FREEDOM OF INFORMATION ACT 2000
DOVER DISTRICT COUNCIL PUBLICATION SCHEME
CONTENTS
The Freedom of Information Act 2000 became law on 30 November 2000. The Act is part of the move towards greater openness in government and introduces new rights of access to information held by public authorities.
From 2005 there will be a general right of access under the Act to all types of recorded information held by public authorities, subject to certain exemptions. This full right of access will apply to Dover District Council.
Before the full rights of access come into effect all public authorities are required to produce a Publication Scheme. The Publication Scheme, which must be adopted and maintained by the Council from 28 February 2003, must do three things:
1. Set out the classes or types of information which the Council publishes or intends to publish,
2. Explain the manner in which that information is or is intended to be published,
3. Specify whether the information is available free of charge or on payment of a fee.
The Dover District Council Publication Scheme is a guide to the information which the Council routinely makes available to the public. It does not list all of the documents that the Council produces nor is it a definitive list of all of the information that the Council holds.
The purpose of the Scheme is to make the Council's published information as widely available as possible, to let people know what information the Council routinely publishes and to tell them how to get hold of that information. It will be useful to anyone who wants to find out more about the Council, how it operates and what it does.
The Scheme does not deal with personal information, this is covered under the Data Protection Act 1998. Individuals already have a right of access to personal information held by the Council about them under the Data Protection Act and this is not restricted by the Freedom of Information Act. If you would like a copy of your personal information then you should contact the Council's Data Protection Officer at Dover District Council, White Cliffs Business Park, Whitfield, Dover, Kent CT16 3PJ. There is a charge of £10 for a Data Protection Subject Access Request.
The Scheme does not limit rights of access to information under other legislation.
The Council's Strategic Director (Resources) has overall responsibility for the Scheme on behalf of Dover District Council. The Scheme is maintained on a day to day basis by Mr Lee May, (Assistant Solicitor) who is the Scheme Coordinator.
The Scheme is divided into two parts. The first part is this Introduction, the second part consists of the classes or types of information covered by the Scheme. The classes are themselves divided into two sections, firstly, information about Dover District Council, what it does and how it operates and secondly, information about Council Services.
The classes are given headings designed to enable those using the Scheme to easily find the information that they are looking for. The classes are then given a more detailed explanation to make it clear what information is and is not included within that class. It is important to note that none of the classes will contain exempt or confidential information. Also excluded from all of the classes is any personal information and any information the disclosure of which would prejudice the Council's ability to carry out its statutory functions. Wherever possible there will be an explanation of what information is exempt within the relevant class.
Finally it will explain how the information contained in that class may be obtained and whether or not a fee is charged for that information.
The individual classes should not be taken as a definitive list of all of the information which may be available under that heading. There will be a great deal of information that the Council holds and routinely publishes which does not feature in the Publication Scheme. This does not affect the availability of that information and you will still be able to obtain copies of it from the Council if you wish.
As a result of the classes being drafted to enable information to be located quickly some information will fall into more than one class, for example the Members Code of Conduct is part of the Constitution and is therefore in Class 1, it is also within Class 5 under Members of the Council.
Most of the information which is published by the Council is available on the Council's website (www.dover.gov.uk) and may be downloaded. Alternatively hard copies of the information may be obtained by contacting the Council Offices.
It is also possible for all published information to be inspected free of charge at the Council's main offices and some information may be inspected free of charge at the Council's Area Offices. It may be necessary to make an appointment before inspecting documents at the Council offices.
Some information is available only for inspection and not for taking copies and where this is the case it will say so in the relevant class.
Should you require a copy of the Scheme in Braille, on audio tape, or in a language other than English please contact the Scheme Co-ordinator.
Wherever possible the information identified in the Scheme will be made available by the Council without any charge being made for it and unless otherwise indicated the Publications are all available free.
Where the information is available on the Council's website then it can be inspected free of charge. Inspection of the documents at the Council offices will also be free of charge.
If hard copies of documents are required then a charge may be made where it is necessary to photocopy them. These charges will be determined in accordance with the rates set by the Council from time to time. These will be set out in the Council's current Schedule of Fees and Charges at the time of the request.
It is important that the Scheme meets the needs of those using it. The Council would welcome your comments or suggestions for additional classes of information to be included or generally on how the Scheme may be amended.
The Council is required to regularly review its Scheme and this will take place in the light of experience and having regard to any comments that are made by the public.
Comments or suggestions may be made by logging on to the Council's website or in writing addressed to:
Publication Scheme Co-ordinator
Dover District Council
White Cliffs Business Park
Dover District Council Kent
CT16 3PJ
Email: legal@dover.gov.uk
This Class consists of a single document which is the Constitution of the Council.
The Constitution sets out how the Council operates, how decisions are made and the procedures which are to be followed to ensure that these are efficient, transparent and accountable to local people. The Constitution is divided into 16 Articles which set out the basic rules governing the Council's business. It also includes more detailed rules of procedure and codes of practice. These include rules of procedure on the conduct of Council business together with financial and contract procedure rules. The codes of practice include the Members' Code of Conduct.
