|
 General
Council \ Freedom of Information Act 2000
Freedom of Information Act 2000
Publication Scheme for Newry
and Mourne District Council
1 Background
The Newry and
Mourne District Council is a local government district council established
under the Local Government Act (Northern Ireland) 1972 to administer
a range of social, economic, cultural and environmental services
to the local community.
As a public
authority the council is required under the Freedom of Information
Act to adopt and maintain a Publication Scheme setting out the classes
of information it holds, the manner in which it publishes/intends
to publish the information and the charges it intends to make for
the information.
As a public
body Newry and Mourne District Council is committed to the highest
standards of accountability and openness and this Publication Scheme
is prepared to enable the council to fulfil its obligations under
the legislation and to better inform the public of its communication
and information systems. The information contained in the Scheme
will be made available to individuals on request under the terms
as detailed in the Scheme.
An individual’s
right to request information, which is not normally published by
the Council, does not come into force until January 2005.
Overall responsibility
for this publication scheme rests with the Assistant Director of
Finance IT/Purchasing within Newry and Mourne District Council.
Seamus Mc Givern, Assistant Director of Finance IT/Purchasing, maintains
the publication scheme on a day-to-day basis.
2 Notes on Using the Scheme
This publication
scheme sets out the information that Newry and Mourne District Council
will publish, how and when it will do so, and whether this information
will be available free of charge or on payment. The classes of information
to be published are set out under clearly defined headings, which
reflect the structure and operations of Newry and Mourne District
Council.
Publication
does not refer solely to printed material. Publication has been
interpreted as broadly as possible to include electronic documents,
information included on the website, minutes of meetings, reports
and leaflets.
It is intended,
as far as possible, to make material available on the Newry and
Mourne District Council Website on an ongoing basis. All classes
referred to below will be available on the Web Site by June 2003.
The majority of information is already there. The web Site address
is (www.newryandmourne.gov.uk)
. The
Web Site is fully indexed and searchable.
It is intended
to publish this scheme on the above Web site and to make it available
in other forms i.e. tape, Braille.
The above Web
Site currently meets the basic Bobby requirements and the WAI priority
1 requirements. Newry and Mourne District Council will continue
to improve access to its Web Site for people with disabilities.
3 Requesting Information
Where information is available on the website, a hypertext link
will direct you to the correct page on the website. Where information
is available by post, a request can be made in writing. Applicants
should provide as much detail as possible to identify the information
sought. Requests should be addressed to:
Seamus Mc Givern
Assistant Director Finance IT/Purchasing
Newry and Mourne District Council
O’Hagan House
Monaghan Row
Newry Co. Down
BT35 8DJ
4 Charging and Copyright Issues
The council
has determined four categories for charging for information requested
under this Scheme as follows:
1. Free of charge. This includes general facts
and information on the services offered to the public as well
as information published on the Council’s website (for those
without internet access, a single print-out of the specific website
content can be requested). It also includes answering telephone
queries, providing copies of free leaflets and inspection of reference
materials at Council Offices. Single copies will be provided free
of charge.
2. Priced Publications. Where the information
required is available in a priced publication details of the publication,
its cost and where to obtain it will be supplied.
3. Photocopying costs and postage (plus a small
administrative charge). This covers information, which has already
been prepared which the Council can photocopy or provide a computer
printout. This includes copies of entries in public registers,
copies of the Council’s internal guidance documents and
explanatory material on dealing with the public. Single copies
of documents will be provided free of charge. Multiple copies
will be charged at a price per copy. The current charge is 0.45p/copy.
In addition to the copy charge an administrative charge of £5.00
will be levied.
4. Professional charges for locating and preparing
information for release. Where preparing or gathering the required
material can only be done by specialists or other professionals
at a charge to the Council, a written estimate will be given of
the cost of providing such information. The cost will have to
be paid in advance. The Council will then aim to provide the information
within a target of 20 days.
No charges will be made where a request for information is refused.
There will be no charge to appeal against a refusal to supply requested
information. Nor will there be a charge to appeal against any charges
made for requested information.
Newry and Mourne
District Council owns the copyright to the information it produces.
If information is to be re-used or reproduced, commercially or otherwise,
written approval must be obtained from the office of the Chief Executive.
5 Exempt Information
In order to
protect confidential or other information where its disclosure may
prejudice the interests of others, the Freedom of Information Act
2000 sets out a series of exemptions.
