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Bodenham Parish Council - Freedom of Information

INFORMATION AVAILABLE UNDER THE MODEL PUBLICATION SCHEME

Introduction

The Freedom of Information Act 2000 received the Royal Assent on 30th November 2000, came into partial effect on 1st January 2001 and fully into effect on 1 January 2005. It creates a statutory right of access to information held by bodies that exercise functions of a public nature, including public authorities, publicly owned companies and designated bodies performing public functions. Paragraph 7, Part II of Schedule 1 of the Act defined a "local council" (including a parish council) within the meaning of the Local Government Act 1972 as a public authority.

Under the Act every public authority is required to adopt and maintain a Publication Scheme. This Scheme provides the public with a structured list of information available to be released, how it may be obtained and what charges, if any, are made for its provision.

Bodenham Parish Council strives to be as open as possible with its information and the work it does. Its Publication Scheme (see below) conforms to the guidance and the Model Publication Scheme issued by the Information Commissioner and defines the information which the Parish Council holds and which is accessible to members of the public.

Requests for Information

Anyone can ask the Parish Council for information at any time and normally this can be done quickly and simply by telephone or e-mail. More formal requests for the provision of information under the Freedom of Information Act 2000 should be made in writing by letter or e-mail. The request should be made to the Parish Clerk (see below) and must include details of the applicant's address and the information sought. The applicant has the right:

  1. To be told whether the information requested is held by the Parish Council.
  2. To receive the information as a copy or summary, unless the information is of a confidential or sensitive nature or its disclosure is otherwise deemed to be not in the public interest or prohibited by law.
The Parish Council will respond within 20 working days of a request, subject to any requisite fee being paid before the disclosure of the information.

Parish Clerk

All references in this document to the Parish Clerk are to Dr C D Smith, the Parish Clerk to Bodenham Parish Council, whose postal address is:

Lambe Corner
Venns Green
Sutton
Herefordshire
HR1 3DD

and who can also be contacted by telephone on 01568 797132 or by e-mail at

Parish Council Website

All references to ďthe WebsiteĒ are to the Parish Councilís Website at www.bodenhamparish.org.uk

Charges

All the information shown in the table below as being available on the Website is provided and may be downloaded free of charge. All information provided in hard copy is subject to a charge as set out in the Schedule at the end of this document.

Complaints

Any complaint about the handling of a request for information under the Freedom of Information Act 2000 should be addressed to the Chairman of the Parish Council whose address can be found here.

If, after the complaint has been reviewed by the Parish Council, the complainant remains dissatisfied with its handling, he/she has the right under Section 50 of the Act to take it to the Information Commissioner as explained here.

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Publication Scheme

Information to be Published
Class 1 - Who We Are and What We Do
Staffing Structure. The Parish Councilís only employee is the Parish Clerk (see above), who reports to the Chairman of the Council

Location of Meetings. The Parish Council does not have an office and any correspondence should be addressed to the Parish Clerk. The Council holds its meetings in the Siward James Centre, 21 Siward James Close, Bodenham, Herefordshire HR1 3LS.

Membership of the Parish Council. The membership of the Parish Council, together with the contact details of the Chairman, all other Councillors and the Parish Clerk, is available on the Website here, or by e-mail or post on application to the Parish Clerk.

Bodenham Parish Hall Management Committee. The Parish Council is the Custodian Trustee of Bodenham Parish Hall, the postal address of which is Bodenham, Herefordshire HR1 3LB. The Parish Hall is a registered charity (No 520936) and is administered by the Bodenham Parish Hall Management Committee. The membership of the Committee and other information relating to the Parish Hallís facilities and activities can be found here, or obtained by e-mail or post on application to the Parish Clerk.

Bodenham Flood Protection Group. The Parish Council has established a permanent sub-committee, the Bodenham Flood Protection Group (BFPG), to take local flood protection precautions on a self-help basis. Details of the BFPGís membership, Constitution and activities can be obtained from the Website here, or by e-mail or post on application to the Parish Clerk.


Class 2 Ė 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. The Annual Report Form and Auditorís Report can be obtained by e-mail or post on application to the Parish Clerk

Precept. The Parish Precept for the current financial year (2015-16) is £11,500. The Precept in recent financial years has varied as follows: £8,150 (2011-12), £9,780 (2012-13), £9,945 (2013-14) and £14,185 (2014-15).

Budget. The Parish Councilís budget for the current financial year can be obtained by e-mail or post on application to the Parish Clerk.

Projected and Actual Income and Expenditure. Details of the Parish Councilís projected and actual expenditure are annexed to the Minutes of each of its monthly Meetings. These can be seen here for the last and current financial years. Alternatively, a copy of the final figures for the last financial year and/or of the most recent summary for the current financial year can be obtained by e-mail or post on application to the Parish Clerk.

