Freedom of Information Publication Guide

West Oxfordshire District Council's Guide To Information

The Council's A-Z of services provides a guide to the information available and there is also a search facility to assist you to find other information that may not be included in the A-Z. In addition, agendas, minutes and reports for all Elected Member meetings can be accessed through the minutes system on this website. The guidance below is intended to assist you by giving some examples of the type of information the Council routinely makes available and some online links. Where there is no link then please apply online or write to the Council at our Elmfield offices.

If you require information in another form eg large text, Braille, or a translation, this may be possible but the Council reserves the right to charge for this. For such enquiries please contact the person listed below or, if there are no contact details, apply online or call 01993 861000.

1. Who We Are and What We Do

Council constitution	The Council's Constitution.
Council democratic structure
Additional information about the functioning and process of meetings (Council Meetings, Executive and other Committees) and which is not included in the Council's Constitution.	Please check the Council and Democracy section of our website but if you are unable to find the information you seek contact Mr K. Butler via 01993 861000.
Any additional information about decision-making and scrutiny, and which is not included in the Council's Constitution.
Council directorate structure	Corporate Management Team (CMT) Contact Details
Information about the various directorate areas within the Council, plus contact details for the Chief Executive and Corporate Directors.	The Council is divided into nine distinct Services as follows: Corporate Resources covering HR, Finance and Organisational Development & Training Revenues & Benefits covering Council Tax, Benefits, and Fraud & Investigation Business Improvement & Customer Services covering Performance Management, Information Systems, Business Process Re-engineering & Change Management, Customer Services and Communications Legal & Democratic Services (also covering Corporate Administration & Elections) Community Services covering Environmental Protection & Enforcement, Health & Safety, Food Hygiene, Private Sector Housing, Licensing, Community Safety, Car Parks and Emergency Planning Street Scene covering Waste & Recycling, Cleansing & Grounds Maintenance, Engineering Services, Estate Management and Corporate Buildings & Facilities Management Planning & Sustainable Communities covering Development Control, Building Control, Rural Services, Economic Development, Partnership Support, Land Charges & Searches, Conservation, Planning Enforcement and Planning Implementation Housing Services including Strategic Housing, Homelessness, Allocations and Affordable Housing Leisure & Tourism covering Sports & recreation, Arts & Heritage, Tourism Promotion, Visitor Information Centres, Physical Heath and Children and Young people
Location and opening times of council properties	Council Office Locations
Information about locations, opening times and contact details of all the Council's centres/buildings, which are there to enable the public to access Council services.
Currently elected councillors' information and contact details	Councillor Information (accessible by Ward, Party, and Committee membership);
Currently elected councillors including party, membership of committees, address, telephone number and email contact.	District Councillors (lists available as file downloads)
Contact details for all customer-facing departments	01993 861000 will access our main switchboard and the Town centre Shop
Telephone numbers for customer contacts or one-stop shops	If you know what service you require or would like further information on the services we offer, further details and contact information can be found at: Housing Services Planning including Building Control Environmental Services Contacts Community Safety, Benefits and Council Tax
Most recent election results	District Council Election Results
Election results indicating the political composition of the Council	For other elections. See Election Results
Relationships with other authorities	Links to other Councils
West Oxfordshire District Council shares boundaries with or has an association with the following authorities. Where indicated with an * their websites can be accessed directly from ours. Details relating to Parish and Town Councils in the District can also be found by following the Links to Other Councils section.	Oxfordshire County Council Cherwell District Council Vale of the White Horse District Council South Oxfordshire District Council Oxford City Council Stratford District Council Cotswold District Council
Role of the Monitoring Officer	Under the provisions of the Local Government and Housing Act 1989, Councils have a duty to appoint a Monitoring Officer to ensure the lawfulness and fairness of Council decision making. The Monitoring Officer monitors the application of the Council's Constitution and is responsible for advising the Council on the legality of its decisions and providing guidance to councillors and officers on the Council's Constitution and its powers. The Monitoring Officer also works closely with the Council's Standards Committee to assist it in its role of promoting and maintaining high standards of conduct and probity within the Council.
Role of the Returning Officer	The Returning Officer has overall responsibility for the conduct of elections in constituencies that are wholly or partly within his/her area. Appointed under the Representation of the People Act 1983, he is independent of the Council as the role is one of a personal nature and distinct and separate from their duties as an employee of the council. The Returning Officer is responsible for: the nomination process for candidates and political parties provision and notification of polling stations appointment of Presiding Officers and polling clerks appropriate administration and security of polling stations preparation of all ballot papers the actual count and declaration of results all candidates' election expenses returns presentation of final account and, reclamation of funding from external bodies as prescribed
Role of the Registrar of Births, Deaths and Marriages	Although the Registrar of Births Marriages and Deaths is located at our Woodgreen offices, the role is managed by Oxfordshire County Council.

