1.
Who we are and what we do
Organisational information, structures, locations and contacts. ICO expect information to be current information only
No.
1.1
Class of information
Council constitution
1.2
Council democratic
structure
1.3
Organisational chart
Description
The council's constitution consists of a number of
documents that, under the Local Government Act
2000, are required to be brought together and made
available for public inspection. The articles of the
constitution set out the basic principles that underlie
the way the council operates. The other parts of the
constitution would normally include details of the
council and the committees to which the council has
delegated various powers and the functions that are
the responsibility of the executive; the terms of
reference of the various committees and other
bodies; the standing orders that regulate the
proceedings at meetings; financial regulations; the
code of practice for the procurement of works,
supplies and services; codes of conduct for
members and employees; the schedule for the
payment of member's allowances; and a description
of the management structure of the council's
workforce.
Any further information not included in the
constitution about the decision making bodies of the
council and their role.
A staffing structure of the directorates and
departments should be included. Any further
Currently available
https://www.sheffield.gov.uk/your-citycouncil/constitution-andgovernance/constitution.html
http://www.sheffield.gov.uk/your-citycouncil/council-meetings
https://www.sheffield.gov.uk/your-citycouncil/roles-who/management-
1.4
Location and opening
times of council
properties
information about the internal structures of the
offices of the council, including an outline of their
responsibilities and the names of the directors and
senior employees (in relation to the latter, consent
may be refused if there is a legitimate reason for not
disclosing), job descriptions, responsibilities,
budgets and number of staff. In line with the DCLG,
CoP ‘senior employees’ here refers to staff earning
salaries above £58,200.
Councils should be considering whether details of all
their properties, whether open to the public or not,
are available to the public under this scheme.
Obviously, the public need to have readily available
the location and opening times of offices that are
open to them
team.html
Pay Policy Statement
https://www.sheffield.gov.uk/your-citycouncil/finance/pay-policy.html
Online A-Z Service Directory
https://www.sheffield.gov.uk/your-citycouncil/how-to-contact-us/a-to-z.html
https://www.sheffield.gov.uk/SCCHome/your-city-council/how-tocontact-us
1.5
Currently elected
councillor’s information
and contact details
.
Any personal information should be published only
with consent. The essentials are names, positions
on the council and how they can be contacted
https://www.sheffield.gov.uk/your-citycouncil/roles-who/councillors.html
1.6
Contact details for all
customer-facing
departments
Indication at least of the role of the contact, phone
number, contact name and where used e mail
address
Online A-Z Service Directory
https://www.sheffield.gov.uk/your-citycouncil/how-to-contact-us/a-to-z.htm
1.7
Most recent election
results
The results of the most recent elections for
councillors on the council should be available.
Councils may also wish to include the results of
http://www.sheffield.gov.uk/your-citycouncil/elections
1.8
Relationships with other
authorities
other elections conducted in the area.
Respective roles of different local authorities are
explained, partnership arrangements with other
authorities are detailed and the relationship with
central government departments is outlined. Where
local authority services are provided in a particular
area by a joint or combined authority, for example
port health, fire, waste disposal, passenger transport
authority, the situation should be explained with an
indication of how to contact those bodies. Where a
local authority has responsibility for the provision of
facilities for office holders who are not themselves
part of the local authority, for example the Returning
Officer, the Registrar of Births Deaths and
Marriages, the role of the local authority should be
explained. The role of the Monitoring Officer in
respect of his own and other councils should be
included
Some partnerships are included in the
A-Z Service Directory
https://www.sheffield.gov.uk/your-citycouncil/how-to-contact-us/a-to-z.htm
Monitoring Officer Protocol
http://www.sheffield.gov.uk/your-citycouncil/policy-performance/corporate-governance
The Returning Officer in Sheffield is
John Mothersole (Chief Executive)
Sheffield Register Office
https://www.sheffield.gov.uk/your-citycouncil/register-office.html
Monitoring Officer Details
https://www.sheffield.gov.uk/your-citycouncil/council-meetings/standardscommittee.html
2.
No.
What we spend and how we spend it
Financial information about projected and actual income and expenditure, procurement, contracts and financial audit.
ICO expect information in this class to be available at least for the current and previous two financial years and be available
not only for the council as a whole but also for directorates or departments as cost centres.
