Guide to Information Available from Pitstone Parish Council

Information Available	How the information can be obtained	Cost of providing the information	

Who we are and what we do
			
Who’s who on the Council and its Committees	Published on the web site and in PPP	Free	
Contact details for Parish Clerk and Council members 	Published on the web site and in PPP and on the noticeboards	Free	
			
Staffing organisation chart	Published on the web site	Free	
NB: Trade Union Time, Senior Salaries etc – none applicable, details on web site	Details published on the web site	Free	

What we spend and how we spend it
			
Annual return form and report by auditor since 2006/07	Published on web site 2015/16 onwards.  Prior years available in hard copy.	8p per sheet plus any postage	
Finalised budget since 2007/08	Published on the web site	Free	
Expenditure & Income since 2007/08	Published on the web site	Free	
Year End/Annual Report & Accounts since 2008/09	Published on the web site	Free	
Precept requests since 2007/08	Published on the web site	Free	
Financial Regulations	Published on the web site	Free	
Grants given and received since 2007/08	Published on the web site	Free	
List of current contracts awarded and value of contract	Hard copy available by contacting the Clerk	8p per sheet plus any postage	
All invitations to quote/tender >£5k and outcomes from January 2016	Published on the web site	Free	
Members’ allowances and expenses – no member allowance scheme in operation	Published on the web site	Free	
Details of any expenditure over £500, since 2010/11	Published on the web site	Free	
Details of all expenditure, regardless of value, since 2014/15 (excluding confidential payments).  Including credit card transactions from 2016/17.	Published on the web site	Free	
Fraud prevention and statistics	Published on the web site	Free	
Waste contracts	Published on the web site	Free	
Insurance certificates from 2016	Published on the web site	Free	
NB Government Procurement Card, Charge Card and Debit Card transactions all not applicable as the council does not hold any	Detailed on the web site	Free	

What our priorities are and how we are doing

Pitstone Comprehensive Development Plan	Published on the web site	Free	
Leaflets:
* General leaflet about the parish council and works of councils
* Key projects leaflet	Published on the web site	Free	
Annual Report Parish Meeting, contained within Annual Assembly Meeting Minutes	Published on the web site	Free	
			
Annual Report	Published in PPP and on the web site annually	Free
	
Pitstone & Ivinghoe Safety Scheme including Ben Hamilton Baille report and subsequent Buckinghamshire Council Safety Audits and Feasibility Study
	Pubished on the web site	Free	
Pitstone-Tring cycle route – Hertfordshire County Council report	Published on the web site	Free	
Pitstone Neighbourhood Development Plan 	Published on the web site	Free	
Capital projects including redevelopment of the pavilion and installation of the play space on Vicarage Road – funding and project updates	Published on the web site	Free	
Details of major projects being undertaken	Published on the web site	Free	

How we make decisions

Timetable of meetings for the Council and committee meetings	Published on the web site	Free	
Agendas of meetings for the Council and committees	Oct 2012 onwards published on the web site.	Free	
Minutes of meetings for the Council and Committees	April 2012 onwards published on the web site	Free	
Reports presented to council meetings (where these do not contain private information)	Hard copy available by contacting the Clerk	8p per sheet plus any postage	
The responses you gave us to consultations the parish council has issued	Summary details published on the web site.	Free
	
Responses to consultation papers	Summary details included within minutes published on web. Hard copy available by contacting the Clerk	Free on web or 8p per sheet plus any postage	
Responses to planning applications and minutes of planning committee	April 2012 onwards published on the web site + link to AVDC web site	Free	

Our policies and procedures

Policies and procedures for the conduct of council business: 

Procedural standing orders
Committee terms of reference
Code of Conduct
Financial Regulations

Published on the web site Published on the web site
Published on the web site
Published on the web site

Free
Free
Free
Free

Policies and procedures for the provision of services and about the employment of staff:

Events and Open Space Hire Policy
Policy on the reporting of meetings of the council
Health and safety policy for the pavilion
Play Policy and Parish Play Audit
Street Lighting Policy
Grant Awarding Policy
Procedure for handling requests for information
Complaints procedure
Community Engagement Strategy
Social Media/Communications Policy
Current vacancies
Equal Opportunities Policy
Volunteering Opportunities
Volunteer of the Year Scheme
Policies on banner advertising and noticeboard information
Policy on the use of the village green/recreation ground by regular hall hirers

Published on the web site
Published on the web site
Published on the web site 
Published on the web site
Published on the web site
Published on the web site
Published on the web site
Published on the web site
Published on the web site
Published on the web site
Published on the web site
Published on the web site
Published on the web site
Published on the web site
Published on the web site
Published on the web site

Free
Free
Free
Free
Free
Free
Free
Free
Free
Free
Free
Free
Free
Free
Free
Free	

GDPR related policies:

Document retention and disposal policy
Audit of documents held
Information data protection policy
Consent to hold contact information
Data audit schedule
Data breach reporting form/process
Data sharing agreement and log
Privacy Impact Assessment Code of Practice
Privacy Impact Assessment and form
Suite of various Privacy Notices
Removable Media Policy
Subject Access Request Form

