Access to Information Archives - Blackawton

Prepare

Parish Clerk — Fri, 20 Mar 2026 16:09:03 +0000

Prepare is a national Government campaign.

If an emergency did happen in your area, how would you manage?
What about your relatives, friends, and neighbours – do you know anyone who might need some extra help or support?

This Government website has advice about how to prepare, and a downloadable and printable household emergency plan to record this information in one document: https://prepare.campaign.gov.uk/get-prepared-for-emergencies/

The link to the household emergency plan is in the fourth paragraph of the ‘Make a plan’ section.

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Reporting potential breaches of planning legislation to South Hams District Council

Parish Clerk — Wed, 18 Feb 2026 15:53:58 +0000

Policy

BPC Policy is to signpost Parishioners to report their concerns about potential breaches a planning legislation directly to South Hams District Council (SHDC), and
BPC Policy is also to signpost to report other matters that are the responsibility of other Authorities, not to report on their behalf.

Background

Planning enforcement reports made to SHDC are confidential.

Reports can be made by phone although online reports are preferred.

The SHDC website says that unless you have a good reason for not giving SHDC your details, and explain why, anonymous complaints will not normally be investigated and cannot be reported online. The formal Policy is to not accept anonymous reports.

In making this Policy BPC has considered:

The Parishioner affected or already aware of the matter is able to make a better report because they have a direct understanding of the details of the matter.
Unnecessary delays in reporting are avoided.
Parish Council administrative time is saved.
BPC is not the responsible authority. Reports from BPC are not actioned differently by SHDC to reports from Parishioners.

How to Report

Online reports are preferred.

1. South Hams District Council

https://www.southhams.gov.uk/report-it

01803 861234

1. Devon County Council

https://www.devon.gov.uk/roads-and-transport/report-a-problem/

0345 155 1004

1. Blackawton Website

There are links to SHDC and DCC reporting webpages from the Blackawton Community Website:

https://blackawtoncommunity.com/

ADOPTED – BPC Meeting 9/2/26

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Publication Scheme

admin — Wed, 30 Jan 2019 09:46:42 +0000

Information available from Blackawton Parish Council under the Freedom of Information Act model publication scheme

BPC is expected to make the information in this guide available unless:

it does not hold the information;
the information is exempt under one of the FOIA exemptions or Environmental Information Regulations 2004 (EIR) exceptions, or its release is prohibited by another statute (eg UK GDPR);
the information is readily and publicly available from an external website; such information may have been provided by you or on your behalf. You must provide a direct link to that information;
the information is archived, out of date or otherwise inaccessible; or,
it would be impractical or resource-intensive to prepare the material for routine release.