Class of information
Description
Currently available
2.1
Financial statements,
budgets and variance
reports
.
2.2
Capital programme
2.3
Spending reviews
2.4
Financial audit reports
Details of expenditure over £500, including
costs, supplier and transaction information
(monthly).
Financial information in enough detail to allow
the public to see where money is being spent,
where a council or department is or has been
planning to spend it, and the difference
between the two. Financial information should
be published at least annually and, where
practical, we would also expect half yearly or
quarterly financial reports to be provided.
Revenue budgets and budgets for capital
expenditure should be included
Information should be made available on major
plans for capital expenditure including any
private finance initiative and public-private
partnership contracts.
Financial Information
http://www.sheffield.gov.uk/your-citycouncil/finance
Budget Summary, Revenue Budget & Capital
Programme
https://www.sheffield.gov.uk/your-citycouncil/finance/how-we-spend-budget.html
Statement of Accounts
http://www.sheffield.gov.uk/your-citycouncil/finance/statement-of-accounts
All council spend over £250
https://www.sheffield.gov.uk/your-citycouncil/finance/supplier-payments.html
Capital Programme
https://www.sheffield.gov.uk/your-citycouncil/finance/how-we-spend-budget.html
Schools Capital Programme
https://www.sheffield.gov.uk/education/aboutus/buildings/rebuild-refurb.html
Spending Review (Social Care)
https://www.sheffield.gov.uk/your-citycouncil/finance/adult-social-care-review.html
Wider Spending Reviews – Intended for
future publication
External performance assessments
https://www.sheffield.gov.uk/your-citycouncil/policy--performance/the-progress-weare-making/external-assessments.html
2.5
The members’
allowances scheme and
the allowances paid
under it to councillors
each year
2.6
Staff allowances and
expenses
2.7
Pay and grading
structure
The total of the allowances and expenses
incurred by or paid to councillors by reference
to categories. These categories should be
produced in line with council guidelines and will
be under headings like travel, subsistence and
accommodation.
Details of the allowances and expenses that
can be incurred claimed. It should include the
total of the allowances and expenses paid to
individual senior staff members by reference to
categories. These categories should be
produced in line with the council’s policies,
practices and procedures and will be under
headings like travel, subsistence and
accommodation.
This may be provided as part of the
organisational structure and should include
senior employee salaries (over £58,200). For
those earning less than £58,200 levels of pay
should be identified by salary range.
The ‘pay multiple’ – the ratio between the
Audit Commission Reports (External link)
http://www.auditcommission.gov.uk/auditletters/sheffield-citycouncil/
Audit Committee
https://www.sheffield.gov.uk/your-citycouncil/finance/adult-social-care-review.html
https://www.sheffield.gov.uk/your-citycouncil/roles-who/councillors/councillorsallowances.html
Details of allowances and expenses not
currently published – intended for future
publication
Senior manager expenses allowance
reported in the financial accounts
http://www.sheffield.gov.uk/your-citycouncil/finance/statement-of-accounts
Section: Officer Remuneration
Pay Policy Statement
https://www.sheffield.gov.uk/your-citycouncil/finance/pay-policy.html
2.8
Election expenses
highest paid salary and the median average
salary of the whole of the authority’s workforce.
Returns or declarations and accompanying
documents relating to election expenses sent
to the council
2.9
Procurement
procedures
Details of procedures for acquiring goods and
services. Contracts available for public tender.
Procurement information
http://www.sheffield.gov.uk/businesseconomy/contracts
2.10
Details of contracts and
tenders to businesses
and to the voluntary
community and social
enterprise sector
ICO would normally only expect the council to
publish contracts and tenders that exceed
£500.
2.11
Details of grants to the
voluntary community
and social enterprise
sector
2.12
District auditor’s report
Available tenders
https://www.sheffield.gov.uk/businesseconomy/contracts/tenders.html
Contracts
https://www.sheffield.gov.uk/businesseconomy/contracts/current.html
https://www.sheffield.gov.uk/in-yourarea/grants.html
Voluntary Sector Grants Fund Annual Report
https://www.sheffield.gov.uk/in-yourarea/grants/grantreports/voluntarysector.html
Current auditor’s report
Financial statements for
Archived Governance Reports
https://www.sheffield.gov.uk/your-citycouncil/finance/statement-ofaccounts/archive-governance-report.html
Current regeneration projects
2.13
If there are identifiable projects, ICO would
Intended for future publication
projects and events
2.14
Internal financial
regulations
2.15
Funding for partnership
arrangements
3.
expect the publication scheme to cover at least
the financial reports that indicate actual
expenditure against original project budgets.