Published on the web site
Published on the web site
Published on the web site 
Published on the web site
Published on the web site
Published on the web site
Published on the web site
Published on the web site
Published on the web site
Published on the web site
Published on the web site
Published on the web site

Free
Free
Free
Free
Free
Free
Free
Free
Free
Free
Free
Free
	
Youth Café related Policies:

Confidentiality Policy
Data Handling Policy
Data Protection Policy
Equality and Diversity Policy
Health & Safety Policy
Risk Policy
Safeguarding Policy
Secure Data Management Policy
Whistleblowing Policy

Published on the web site
Published on the web site
Published on the web site 
Published on the web site
Published on the web site
Published on the web site
Published on the web site
Published on the web site
Published on the web site

Free
Free
Free
Free
Free
Free
Free
Free
Free
	
Community Car Scheme related Policies:

Confidentiality Policy
Data Protection Policy
Equal Opportunities Policy
External Complaints Policy
Health & Safety Policy
Lone Worker Policy
Risk Policy
Safeguarding Policy
Use of mobile phones
Driver Induction guidelines

Published on the web site	

Free	
Schedule of charges for information requests	Published at the foot of this guide	Free	

Lists and Registers

Assets Register 	Hard copy available by contacting the Clerk	8p per sheet plus any postage	
Disclosure log (indicating the information that has been provided in response to requests)	Hard copy available by contacting the Clerk	8p per sheet plus any postage	
Register of members’ interests	Available on the web site and on AVDC web site	Free	
Register of gifts and hospitality	Hard copy available by contacting the Clerk	8p per sheet plus any postage	

The services we offer

Allotments 	Contact details for Pitstone Allotment Association & Clerk	Free	
Pavilion with two football pitches	Details published on the web site.  Please report any issues to the clerk	Free	
Recreation Ground with Children’s Play Equipment	Details published on the web site.  Please report any issues to the clerk	Free	

Children’s Play Areas on Windsor Road and Hever Close (fenced areas only) plus a football goal in the kick about area by Hever Close	Details published on the web site.  Please report any issues to the clerk	Free	
Local Green Space between Marsworth Road and The Crescent	Details published on the web site.  Please report any issues to the clerk	Free	
Special events eg Play around the Parishes	Details published on the web site.	Free	
Maintenance of footpaths and Pitstone Hill car park	Details published on the web site.  Please report any issues to the clerk	Free	
Seating, litter bins, litter collection, dog bins and street lighting	Details published on the web site.  Please report any issues to the clerk	Free	
Dissemination of information to you by maintaining notice boards, publishing PPP and the Pitstone Guide, our web site, Facebook pages and Twitter	Contact details for editor, advertising and distribution	Free	

Bus shelters x 4	Details published on the web site.  Please report any issues to the clerk.  (Please note that the interactive bus timetable panels are owned and maintained by Buckinghamshire Council)	Free	
2 x mobile VAS (flashing speed signs) – rotate around four locations: Cheddington Road, Vicarage Road, Westfield Road and Marsworth Road	Details published on the web site.  Please report any issues to the clerk	Free	
Street lighting or other communal areas within Castlemead	Are maintained by Taylor Wimpey at present.  Please report any issues to the Taylor Wimpey customer services.	Free	

Street lighting and communal areas within the residential development off Vicarage Road and Rushendon Furlong	Are maintained by the respective developers at present.  Please report any issues direct to the developer.		
Youth Café	Details published on the web site.  	Free	
Parking, approx. 35 free access & use spaces to extend that originally available at Pitstone Memorial Hall (the council operates no controlled parking).	Please report any issues to the Clerk	Free	

Additional Information
			
Community Self Help Policy	Available on this web site	Free	
Parish Council Land Interests	Map and spreadsheet available on the web site	Free	
NB: Social Housing Asset Value – not applicable as the Parish Council does not manage any	Detailed on the web site	Free	
Welcome pack of useful information	Provided free of charge to residents who move into the village	Free	
Pitstone 2000 book	Available free of charge following request to the parish clerk and included within the welcome pack.	Free	

Details of Charities Associated with the Parish Council

Pitstone Recreation Ground Charity – Sole Trustee	Information and Trustee Annual Reports & Accounts published on the web site	Free	
Pitstone Parish Charity – Sole Trustee	Information and Trustee Annual Reports & Accounts published on the web site	Free	
Pitstone Memorial Hall Charity – Custodian Trustee only	Please see the Memorial Hall Charity website	n/a	

Contact details

This Guide is routinely managed and updated by the Clerk to Pitstone Parish Council.   Please contact the Clerk with any queries.

Schedule of Charges

Any photocopying required will be charged at 8p per sheet for standard black and white copies, to cover the cost of the photocopier consumables etc.   Should colour copies be required, this will be charged at the rate incurred from the printer.  Postage costs will be the actual rate incurred for dispatching the items via Royal Mail standard second class post, unless another service is requested.

The information contained within the Guide to Information Available is reviewed at least on a quarterly basis and updated as necessary.  The scope of information contained within the guide and the schedule of charges applicable, is reviewed on an annual basis.

This document was reviewed by a full meeting of Pitstone Parish Council on ....................................................................................................................

Minute Reference ............................................................              Signature of Chairman ……………………….……………………………………………..

Note any amendments required: