Freedom of Information Act 2005

Guide to Information

What Information is Available

A guide to what information is available is given in the Town Council’s ‘Model Publication Scheme.’ This list is, however, not exhaustive and all reasonable requests for information not detailed on the list, will be considered.

What information is not available

Information relating to any currently running quotation / tender process
Anything relating to the personal circumstances of staff
Any information protected by the Data Protection Act 1998
Documentation which has been archived away from the Council Offices

Availability of Information

Much of the information given in the Model Publication Scheme is available on this web site.

Other information is available upon request in writing to the Town Council:

enquiries@bracknelltowncouncil.gov.uk
Bracknell Town Council
Brooke House
54 High Street
Bracknell
Berkshire
RG12 1LL

Some information may only be available for viewing at the Council Offices (e.g. old burial registers). Viewing of this information is available during the standard office opening hours (9.00am - 4.30pm Monday - Thursday, 9.00a.m. - 4.00p.m. Friday) and can be arranged by appointment.

Information will be provided in the language in which it is held. Where the authority is legally required to translate any information it will do so, although suitable timescales for this to occur should be allowed.

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 made for information published under this scheme

The purpose of the scheme is to make the maximum amount of information readily available at minimum inconvenience and cost to the public. Charges made by the Council for routinely published material will be justified and transparent and kept to a minimum.

Material which is published and accessed on the website will be provided free of charge.

Charges may be made however for actual disbursements incurred, such as:

Photocopying
Postage and Packaging
Any costs directly incurred as a result of viewing information

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 the provision of the information.

Timescales

20 working days should be allowed for formal Freedom of Information requests.

Information which is routinely available will be dealt with as soon as possible, and within 5 working days from receipt of the request. If this timescale cannot be met for any reason, contact will be made with the individual making the request, explaining the reason for the delay, and giving an indication of when the information will be available.

If it is necessary for an individual to view information at the Council Offices, the individual making the request will be contacted within 5 working days to arrange an appointment convenient to both parties.

Complaints

If information requested is not made available, the Town Council’s standard complaints procedure will be followed.

Adoption of the Scheme

The model scheme has been developed and approved by the Information Commissioner, adopted by the Town Council and is valid from 1^st January 2009.

Model Publication Scheme

Listed below are the classes of information available. Methods for obtaining the information, any costs involved, timescales, and details of information not available, and the reasons, are given in the ‘Guide to Information’.

What we do

Councillor contact details
Staff establishment chart and job descriptions
Information relating to legal governance — Committee Structure
Byelaws
Archives — limited to those of the Parish and Town Councils
Standing Orders
Town Guide

Exclusions: Personal information relating to staff, e.g. sickness records, staff appraisals, specific salary details, disciplinary records.

What we spend and how we spend it

Annual Statement of Accounts for past years
Annual Statutory report by External Auditor
Annual Report by Internal Auditor
Bank Statements and Receipts and Payments information
Precept request for last financial year
VAT records for last financial year
Financial Standing Orders and Regulations
Asset Register
Fees and charges applied by the Council

Exclusions: All commercially sensitive information, e.g. quotations and tenders, loan documentation and insurance policies. With regard to quotations and tenders, this information is treated as confidential to ensure that the whole tender process is fair.

What our priorities are and how we are doing

Minutes - showing decisions to implement projects and monitoring of same
Budget information showing priority for capital and revenue projects

How we make decisions

Minutes
Consultation information
Copies of Feasibility Studies
Responses to Planning Application
Responses to various consultations

Our Policies and Procedures

Staff Related Policies
Travel and Expenses Policy
Health & Safety Policy and Statement
Complaints Policy

Lists and Registers

Burial Registers
Allotment Register
Register of Members` Interests
Register of TV Grant applicants

Exclusions: Personal information relating to allotment holders and TV Grant applicants

The Services We Offer

Facilities

Allotments
Bandstand
Bus-shelters, seats and bins
Cemetery
Community Halls
Fishing
Open Spaces
Pavilion Shops
Play Areas
Sports and Recreational Facilities

Information relating to the above, including usage, hire fees and future priorities.