The larger the project, the greater the detail
that should be available. Similarly, where
organised events are publicised, their cost
should be available through the scheme.
https://www.sheffield.gov.uk/SCCHome/planning-and-citydevelopment/regeneration
Intended for future publication
Where the council takes the lead role in a
partnership arrangement, ICO would expect
details of the funding arrangements for the
partnership to be available. Where a council
contributes funding to a partnership
arrangement managed by another authority,
ICO would expect details of the funding
provided to be published.
Intended for future publication
What our priorities are and how we are doing
Strategies and plans, performance indicators, audits, inspections and reviews.
ICO would expect information in this class to be available at least for the current and previous three years. Information
should be available not only for the council as a whole but also for directorates or departments where this is available.
Below is a list of the type of information ICO would expect councils to have readily available for publication. Any other reports
or recorded information showing the council’s planned or actual performance should normally be included
No.
3.1
Class of information
Annual reports
3.2
Strategies and
business plans for
services provided by
the council
Best value local
performance plan
Internal and external
organisation
performance reviews,
including external
audits
Strategies developed in
partnership with other
authorities
Economic development
action plan
Forward Plan
Description
Currently available
Numerous annual reports are available from the Council website using
appropriate search terms
Corporate Plan
https://www.sheffield.gov.uk/your-city-council/policy-performance/what-we-want-to-achieve/corporate-plan.html
Strategies, Plans and Policies
https://www.sheffield.gov.uk/your-city-council/policy-performance/how-we-will-deliver/other-strategies-plans-andpolicies.html
External performance assessments
https://www.sheffield.gov.uk/your-city-council/policy--performance/theprogress-we-are-making/external-assessments.html
Examples would include http://www.sheffield.gov.uk/your-city-council/policy--performance
community partnership
strategies, safety and
crime reduction
strategies, road safety
strategy, joint housing
strategies, joint
strategies for health
issues and children’s
services
http://www.welcometosheffield.co.uk/business/aboutsheffield/economic-overview/sheffield-economic-strategy
Intended for future publication
Capital strategy
Best value performance
indicators
District auditor’s
reports on the best
value performance plan
and performance
indicators
Comprehensive
performance
assessment
Inspection reports
Local Area Agreements
Statistical information
produced in
accordance with the
council’s and
departmental
requirements
Impact assessments
https://www.sheffield.gov.uk/dms/scc/management/corporatecommunications/documents/economics-finance/councilexpenditure/Sheffield-City-Council-Capital-Programme-201314/Sheffield%20City%20Council%20Capital%20Programme%20201314.pdf
Intended for future publication
https://www.sheffield.gov.uk/your-city-council/finance/statement-ofaccounts.html
Archived
https://www.sheffield.gov.uk/your-city-council/finance/statement-ofaccounts/archive-governance-report.html
https://www.sheffield.gov.uk/your-city-council/policy--performance/theprogress-we-are-making.html
https://www.sheffield.gov.uk/your-city-council/policy--performance/theprogress-we-are-making/external-assessments.html
https://www.sheffield0to19.org.uk/professionals/strategy/children-andyoung-peoples-plan/cypp-2009-11/local-area-agreement-priorities/
Open data
https://www.sheffield.gov.uk/your-city-council/policy-performance/what-we-want-to-achieve/open-data.html
Sheffield profiles
https://www.sheffield.gov.uk/your-city-council/sheffieldprofile/population-and-health/2001-census/sheffield-profiles.html
Equality impact assessments
https://www.sheffield.gov.uk/your-city-council/policy-performance/how-we-will-deliver/other-strategies-plans-andpolicies/equality-and-diversity/equality-impact-assessments.html
Privacy impact
assessments (in full or
summary format)
Service standards
Fileplans (high level,
for current records
management systems)
Public service
agreements
4.