Membersí Allowances and Expenses. Members of the Parish Council do not receive allowances, but may claim the refund of expenses incurred in conducting business on behalf of the Parish Council, provided these are supported by receipts. Details of expenses paid to Councillors and to the Parish Clerk are contained in the Minutes of each of its monthly Meetings. These can be seen here. Alternatively, a summary of expenses paid by category or time period can be obtained by e-mail or post on application to the Parish Clerk.

Grants Given and Received. The Parish Council received a grant of £3,976.82 in the financial year 2014-15 to cover neighbourhood planning expenses and may apply for further funding later in the present (2015-16) financial year for the same purpose. As at 1 November 2015 in the current (2015-16) financial year it has also received funding totalling £4,364 towards the costs of employing a lengthsman. In the present financial year it has given grants of £1,200 to the Parish Hall, £1,000 to St Michael and All Angels' Church, Bodenham and £50 to the Royal British Legion.

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Class 3 Ė What Our Priorities Are and How We Are Doing
(Strategies and plans, performance indicators, audits, inspections and reviews)
Parish Plan. Bodenhamís Parish Plan was published on 1 October 2012 and can be seen and downloaded here. While stocks last, a printed copy of the Plan can be obtained from the Parish Clerk at a nominal charge of £1.00 plus 2nd class postage. If printed copies are no longer available, an A4 printout of the Plan (38 colour pages) can be obtained from the Parish Clerk.

Annual Parish Meeting. The Minutes of Annual Parish Meetings are available on the Parish Council Website here, or a copy of the Minutes of a particular Meeting can be obtained be e-mail or post by application to the Parish Clerk.


Class 4 Ė How We Make Decisions
(Decision making processes and records of decisions)
Parish and Parish Council

The Parish Council meets at 7.30pm on the first Monday of each month, except where this falls on a bank holiday when the meeting takes place on the following Monday. Meetings are held in the Siward James Centre, 21 Siward James Close, Bodenham, Herefordshire HR1 3LS. Members of the public are always welcome to attend and there is an opportunity at each Meeting for them to raise matters of concern.

The Annual Parish Meeting and Annual Parish Council Meeting are held in May on the same day and in the same place as the Councilís Meeting for that month, but between 7.00pm and 7.30pm.

The timetable of Parish and Parish Council Meetings can be found here, or obtained by e-mail or post on application to the Parish Clerk.

The Agenda of each Parish Council Meeting is published two working days before the meeting on the Website, as well as on the Parish Councilís notice boards on the Green opposite the Surgery and on the car park opposite St Michaelís School.

The unconfirmed Minutes of each Parish Council Meeting are also published on the Website not less than two working days before the Councilís next Meeting. Once they have been considered by the Parish Council at that later Meeting, the approved Minutes are published on the Parish Website in place of the earlier version.

Copies of reports presented to Parish Council Meetings are annexed to the Minutes of the Meeting at which they were delivered.

Copies of Agenda and approved Minutes (and of unconfirmed Minutes while they are extant) can be found on the Website here, or copies relating to particular Meetings can obtained by e-mail or post on application to the Parish Clerk.

Copies of responses by the Parish Council to consultations and to planning applications can be obtained by e-mail or post from the Parish Clerk.

Bodenham Parish Hall Management Committee

The Committee meets 5-6 times a year. A copy of the Agenda and Minutes for each Meeting can be obtained from the Secretary of the Committee whose details can be found here, or obtained by e-mail or post on application to the Parish Clerk.

Bodenham Flood Protection Group

The Bodenham Flood Protection Group normally meets at 7.30pm on the last Tuesday of each month, except for December when no meeting is held. Meetings take place in the Siward James Centre, 21 Siward James Close, Bodenham, Herefordshire HR1 3LS and members of the public are always welcome to attend.

The timetable of the Groupís Meetings can be found here, or a copy can be obtained by e-mail or post on application to the Parish Clerk.

The Minutes of Bodenham Flood Protection Group Meetings can be found here, or a copy of the Minutes of a particular Meeting can be obtained by e-mail or post on application to the Parish Clerk.

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Class 5 Ė Our Policies and Procedures
(Current written protocols, policies and procedures for delivering our services and responsibilities. Current information only)
Parish Council Procedures

The Parish Councilís procedures are set out in:

  1. its Standing Orders, which include the Councilís procedures for the filling of casual vacancies, for handling requests for information and for dealing with complaints.
  2. its Code of Conduct.

The Standing Orders can be found here and the Code of Conduct can be found here or copies may be obtained by e-mail or post on application to the Parish Clerk.

Bodenham Flood Protection Groupís Procedures

The Bodenham Flood Protection Groupís procedures are set out in its Constitution which can be found here, or a copy can be obtained by e-mail or post on application to the Parish Clerk.