2. What We Spend and How We Spend It

Financial statements, budgets and variance reports
The Council's Statement of Accounts	Statement of Accounts 2007/2008
Capital programme
The Capital Strategy and Asset Management Plan	Please contact Mr P. Stuart via 01993 861000
Spending reviews
The Council's Statement of Accounts and Committee reports	Statement of Accounts & related committee reports
Financial audit reports	Annual Audit Letter
For example within District Audit Reports, Annual Governance Reports and Best Value Reports
The members' allowances scheme and the allowances paid under it to councillors each year	Allowances for District Councillors
For example the allowances members are entitled to claim and the amount each member received in expenses.
Staff allowances and expenses
Mileage, accommodation, subsistence rates that can be claimed by staff.	Employee Subsistence Allowances 2008/2009 Employee Car Allowances 2008/2009
Pay and grading structure
Salary bands for all grades.	Please contact Ms S. Mullen via 01993 861000
Procurement procedures
Procurement policies and guidance.	Procurement Information
Details of contracts currently being tendered
Contracts currently available for public tender	Please contact Mr K. Butler via 01993 861000
List of contracts awarded and their value
Contracts awarded under the Public Contract Regulations 2006 as published in The Official Journal of the European Union.	Please contact Mr K. Butler via 01993 861000
District auditor's reports	Annual Audit Letter
For example within District Audit Reports, Annual Governance Reports and Best Value Reports.
Financial statements for projects and events
The Council's Statement of Accounts	Statement of Accounts
Internal financial regulations
Financial regulations under the Council's Standing Orders, as contained in the Council's Constitution.	The Council's Constitution.
Funding for partnership arrangements
Partnership funding	An Area Based Grant is made available to a number of council services. This is administered by the Oxfordshire Partnership and further information is available on their website - http://www.oxfordshirepartnership .org.uk/

3. What Out Priorities Are and How Are We Doing

Annual reports
The Council's Annual Report / The Council's Plan	Council Plan 2008 - 2011
Strategies and business plans for services provided by the Council
Strategies, business and service plan for directorates, departments and services including	Community Safety Strategy 2008-11
The Council Plan and the Capital Strategy and Asset Management Plan.	Council Plan 2008 - 2011
Best value performance plans
For example best value performance plans and auditor's reports.	Due to legislative changes there are no Best Value Plans for 2008 but for previous years please contact Mr P Martin via 01993 861000.
Internal and external organisation performance reviews	Council Plan 2008 - 2011
Performance information including for example Comprehensive Performance Assessments, The Council Plan and Improvement Plan, performance improvement plans for departments.	Service Plans
Strategies developed in partnership with other authorities	Housing Strategy Statement & Homeless Strategy Community Safety Strategy 2008-11 A charge of £25 will be made for a hard copy of the Housing Strategy Statement.
For example housing strategies and plans, homeless strategies, customer involvement strategies, crime reduction strategies.
Economic development action plan	Council Plan 2008 - 2011
Economic development strategy and plan.
Forward plan	Cabinet Forward Plan
The Council's Forward Plan which details the Key Decisions that the Council is going to take over a four [?] month period.
Capital strategy
Capital and Asset Management Strategies and Plans.	Please contact Mr P. Stuart via 01993 861000
Best value performance indicators	Performance Information
Information about the Council's Best Value Performance Plan and about inspections and annual governance reports.
District auditor's reports on the best value performance plan and performance indicators	Annual Audit Letter
For example within District Audit Reports within the Annual Report and Best Value Reports
Comprehensive performance assessment
Information about Comprehensive Performance Assessment.	Due to legislation changes this is no longer available from our website but for further details please contact Mr P Martin via 01993 861000.
Inspection reports	Planning Annual Monitoring Reports
Publicly available inspection reports for example Local Development Framework Annual Monitoring Reports and the Council's Annual Report.
Local Area Agreements	Oxfordshire Local Area Agreement
Partnership agreements made by the Council by working with various groups and partnerships in the public, private, voluntary, community and faith sectors.
Statistical information produced in accordance with the Council's and departmental requirements	See The Oxfordshire Observatory: http://www.oxfordshireobservatory.info/ wps/portal/dataobservatory And Sustainability Appraisal
For example information about population and employment.
Impact assessments
Executive Reports containing Impact Assessments (such as Equality Impact Assessments)	Equality and Diversity
Service standards
Customer Charter and Service Standards.	Housing Services see download from http://www.westoxon.gov.uk/living/ Housing.cfm
Public service agreements
Local public service agreements

4. How We Make Decisions

Timetable of council meetings	see download from www.westoxon.gov.uk/ meetings
Committee dates for the current year
Agendas, officers' reports, background papers and minutes of council committee, sub committee and standing forum meetings.	See: www.westoxon.gov.uk/ meetings
Public information on the Council's decision recording system.
Major policy proposals and decisions
Information on The Council's Forward Plan and via public information on the Council's decision recording system	For further information please contact Mr K. Butler via 01993 861000
Facts and analyses of facts considered when framing major policies
Information on The Council's Forward Plan and via public information on the Council's decision recording system	For further information please contact Mr K. Butler via 01993 861000
Public consultations
Consultation papers or information, any summary of the responses and the outcome of the consultation exercise.	2006/07 BV General Survey