Copies of the Constitution may be accessed via the Council's website and downloaded free of charge.
A paper copy may be obtained from Dover District Council however there is a photocopying charge for this. If you require only part of the Constitution then that part can be extracted and provided at a reduced cost.
Dover District Council Constitution
This class refers to the information which is contained within the various documents prepared for the purposes of decision making by the Cabinet, the Council and the various Committees of the Council.
This Class therefore consists of:
1. The agenda and background papers prepared for the meetings of the
Cabinet and records of decisions of the Cabinet.
2. The agendas and background papers for the following meetings together
with those for any relevant sub committees and the minutes of those meetings:
Copies of the agendas for the above meetings are circulated in advance of the relevant meetings and are available free of charge to members of the public who attend. Copies of documents which relate to previous meetings may be obtained from Dover District Council offices; there may be a charge made if copies are to be taken. The documents produced in respect of meetings which have taken place since April 2002 may be accessed via the Council's website and downloaded free of charge.
EXEMPTION: It should be noted that excluded from this class of information is anything which is either Confidential or Exempt or which consists of the advice to Cabinet of a political adviser or assistant.
Committee Meetings | Agendas & Minutes | Cabinet and Committees
This class consists of the most up-to-date version of the Dover District Council Forward Plan. The Forward Plan contains details of all the matters which are likely to be the subject of Key Decisions of the Council over the period of four months from when the Plan is produced. The Forward Plan is revised each month.
In summary, a Key Decision is one which will result in significant expenditure or saving, will be significant in terms of its effect on communities in two or more wards of the district or will have a particularly significant impact on communities experiencing social exclusion or discrimination.
The Forward Plan will be regularly published in the Local Press and is available free of charge from the Council offices and on the website.
EXEMPTION: The Forward Plan will not contain any Confidential or Exempt information or the advice of a political adviser or assistant.
This class consists of the information to be found in the various documents which make up the Policy Framework of the Council. The policy framework is defined in the Council's Constitution. The main plans and strategies within the Policy Framework are:-
(i) Statutory:
(ii) Non-Statutory:
The Council is able to adopt additional plans and strategies from time to time. This may not therefore be a complete list of the various plans and strategies which make up the policy framework at any given time.
Copies of many of the documents comprising the Policy Framework may be accessed via the Council's website and downloaded free of charge. Copies of all of the documents may be obtained from Dover District Council however there may be a fee to pay for taking copies.
EXEMPTION: The majority of the information within the Policy Framework is open to public inspection. However certain information is not available, in particular confidential and exempt information will not be disclosed, nor will personal information or information which may prejudice the Council's ability to carry out its statutory functions.
This Class contains the following information regarding the elected members of the Council:-
This information is available by contacting the Council's Democratic Services Manager; much of the information is also available on the Council's website.
This class consists of the information which is contained on the Electoral Register. There are two versions of the Electoral Register, these are the Full Version and the Edited Version.
The Full Version of the register contains the names and addresses of all those who are registered and entitled to vote. This is available for inspection at the Council Offices but only under supervision and it is not possible for electronic copies of the Full Register to be made. Copies of the Full Register are only available to limited groups and the public are not entitled to obtain a copy as of right.
The Edited Version does not contain the names and addresses of those electors who have chosen to be omitted from the Full Register. The Edited Version may be inspected at the Council Offices without supervision. It can also be purchased from the Council as of right.
The fees for obtaining copies of either Register are:
£20.00 + £1.50 per thousand in data copy, and
£10.00 + £5.00 per thousand in hard copy
This class also contains information which the Council is required to publish in respect of forthcoming elections in accordance with the Representation of the People (Amendment) Regulations 2002.
This information is only available by contacting the Council's Democratic Services Manager.
This class consists of the information contained in the following documents:
Copies of most of these documents may be accessed via the Council's website and downloaded free of charge. Copies of all of the documents may obtained from Dover District Council however there may be a fee to pay for taking copies.
Also included within this class is guidance on making complaints and the Council's Complaints Form all of which is available on the Council's website or by contacting the Council's Professional Standards Officer.
EXEMPTION: This class does not contain any information regarding individual complainants, members of staff or other individuals.
This class consists of the following information which the Council is required to publish concerning its financial matters:
EXEMPTION: Excluded from this class is any information which is commercially sensitive.
This class consists of the following information:
EXEMPTION: This class does not contain any confidential or exempt information or any information regarding individual members of staff or other individuals.
Dover District Council is responsible for the collection of Council Tax and Business Rates (also known as National Non-Domestic Rates) and it also administers Housing Benefit and Council Tax benefit for people who live in the District of Dover.
This class consists of the following information:
The Council is also required to make available a register of properties within the District by reference to their Council Tax Band together with a rating list for non-domestic properties within the District. This information is only available for inspection at the Council's Main offices.
This information is available free of charge from the Council's Treasurer, much of this information is available on the Council's website.
