Freedom of Information

Information to be published

Under the Freedom of Information Act the parish council is required by the Information Commissioner to have a publication scheme setting out the sort of information it keeps, where it is available for inspection and at what cost.  This is set out below.  Please contact the Clerk for any data required.

Information to be published How the information can be obtained Cost
Class1 – Who we are and what we do

The Parish Council of Clymping is made up of seven parish councillors and one part time Clerk.  It meets on a six weekly cycle. 

Details of all Councillors, and the Clerk as well as the dates of future meetings are on the notice boards in Clymping Park, in Horsemere Green Lane and on Church Green.  They are also available on the website. free
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)

(hard copy and/or website)  cost of copying
Annual return form and report by auditor Available for inspection from the Clerk.  A photocopy could be made. Free/ cost of copying
Finalised budget From the December minutes for each year available for inspection from the clerk or on the website. free
Precept From the January minutes for each year and from the accounts on the website Free/ cost of copying
Grants given and received From the minutes Free/ cost of copying
Annual accounts to 31 March in each year Available for inspection from the Clerk or on the website Free/ cost of copying
Class 3 – What our priorities are and how we are doing

(Strategies and plans, performance indicators, audits, inspections and reviews) 

(hard copy or website)  Free/ cost of copying
Parish Plan (current and previous year as a minimum) None currently adopted free
Annual Report to Parish or Community Meeting (current and previous year as a minimum) Available for inspection from the Clerk from the May minutes of each year or on the website Free/ cost of copying
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) Free/ cost of copying
The Parish Council meets at approximately two monthly intervals in Clymping Parish Church at 7.30 pm.

Ad hoc meetings will be added if Council business requires.

The dates of future meetings are displayed on the notice boards and are available on the website free
Agendas of meetings (as above) The agenda for the next meeting are displayed on the notice boards and are available on the website free
Minutes of meetings (as above) – NB this will exclude information that is properly regarded as private to the meeting. Minutes for past meetings appear on the website.  They are in draft form until confirmed at a meeting of Council. Hard copies are available from the Clerk Free/ cost of copying
Reports presented to council meetings Responses to these will be included within the minutes Free/ cost of copying
Responses to consultation papers
Responses to planning applications
Class 5 – Our policies and procedures

(Current written protocols, policies and procedures for delivering our services and responsibilities)

 Current information only 

Website or hard copy  Free/ cost of copying
Policies and procedures for the conduct of council business:

Procedural standing orders

Code of Conduct 

Website or hard copy

 

Free or cost of copying
Class 6 – Lists and Registers

 Currently maintained lists and registers only 

(hard copy or website; some information may only be available by inspection)  Free/ cost of copying
Register of members’ interests Website or hard copy  Free or cost of copying
Register of gifts and hospitality – none received to date  Hard copy available from the Clerk (if any arise)  Cost of copying


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 @ ..p per sheet (black & white) Actual cost incurred by the Council
  Photocopying @ ..p per sheet (colour) Actual cost incurred by the Council
  Postage Actual cost of Royal Mail standard 2nd class