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Freedom of Information - Publication Scheme


Information to be published

How the information can be obtained

Class1 - Who we are and what we do

(Organisational information, structures, locations and contacts)

This will be current information only

(hard copy and/or website)

Who’s who on the Council and its Committees

i)Visit ‘Councillors’ at http://www.helmsleytowncouncil.co.uk/(website);

ii)Visit ‘Minutes’ page on website and inspect the minutes of the Annual Meeting.

iii)Visit the Town Council Office, where hard copies or email are available.

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

i)Visit ‘Councillors’ page on website;

ii) Visit ‘Contact Us’ page on website for details of the Clerk. Als on noticeboard.

iii) Council details in the newsletter;

iii) Hard copies, or email, are available from the Town Council Office.

Location of main Council office and accessibility details

Helmsley Town Council

The Old Vicarage, Bondgate, Helmsley YO62 5BP

See ‘Contact Us’ page on website and Council details in the newsletter and noticeboard on the side of the Town Hall.

Office open Monday and Tuesday 9.30am to 12.30pm. Other times by appointment.

Staffing structure

Clerk to the Council, Assistant Clerk and Town Caretaker.

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

Monthly via minutes -hard copy or website.

Year end audited figures in the Annual Return and Annual Report - hard copy, website or email.

Annual return form and report by auditor

Hard copies available from Town Council office, also on the website and available by email.

Finalised budget

i)Hard copies, website or email, available from Town Council office.

Precept

i)Visit ‘Minutes’ or Precept page on website.

ii)Hard copies, or email, of the relevant Minutes available from the Town Council office.

Borrowing Approval letter

Not applicable

Financial Standing Orders and Regulations

Hard copies from the Town Council office, also on the website on Policies page and available by email.

Grants given and received

Details are available from the Town Council office and in the minutes - hard copy or website.

List of current contracts awarded and value of contract

Details are available from the Town Council office and in the minutes, available in hard copy or on the website..

Members’ allowances and expenses

Details of expenses claimed are available from the Town Council office and in the minutes. Members do not receive allowances.

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

(Strategies and plans, performance indicators, audits, inspections and reviews)

(hard copy or website)

Parish Plan (current and previous year as a minimum)

Design Statement copies available from the Town Council office.

Annual Report to Parish or Community Meeting (current and previous year as a minimum)

Hard copy from Town Council office. Also on the website on the Newsletters - Annual Report page.

Local Council Award Scheme

Foundation Level.

Local charters drawn up in accordance with DCLG guidelines

Not applicable.

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)

Timetable of meetings (Council, any committee/sub-committee meetings and parish meetings)

i)Visit website, ii)noticeboard.

iii)Hard copy, or email, available from Town Council office.

Agendas of meetings (as above)

i)visit ‘Agendas’ on website;

ii) noticeboard.

iii)Hard copy, or email, available from Town Council office.

Minutes of meetings (as above) – nb this will exclude information that is properly regarded as private to the meeting.

i)Visit ‘Minutes’ on website;

Hard copy available from Town Council Office.

By email on request. 

Reports presented to council meetings - nb this will exclude information that is properly regarded as private to the meeting.

Hard copy available from Town Council Office.

Responses to consultation papers

i) Visit ‘Minutes’ on website;

ii)Hard copy available from Town Council Office.

Responses to planning applications

i)Visit ‘Minutes’ on website;

ii) Hard copy available from Town Council Office.

Bye-laws

Not applicable.

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)

Policies and procedures for the conduct of council business:

i) Procedural standing orders

ii) Committee and sub-committee terms of reference:

iii) Delegated authority in respect of officers

iv) Code of Conduct

v) Policy statements

i) Hard copy available from Town Council Office, via email and on website.

ii) Not applicable.

iii) No document available - standard delegation in Standing Orders and Financial Regulations.

iv) Hard copy or email available from Town Council office. Also on website.

v)not applicable.

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

i) Internal policies relating to the delivery of services

ii) Equality and diversity policy (Equal Opportunity Policy)

iii) Health and safety policy

iv) Recruitment policies (including current vacancies)

v) Policies and procedures for handling requests for information

vi) Complaints procedures (including those covering requests for information and operating the publication scheme)

i) no formal policy.

ii) hard copy or website

iii) No policy available. Contract documents cover relevant details. Hard copy available from the Town Council office.

iv) No policy available.

v) No policy available.

vi) No policy available.

Information security policy

No Policy available

Records management policies (records retention, destruction and archive)

No policy available 

Data protection policies

Data Protection Policy on Policies page of website or hard copy/email on request

Schedule of charges )for the publication of information)

See separate table below

Class 6 – Lists and Registers

Currently maintained lists and registers only

(hard copy or website; some information may only be available by inspection)

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

Hard copy . 

Assets Register

i) Hard copy available from Town Council office.

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)

Not kept.

Registers of Burials and Graves

Members of the public can inspect the Registers at the Town Council office.

Register of members’ interests

Hard copies available from the Town Council office, also on website.

Register of gifts and hospitality

Hard copies available from the Town Council office

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; some information may only be available by inspection)

Allotments

The Town Council does not own any allotments

Burial grounds and closed churchyards

Ii)Hard copies are available from the Town Council office. Cemetery Rules and Fees are available in hard copy, by email and on the website.

A plan of the cemetery is available for inspection at the Town Council office.

Community centres and village halls

Not applicable.

Parks, playing fields and recreational facilities

Details are available from the Town Council office.

Seating, litter bins, clocks, memorials and lighting

Details are available from the Town Council office.

Bus shelters

Details are available from the Town Council office.

Markets

Not applicable

Public conveniences

Not applicable

Agency agreements

No documents available

A summary of services for which the council is entitled to recover a fee, together with those fees (e.g. burial fees)

i) Hard copy available from the Town Council office. Cemetery Fees are also on the website and available by email.

Additional Information

This will provide Councils with the opportunity to publish information that is not itemised in the lists above

 

Contact details:

The Town Clerk
Helmsley Town Council
The Old Vicarage
Bondgate
Helmsley
York
Y
O62 5BP

Tel: 01439 772572
Email: helmsleytc@gmail.com

SCHEDULE OF CHARGES

TYPE OF CHARGE

DESCRIPTION

BASIS OF CHARGE

Disbursement cost

Photocopying @ 10.p per sheet (black & white)

Actual cost

 

Photocopying @ 20.p per sheet (colour)

Actual cost

 

Postage

Actual cost of Royal Mail standard 2nd class

Statutory Fee

 

In accordance with the relevant legislation (quote the actual statute)

Other

Time involved

£12 per hr. prorata

* the actual cost incurred by the public authority