5. Our Policies and Procedures

Policies and procedures for conducting council business
The Council's Constitution.	The Council's Constitution.
Policies and procedures for delivering our services	Environmental Management Strategy Climate Change Policy Green Travel Plan Environmental Services Enforcement Policy Statement of Licensing Policy Street Scene Service Standards
For example Customer Charter and Equality and Diversity Policy.
Policies and procedures about the recruitment and employment of staff	Job Vacancies Recruitment and Selection Policy
For example employment information, current vacancies, Recruitment Policy, Equality and Diversity Policy, Health and Safety Policy.	For further information contact Human Resources via 01993 861505
Customer service	Street Scene Service Standards Nominations Policy can be downloaded from http://www.westoxon.gov.uk/ living/waitinglist.cfm
For example Customer Service Policy and Complaints policy.
Records management and personal data policies	Data Protection in the Council Freedom of Information and Environmental Information Regulations
For example Data Protection Policy and Records Management Policy
Charging regimes and policies	Fees & Charges
For example Licensing Fees and Charges, Building Control Charges, Local Land Charges.

6. Lists and Registers

The following registers are available for inspection only

Public registers and registers held as public records
For example, Register of Premises Licences and Club Premises Licences, Register of Hackney Carriage Drivers, Register of Cooling Towers, Register of Dangerous Animals.	Public register of licenses is available from the Head of Community Services. (01993) 861000
Asset registers and information asset register
Corporate Asset Management Plan.
Register of councillors' financial and other interests	Please contact Mr K. Butler via 01993 861000
Register of Members' Interests in accordance with the Local Government Act 2000 [Section 81]
Register of gifts and hospitality	Please contact Mr K. Butler via 01993 861000
For council officers.
Highways, licensing, planning, commons, footpaths etc	Development & Building Control
For example Definitive Maps, Register of Adopted Highways, Register of Planning Applications,
Register of Common Land.
Register of electors
The Register of Electors and information about the Register and where it can be inspected	Electoral Registration

7. Services Provided By The Council

Details of all the Council's Services can be found in the Council's Directory of Services.

Regulatory and licensing responsibilities
For example hackney carriage licensing, motor salvage licensing, amusement licensing, liquor licensing.	Licensing and Regulation
Services for local businesses	Business
For example business services and advice in respect of financial support, property advice, business opportunities, recruitment of staff.
Services for other organisations
For example student groups, youth groups and club activities.
Services for members of the public
Details of all the Council's Services can be found in the Council's Directory of Services.	Benefits Information Council Tax Information
Services for which the council is entitled to recover a fee, together with those fees	Bulky waste collections (with link to webpage)
For example Licensing Fees and Charges, Building Control Charges, Local Land Charges.	Land Charges - Charges Building Control Charges Fees & Charges
Information for visitors to the area, leisure information and events
Information about the local area.	www.westoxon.gov.uk/leisure www.oxfordshirecotswolds.org Opening Times of Public Conveniences
Leaflets, booklets and newsletters
Various leaflets and council publications available in council offices.	Parish Flooding Reports - Flood reports and reviews
Advice and guidance
For example advice on debts and benefits, affordable housing, waste disposal, environmental health issues.	The following leaflets are available from our offices and the Town Centre Shop or you can request a copy online or by calling 01993 861000: Your Council Tax Where your money goes Housing & Council Tax Benefit Leaflet Local Housing Allowance Applying for Affordable Housing: Nominations Scheme - Waiting List booklet & Transfer List booklets and Affordable Housing in rural communities booklet can be downloaded from http://www.westoxon.gov.uk/living/waitinglist.cfm Housing Advice: Housing Advice in West Oxfordshire & In financial difficulties leaflets can be downloaded from http://www.westoxon.gov.uk/living/help.cfm Homelessness Homelessness - Information, Appeals, Domestic Abuse, for ex-MOD, Families, Young People Illegal Eviction & harassment leaflets can be downloaded from http://www.westoxon.gov.uk/living/homeless.cfm Difficulties with Mortgage Mortgage Arrears leaflet can be downloaded from http://www.westoxon.gov.uk/living/Mortgagehelp.cfm Emergency Access & Advice Agencies: Information on housing in an emergency & hostels, drop-in centres & advice agencies can be downloaded from http://www.westoxon.gov.uk/living/emergency.cfm Information on Letting Agents: List of Estate Agents can be downloaded from http://www.westoxon.gov.uk/ living/letagents.cfm Information on Privately Renting: A landlords Guide to renting, Deposit Guarantee Scheme Tenants & Landlords advice, Rent in Advance Leaflets, Guide to renting & Safety checklist for private renting leaflets can be downloaded from http://www.westoxon.gov.uk/living/privrent.cfm Supported Housing Projects, Supported Projects leaflet & Housing related support flyer can be downloaded from http://www.westoxon.gov.uk/living/supportedhousing.cfm Low Cost Home Ownership Initiatives: Low Cost Home Ownership booklet can be downloaded from http://www.westoxon.gov.uk/living/Sharedownership.cfm
Media releases
Press statements and releases.	Media Info / Press Releases
Election Information
For example election results, forthcoming elections and voting procedures.	Elections Information