Policies and Procedures

Scheme of Publications

SCHEME OF PUBLICATIONS
ADOPTED: JANUARY 2023
Reviewed May 2025
 
1. Scheme of publication page 2
2. Publishing data sets for re-use page 2
3. Table of publications page 3
Class 1 – Who we are and what we do page 3 
Class 2 – What we spend and how we spend it page 3
Class 3 – What our priorities are and how we are doing page 4
Class 4 – How we make decisions page 4
Class 5 – Our policies and procedures page 4
Class 6 – Lists and registers page 5
Class 7 – The services we offer page 5
 
1. Scheme of publication
The Scheme of Publication sets out what kinds of information that the ICO would expect Parish Councils to provide in order to meet their commitments under the model publication scheme.
The ICO would expect Parish Councils to make the information in this definition document available unless: 
(a) it does not hold the information; 
(b) the information is exempt under one of the FOIA exemptions or Environmental Information Regulations exceptions, or its release is prohibited by another statute; 
(c) 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;
(d) the information is archived, out of date or otherwise inaccessible; or, 
(e) it would be impractical or resource-intensive to prepare the material for routine release. 
The legal commitment is to the model publication scheme, and public authorities should look to provide as much information as possible on a routine basis. 
2. 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 reuse”. 
 
3. Table of Publications

Information 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

Website

20p per A4 sheet

Free

Who’s who on the Council and its Committees

Council: Hard copy

Council: Website

Committee: Contact the Clerk

20p per A4 sheet

Free

Contact details for Parish Clerk and Council Members (named contacts where possible with telephone number and email address (if used)

Hard copy

Website

20p per A4 sheet

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.

 

Current and previous financial year as a minimum

Hard copy

Website

20p per A4 sheet

Free

Annual return form and report by auditor

Hard copy

Website

20p per A4 sheet

Free

Finalised consolidated budget

Hard copy

Website

20p per A4 sheet

Free

Standing Orders

Hard copy

Website

20p per A4 sheet

Free

Financial Regulations

Hard copy

Website

20p per A4 sheet

Free

 

 

 

Grants given and received

Hard copy

Website

20p per A4 sheet

Free

List of current contracts awarded and value of contract

Hard copy

Website

20p per A4 sheet

Free

Members allowances and expenses

Hard copy

Website

20p per A4 sheet

Free

 

Class 3 – What our priorities are and how we are doing

Annual report to Parish Meeting (current and previous year as a minimum)

Hard copy

Website

20p per A4 sheet

Free

 

Class 4 – How we make decisions

Decision making processes and records of decision

Current and previous council year as a minimum

Hard copy

Website

20p per A4 sheet

Free

Timetable of meetings (Council and any committee/sub committee meetings and Parish meetings).

Hard copy

Website

20p per A4 sheet

Free

Agendas of meetings

Hard copy

Website

20p per A4 sheet

Free

Minutes of meetings (NB this will exclude information that is properly regarded as private to the meeting)

Hard copy

Website

20p per A4 sheet

Free

Reports presented to council meetings (NB this will exclude information that is properly regarded as private to the meeting)

Hard copy

Website

20p per A4 sheet

Free

Responses to consultation papers

Hard copy

Website

20p per A4 sheet

Free

Responses to Planning applications

Hard copy

Website

20p per A4 sheet

Free

 

Class 5 – Our policies and procedures

Current written protocols, policies and procedures for delivering our service and responsibilities

 

Current information only

Hard copy

Website

20p per A4 sheet

Free

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

Hard copy

Website

20p per A4 sheet

Free

Policies and procedures for the provision of services and about the employment of staff.

Hard copy

Website

20p per A4 sheet

Free

Complaints Procedure (including those covering request for information and operating the publication scheme)

Hard copy

Website

20p per A4 sheet

Free

Data Protection Policy

Any other policies

Hard copy

Website

20p per A4 sheet

Free

 

Class 6 – Lists and Registers

Currently maintained lists and registers only

Hard copy

Website

20p per A4 sheet

Free

Any publicly available register or list (if any are held this should be publicised. In most circumstances existing access provisions will suffice)

Hard copy

Website

20p per A4 sheet

Free

Assets register (updated annually)

Hard copy

Website

20p per A4 sheet

Free

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)

Hard copy

Website

20p per A4 sheet

Free

Register of Members’ Interests

Hard copy

Website

20p per A4 sheet

Free

Register of gifts and hospitality

Hard copy

Website

20p per A4 sheet

Free

 

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

Website

20p per A4 sheet

Free
 
Clerk to the Council