Freedom of Information Policy

BOOTLE PARISH COUNCIL

Revised & adopted by Full Council on 8 October 2018
New Revision date 3 February 2025

Introduction

Bootle Parish Council is committed to complying with the provisions of the Freedom of Information Act 2000 (FOIA) and related legislation.

This legislation enables anyone, anywhere in the world, to request any recorded information held by, or on behalf of, Bootle Parish Council. Information will be provided if it is held, unless one or more of the exemptions listed in the legislation applies. There are 23 exemptions in the Freedom of Information Act and information which is exempt does not have to be provided.

Obtaining Information and Information held

There are two ways to obtain the information:

Inspect Documents held by the Clerk
If you wish to view certain documents, you should contact the Clerk, either by telephone, or in writing. Some documents require some time to locate, so it may be necessary to make an appointment.
Individual Written Request
If the information is not included in the publication scheme outlined below you may send a written request to
- The Parish Clerk, Low Marshside, Underhill, nr Millom Cumbria LA18 5HA
- Your request must include your name, address for correspondence, and a description of the information you require.

Council’s Response to a Written Request

Within 20 working days of receipt of your written request the Council will:

confirm to you whether or not it holds the information
advise you if a fee will be charged
provide you with the information (after any relevant fee has been paid) unless an exemption applies (see ‘Exemptions’ paragraph below).

Fees

The Act only allows the Council to charge for answering Freedom of Information requests in the following circumstances:

Revised & adopted by Full Council on 8 October 2018
New Revision date 3 February 2025

Disbursement costs such as printing, photocopying and postage; and
When estimated staff costs involved in locating and or compiling the information exceed £450. Under these circumstances, the Council can refuse the request on the grounds of cost, or charge the applicant £20 per hour, plus disbursements for the estimated work.

For the majority of requests, or a series of requests from the same applicant within a 12 month period, it is expected that the charge for locating and compiling information will be less than £450 and therefore, except for disbursement costs, no reimbursement can be sought. However, where costs are estimated to exceed £450 (based on an hourly charge-out rate of £20), the Council can decide to:

refuse the request; or
comply with the request and charge for allowable costs as prescribed in the regulations; or
comply with the request free of charge.

If the estimated cost of a request is more than £450, and it is decided to release the information and make a charge for the information then:

A fee notice will be sent to the applicant requesting the appropriate fee.
The request will not be answered until the fee has been received.
If the actual cost of completing the request is more than the estimate then the Council will incur the additional cost.
Where the cost is less than the estimated cost then the difference will be refunded to the applicant.

For disbursements costs, it is proposed that the Council will charge 10p per sheet for photocopying and printing documents, and recover the actual cost of postage or any other transmission costs from the applicant.

Further Help

If you need help in accessing information from the Council under the Freedom of Information Act, please contact the Parish Clerk (address as before).

If as an individual you want to know what data is held on you, why the data is being processed and whether it will be given to any third party you have the right to be given this information in a hard copy. This is known as a ‘subject access request’ or “SAR”. Please see Bootle Parish Council Subject Access request policy.

You will also find more detailed guidance on the website of the Information Commissioner.

Complaints

If you are dissatisfied with the response from the Council then you should put your complaint in writing to the Clerk at the address above. If you are still dissatisfied, you

Revised & adopted by Full Council on 8 October 2018
New Revision date 3 February 2025

may contact the Information Commissioner at: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF.

Revised & adopted by Full Council on 8 October 2018
New Revision date 3 February 2025

Information to be published

How the information can be obtained
Cost

Class1 – Who we are and what we do

Who’s who on the Council and its Committees
Website / Email
Hard copy
Free
10p per sheet

Contact details for Parish Clerk and Council members
Website / Email
Hard copy
Free
10p per sheet

Class 2 – What we spend and how we spend it

Annual return, Statement of Accounts, Governance Statement, report by auditor, expenditure over £100
Website / Email
Hard copy
Free
10p per sheet

Finalised budget and precept
Website / Email
Hard copy
Free
10p per sheet

Asset Register
Website / Email
Hard copy
Free
10p per sheet

Financial Regulations and Standing Orders
Website / Email
Hard copy
Free
10p per sheet

Grants given and received
Website / Email
Hard copy
Free
10p per sheet

List of current contracts awarded and value of contract
Email
Hard copy
Free
10p per sheet

Members’ allowances and expenses
Email
Hard copy
Free
10p per sheet

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

Parish Plan (current and previous year as a minimum)
N/A
N/A

Chairman Annual Report to Parish or Community Meeting
Website / Email
Hard copy
Free
10p per sheet

Quality status
N/A
N/A

Revised & adopted by Full Council on 8 October 2018
New Revision date 3 February 2025

Class 4 – How we make decisions

Timetable of meetings
Website / Email
Hard copy
Free
10p per sheet

Agendas of meetings (as above)
Website / Email
Hard copy
Free
10p per sheet

Minutes of meetings (as above) – n.b. this will exclude information that is properly regarded as private to the meeting.
Website / Email
Hard copy
Free
10p per sheet

Reports presented to council meetings – n.b. this will exclude information that is properly regarded as private to the meeting.
Email
Hard copy
Free
10p per sheet

Responses to consultation papers
Email
Hard copy
Free
10p per sheet

Responses to planning applications
Email
Hard copy
Free
10p per sheet

Class 5 – Our policies and procedures

Policies and procedures for the conduct of council business:
Code of Conduct
Website / Email
Hard copy
Free
10p per sheet

Policies and procedures for the provision of services and about the employment of staff:
Complaints procedure
Equal Opportunity policy
Health and safety policy
Risk Management policy
Data protection policy
Freedom of information policy
Grievance procedure
Disciplinary policy
Protocol on the recording and filming of Parish Council meetings
Website / Email
Hard copy
Free
10p per sheet

Revised & adopted by Full Council on 8 October 2018
New Revision date 3 February 2025

Press and Media policy
Retention of Documents policy
Schedule of charges (for the publication of information)
Website / Email
Hard copy
Free
10p per sheet

Class 6 – Lists and Registers

Assets register
Website / Email
Hard copy
Free
10p per sheet

Class 7 – The services we offer

Play Park
Seating, litter bins
Bus shelters

Contact details:
Sonia Hutchinson
Clerk to the Parish Council
2 Sevenoaks Terrace, Cross Lane, Wigton, Cumbria, CA7 9DG
Email: clerk@Kingmoorparishcouncil.org
Telephone: 016973 43702

SCHEDULE OF CHARGES

This describes how the charges have been arrived at and should be published as part of the guide.

TYPE OF CHARGE
DESCRIPTION
BASIS OF CHARGE

Disbursement cost
Photocopying 10p per sheet (black & white)
Actual cost

Revised & adopted by Full Council on 8 October 2018
New Revision date 3 February 2025

Postage
Actual cost of Royal Mail standard 2nd class

Statutory Fee
As identified in the aforementioned policy
In accordance with the relevant legislation

Freedom of Information Policy

BOOTLE PARISH COUNCIL