Policies & Procedures

Heckington Parish Council is required to comply with the Freedom of Information Act 2000, the Data Protection Act 1998 both within the guidelines contained within the Local Government Transparency Code 2015. This requires public authorities to provide public access to information held by that authority. To this end a Publication Scheme, based on the Model developed by the Information Commissioner’s Office (ICO) is adopted.
 
Part One – The Publication Scheme 

This publication scheme has been prepared and approved by the Information Commissioner. It may be adopted without modification by any public authority without further approval and will be valid until further notice. 

This publication scheme commits an authority 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 authority. 
Additional assistance is provided to the definition of these classes in sector specific guidance manuals issued by the Information Commissioner. 

The scheme commits an authority: 

• To proactively publish or otherwise make available as a matter of routine, information, including environmental information, which is held by the authority and falls within the classifications below. 
• To specify the information which is held by the authority 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 authority 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 authority that has been requested, and any updated versions it holds, unless the authority 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. 

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. 

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. 

The method by which information published under this scheme will be made available 

The authority 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 a public authority, information will be provided on a 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, a public authority 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 authority 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. 

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 

Part Two - The Publicity Policy

1.  Introduction

In line with the guidelines above Heckington Parish Council currently utilises a website, posters, notice board notices and press releases as publicity tools in order to -  

1.  To raise the awareness of the services and responsibilities of the Council.

2.  To advertise Council activities, initiatives, achievements and successes.

3.  To show the Council represents the views of the electorate.

4.  To ensure the electorate has information on how to contact the Council.

5.  To consult the electorate on issues affecting the community

6.  To advertise democratic voting information 

7.  To display or inform the electorate information on Council agendas, minutes, budget etc.

8.  To publicise local groups, organisations and events that it believes will be of interest or assistance to the community. 

2.  Website 

Aims –

• to do all the items listed above
• to display information such as minutes, agendas and budgets
• to provide information on Council policies and detailed information regarding Councillors
• to provide background information about Heckington and organisations in the Village.

Any publicity describing the Councils policies and aims should be as objective as possible, concentrating on facts or explanations or both.

The Council should not publish anything which could attack any persons, position or other authority.

The Council should only use public money to mount publicity campaigns where its primary purpose is to serve the best interests of the village.

Any publications should be available to the whole electorate.   The website should not be used for consultations/communication if documents are unavailable elsewhere.

Items written or published shall not be personalise issues or be written for personal image raising purposes.

Publicity should not be, or liable to misrepresentation as being party political, or influence public opinion on policy.   Material should not contain political slogans, logos or political catch-phrases.

Publicity regarding an individual councillor may include contact details, the position they hold in the Council, and their responsibilities.

Any articles written by individual Councillors must never campaign for their election or selection on any forthcoming elections, referendums and/or petitions.

The Council should exercise the utmost care in ensuring all items it publishes are legitimate, legal, official and/or organised and do not promote anything unethical, irresponsible or the lowering of moral standards.

3.  Posters and Noticeboards

Aims – 

•  to fulfil legal requirements in respect of advance notification of Council meetings, for those residents not able to access information electronically via the website
•  to physically display Parish Council notices, agendas, advice, signposting Local Access Point Services (on behalf of NKDC), and to advertise local charitable events and groups for residents

Posters will be accepted for display from local charitable organisations and events where available space allows.  Priority will be given to Council notices.  

Commercial advertising will not be permitted or displayed in Council noticeboards.

Publicity should not be, or liable to misrepresentation as being party political, or influence public opinion on policy.   Material should not contain political slogans, logos or political catch-phrases.

Councillors should direct any approaches by the media to the Clerk in the first instance.

Ultimately the Clerk has the final responsibility for all publicity documents and, as such, should ensure compliance.   If there is any doubt as to the content of a submission then the Clerk will not publish the item.

4.  Press Releases 

Aims – 

•  to clarify the Council’s position/decision on a specific matter

Requests from the press or other media for an oral or written comment or statement from the Council, its councillors or staff shall be handled in accordance with the Council’s Press and Media Policy and facilitated by the Clerk.

Information available from Heckington Parish Council

NB1 Postage Costs will be charged at current rates

NB2 Any additional costs incurred as a result of a Freedom of Information request (eg lengthy research), may be charged and will be within official recommendations.