Intended for future publication
Intended for future publication
Intended for future publication
http://www.sheffield.gov.uk/your-city-council/policy--performance
How we make decisions
Decision-making processes and records of decisions.
ICO would expect information in this class to be available at least for the current and previous three years
No.
4.1
4.2
4.3
Class of information
Timetable of council
meetings
Agendas, officers’
reports, background
papers and minutes
of council
committee, sub
committee and
standing forum
meetings
Major policy
proposals and
Description
Currently available
http://www.sheffield.gov.uk/your-city-council/council-meetings
This will be the information
that is required to be publicly
available under local
authority access to
information rules.
http://sheffielddemocracy.moderngov.co.uk/ieDocSearch.aspx?bcr=1
Information that can be made http://sheffielddemocracy.moderngov.co.uk/ieDocSearch.aspx?bcr=1
available to the public
decisions
4.4
Facts and analyses
of facts considered
when framing major
policies
4.5
Public consultations
4.6
Internal
communications
guidance, criteria
used for decisionmaking, internal
instructions,
manuals and
guidelines
.
without damaging internal
policy development and
relations with other public
authorities
http://sheffielddemocracy.moderngov.co.uk/ieDocSearch.aspx?bcr=1
Details of consultation
exercises with access to the
consultation papers or
information about where the
papers can be obtained. The
results and outcomes of
consultation exercises.
If access to internal
instructions, manuals and
guidelines for dealing with
the business of the council
would help the public
understand how decisions
are made, these should be
readily available. ICO would
not expect information that
might damage the council’s
operations to be revealed.
Parks
https://www.sheffield.gov.uk/out--about/parks-woodlands-countryside/all-about-us/plans-standards-awards/consultation-surveys.html
0 to 19 (CYPF)
https://www.sheffield0to19.org.uk/professionals/consultation.html
School financial manual
https://www.sheffield.gov.uk/education/about-us/planspartnerships/school-documents/finance-manual.html
Safeguarding adults policies, procedures and guidance
https://www.sheffield.gov.uk/caresupport/adult/adultabuse/professionals/procedures.html
Procurement policies
https://www.sheffield.gov.uk/businesseconomy/contracts/scc/policy/policies.html
Adult and Community Learning Policy
https://www.sheffield.gov.uk/education/information-forlearners/contact-us/about-us/policy.html
Anti-Social Behaviour Policy and Procedures
https://www.sheffield.gov.uk/in-yourarea/report_request/crime/asb/anti-social-behaviour-policy-procedures-1231.html
5.
Our policies and procedures
Current written protocols, policies and procedures for delivering our services and responsibilities.
ICO would expect information in this class to be current information only.
Some of the information about policies and procedures will be covered by the council’s constitution.
No.
5.1
Class of information
Policies and
procedures for
conducting council
business
5.2
Policies and
procedures for
delivering our
services
5.3
Pay policy statement
Description
Codes of practice, memoranda of
understanding procedural standing
orders, internal guidance about the
division of responsibilities between
committees and delegated authority,
policies on communications between
councillors and members of staff and
similar information should be included.
Including local area agreement
memoranda and policies and procedures
for handling information requests
Currently available
Constitution https://www.sheffield.gov.uk/your-citycouncil/constitution-and-governance/constitution.html
Any decisions taken by an authority in
relation to pay and reward of staff must
reflect its current policy.
https://www.sheffield.gov.uk/your-citycouncil/finance/pay-policy.html
Handling information
https://www.sheffield.gov.uk/your-city-council/policy-performance/how-we-will-deliver/other-strategiesplans-and-policies/freedom-of-information.html
5.4
Policies and
procedures about the
recruitment and
employment of staff
5.5
Customer service
If vacancies are advertised as part of
recruitment policies, details of current
vacancies will be readily available.
A number of policies, for example,
equality and diversity, and health and
safety, will cover both the provision of
services and the employment of staff.
Standards for providing services to the
council’s customers, including the
complaint procedure.
Complaints procedures will include those
covering requests for information and
operating the publication scheme.