EXEMPTION: Information regarding individual claimants or tax or rate payers or any other personal information is not available under this class. Also excluded is any information which would be likely to prejudice the assessment or collection of Council Tax or Rates.
Council Tax | Non-Domestic Rates | Housing and Council Tax benefits
The Council is responsible for Town and Country Planning and Building Control within the District of Dover. The Council has responsibility in the following areas:-
This class consist of information in respect of the above areas, in particular information is available concerning:
This information may be obtained by contacting the Council's Chief Planning
and Building Control Officer, much of this information is also available
on the Council's website. There may be charges for certain of the information
available under this class; there may also be a charge if photocopies
of any documents are required.
EXEMPTION: Information regarding individual applicants for permission or consent under the above areas or any other personal information is not available under this class. Also excluded is any confidential or exempt information or any information which would be likely to prejudice the Council's ability to investigate or enforce any contravention of the relevant laws or regulations.
This class relates to the Council's functions in respect of refuse collections, abandoned vehicles, recycling, street cleaning and public conveniences. It consists of the following information:
This information may be obtained by contacting the Council's Chief Environmental Health Officer; much of this information is also available on the Council's website.
Dover District Council has responsibility for a number of areas concerning Environmental Health. This class consists of general information published by the Council in respect of the following areas:-
This information may be obtained by contacting the Council's Chief Environmental Health Officer; much of this information is also available on the Council's website. There may be charges for certain of the information available under this class; there may also be a charge if photocopies of any documents are required.
EXEMPTION: Personal information is not available under this class. Also excluded is any confidential or exempt information or any information which would be likely to prejudice the Council's ability to investigate or enforce any contravention of the relevant laws or regulations.
The Council is responsible for regulation, licensing and registration in respect of a number of areas; these include:
This class consists of Application Forms and general information concerning the above licences.
This information may be obtained by contacting the Council's Chief Environmental Health Officer; much of this information is also available on the Council's website. There may be charges for certain of the information available under this class; there may also be a charge if photocopies of any documents are required.
EXEMPTION: Personal information is not available under this class. Also excluded is any confidential or exempt information or any information which would be likely to prejudice the Council's ability to investigate or enforce any contravention of the relevant laws or regulations.
Dover District Council is a Housing Authority and is a major Landlord within the District. It also has responsibilities in respect of sheltered accommodation and homelessness. This class consists of the following information:-
This information may be obtained by contacting the Council's Chief Housing Officer; much of this information is also available on the Council's website. There may be charges for certain of the information available under this class; there may also be a charge if photocopies of any documents are required.
EXEMPTION: No personal information relating to Council tenants or other individuals is included in this class nor is any information available which would prejudice the Council's ability to effectively carry out it's housing functions.
The Council is part of the Dover District Crime Reduction Partnership which also includes Kent County Council, Kent County Constabulary, HM Customs and Excise and Kent Fire Brigade. The Council also operates CCTV cameras within the District This class consists of the information contained in the following documents:
This information may be obtained by contacting the Council's Strategic Director (Community and Regeneration), much of this information is also available on the Council's website. There may be charges for certain of the information available under this class, there may also be a charge if photocopies of any documents are required.
EXEMPTION: Information is not available under this class if it would be likely to prejudice the prevention or detection of crime, the apprehension or prosecution of offenders or the administration of justice. Also, this class does not include any personal information about individuals.
The Council has the power to make Byelaws under certain legislation. This class consists of copies of all of the Council's Byelaws which are currently in force. These include Byelaws in respect of:
This information together with a full list of the Byelaws in force may be obtained by contacting the Council's Strategic Director (Community and Regeneration). There may be charges for taking copies of the Byelaws.
The Council owns and operates off-street parking places in the District, it also has responsibility for enforcing on-street parking. This class consists of the following information:
This information may be obtained by contacting the Council's Head of Parking, Highways and CCTV. There is no charge for this information much of this information is also available on the Council's website.
EXEMPTION: Personal information about applicants for permits or any other person is not available under this class. Also excluded is any confidential or exempt information or any information which would be likely to prejudice the Council's ability to investigate or enforce any contravention of the relevant laws or regulations.
Part of the Council's role is to promote the economic development of the District, in respect of which the following information is included within this class:
This information may be obtained by contacting the Council's Strategic Director (Community and Regeneration). There is no charge for this information much of this information is also available on the Council's website.
The Council operates a section which is responsible for Leisure Services within the District. The following information is published by the Council and included within this class:
This information may be obtained by contacting the Council's Strategic Director (Community and Regeneration). There is no charge for this information much of this information is also available on the Council's website.
The Council produces a range of information to attract tourists and visitors to the area and various guides and brochures for those living in or visiting the District. Included in this class is the following information:
This information may be obtained by contacting the Council's Strategic Director (Community and Regeneration). There is no charge for this information much of this information is also available on the Council's website.
This class consists of the following information:
This information will be published regularly and may be obtained from the Council's Strategic Director (Community and Regeneration). There is no charge for this information much of this information is also available on the Council's website.
E-mail: legal@dover.gov.uk
