Publication Scheme

The Freedom of Information Act 2000 requires all public authorities, including Ashford Borough Council, to adopt and maintain a Publication Scheme.

This is Ashford Borough Council’s Scheme under the Act. The purpose of the Scheme is to inform the public as to what information will be automatically or routinely published by the Borough Council. In order to achieve this, the Act requires that Publication Schemes specify classes of information. Ashford Borough Council’s Scheme sets out seven Classes or categories, which are:

Class 1 - Who we are and what we do
Class 2 - What we spend and how we spend it
Class 3 - What our priorities are and how we are doing
Class 4 - How we make decisions
Class 5 - Our policies and procedures
Class 6 - Lists and registers
Class 7 - Services provided by the Council

The rest of this document deals with these Classes. In each case, the Scheme gives the title of the Class, a definition, an explanation if appropriate, and a description of how the information may be seen, for example its location on the Council’s website or at an office. Charges may be levied for obtaining copies of the information. (See below).

All Classes are subject to statutory and other exemptions, that is, information that whilst it falls within the broad definition, will not be published. (See further, “Excluded Information”, below).

This Scheme has been developed in accordance with the guidance issued by the Information Commissioner (“Definition Document for the Model Publication Scheme for principal local authorities” ). In preparing this Scheme we have also had regard to the public interest. We have taken notice of the kinds of information that people normally ask us for and what they are interested in. We have also had regard to the overall public interest in disclosure of information in the interests of open and accountable local government, as well as having regard to information that is already published.

The Scheme and the Freedom of information Act 2000 does not limit in any way the other rights that people have to information, nor does it limit in any way the information that we otherwise make publicly available outside the Scheme.

Therefore, planning applications, the statutory Planning Register, and all other statutory registers which the Council is obliged to make available, will continue to be available for public inspection.

Additionally we will continue publishing a large amount of material in the form of guidance or assistance about various services on a routine basis, as we always have done.

Excluded Information

A great deal of the information that we hold is personal and/or private to individuals. The Freedom of Information Act 2000 does not deal with this, and will not make this information public. The individual concerned does, however, have access to that information under the Data Protection Act, 1998. In other words, your private affairs and business with Ashford Borough Council as an individual are not the subject of this Publication Scheme.
Excluded throughout the Scheme is general correspondence sent or received by the Council.
Please note that a limitation may apply as to the length of time certain documents are kept by the Council. The emphasis of the scheme is to make current information readily available.

Responsibilities

The Council has appointed the Head of ICT and Customer Services as the officer responsible for this Scheme on behalf of the Council and also as responsible for maintaining the Scheme on a day-to-day basis.

He is also the Data Protection Officer for the Council and so he will also deal with any issues about personal data.

Additionally, the Council maintains a current complaints procedure and any formal complaints about Data Protection, the Freedom of Information Act or other services generally may be dealt with by contacting the relevant Service Manager or by writing to Head of Service.

The full complaints procedure is available on our Formal Complaints Procedure webpage.

The opportunity to make a formal complaint to the Council does not limit any rights that people have to complain to the Information Commissioner (about either Freedom of Information or Data Protection issues) at the following address:

The Information Commissioner's Office

Wycliffe House

Water Lane, Wilmslow

Cheshire SK9 5AF

Tel: 08456 306060 or 01625 545745

Fax: 01625 524510

DX: 20819 Wilmslow

Web: www.ico.gov.uk/complaints.aspx

Review

The Publication Scheme will be reviewed periodically to ensure that the Council is adhering to the Freedom of Information Act and is operating the Scheme in accordance with good practice.

The relevant information under each Class will automatically be published and/or updated as required.

If you have any suggestions about this Scheme, please contact the Head of ICT and Customer Services.

Publication of the Scheme

This Publication Scheme itself is available here and will be deposited at all of our offices within the Borough. A copy will also be made available to local Town and Parish Councils within the Borough, for their information.

In deciding to distribute the Scheme in this way we have had regard to the geographical nature of the Borough, issues of access and the public interest.

Language and Format

This Publication Scheme and the documents to which it refers are available in written form, in English. Any members of the public who require access to the Scheme in other formats should contact the Head of ICT and Customer Services to discuss availability.

Charges

No charge will be made by the Council for examining the information within this Publication Scheme. A charge may be made at rates determined from time to time by the Council for any photocopies sought.

Many documents included in this Scheme, however, are subject to specific charges for the provision of copies. These are listed in the current List of Charges, available on our Website and on request from the Head of ICT and Customer Services.

Scope

This Publication Scheme does not refer to any other authorities, bodies or executive agencies. The information it defines and classifies relates to Ashford Borough Council only.

Class	Definition	Details and Explanation	Currency	Locations	Charges
1. Who we are and what we do	Organisational information, structures, locations and contacts.	The Council's Constitution The council's constitution consists of a number of documents that, under the Local Government Act 2000, are required to be brought together and made available for public inspection. The articles of the constitution set out the basic principles that underlie the way the council operates. The other parts of the constitution include details of the council and the committees to which the council has delegated various powers and the functions that are the responsibility of the executive; the terms of reference of the various committees and other bodies; the procedure rules that regulate the proceedings at meetings; financial regulations; the code of practice for the procurement of works, supplies and services; codes of conduct for members and employees; the schedule for the payment of member's allowances; and a description of the management structure of the council's workforce. Council democratic structure Any further information not included in the constitution about the decision making bodies of the council and their role. Council directorate structure Information about the internal structures of the offices of the council, including an outline of their responsibilities and the names of the directors. Location and opening times of council properties Currently elected councillors’ information and contact details Contact details for all customer-facing departments Most recent election results Relationships with other authorities The respective roles of different local authorities, details of partnership arrangements with other authorities and the Council’s relationship with central government. The role of the Monitoring Officer in respect of Ashford Borough Council and other councils.	Current information only	Written format: Civic Centre Tannery Lane Ashford Kent TN23 1PL Electronic format: Council's Constitution.	For information see our Charges section above
2. What we spend and how we spend it	Financial information about projected and actual income and expenditure, procurement, contracts and financial audit.	Financial statements, budgets and variance reports Capital programme Information on major plans for capital expenditure including any private finance initiative and public-private partnership contracts. Spending reviews Financial audit reports The members’ allowances scheme and the allowances paid under it to councillors each year Staff allowances and expenses Pay and grading structure Election expenses (returns or declarations and accompanying documents relating to election expenses sent to the council) Procurement procedures Details of procedures for acquiring goods and services. Contracts available for public tender. Details of contracts currently being tendered List of contracts awarded and their value Only contracts that are large enough to have gone through formal tendering are published. District auditor’s report Financial statements for projects and events Internal financial regulations Funding for partnership arrangements	Current and previous two financial years	Written format: Civic Centre Tannery Lane Ashford Kent TN23 1PL	For information see our Charges section above
3. What our priorities are and how we are doing	Strategies and plans, performance indicators, audits, inspections and reviews.	Annual reports Strategies and business plans for services provided by the council Best value local performance plan Internal and external organisation performance reviews Strategies developed in partnership with other authorities Economic development action plan Forward plan Capital strategy Best value performance indicators District auditor’s reports on the best value performance plan and performance indicators Comprehensive performance assessment Inspection reports Local Area Agreements Statistical information produced in accordance with the council’s and departmental requirements Impact assessments Service standards Public service agreements	Current and previous three years	Written format: Civic Centre Tannery Lane Ashford Kent TN23 1PL Electronic format: Council Website in due course.	For information see our Charges section above
4. How we make decisions	Decision-making processes and records of decisions. .	Timetable of council meetings Agendas, officers’ reports, background papers and minutes of council committee, sub committee and standing forum meetings Major policy proposals and decisions Information that can be made available to the public without damaging internal policy development and relations with other public authorities. Facts and analyses of facts considered when framing major policies Public consultations Details of consultation exercises with access to the consultation papers or information about where the papers can be obtained. The results and outcomes of consultation exercises. Internal communications guidance, criteria used for decision-making, internal instructions, manuals and guidelines Subject to Exceptions as below: (1) This information does not include information which by law is classified as “confidential” or “exempt” under Local Government Act 1972 as amended by the Local Government (Access to Information) Act 1985. (2) Currently Agendas and Reports are not normally available earlier than five working days before the date of the meeting concerned. (3) Agendas and Reports are currently kept for a period of four years after the date of the meeting, and so may not be available for meetings held more than four years ago. (4) Minutes are required to be kept for a period of six years after the date of the meeting, and so may not be available for meetings held more than six years ago.	Current and previous three years (except in the case of Agendas and Reports [4 years] and Minutes [6 years])	Written format: Civic Centre Tannery Lane Ashford Kent TN23 1PL Electronic format: Council's Constitution .	For information see our Charges section above
5. Our policies and procedures	Current written protocols, policies and procedures for delivering our services and responsibilities.	Some of the information about policies and procedures will be covered by the council’s constitution. Policies and procedures for conducting council business Codes of practice, memoranda of understanding, procedure rules, internal guidance about the division of responsibilities between committees and delegated authority, policies on communications between councillors and members of staff and similar information. Policies and procedures for delivering our services Including local area agreement memoranda and policies and procedures for handling information requests. Policies and procedures about the recruitment and employment of staff Customer service Standards for providing services to the council’s customers, including the complaint procedure. Complaints procedures will include those covering requests for information and operating the publication scheme. Records management and personal data policies This will include information security policies, records retention, destruction and archive policies, and data protection (including data sharing) policies. Charging regimes and policies	Current information only	Written format: Civic Centre Tannery Lane Ashford Kent TN23 1PL Electronic format: Council Website in due course.	For information see our Charges section above
6. Lists and registers	Lists and registers held by the Council.	Public registers and registers held as public records Asset registers and information asset register Not all details from all asset registers will be available for publication. Register of councillors’ financial and other interests Register of gifts and hospitality Register of electors	Current information only	Written format: Civic Centre Tannery Lane Ashford Kent TN23 1PL Electronic format: Council Website in due course, where appropriate and permitted.	For information see our Charges section above
7. Services provided by the council	Information about the services the council provides including leaflets, guidance and newsletters.	Generally this is an extension of part of the first class of information. While the first class provides information on the council’s and its departments’ roles and responsibilities, this class includes details of the services the council provides as a result of them. Regulatory and licensing responsibilities Services for local businesses Services for other organisations Services for members of the public Services for which the council is entitled to recover a fee, together with those fees Information for visitors to the area, leisure information, events, museums, libraries and archive collections Leaflets, booklets and newsletters Advice and guidance Media releases Election information	Current information only	Written format: Civic Centre Tannery Lane Ashford Kent TN23 1PL Electronic format: Council Website in due course.	For information see our Charges section above

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This webpage was updated on 1/8/2009

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