5.6
Records management
and personal data
policies
This will include information security
policies, records retention, destruction
and archive policies, and data protection
New Jobs http://www.sheffield.gov.uk/whats-new/jobvacancies
Working for the council
https://www.sheffield.gov.uk/whats-new/jobvacancies/working-for-us.html
Customer Charter
https://www.sheffield.gov.uk/your-city-council/how-tocontact-us/complaint/customer-charter.html
Contacting the council
http://www.sheffield.gov.uk/your-city-council/how-tocontact-us
Complaints (including policy)
https://www.sheffield.gov.uk/your-city-council/how-tocontact-us/complaint.html
Area Panels http://www.sheffield.gov.uk/your-citycouncil/council-meetings/area-panels
FOI Requests https://www.sheffield.gov.uk/your-citycouncil/policy--performance/how-we-will-deliver/otherstrategies-plans-and-policies/freedom-ofinformation.html
Publication Scheme https://www.sheffield.gov.uk/yourcity-council/policy--performance/how-we-willdeliver/other-strategies-plans-and-policies/freedom-ofinformation/publicationscheme.html
Handling personal data
https://www.sheffield.gov.uk/your-city-council/policy-performance/how-we-will-deliver/other-strategies-
(including data sharing) policies.
5.7
Charging regimes and Details of any statutory charging regimes
policies
should be provided. Charging policies
should include charges made for
information routinely published. They
should clearly state what costs are to be
recovered, the basis on which they are
made, and how they are calculated.
If the public authority charges a fee for
licensing the re-use of datasets, it should
state in its guide to information how this
is calculated and whether the charge is
made under the Re-use Fees
Regulations or under other legislation. It
cannot charge a re-use fee if it makes
the datasets available for re-use under
the Open Government Licence.
plans-and-policies/data-protection-handling-personaldata.html
Information sharing/ privacy notice
https://www.sheffield.gov.uk/education/aboutus/information-sharing.html
Outstanding information intended for future publication
Library Charges
https://www.sheffield.gov.uk/libraries/
usingthelibrary/ourcharges.html
Local land charges: fees
https://www.sheffield.gov.uk/your-city-council/legalservices/local-land-charges/fees.html
Cremation fees and charges
https://www.sheffield.gov.uk/caresupport/bereavement/
cremation/feescharges.html
Building Control Application Forms and Charges
https://www.sheffield.gov.uk/planning-and-citydevelopment/building-control/application-formscharges.html
Pest control charges
https://www.sheffield.gov.uk/environment/
environmental-health/pest-control/domestic.html
Property fees and charges
https://www.sheffield.gov.uk/businesseconomy/property-available/property/feescharges.html
Bulky household waste collection
https://www.sheffield.gov.uk/environment/waste/
bincollections/bulkycollections.html
Parking and bus lane fine charges
https://www.sheffield.gov.uk/roads/travel/driving/
parking/parking-fines/charges.html
6.
Lists and registers
ICO would expect information in this class to be current information only
No.
6.1
Class of information
Public registers and
registers held as public
records
6.2
Asset registers and
information asset
register
Description
If a council is required to maintain any register
and make the information in it available for public
inspection, the existing provisions covering
access will usually be adequate. However, we
expect authorities to publicise which public
registers they hold, and how the information in
them is to be made available to the public. Where
registers contain personal information, councils
must ensure that they consider the data protection
principles
Currently available
Electoral register (roll)
https://www.sheffield.gov.uk/your-citycouncil/elections/register/electoralregister.html
Environmental permitting: Public Register
https://www.sheffield.gov.uk/environment/
environmentalhealth/pollution/environmentalpermitting/public-register.html
Statutory registers
https://www.sheffield.gov.uk/roads/travel/
walking/prow/statutory-registers.html
Highway Register (Adopted Roads)
https://www.sheffield.gov.uk/roads/about/
highways-maintenance/highwayrecords/highway-register.html
We would not expect councils to publish all details Intended for future publication
from all asset registers. We would, however,
expect the location of public land and building
assets and key attribute information that is
normally recorded on an asset register to be
6.3
CCTV
6.4
Disclosure logs
6.5
Register of councillors’
financial and other
interests
6.6
Senior officers’
declaration of interests
available along with some other information from
capital asset registers. If a council has prepared
an information asset register it should publish its
contents.
If a council has prepared an information asset
register for the Re-use of Public Sector
Information Regulations 2005, it should publish
the contents.
