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Publication Scheme

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24 – Publication Scheme – Reviewed & Adopted 16/02/2022 

Gainsborough Town Council

Publication scheme 

This Publication Scheme sets out the information the Council will make available as a matter of course. It does not mean that other information will not be provided, simply the information listed in the scheme is readily available.

Scope of the Publication Scheme

The Publication Scheme sets out the classes of information the Council has, or will make, available. Within each class is a list of documents or information. In general, correspondence sent or received by Councils and all information relating to private individuals is excluded throughout the scheme as this is personal data under the Data Protection Act 2018.

Information available from Gainsborough Town Council under the publication scheme

This guidance/template gives examples of the kinds of information that the ICO would expect Parish/Community Councils to provide in order to meet their commitments under the publication scheme.

We would expect Parish/Community Councils to make the information in this definition document available unless:

  • 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 the public authority or on its behalf. The authority must 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  • the information is archived, out of date or otherwise inaccessible; or,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.

The guidance is not meant to give an exhaustive list of everything that should be covered by a publication scheme. The legal commitment is to the publication scheme, and public authorities should look to provide as much information as possible on a routine basis.

Publishing datasets for re-use

Public authorities must publish under their publication scheme  any dataset they hold that has been requested, together with any updated versions, unless they are satisfied that it is not appropriate to do so. So far as reasonably practicable, they must publish it in an electronic form that is capable of re-use.

If the dataset or any part of it is a relevant copyright work and the public authority is the only owner, the public authority must make it available for re-use under the terms of a specified licence. Datasets in which the Crown owns the copyright or the database rights are not relevant copyright works.

The Datasets Code of Practice recommends that public authorities make datasets available for re-use under the Open Government Licence.  

The term ‘dataset’ is defined in section 11(5) of FOIA. The terms ‘relevant copyright work’ and ‘specified licence’ are defined in section 19(8) of FOIA. The ICO has published guidance on the dataset provisions in FOIA. This explains what is meant by “not appropriate” and “capable of re-use”.

Information to be publishedHow the information can be obtainedCost
Class1 – Who we are and what we do (Organisational information, structures, locations and contacts)(hard copy or website; some information may only be available by inspection)
Who’s who on the Council and its CommitteesWebsitefree
Contact details for Parish Clerk and Council members (named contacts where possible with telephone number and email address (if used))Members   Staff including Town Clerkfree
Location of main Council office and accessibility detailsRichmond House, Richmond Park, Morton Terrace, Gainsborough, Lincolnshire, DN21 2RJ Tel: 01427 811573
Staffing structureWebsitefree
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 minimumWebsitefree
Annual return form and report by auditorWebsitefree
Finalised budgetWebsitefree
Borrowing Approval letterN/Afree
Financial Standing Orders and RegulationsWebsitefree
Grants given and receivedhardcopy
List of current contracts awarded and value of contracthardcopy
Members’ allowances and expenseshardcopy
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; some information may only be available by inspection)
Parish Plan (current and previous year as a minimum)N/A –
Annual Report to Parish or Community Meeting (current and previous year as a minimum)hardcopy
Quality statusN/Afree
Local charters drawn up in accordance with DCLG guidelinesN/Afree
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; some information may only be available by inspection)
Timetable of meetings (Council and any committee/sub-committee meetings and parish meetings)Website and noticeboard (current only)free
Agendas of meetings (as above)Website and noticeboard (current only)free
Minutes of meetings (as above) – n.b. this will exclude information that is properly regarded as private to the meeting.Websitefree
Reports presented to council meetings – n.b. this will exclude information that is properly regarded as private to the meeting.Current: Website   Older: hardcopyFree   Usual fees
Responses to consultation papersSee minutesfree
Responses to planning applicationsWLDC websitefree
Bye-laws free
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; some information may only be available by inspection)
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 statementsWebsite     Website     Website   Website Websitefree
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 Complaints procedures (including those covering requests for information and operating the publication scheme)Website       Website     Website   Website, News Feed     Websitefree
Information security policyWebsitefree
Records management policies (records retention, destruction and archive)Websitefree
Data protection policiesWebsitefree
Schedule of charges (for the publication of information)Websitefree
Class 6 – Lists and Registers Currently maintained lists and registers onlyCurrently hard copy only if available. Some items available by inspection only – which will be free of charge.£0.20 per page, £1.00 for colour
Any publicly available register or list (if any are held this should be publicised; in most circumstances existing access provisions will suffice)N/A
Assets registerWebsitefree
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)N/Afree
Register of members’ interestsWebsitefree
Register of gifts and hospitalityWebsitefree
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)
Burial grounds and closed churchyardsWebsitefree
Community centres and village hallsWebsitefree
Parks, playing fields and recreational facilitiesWebsitefree
Seating, litter bins, clocks, memorials and lightinghardcopy£0.20 per page, £1.00 for colour
Bus sheltershardcopy£0.20 per page, £1.00 for colour
Public conveniencesN/A
Agency agreementshardcopy£0.20 per page, £1.00 for colour
Services for which the council is entitled to recover a fee, together with those fees (e.g. burial fees)See webpage of relevant service (see above). Hardcopy on request.£0.20 per page, £1.00 for colour 

Pease contact:

Richmond House, Richmond Park, Morton Terrace, Gainsborough, Lincolnshire, DN21 2RJ

Tel: 01427 811573

Most hardcopy information will also be available to be sent by email


This describes how the charges have been arrived at and should be published as part of the guide.

Disbursement costPhotocopying @ ..p per sheet (black & white)£0.20*
Photocopying @ ..p per sheet (colour)£1.00*
PostageActual cost of Royal Mail standard 2nd class*
Statutory Fee In accordance with the relevant legislation (quote the actual statute)
Documents available under the publication scheme

* the actual cost incurred by the public authority