1. Introduction
This publication scheme has been prepared and approved by the Information Commissioner for use by parish/town councils.
This publication scheme commits Gainsborough Town Council 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 Council.
Additional assistance is provided to the definition of these classes in sector specific guidance manuals issued by the Information Commissioner. The scheme commits Gainsborough Town Council:
- To proactively publish or otherwise make available as a matter of routine, information, including environmental information, which is held by the Council and falls within the classifications below.
- To specify the information which is held by the Council 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 Council 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.
- To publish any dataset held by the Council that has been requested, and any updated versions it holds, unless the Council is satisfied that it is not appropriate to do so; to publish the dataset, where reasonably practicable, in an electronic form that is capable of re-use; and, if any information in the dataset is a relevant copyright work and the public authority is the only owner, to make the information available for re-use under the terms of the Re-use of Public Sector Information Regulations 2015, if they apply, and otherwise under the terms of the Freedom of Information Act section 19. (The term ‘dataset’ is defined in section 11(5) of the Freedom of Information Act. The term ‘relevant copyright work’ is defined in section 19(8) of that Act)
2. 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.
3. 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.
4. The method by which information published under this scheme will be made available
The Council 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 the Council, information will be provided on their 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, the Council 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 Council 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.
5. Charges and fees
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.
Charges may also be made for making datasets (or parts of datasets) that are relevant copyright works available for re-use. These charges will be in accordance with the terms of the Re-use of Public Sector Information Regulations 2015, where they apply, or with regulations made under section 11B of the Freedom of Information Act, or with other statutory powers of the public authority.
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.
6. 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.
Requests for information should be made to the Town Clerk by email townclerk@gainsborough-tc.gov.uk or in writing by post to Gainsborough Town Council, Town Clerk, Richmond House, Richmond Park, Morton Terrace, Gainsborough, DN21 2RJ.
7. Charges
You can use our website to obtain information for no charge by us.
If there is something missing that we can still provide online we will update the website so you can access it.
Some documents and information can only be provided in electronic format but not on the website. We may have to purchase a storage device, packaging and post it to you (if applicable) so there may be costs incurred which you will be advised about to decide if you wish to proceed.
If we can only provide information or documents to you in a hard copy format we will advise you of the expected costs before we can provide the information. Typical photocopying/printing costs are estimated to be 15p per A4 sheet per side, A3 copying and printing 20p per sheet per side (cost may be higher for colour copying/printing) plus postage and packaging (if applicable).
8. Information to be published
| Information to be published | How the information can be obtained |
| 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 Committees | Website |
| Contact details for Parish Clerk and Council members (named contacts where possible with telephone number and email address (if used)) | Members Staff including Town Clerk |
| Location of main Council office and accessibility details | Richmond House, Richmond Park, Morton Terrace, Gainsborough, Lincolnshire, DN21 2RJ Tel: 01427 811573 townclerk@gainsborough-tc.gov.uk |
| Staffing structure | Website |
| 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 | Website |
| Annual return form and report by auditor | Website |
| Finalised budget | Website |
| Precept | Website |
| Borrowing Approval letter | N/A |
| Financial Standing Orders and Regulations | Website |
| Grants given and received | hardcopy |
| List of current contracts awarded and value of contract | hardcopy |
| Members’ allowances and expenses | hardcopy |
| 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 status | N/A |
| Local charters drawn up in accordance with DCLG guidelines | N/A |
| 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) |
| Agendas of meetings (as above) | Website and noticeboard (current only) |
| Minutes of meetings (as above) – n.b. this will exclude information that is properly regarded as private to the meeting. | Website |
| Reports presented to council meetings – n.b. this will exclude information that is properly regarded as private to the meeting. | Current: Website Older: hardcopy |
| Responses to consultation papers | See minutes |
| Responses to planning applications | WLDC website |
| 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; 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 statements | Website Website Website Website Website |
| 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 Website |
| Information security policy | Website |
| Records management policies (records retention, destruction and archive) | Website |
| Data protection policies | Website |
| Schedule of charges (for the publication of information) | Website |
| Class 6 – Lists and Registers Currently maintained lists and registers only | Currently hard copy only if available. Some items available by inspection only – which will be free of charge. |
| 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 register | Website |
| 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/A |
| Register of members’ interests | Website |
| Register of gifts and hospitality | Website |
| 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 | Website |
| Burial grounds and closed churchyards | Website |
| Community centres and village halls | Website |
| Parks, playing fields and recreational facilities | Website |
| Seating, litter bins, clocks, memorials and lighting | hardcopy |
| Bus shelters | hardcopy |
| Markets | N/A |
| Public conveniences | N/A |
| Agency agreements | hardcopy |
| 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. |
Please contact:
Richmond House, Richmond Park, Morton Terrace, Gainsborough, Lincolnshire, DN21 2RJ
Tel: 01427 811573
Email: townclerk@gainsborough-tc.gov.uk
Most hardcopy information will also be available to be sent by email.
9. Schedule of Charge
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 @ 15p per A4 sheet (black & white) | Actual cost |
| Photocopying @ 100p per sheet (colour) | Actual cost | |
| Photocopying @ 20p per A3 sheet (black & white) | Actual cost | |
| Postage | Actual cost of Royal Mail standard 2nd class* | |
| Freedom of Information Request | An additional charge may be made if the cost to the Parish Council for retrieval and collation is unreasonable. |