Publication Scheme

Publication Scheme

Adopted by Council: 29th September 2020

Review Date: When Information Commissioner updates the Model Scheme

Freedom of Information Act

This model 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

Charges may also be made for information provided under this scheme where they are legally authorised, they are in all circumstances including the general principles of the right of access to information held by public authorities, justified and are in accordance with a published schedule or schedules of fees which is readily available to the public

Charges may also be made for making datasets (or parts of datasets) that are relevant copyright works available for re-use. These charges will be in accordance with the terms of the Re-use of Public Sector Information Regulations 2015, where they apply, or with regulations made under section 11B of the Freedom of Information Act, or with other statutory powers of the public authority.

If a charge is to be made, confirmation of the payment due will be given before the information is provided. Payment may be requested prior to provision of the information.

Written requests

Information held by a public authority that is not published under this scheme can be requested in writing, when its provision will be considered in accordance with the provisions of the Freedom of Information Act.

Publication Scheme Information Guide

Class 1 - Who we are and what we do
Information to be Published How the Information Can be Obtained Cost (Hard copies only)
Where to find us

Location and map

Hard Copy Website Free
Committee Structure

Current only

Hard Copy Website £0.10 per page
About the Town Council

Extract from

  • Constitution
  • Background to the Town Council
  • How the Council operates
  • How decisions are made
  • Citizens’ Rights
  • Role and functions of councillors, Mayor and Leader of Council
Hard Copy Website £0.40
Council and Committee Membership Hard Copy Website £1.00
Contact details for councillors Hard Copy Website Free
Officer Management Structure Hard Copy Website £0.10 per page
Contact details for Town Clerk and Managers Hard Copy Website Free
Ward details Hard Copy Website Free
Council and committee terms of reference Hard Copy Website £0.70
Diary of Events Hard Copy Website Free
Calendar of Meetings Hard Copy Website Free

 

Class 2 - What we spend and how we spend it
Information to be Published How the Information Can be Obtained Cost (Hard copies only)
Financial Regulations

Current only

Hard Copy Website £0.70
Standing Orders for Contracts

Current only

Hard Copy Website £0.70
Approved Budget (including balances and Precept)

Current and previous 3 years

Hard Copy Website £1 each
Approved Budget and Precept

One page summary

Website Free
Treasury Management Policy

Current only

Hard Copy Website £0.20
Procurement Policy

Current only

Hard Copy Website £0.20
Grants and Funding Policy

Current only

Hard Copy Website Free
Pensions and Pensions Discretion Policy

(where applicable)

Hard Copy Website £1.00
Mayor’s Allowance Scheme

Current only

Hard Copy Website £0.20
Medium Term Financial Strategy

Current only

Hard Copy Website £0.50
Annual return form and report by auditor

Latest or previous 3 years

Hard Copy Website £1
Annual Accounts

Most recent and previous 3 years

Hard Copy Website £1
Monthly Financial Management Report

(for past 12 months)

Hard Copy Website £1
Borrowing Approval Letters

Within last 3 years (if applicable)

Hard Copy £0.10 per page
Grants received Hard Copy Website £2
Grants given

List for current financial year and 3 previous years

Hard Copy £2
Grants given

Last full year

Website Hard Copy £1
List of current contracts awarded and value of contract Hard Copy Website £2
Members’ allowances and expenses

(No allowances are paid to Councillors other than Mayor)

Hard Copy £1

 

Class 3 - What our priorities are and how we are doing
Information to be Published How the Information Can be Obtained Cost (Hard copies only)
Corporate Strategy Hard Copy Website £1
Community Plan – A Voice for Crewe and Action Plan refresh Hard Copy Website £1
Communications Policy Hard Copy Website £1
Annual Report

Current only

Hard Copy Website Free
Statements regarding Local Council Award Scheme (where available) Hard Copy Website £0.10 each
Business Plan

Current only (non-commercial information)

Hard Copy Website £3
Performance Management Report

Latest or previous end of year

Hard Copy Website £3
External Audit Report

Latest or previous 3 years

Hard Copy Website £1.00
Internal Audit Report

Final or Interim (latest or previous 3 years)

Hard Copy Website £1.00

 

Class 4 - How we make decisions
Information to be Published How the Information Can be Obtained Cost (Hard copies only)
Monthly meetings Schedules Hard Copy Website Free
Information and Data Protection Policy Hard Copy Website £0.50
Community Engagement Policy Hard Copy Website £0.50
Minutes of Annual Town Meeting

Latest and previous year

Hard Copy Website £0.30
Reports to Annual Town Meeting

Latest and previous 3 years

Hard Copy £0.20
Timetable of meetings (Council, any committee/working group meetings and town meetings) current and last year Hard Copy Website Free
Agendas of meetings

Current and previous 3 years

Hard Copy Website £0.30
Minutes of meetings

Current and previous 3 years

Hard Copy Website £0.30
Reports presented to council meetings

Current and previous 3 years

NB. this will exclude information that is properly regarded as private to the meeting.