Grants

TV Licence
Annual Grants Scheme
Small Grants Scheme

Town Twinning

General information

Information available from BTC under the Model Publication Scheme

Contact details:

Town Clerk
Bracknell Town Council
Brooke House
54 High Street
Bracknell
RG12 1LL
01344 420079

Email: clerk@bracknelltowncouncil.gov.uk
Web Site: www.bracknelltowncouncil.gov.uk

Schedule of Charges

Type of Charge	Description	Basis of Charge
Disbursement cost	Photocopying @ 5p per sheet (black & white)	Actual cost to casual users
	Photocopying @ 20p per sheet (colour)	Actual cost to casual users
	Direct from the web-site — free of charge
	Postage and packing	Actual cost of Royal mail standard 2^nd class unless 1^st class is requested

Statutory Fee		In accordance with the relevant legislation

Other	Reasonable research charge of £20 per hour officer time at the discretion of the Town Clerk, up to a maximum of £450 per inquiry. To be agreed in advance with the requestor.

Class 1 - Who we are and what we do

(Organisational information, structures, locations and contacts)

Information Available	Availability
Who’s who on the Council and its committees	Website / Hard Copy
Contact details for Town Clerk and Council members	Website / Hard Copy
Location of main Council office and accessibility details	Website / Hard Copy
Staffing structure	Hard Copy
Bye-laws	Hard Copy

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)

Information Available	Availability
Annual Accounts and report by External Auditor	Website / Hard Copy
Report by Internal Auditor	Hard Copy
Finalised budget	Hard Copy
Precept	Hard Copy
Borrowing Approval letter	Not Applicable
Financial Standing Orders and Regulations	Hard Copy
Grants given and received	Hard Copy
List of current contracts awarded and value of contract	Hard Copy
Members allowances and expenses	Hard Copy

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

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

Information Available	Availability
Annual Report to Parish meeting	Hard Copy
Minutes of Committees	Hard Copy

Class 4 - How we make decisions

(Decision making processes and records of decisions)

Information Available	Availability
Timetable of meetings (Council, committees and working groups)	Website / Hard Copy
Agendas of meetings	Website / Hard Copy
Minutes of meetings (this will exclude information which is properly regarded as private to the meeting)	Website / Hard Copy
Responses to consultation papers	Hard Copy
Responses to planning applications	Hard Copy

Class 5 - Our policies and procedures

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

Information Available	Availability
Procedural standing orders	Hard Copy
Committee and working groups terms of reference	Hard Copy
Delegated authority in respect of officers	Hard Copy
Code of Conduct	Hard Copy
Policy Statements	Hard Copy
Internal policies relating to the delivery of services	Hard Copy
Health and Safety policy	Hard Copy
Policies and Procedures for handling requests for information	Hard Copy
Complaints policy and procedure	Hard Copy
Schedule of charges (for the provision of information)	Website / Hard Copy

Class 6 - Lists and Registers

Information Available	Availability
Any publicly available register or list	Hard Copy
Assets Register	Hard Copy
Register of members’ interests	Hard Copy
Register of gifts and hospitality	Hard Copy

Class 7 - The services we offer

(Information about the services we offer, including leaflets, guidance and newsletters produced for the public)

Information Available	Availability
Allotments	Website / Hard Copy
Cemetery	Website / Hard Copy
Council chamber and Pavilions	Website / Hard Copy
Parks, playing fields and recreational facilities	Website / Hard Copy
Seating, bins and bus shelters	Website / Hard Copy
Bandstand	Website / Hard Copy
Fishing	Website / Hard Copy
Pavilion shops	Website / Hard Copy
Grant schemes	Website / Hard Copy
Town Twinning	Website / Hard Copy
Partnership agreements / contracts	Hard Copy

Additional information may be available on request to the Town Clerk.