Freedom of Information




The Freedom of Information Act 2000 required all parish councils to adopt a Publication Scheme to be approved by the Information Commissioner. This publication scheme was adopted by Terling and Fairstead Parish Council on 21st June 2011.



Purpose of a publication scheme


The publication scheme sets out the types of information that the Parish Council will make available as a matter of normal business routine, much of this information will be shown on this website.  Any information not on the website can be requested and supplied either electronically or in hard copy. We may need to charge a small fee for this, to cover our costs (see Schedule of Charges, below.)


For more detailed information on the Freedom of Information Act you can visit the ICO

website at:


This publication scheme has been prepared and approved by the Information Commissioner. This publication scheme commits Terling and Fairstead Parish Council 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 Parish Council.


This scheme commits Terling and Fairstead Parish Council:-


To proactively publish or otherwise make available as a matter of routine, information, including environmental information, which is held by the Parish Council and falls within the classifications below.


To specify the information which is held by the Parish Council 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 Parish Council 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.


Information available from Terling and Fairstead

Parish Council under the model publication scheme


Information to be published

How the

information can be obtained (hard copy, by email or on our website; some information may only be available by inspection)

Who we are and what we do


(Organisational information, structures, locations and contacts) This will be current information only


Whos who on the Council and its Committees

Website / Email (available on

all Parish Council noticeboards)

Contact details for Parish Clerk and Council members

Website / Email (available on

all Parish Council noticeboards)

What we spend and how we spend it


(Financial information relating to projected and actual income and expenditure, procurement, contracts and financial audit)


Annual return form and report by auditor


Budget and precept demand


Financial Regulations


Grants given and received


Members allowances and expenses


What our priorities are and how we are



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


Chairmans Annual Report to Parish Meeting

Website / Email

Village Design Statement




How we make decisions


(Decision making processes and records of decisions)


Timetable of meetings (Council, any committee/sub-committee

meetings and parish meetings)


Agendas of meetings (as above)


Minutes of meetings (as above) (this will exclude information that is

properly regarded as private to the meeting.)


Reports presented to council meetings (this will exclude information

that is properly regarded as private to the meeting.)


Responses to consultation papers


Responses to planning applications

Website Braintree District

Council Planning website

Our policies and procedures


(Current written protocols, policies and procedures for delivering our services and responsibilities)


Policies and procedures for the conduct of council business:


Standing Orders Code of Conduct Complaints Procedure Health & Safety Policy



Website Website Website

Inspection / Email

Records management policies (records retention, destruction and



Schedule of charges (or the publication of information)


Class 6 Lists and Registers


Currently maintained lists and registers only


Information held in registers required by law and other lists and registers relating to the functions of the Parish Council


Assets Register

Inspection / Email

Register of members interests


Register of gifts and hospitality




The services we offer


(Information about the services we offer, including leaflets, guidance and newsletters)  Current information only.


Terling Village Hall (we are Custodian Trustees only) All requests

for information should be made to the Village Hall Committee.


Summer Play Scheme


Street furniture; Seating, noticeboards, village sign, litter bins, dog

bins, war memorial and street lighting


Bus shelters


Additional Information


We are members of the Parish Paths Partnership (P3) Scheme involved in footpath maintenance.




Minutes and cash books prior to 2007 are lodged at the Essex

Records Office.


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.


Methods by which information published under this scheme will be made available:


     Where it is within our capability, information will be published on our website.


     Where it is impracticable to make information available on our website, or if an individual does not wish to access the information by the website, hard copies can be requested, or an appointment made with the Clerk to view the requested information at a mutually convenient time and location 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 the Parish Council 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 Parish Council 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



Charges may be made for actual disbursements incurred such as:




     postage and packaging


     the costs directly incurred as a result of viewing information


Please refer to the Schedule of Charges, below for more details.


Charges may also be made for information provided under this scheme where they are legally authorised, they are in all the 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.


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 the Council 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.




This describes how the charges have been arrived at.





Disbursement cost

Photocopying @10p per

sheet (black & white)

Actual cost *


Postage and packing

Actual cost of Royal Mail

standard 2nd class plus packing material


Up to 20 to cover the cost of

The Clerks time




* the actual cost incurred by the public authority