Report from May 1998	Website & Hardcopy
2. Code of Conduct
(a) Members Declaration of Acceptance of Office	Hardcopy
(b) Members Registration of Interests	Hardcopy
(c) Register of Members Declaration of Interest	Hardcopy
3. Periodic Electoral Review
4. Employment Practice and Procedure
(a) Job Description	Hardcopy
(b) Terms & Conditions of Employment	Hardcopy
Including Grievance Procedure and Disciplinary Procedure	Hardcopy
(c) Health & Safety Policy	Hardcopy
(d) Equal Opportunities Policy	Hardcopy
(e) Racial Equality Policy	Hardcopy
(f) Staffing structure	Hardcopy
5. Planning Documents
(a) Responses to planning applications	Website & Hardcopy
6. Accounts and Audit
(a) Annual Return form	Hardcopy
(b) (i) Annual Statutory Report by Audit External	Hardcopy
(ii) Annual Statutory Report by Audit Internal	Hardcopy
(c) (i)Receipt books	Hardcopy
(ii) Bank books	Hardcopy
(iii) Invoice documentation	Hardcopy
(iv) Precept request	Hardcopy
(v) VAT records	Hardcopy
Financial Code of Practice	Hardcopy
Asset Register	Hardcopy
Risk Assessments
7. Fees and Charges
(i) Lawn Cemetery:	Website & Hardcopy
Plot purchase/Interment Fee/Memorial Plaque/ Sale of Vase	Website & Hardcopy
(ii) Hall hire	Website & Hardcopy
(iii) Common benches	Hardcopy
(iv) Allotment Rental	Website & Hardcopy
8. Register of Members allowances
9. Deeds:
(i) Chorleywood Common	Hardcopy
(ii) Railway Field	Hardcopy
(iii) Allotment Sites: Dog Kennel Lane, Copmans Wick and the Swillett	Hardcopy
(iv) War Memorial Hall	Hardcopy
(v) Hollybush Hall	Hardcopy
(vi) Bullsland Hall	Hardcopy
(vii) Chorleywood Lawn Cemetery	Hardcopy
10. Development and Implementation of Policy
(i) Responses made to consultation documents.	Website & Hardcopy
(ii) Chorleywood Common Management Plan (Cost £1)	Hardcopy
(iii) Chorleywood Common Woodland Management Plan	Hardcopy
11. Byelaws
(i) Common Byelaws	Website & Hardcopy
12. Council Circulars/Newsletters
(i) Parish Guide	Website & Hardcopy
(ii) Chorleywood Matters	Website & Hardcopy
13. Arts Entertainment and Tourist Information
(i) Village Halls Booking Sheet	Hardcopy
(ii) Village Halls Booking Regulations	Hardcopy
(iii) Village Day Leaflets and Posters	Website & Hardcopy
(iv) Late Night Shopping Leaflets and Posters	Website & Hardcopy
(v) Circular Walk leaflet	Hardcopy
14. Allotments
(i) Standard Tenancy Agreement	Website & Hardcopy
(ii) Site and Plot plans	Hardcopy
15. Burial Grounds
(i) Plot plans	Hardcopy
(ii) Cemetery Rules	Website & Hardcopy
Chorleywood Parish Council – Associate Contacts	All listed on Website
Herts Biological Records Office Environment County Hall, Pegs Lane, Hertford SG13 8DN, Tel: 01992 555220 Email: biorec.info@hertscc.gov.uk
Countryside Management Service Countryside Centre, Hixberry Lane, St Albans, Herts. AL4 0TZ. Tel: 01727 848168
Hertfordshire County Council County Hall, Pegs Lane, Hertford SG13 8DN.Tel: 01992 555550
Three Rivers District Council Three Rivers House, Northway, Rickmansworth, WD3 1RL. Tel 01923 776611
Chiltern Forestry Ric Pakenham, Stoney Lane Cottage, Little Haseley, Oxford, OX44 7LU. Tel: 0184427 8849
Forestry Commission Forestry Commission GB and Scotland. Silvan House, 231 Corstorphine Road, Edinburgh, Scotland, EH12 7AT. Telephone: 0131 334 0303 (switchboard).Enquiries: 0845 FORESTS (3673787). Fax: 0131 334 3047. E-mail: enquiries@forestry.gsi.gov.uk
DEFRA - Department for Environment, Food & Rural Affairs Defra, Customer Contact Unit, Eastbury House, 30 - 34 Albert Embankment, London, SE1 7TL. Helpline:  08459 33 55 77. Fax: 020 7238 2188. Email:  helpline@defra.gsi.gov.uk
Natural England Northminister House, Peterborough, Cambridgeshire, PE1 1UA. Tel: 0845 600 3078 (local rate). Fax: 01733 455103. Email enquiries@naturalengland.org.uk
CDA, Village Hall Advisory Service Birchwood Avenue , Hatfield, Herts. AL10 0PS. Tel: 01707 695500
Charity Commission Direct Charity Commission Direct, P O Box 1227, Liverpool  L69 3UG.Tel:  01823 345471.Fax:  01923 345003. www.charitycommission.gov.uk
Performing Rights Society Ltd PO Box 2397, London W1A 2RU. Tel: 0845 300 7030