Details of the locations of any overt CCTV
surveillance cameras operated by or on behalf of
the council.
If a council produces a disclosure log indicating
the information provided in response to requests,
it should be readily available. Disclosure logs are
recommended as good practice
This should include the names, departments,
sections and job titles of all officers who have
made entries. In relation to Chief Officers
information recorded in the ‘professional’ element
of the register should also be disclosed subject to
the redaction of, for example, home address, any
third party personal data or sensitive personal
City Centre CCTV
https://www.sheffield.gov.uk/in-yourarea/report_request/crime/cctv.html
Traffic cameras
https://www.sheffield.gov.uk/roads/travel/
driving/traffic-cameras.html
Intended for future publication
Register of Member's Interests
https://www.sheffield.gov.uk/your-citycouncil/roles-who/councillors/register-ofmember-s-interests.html
Intended for future publication
6.7
Register of gifts and
hospitality
6.8
Highways, licensing,
planning, commons,
footpaths etc.
data.
This should include details of gifts, given or
Intended for future publication
received; details of any hospitality afforded and by
which organisation.
Roads and transport
https://www.sheffield.gov.uk/roads.html
Licensing
https://www.sheffield.gov.uk/businesseconomy/licensing/general-licensing.html
Planning and development
https://www.sheffield.gov.uk/planningand-city-development
Sheffield Parks
https://www.sheffield.gov.uk/out-about/parks-woodlands-countryside/parks/city-district-localparks.html
Public Rights of Way
https://www.sheffield.gov.uk/roads/
travel/walking/prow.html
Highway Register (Adopted Roads)
https://www.sheffield.gov.uk/roads/about/
highways-maintenance/highwayrecords/highway-register.html
Environmental permitting: Public Register
https://www.sheffield.gov.uk/environment/
environmentalhealth/pollution/environmentalpermitting/public-register.html
6.9
7.
Register of electors
Electoral register (roll)
https://www.sheffield.gov.uk/your-citycouncil/elections/register/electoralregister.html
Services provided by the council
Information about the services the council provides including leaflets, guidance and newsletters.
ICO would expect information in this class to be current information only.
Generally this is an extension of part of the first class of information. While the first class provides information on a council’s
and its departments’ roles and responsibilities, this class includes details of the services the council provides as a result of
them. The starting point would normally be a list or lists of the services the council is responsible for, linked to details of
these services.
Not all local authorities will provide all services.
No.
7.1
Class of information
Regulatory and licensing
responsibilities
Description
ICO would expect to see, for example,
details of the services:
Services for local businesses
That County Councils provide for such
things as waste disposal, education and
children’s services, public transport, fire
services, trading standards;
Services for other organisations
Services for members of the
public
That District Councils provide for such
Currently available
Licensing
https://www.sheffield.gov.uk/businesseconomy/licensing/generallicensing.html
First Point for Business
https://www.sheffield.gov.uk/businesseconomy/development/first-pointbusiness.html
Online A-Z Service Directory
Services for which the council is
entitled to recover a fee, together
with those fees
Information for visitors to the
area, leisure information, events,
museums, libraries and archive
collections
things as environmental health, housing
and council tax benefits, council tax
collection, planning (development control),
building control, waste collection and
recycling, port health, role of the monitoring
officer;
That unitary authorities provide across the
whole range of local authority services
Leaflets, booklets and newsletters
http://www.sheffield.gov.uk/your-citycouncil/how-to-contact-us/contactbook
Tourist information: things to do when
you visit Sheffield
https://www.sheffield.gov.uk/out-about/tourist-information.html
Press releases
https://www.sheffield.gov.uk/whatsnew/2014-news.html
http://www.sheffieldnewsroom.co.uk/
Advice and guidance
Media releases
7.2
Election information
ICO recognise that the offices of the
Returning Officer and of the Electoral
Registration Officer are separate to the
functions of local authorities. Information
held by a local authority on behalf of these
two officers is not currently covered by the
Freedom of Information Act. However,
much of the information about elections is
also held by local authorities themselves
and we would expect to see most of this
made available through the publication
scheme. By way of example this would
include: forthcoming elections, election
results, review of polling stations,
Elections
http://www.sheffield.gov.uk/your-citycouncil/elections
information on becoming a councillor,
voting procedures.