The classes
of information which the Council has specified in this scheme as
being classes of information which it publishes or intends to publish
may in some cases contain material which we consider to contain
exempt information, as defined in Part II of the Act. Accordingly,
any such information is excluded from this publication scheme. Where
this occurs we outline which information has been withheld and explain
what exemption has been applied and why.
Examples of exempt information under Part II of the Act include:
1. |
Information
supplied by, or relating to, bodies dealing with security matters |
2. |
Investigations
and proceedings conducted by public authorities |
3. |
Information
likely to prejudice law enforcement |
4. |
Court records
including records of tribunals and inquiries |
5. |
Information
likely to endanger the health and safety of any individual |
6. |
Personal
data or information |
7. |
Information
provided in confidence |
8. |
Information
in respect of which a claim to legal professional privilege
could be maintained |
9. |
Commercial
interests and trade secrets |
It should also
be noted that information is exempt from the Act if it is reasonably
accessible to the applicant by other means. One example where information
would qualify for this exemption is where it is made available via
the authority’s publication scheme. In instances where someone
makes a written request for information, which is already available
via the publication scheme, the Council will refer the applicant
to the scheme.
Where the Council
invokes the exemption provisions to withhold information, an applicant
may seek a review of the decision.
6 Complaints/Review Procedure
If an applicant
is dissatisfied with the response from the Council to a request
for information or if a response from the Council for requested
information is not received within 20 days, the applicant may proceed
to a two-stage review process. An internal review must normally
be completed before an appeal may be made to the Information Commissioner
for an independent review.
An internal
review should be sought through the office of the Chief Executive
of the Council, O’Hagan House, Monaghan Row, Newry Co. Down,
BT35 8DJ. A member of staff who was not involved with the original
request will undertake the review.
If the applicant
remains dissatisfied, he/she can seek an independent review from
the Information Commissioner. Requests for a review by the Information
Commissioner should be made in writing directly to: The Information
Commissioner, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9
5AF (Tel: 01625 545 700; Fax: 01625 545 510).
7 Categorisation of Classes of Information
The following pages describe the various
classes of information, under the following management headings:
· Corporate Management
· Elected Members
· Personnel & Recruitment
· Financial Performance
· Procurement Practices
· Licensing & Approvals
· Services Provided
CLASSES OF INFORMATION
7.1 Corporate
Management
Information on how the Council manages its business - the structure
of the Council; its committee system; its business plans and policies;
reports produced by or on behalf of the Council; and its equality
scheme.
Charges: Information is provided free of charge,
or at the rate shown in the Council’s Charging Structure for
Published Information.
* Availability Column: Detail how to access each
document, eg, Website; Post; Council Offices; Local Libraries, and
the date of availability
|
Class of Information |
Description |
Document
Types/Description |
Availability
* |
|
Management Structure |
Who’s who in the management
of the Council; the Clerk/ Chief Executive, Directors and other
senior managers. Information on membership of other public bodies
where senior officers represent the Council’s interests.
|
Organisational Charts |
By Post |
|
Committee and Sub Committee Structure |
The committees and sub committees
of the Council; membership (elected members, lay members and
officials); their roles and responsibilities. |
Committee Structures.
Details of Committee Members |
By Post, Website
By Post |
| Events
Planned for the Current Financial Year |
Events and promotions planned,
organised or funded within the Council area during the current
financial year, including contact details. |
List of approved events |
By Post, WebSite, Tourist
Information Offices |
| Equality
Scheme |
How the Council will fulfil its
duty under Section 75 and Schedule 9 of the Northern Ireland
Act by putting equality and good relations at the heart of policy
decisions. |
Council’s Equility Scheme
REDI Project |
By Post, WebSite |
| Economic
Development Strategy . |
The Council’s economic development
strategy for the Council area including information on partnerships
with other major stakeholders |
Current Economic Development Strategy |
By Post, Website |
| Tourism
Development Strategy |
The Council’s tourism development
strategy for the Council area including information on partnerships
with other major stakeholders. |
Tourism and Marketing Strategy
Web page,
|
By Post, WebSite |
| Community
Development Strategy |
The Council’s community
development strategy for the Council area including information
on partnerships with other major stakeholders. |
Current Strategy |
By Post, WebSite |
| Annual
Report |
The Annual Report includes the
Annual Accounts and details progress against objectives and
targets throughout the past year. |
Corporate Plan |
By Post, WebSite |
| Best
Value |
Information on what Best Value
means in terms of improving service quality for citizens and
what progress the Council is making in Best Value. |
Statement of the Best Value
Process
Coporate Preformance Improvment
Plan
Best Value Reviews on Current
Services |
By Post, WebSite
By Post |
| Council
Policies & Procedures (inc Standing Orders) |
The Council’s policies,
procedures and Standing Orders which apply to committees, sub
committees, Council officials, their agents and subcontractors,
and elected members. These documents define the way the Council
carries on its affairs. |
Council Standing Orders |
By Post |
| Council
Minutes and Agendas |
A comprehensive record of Council
proceedings. (Some of the information in this class is derived
from documents considered to contain exempt information. See
Section 5 ‘Exempt Information’ above. For example,
this class may include information provided in confidence). |
Minutes of all Council Meetings |
By Post, Meetings of Full Council
on WebSite |
| Reports
& Investigations Commissioned by Council |
Each year the Council commissions
various studies and investigations for the benefit of its citizens.