Hard Copy Website £0.10 per page
Responses to consultation papers Hard Copies Website £0.10 per page
Responses to planning applications Hard Copies Website £0.10 per page
Bye-laws (where applicable) Hard Copies £1

 

Class 5 - Our Policies and Procedures
Information to be Published How the Information Can be Obtained Cost (Hard copies only)
Standing Orders Hard Copy Website £1
Quality Policy Hard Copy Website £0.30
Customer Care and Complaints Policy Hard Copy Website £0.20
Terms of Reference of Committees and Delegation Scheme Hard Copy Website £2
Community and Social Policy Hard Copy Website £0.20
Members Code of Conduct Hard Copy Website £1
Officers Code of Conduct Hard Copy Website £1
Protocol on Member/Officer Relations Hard Copy Website £1
IT, Website and Email Policy Hard Copy Website £0.30
Environmental Policy Hard Copy Website £0.30
Policies and procedures about the employment of staff. Hard Copy Website £3
Community and Social Policy Hard Copy Website £0.20
Child Protection and Vulnerable Person Safeguarding Policy Hard Copy Website £0.40
Equality Policy Hard Copy Website £0.40
Health and Safety Policy Hard Copy £5
Current employment vacancies Hard Copy Website Free
Job Descriptions and Person Specifications of current posts Hard Copy vacancies on Website £0.40
Publication Scheme and Information Guide Hard Copy Website £1
Volunteer Policy Hard Copy Website £0.30
Document Management Policy Hard Copy Website £0.40
Regeneration Policy Hard Copy Website £1
Risk Management Scheme Hard Copy Website £0.30
Heritage Strategy Hard Copy Website £1.00
Street Naming Policy Hard Copy Website £0.30

 

Class 6 - List and Registers
Information to be Published How the Information Can be Obtained Cost (Hard copies only)
Members Declaration of Acceptance of Office Hard Copy £0.10 per page
Candidates at last election Hard Copy £1
Assets Register

Current and previous 3 years

Hard copy Website £10
Register of members’ interests Hard Copy Website link £0.50
Electoral Register By inspection only

 

Class 7 - The services we offer
Information to be Published How the Information Can be Obtained Cost (Hard copies only)
Business Continuity policy Hard Copy Website £0.50
Emergency Plan Hard Copy Website £0.50
Information on forthcoming events Hard Copy Website Free
Information on past events Hard Copy Website £0.10 per page
Old Records and Minutes Records Website Free
Allotments Hard Copy Website £0.10 per page
Information on floral displays Hard Copy Website £0.10 per page
Town Square bookings Hard Copy Website Free
Twinning Hard Copy Website £0.10 per page
Civic Awards-nominations Hard Copy Website Free
Civic Awards-previous years Hard Copy Website £0.10 per page
Streetscene Officers Hard Copy Website £0.10 per page
Ranger Service Hard Copy Website £0.10 per page
Closed Church Yards Hard Copy Website £0.10 per page

 

Additional Information
Information to be Published How the Information Can be Obtained Cost (Hard copies only)
Glossary of Terms and Acronyms Hard Copy Website £0.50
Official Crewe Town Guide

Current

Hard Copy Website Free
Press releases

Previous year only

Hard Copy Website £0.20
Information relating to the last Periodic Electoral Review of the Council’s area Hard Copy £0.10 per page

 

Schedule of Charges

We encourage everyone to use our website where documents may be read and id wished, downloaded without charge. This schedule describes how the charges for hard copies have been arrived at and should be published as part of the guide.

Schedule of Charges
Type of Charge Description Basis of Charge
Disbursement Cost Photocopy @ 10p per sheet (black and white) Actual cost*
Photocopying @ 20p per sheet (colour) Actual cost
Postage Actual cost of Royal Mail standard 2nd class

Please note, document charges are based on photocopy costs, however these may be varied where documents have to be compiled specially. In some cases, where a small number of documents only are requested, we may decide not to charge if the administrative cost of raising the charge is disproportionate.

 

Contact Details:

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Our Location
A: Crewe Town Council Office, 
1 Chantry Court, Forge Street, 
Crewe, CW1 2DL
Contact Us
T: (01270) 756975
E: @crewetowncouncil.gov.uk