Schedule of Charges for the Publication of Information. The Parish Councilís Schedule of Charges for the publication of information is set out at the end of this Scheme.


Class 6 Ė Lists and Registers
(Currently maintained lists and registers only)
Asset Register. A copy of the Parish Councilís Asset Register may be obtained by e-mail or post on application to the Parish Clerk.

Register of Membersí Interests. The Register of Councillorsí Interests is maintained by Herefordshire Council and details can be found here, or by application to Herefordshire Council by telephone on 01432-260000, by e-mail at info@herefordshire.gov.uk or by post at:

Brockington
35, Hafod Road
Hereford
Herefordshire
HR1 1SH

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Class 7 Ė The Services We Offer
(Information about the services we offer, including leaflets, guidance and newsletters produced for the public and businesses. Current information only)
The Parish Councilís Services. The Parish Council provides:
  1. Bodenham Parish Hall, Tennis Courts and Adjacent Field. See under Class 1 above. The Hall provides a well-equipped venue for the activities of local clubs, societies and other groups and is available for hire by private individuals and outside organisations.
  2. The Green and Playground. The Green is a Public Open Space (the Land Registration numbers being HE37364 and HE37365) over which the Parish Council maintains an oversight. A corner of the Green contains a playground which is leased by the Parish Council from Herefordshire Council and contains equipment owned and maintained by the Parish Council and inspected annually by Herefordshire Council.
  3. Car Parking. The car park opposite St Michaelís School in Bodenham Village is owned by the Parish Council and provides parking for school buses, for the parents of children attending the School, and for visitors to the Village.
  4. Bus Shelters. The two bus shelters are located at the junction of the C1125 and Millcroft Road opposite Englandís Gate public house and at the junction of the C1125 and Chapel Lane opposite Orchards Close. New shelters were installed in February 2011.
  5. Parish Notice Boards. The Parish Council provides two notice boards for its own and other official notices. These are sited at the North-West corner of the Green opposite the Surgery and on the West side of the car park opposite St Michaelís School in Bodenham Village. The Parish Council has also provided a public notice board in each of the bus shelters (see above).
  6. Telephone Box. The decommissioned telephone box on the C1125 opposite Englandís Gate Inn is owned by the Parish Council and is used as library to which books may be donated and from which they may be borrowed without charge.
  7. The Parish Newsletter. This contains information about the activities of local organisations, clubs and societies, as well as monthly reports by the Parish Council and the District Councillor and advertisements placed by local businesses. It is published monthly on or about the 1st of the month, except in August and December, and is available in hard copy at local shops, on the Website here, or by e-mail from the Editor at orchardthings@hotmail.co.uk.
  8. The Parish Website. This contains details of forthcoming events in the Parish, the activities of local organisations, clubs and societies, monthly reports by the Parish Council and District Councillor, advertisements placed by local businesses, official notices and other documents, crime prevention alerts and much information about local history and the local area. It is updated daily.
  9. The Speed Indicator Device. The Speed Indicator Device is deployed according to an annual programme authorised by Herefordshire Council around eight locations in the 30mph area of the Parish with the aim of educating drivers on the need to obey the speed limit. It records the speed (only) of vehicles as they enter and exit its zone and these data are made available to members of the Parish Council at the end of each deployment.
  10. Seating. There are three benches on the Green.
  11. Litterbins. A litterbin is provided at each of the following locations:

    ē Adjacent to the bus shelter at the Chapel Lane/ C1125 junction.
    ē Adjacent to the bus shelter at the Millcroft Road/ C1125 junction.
    ē On the Green.
    ē At the Bodenham Lakes car park.

  12. Sandbags. On behalf of the Parish Council the Bodenham Flood Protection Group maintains a supply of sandbags for use in emergencies to protect properties against flooding. The main stock is held at the Parish Hall with three further stocks in metal cages next to the bus shelter at the junction of the C1125 and Chapel Lane, at the Siward James Centre car park and on the car park opposite St Michaelís School in Bodenham Village.
  13. Salt. The Parish Council holds a supply of salt at the Parish Hall for use by residents on pavements and roads in snowy and icy conditions.
Additional Information
None.

Contact Details:

All requests for information under the Freedom of Information Act 2000 or otherwise should be addressed in writing to:

Dr C D Smith
Parish Clerk
Bodenham Parish Council
Lambe Corner
Venns Green
Sutton
Herefordshire
HR1 3DD

Schedule of Charges

Type of Charge Description Basis of Charge
Disbursement cost Photocopying @ 5p per sheet (black & white) Actual cost
  Photocopying @ 10p per sheet (colour) Actual cost
  Postage Actual cost of Royal Mail standard 2nd class
Clerkís Time £4.73 per half hour where the time required to respond to a request exceeds one hour Local Government Salary Rates

Adopted by Bodenham Parish Council on 7 January 2013

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