Transparency and Freedom of Information

Transparency and Freedom of Information

You should find everything you would like to know about the running of Harberton Parish Council through this one page and the links contained herein.

The Parish Council are obliged to make information available to the public under the ‘Model Publication Scheme’ and the ‘Transparency Code’ and do so here.  If there is information you would like to gain access to that is not available via the list below, please look at the Freedom of Information Policy and Procedures document which clearly outlines how to make your request before getting in touch with the Clerk.

Harberton Parish Council have adopted the following template from the Information Commissioners Office, listing information Parish Councils are expected to publish to meet commitments under the model publication scheme. The Parish Council make much of this information available via this website, and links have been provided for ease of access.  You may also request information in hard copy form, for a small charge per printed page. Items that are struck through refer to documents the Parish Council does not hold.

Information available from Harberton Parish Council under the model publication scheme.

Information to be published How the information can be obtained Cost
Class 1 – Who we are and what we do (Organisational information, structures, locations and contacts). This will be current information only. (hard copy or website)  
Who’s who on the Council and its Committees Website
Hard copy from Clerk
Free 10p/sheet
Contact details for Parish Clerk and Council members (named contacts where possible with telephone number and email address (if used)) Website
Hard copy from Clerk
Free 10p/sheet
Location of main Council office and accessibility details
Staffing structure
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 or website)  
2017/18 Annual Governance and Accountability Return Part 3 with auditor reports
2018 Notice of period of exercise of public rights
2018 Notice of conclusion of audit
2017 Annual return form and report by auditor
2016 Annual return form and report by auditor
2015 Annual return form and report by auditor
2014 Annual return form and report by auditor
Website
Hard copy from Clerk
Free 10p/sheet
Finalised 2018 19 budget
Finalised 2017 18 budget
Website
Hard copy from Clerk
Free 10p/sheet
Precept 2018 demand
Precept 2017 demand
Precept 2016 demand

Precept 2015 demand
Website
Hard copy from Clerk
Free 10p/sheet
Borrowing Approval letter
Financial Standing Orders and Regulations Website
Hard copy from Clerk
 Free 10p/sheet
2017/18 Grants given and received
2016/17 Grants given and received
2015/16 Grants given and received
Website
Hard copy from Clerk
 Free 10p/sheet
List of current contracts awarded and value of contract
Members’ allowances and expenses
Class 3 – What our priorities are and how we are doing (Strategies and plans, performance indicators, audits, inspections and reviews) Current and previous year as a minimum (hard copy or website)  
Parish Plan (current and previous year as a minimum)
Annual Report to Parish or Community Meeting (current and previous year as a minimum
Quality status
Local charters drawn up in accordance with DCLG guidelines
Class 4 – How we make decisions (Decision making processes and records of decisions) Current and previous council year as a minimum (hard copy or website)  
Timetable of meetings (Council and any committee/sub-committee meetings and parish meetings) Website
Hard copy from Clerk
Free 10p/sheet
Agendas of meetings (as above) Website/electronic copy on requesr
Hard copy from Clerk
Free10p/sheet
Minutes of meetings (as above) – n.b. this will exclude information that is properly regarded as private to the meeting. Website
Hard copy from Clerk
Free 10p/sheet
Reports presented to council meetings – n.b. this will exclude information that is properly regarded as private to the meeting. Electronic copy on request via email Hard copy from Clerk Free 10p/sheet
Responses to consultation papers
Responses to planning applications
Bye-laws
Class 5 – Our policies and procedures (Current written protocols, policies and procedures for delivering our services and responsibilities) Current information only (hard copy or website)  
Policies and Procedures for the conduct of council business:
Procedural Standing Orders
Committee and sub-committee terms of reference
Harberton Parish Neighbourhood Plan Terms of Reference
* Harberton Parish Council Finance Committee Terms of Reference
Delegated authority in respect of officers
Code of Conduct
Policy Statements
Harberton Parish Council protocol on the filming and recording of local council and committee meetings.
Policies and procedures for the provision of services and about the employment of staff:
Internal instructions to staff and 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 (Freedom of Information Policy)
Complaints procedures (including those covering requests for information and operating the publication scheme).
Website
Hard copy from Clerk
Free 10p/sheet
Information security policy
Records management policies (records retention, destruction and archive)
Data protection policies (GDPR)
Information Data Protection Policy
Data Security Breach Reporting Form
Subject Access Request Policy and Procedures
Subject Access Request Form
Document Retention and Disposal Policy
HPC Retention of Documents Appendix A
Schedule of charges (for the publication of information)
 
Class 6 – Lists and Registers Currently maintained lists and registers only (hard copy or website; 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)
Electoral Roll
Inspection only (by arrangement with the Clerk)
Assets register Website (external)
Hard copy from Clerk
Free 10p/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) Inspection only (by arrangement with the Clerk)
Register of members’ interests Website (external)
Hard copy from Clerk
Free 10p/sheet
Register of gifts and hospitality
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 (hard copy or website; some information may only be available by inspection)
Allotments
Burial grounds and closed churchyards
Community centres and village halls
Parks, playing fields and recreational facilities
Seating, litter bins, clocks, memorials and lighting
Bus shelters
Markets
Public conveniences
Agency agreements
Services for which the council is entitled to recover a fee, together with those fees (e.g. burial fees)
Additional Information This will provide Councils with the opportunity to publish information that is not itemised in the lists above    
Treatment of Anonymous Letters
Risk Assessment

Statement of Internal Control
Press and Media Policy
2017/18 All Expenditure Above £100 (End of financial year)
2016/17 All Expenditure Above £100 (End of financial year)
2015/16 All Expenditure Above £100 (End of financial year)
 Website
Hard copy from clerk
 Free 10p/sheet

Contact details: Cat Radford, Harberton Parish Clerk email: clerk@harbertonparishcouncil.org, tel: 0845 557 8469, post: c/o Little Cholwell, Harberton, Totnes, Devon, TQ9 7RZ   SCHEDULE OF CHARGES This describes how the charges have been arrived at and should be published as part of the guide.

TYPE OF CHARGE DESCRIPTION BASIS OF CHARGE
Disbursement cost Photocopying @ 10p per sheet (black & white) Actual cost *
Postage Actual cost of Royal Mail standard 2nd class
Statutory Fee A cost of £25.00 per person, per hour can be charged if a request for information exceeds the appropriate limit, currently set at £450 (or 18 hours of work or more). In accordance with the relevant legislation (Requests where the cost of compliance with a request exceeds the appropriate limit 20120927, version 1.1)
Other

* the actual cost incurred by the public authority