(For details of how information is provided, etc see the Supplement to the Council’s Publication Scheme)
1) COUNCIL INTERNAL PRACTICE AND PROCEDURE
Core documents:
Minutes of council, committee and sub-committee meetings – limited to the last 2 years.
Procedural Standing Orders
Council’s Annual Report to Parish Meeting
Optional documents:
Agendas and supporting papers for council, committee and sub-committee meetings-limited in each case to the forthcoming/immediate meeting.
Terms of Reference for Committees
2) CODE OF CONDUCT
Core documents:
Members Declaration of Acceptance of Office
Members Register of Interests
Register of Members Interests Book
3) PERIODIC ELECTORAL REVIEW
This is information concerning changes to the electoral arrangements for parish, town and community councils. It includes recommendations for the creation of new wards, the amendment of existing wards, proposals for the names of new wards and alterations to the number of councillors to be elected to the council.
Core documents:
Information relating to the last Periodic Electoral Review of the council area
Information relating to the latest boundary review of the council area
4) EMPLOYMENT PRACTICE AND PROCEDURE
Core documents:
Terms & conditions of employment
Job descriptions
Exclusions – ‘personal records’ i.e. appraisals, employee specific salary details, disciplinary records, sickness records and the like by virtue of being personal data under the Data Protection Act 1998
5) PLANNING DOCUMENTS
Core documents:
Responses
to planning applications
Optional documents:
Parish
Plan
Exclusions – Copies of planning consultations, the Development Plan, Structure Plan, Local Plan and Rights of Way/Footpath maps all of which are available from the local planning and/or highway authority respectively
6) AUDIT AND ACCOUNTS
Core documents:
Annual return form – limited to the last financial year
Annual Statutory report by auditor (internal and external) – limited to the last financial year
Receipt/Payment books, Receipt books of all kinds, Bank Statements from all accounts – limited to the last financial year
Precept request – limited to the last financial year
VAT records – limited to the last financial year
Financial Standing Orders and Regulations
Assets register – this will include details of commons/village greens owned by the council including management schemes for commons as well as village halls, community centres and recreation grounds.
Risk Assessments
Exclusions – all commercially sensitive information e.g. quotations and tenders, loan documentation and insurance policies. With regard to quotations and tenders, this information is treated as confidential to ensure that the whole tender process is fair i.e. if tender information is released to a third party prior to the end of the tender period those who initially submitted tenders could be undercut and/or unfairly disadvantaged.
See also supplementary information April 2005