These are the published reports produced as a result. |
Various Reports |
By Post, WebSite |
| Complaints
Policy & Procedures |
Information on how to make
a complaint on any aspect of the Council’s services
or facilities. |
Complaints Procedure
Complaints Forms
|
By Post, WebSite
By Post, WebSite
|
| Charging
Structure for Published Information |
Charges, if any, for information
supplied by the Council. |
Council Publication Scheme |
By Post, WebSite |
7.2 Elected Members
Information on the Councillors; the Code of Conduct they operate
within; and payments due to them for various activities.
Charges: Information is provided free of charge,
or at the rate shown in the Council’s Charging Structure for
Published Information.
* Availability Column: Detail how to access each
document, eg, Website; Post; Council Offices; Local Libraries, and
the date of availability
| Class
of Information |
Description |
Document
Types/Description |
Availability
* |
| Information
on Members |
Information on elected members
including membership of committees and sub committees. Information
on membership of other public bodies or representation of the
Council on such bodies. (Some of the information in this class
is derived from documents considered to contain exempt information.
See Section 5 ‘Exempt Information’ above. For example,
this class may include personal data or information). |
Committee Structure Including
membership
Membership of outside bodies |
By Post, WebSite
By Post |
| Code
of Conduct for Councillors |
The Code of Conduct which Councillors
operate within. (Some of the information in this class is derived
from documents considered to contain exempt information. See
Section 5 ‘Exempt Information’ above. For example,
this class may include information protected under legal professional
privilege). |
Code of Conduct for Councillors |
By Post |
| Rates
and Allowances |
Rates and allowances payable to
Councillors while undertaking Council business . (Some of the
information in this class is derived from documents considered
to contain exempt information. See Section 5 ‘Exempt Information’
above. For example, this class may include personal data or
information). |
DOE Councillors Allowances
Circular
DOE Councillors Subsistence and
Travelling Circular |
By Post
By Post |
| Attendance
Records |
Records of Councillor attendance at Council meetings, including
committee and sub committee meetings. (Some of the information
in this class is derived from documents considered to contain
exempt information. See Section 5 ‘Exempt Information’
above. For example, this class may include personal data or
information). |
Attendance
Records
|
By Post |
| Election
Results and Expenses |
Records of Councillors’
expenses from the most recent local government election. Copies
of most recent election results. (Some of the information in
this class is derived from documents considered to contain exempt
information. See Section 5 ‘Exempt Information’
above. For example, this class may include personal data or
information). |
Election Results Summary Expenses
June 2001 |
By Post |
| Official
Visits & Civic Functions |
Records of official and courtesy
visits and civic functions within the current financial year
and preceding financial year including attendees and costs incurred.
(Some of the information in this class is derived from documents
considered to contain exempt information. See Section 5 ‘Exempt
Information’ above. For example, this class may include
personal data or information). |
Record of Civic Functions during
the Current and Previous Year |
By Post
|
7.3 Personnel & Recruitment
Information on how Council staff are recruited; their roles and
responsibilities; rates of pay and expected standards of behaviour.
Charges: Information is provided free of charge,
or at the rate shown in the Council’s Charging Structure for
Published Information.
* Availability Column: Detail how to access each
document, eg, Website; Post; Council Offices; Local Libraries, and
the date of availability
| Class
of Information |
Description |
Document
Types/Description |
Availability
* |
| Job
Roles |
Documents detailing the duties
and responsibilities required of each job role within the Council. |
List of Job Roles within the
Council
Duties and Responsibilities for
each Job Role within the Council |
By Post
By Post |
| Pay
and Grading Structure |
The pay structure for grades of
staff within the Council. |
Northern Ireland Joint Council
for Local Government Services Pay Rates |
By Post |
| Job
Vacancies |
Current job vacancies and jobs
advertised within the past year. |
List of Current Job Vacancies
Vacancies advertised within the
last year |
By Post, WebSite
By Post |
| Statutory
Returns |
Annual reports on the composition
of staff by grade, gender, etc in accordance with current legislation. |
Equality Commission Monitoring
Report
Local Government Auditor Sickness
Reports |
By Post
By Post |
7.4 Financial Performance
Financial data showing the Council’s income and expenditure.
Charges: Information is provided free of charge,
or at the rate shown in the Council’s Charging Structure for
Published Information.
* Availability Column: Detail how to access each
document, eg, Website; Post; Council Offices; Local Libraries, and
the date of availability
| Class
of Information |
Description |
Document
Types/Description |
Availability
* |
| Summary
Accounts |
Summary financial
data by service line and corporate overheads. The audited accounts,
including the auditor’s report, for the past six years. |
Annual Accounts |
By Post, Last Audited Year
on Web Site |
| Annual
Budgets |
Planned income and
expenditure by service line and corporate overheads for the
current financial year. |
Annual Rates Estimates |
By Post, WebSite |
| District
and Regional Rates |
The rates applicable
to businesses and householders in the current financial year. |
Statement of rates |
By Post, WebSite |
7.5 Procurement Practices
Information on how the Council procures products and services from
suppliers.
Charges: Information is provided free of charge,
or at the rate shown in the Council’s Charging Structure for
Published Information.
* Availability Column: Detail how to access each
document, eg, Website; Post; Council Offices; Local Libraries, and
the date of availability
| Class
of Information |
Description |
Document
Types/Description |
Availability
* |
| Tendering
Procedures |
Procedures and guidelines used
in the tendering process for Council products and services. |
Council Purchasing Procedures |
By Post |
| Tender
Reports |
Tendering activity over the current
financial year and preceding financial year. (Some of the information
in this class is derived from documents considered to contain
exempt information. See Section 5 ‘Exempt Information’
above. For example, this class may include information provided
in confidence or covered by commercial interest and trade secrets).
|
Details of Tenders advertised |
By Post
|
7.6 Licensing & Approvals
Information on how the Council grants licences for various trading
activities within the Council area; standards and procedures for
building control approvals and environmental health issues.
Charges: Information is provided free of charge,
or at the rate shown in the Council’s Charging Structure for
Published Information.
* Availability Column: Detail how to access each
document, eg, Website; Post; Council Offices; Local Libraries, and
the date of availability
| Class
of Information |
Description |
Relevant
Publications |
Availability
* |
| Entertainment
and Trading Licences |
Procedures regarding the granting
of licences for entertainment; amusement; street trading; and
petroleum retailing. Also allocation of market stalls. How to
apply for such licences or permits. |
Procedures |
By post |
| Building
Control |
Standards and procedures regarding
building control approval and how to go about applying. |
Procedures and Documents |
|
| Building
Control Approvals |
Current Building Control applications
and approvals granted within the last 2 years. |
List of Applications and Approvals |
By post |
| Building
Control Inspections |
Annual departmental performance
report in relation to building control applications received,
as measured against departmental plan. |
Performance Outputs |
By post |
| Environmental
Health |
Standards and procedures for the
public and businesses and guidelines on environmental health
matters. Council’s enforcement policy in relation to breaches
of legislation. |
Standards and Procedures |
By Post |
| Environmental
Health Inspections |
Annual performance report on Environmental
Health activity as measured against targets contained within
Departmental Action Plan. (Some of the information in this class
is derived from documents considered to contain exempt information.
See Section 5 ‘Exempt Information’ above. For example,
this class may include information likely to prejudice law enforcement). |
Performance Outputs |
By Post |
| Dog
Licensing |
Procedure for applying for a dog
licence and fees involved. |
Procedures |
By Post, Website |
| Council
Bye Laws |
Bye laws made by the Council. |
Details of Council Bye Laws |
By Post, Website |
7.7 Services Provided
Information on the range of services and facilities available from
the Council. (NB Councils should refer to their published Equality
Schemes to ensure that all services listed therein are covered in
their FOI Publication Scheme. The information classes below are
representative for many councils).
Charges: Information
is provided free of charge, or at the rate shown in the Council’s
Charging Structure for Published Information.
* Availability Column: Detail how to access each
document, eg, Website; Post; Council Offices; Local Libraries, and
the date of availability
| Class
of Information |
Description
|
Document
Types/Description |
Availability
* |
| Council
Offices |
Information on Council offices, addresses, opening hours, main
telephone numbers and other contact details. |
Schedule
of opening hours, services and contacts |
By post
, At Offices , Web site |
| Arts
& Cultural Facilities |
Information on arts and cultural facilities within the Council
area including addresses, opening hours, fees and charges, main
telephone numbers and other contact details. |
Schedule
of opening hours, services and contacts |
By post
, At Offices , Web site |
| Tourism |
Information
on tourist facilities and services within the Council area including
(where applicable) addresses, opening hours, fees and charges,
main telephone numbers and other contact details. |
Schedule
of opening hours, services and contacts |
By post
, At Offices , Web site |
| Leisure
Facilities & Services |
Information
on leisure facilities within the Council area including addresses,
opening hours, fees and charges, main telephone numbers and
other contact details. |
Schedule
of opening hours, services and contacts |
By post
, At Offices , Web site |
| Community
Centres & Services |
Information on community centres and outreach facilities and
services within the Council area including addresses, opening
hours, fees and charges, main telephone numbers and other contact
details. |
Schedule
of opening hours, services and contacts |
By post
, At Offices , Web site |
| Travelling
People |
Information on the Council’s policies towards Travelling
People, the facilities available and contact details. |
Schedule
of opening hours, services and contacts |
By post
, At Offices , Web site |
| Parks
and Grounds |
Information
on parks and grounds within the Council area including addresses,
opening hours, telephone numbers and other contact details.
|
Details on locations and facilities
|
By post |
| Markets |
Information
on markets within the Council area including addresses, opening
hours, fees and charges, ‘Customers Charter’, main
telephone numbers and other contact details. |
Details
on locations and facilities |
By post,
Web site |
| Registration
of Births, Deaths & Marriages |
Information
on offices, addresses, opening hours, main telephone numbers
and other contact details. |
Locations
and Service details |
By post
, Web site |
| Street
Naming, Postal Numbering and Property Certificates |
Information
on Street Naming, Postal Numbering and Property Certificates,
including addresses, telephone numbers and other contact details.
|
Details
on function and processes |
By post
, Web site |
| Building
Control |
Information
on the full range of functions carried out by Building Control
including Dangerous Buildings and Structures. |
Details
on function and services |
By post
, Web site |
| Environmental
Health |
Information on the full range of functions carried out by the
Department under the core function headings of Food Safety,
Health and Safety at Work, Consumer Protection, Pollution and
Noise Control, Licensing and Regulatory and General Environmental
Health matters. |
Details
on function and services |
By post,
Web site |
| Refuse
Collection, Waste Disposal & Recycling (Domestic & Trade)
|
Information
on refuse collection routes & timetables, ‘bulky’
collection services, landfill sites, skip sites, depots including
(where appropriate) addresses, opening hours, fees and charges,
main telephone numbers and other contact details. Details of
the Council’s recycling policy and facilities. Supply
of refuse containers and ‘wheelie bins’.
|
Details
on function and services |
By post,
Web site |
| Street
Cleansing & Litter Control |
Information
on street cleansing and litter control services including street
cleaning rotas and contact details. |
Details
on function and services |
By post,
Web site |
| Public
Conveniences |
Locations,
charges (if any), cleaning schedules, and contact details for
further queries. |
Location
details and schedules |
By post
, Web site |
| Bus
Shelters |
Locations and
contact details for further queries. |
Location details |
By post
|
| Cemetery
& Cremation Services |
Information
on cemetery and cremation services and facilities within the
Council area including addresses, opening hours, charging mechanisms,
telephone numbers and other contact details. Also information
on cemetery maintenance. |
Details
of service provision |
By post
, Web site |
| Dog
Warden Service |
Information
on how the Council deals with stray dogs, the enforcement of
dog fouling laws and investigations into dog attacks on other
animals and people. Also charging mechanisms, telephone numbers
and other contact details. |
Details of service provision
|
By post
, Web site |
| Harbour
Facilities |
Information
on harbour facilities within the Council area, including charging
mechanisms, addresses, and contact details. |
Details of service provision |
By post
|
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of Information Act 2000 (Acrobat PDF format) Click
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|