Information to be published	How the information can be obtained	Cost
Class 1 – Who we are and what we do (Organisational information, structures, locations and contacts) Current information only	(hard copy or website)
List of Council members and their responsibilities as well a list of Council Committees Details of any representation on local public bodies	website hard copy	free 10p/page
Postal and email address Contact details for Parish Clerk and Council members Where possible, provide named contacts including contact phone numbers and email addresses	website hard copy	free 10p/page
Location of main Council office and accessibility details	not held	n/a
Staffing structure	website hard copy	free 10p/page
Class 2 – What we spend and how we spend it (Financial information about projected and actual income and expenditure, procurement, contracts and financial audit) Current and previous financial year as a minimum	(hard copy or website)
Statement of accounts and internal audit report in the format included in the Annual Return form	website hard copy	free 10p/page
Finalised budget	website hard copy	free 10p/page
Precept	website hard copy	free 10p/page
Borrowing Approval letter	Not held	N/A
All items of expenditure above £100	website hard copy	free 10p/page
Financial Standing Orders and Regulations	website hard copy	free 10p/page
Grants given and received	email hard copy	free 10p/page
List of current contracts awarded and value of contract	email hard copy	free 10p/page
Members’ allowances and expenses	website hard copy	free 10p/page
Class 3 – What our priorities are and how we are doing (Strategies and plans, performance indicators, audits, inspections and reviews) Current and previous year as a minimum	(hard copy or website)
Annual governance statement in format included in the Annual Return form	website hard copy	free 10p/page
Parish Plan	not held	N/A
Annual Report to Parish or Community Meeting	website hard copy	free 10p/page
Quality status	not held	N/A
Local charters drawn up in accordance with DLUHC’s guidelines	not held	N/A
Data Protection impact assessments (in full or summary format) or any other impact assessment (eg Health & Safety Impact Assessment, Equality Impact Assessments etc), as appropriate and relevant	hard copy	free 10p/page
Class 4 – How we make decisions (Decision making processes and records of decisions) Current and previous council year as a minimum	(hard copy or website)
Timetable of meetings (Council and any committee/sub-committee meetings and parish meetings)	website hard copy	free 10p/page
Agendas of meetings (as above)	website hard copy	free 10p/page
Minutes of meetings (as above) – exclude material that is properly considered to be exempt from disclosure	website hard copy	free 10p/page
Reports presented to council meetings – exclude material that is properly considered to be exempt from disclosure	website hard copy	free 10p/page
Responses to consultation papers	Email or hard copy	free 10p/page
Responses to planning applications	Email or hard copy	free 10p/page
Bye-laws	Not held	N/A
Class 5 – Our policies and procedures (Current written protocols, policies and procedures for delivering our services and responsibilities) Current information only	(hard copy or website)
Policies and procedures for the conduct of Council business: Procedural standing orders Committee and sub-committee terms of reference Delegated authority in respect of officers Code of Conduct Policy statements	website hard copy	free 10p/page
Policies and procedures for the provision of services and about the employment of staff: Internal instructions to staff and policies relating to the delivery of services Equality and diversity policy Health and safety policy Recruitment policies and details of current vacancies Policies and procedures for handling requests for information Complaints procedures (including those covering requests for information and operating the publication scheme)	website hard copy Equality and diversity policy not currently in place and are scheduled for development BPC does not have: Internal instructions to staff and policies relating to the delivery of services Recruitment policies Policies and procedures for handling requests for information Health and safety policy Complaints Procedure	free 10p/page
Records management, personal data and access to information policies Include information security policies, records retention, destruction and archive policies, and data protection (including data sharing and CCTV usage) policies	website hard copy	free 10p/page
Class 6 – Lists and Registers Currently maintained lists and registers only.	(hard copy or website; some information may only be available by inspection)
Information legally required to hold in publicly available registers (in most circumstances existing access provisions will suffice)	website hard copy	free 10p/page
Assets register, including details of public land and building assets	website hard copy	free 10p/page
Disclosure log indicating the information provided in response to FOIA and EIR requests. These are recommended as good practice	website hard copy	free 10p/page
Register of members’ interests	website hard copy	free 10p/page
Register of gifts and hospitality	website hard copy	free 10p/page
Class 7 – The services we offer (Information about the services we offer, including leaflets, guidance and newsletters produced for the public and businesses) Current information only	(hard copy or website; some information may only be available by inspection)
Allotments	not held	N/A
Burial grounds and closed churchyards	Website email hard copy	free 10p/page
Community centres and village halls	not held	N/A
Parks, playing fields and recreational facilities	not held	N/A
Seating	email hard copy	free 10p/page
Bus shelters	email hard copy	free 10p/page
Markets	not held	N/A
Public conveniences	not held	N/A
Agency agreements	not held	N/A
Services for which we are entitled to recover a fee and details of those fees (eg burial fees)	website hard copy	free 10p/page
Additional Information Information not itemised in the lists above

Schedule of charges

This describes how the charges have been arrived at and should be published as part of the guide.

TYPE OF CHARGE	DESCRIPTION	BASIS OF CHARGE
Disbursement cost	Photocopying @ .10.p per sheet (black & white)	Actual cost *
	Photocopying @ .20.p per sheet (colour)	Actual cost

	Postage	Actual cost of Royal Mail standard 2^nd class

Statutory Fee		In accordance with the relevant legislation (quote the actual statute)

Other

* the actual cost incurred

Blackawton Parish Council Contact Details

parishclerk@blackawtoncommunity.com

07979 391442

Version History – Adopted 11 May 2022, Reviewed 9 March 2026

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Consent Form

Parish Clerk — Fri, 16 Nov 2018 20:03:11 +0000

Click here to download the Consent Form (PDF)

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General Privacy Notice

Parish Clerk — Fri, 16 Nov 2018 19:52:41 +0000

2018 June Blackawton General Privacy Notice

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Record Retention & Disposal Policy

Parish Clerk — Fri, 16 Nov 2018 19:49:44 +0000

Document Retention and Disposal Schedule

Record	Minimum Retention period	Reason	Location	Disposal Method
Email enquiries & contact details	While they are useful and relevant	Management	Council Address	Delete
Minute books	Indefinite	Archive	Council Address Archive at five year intervals with Devon Records Office	N/A
Agendas	5 years	Management	Council Address	delete
Scales of fees and charges	6 years	Management	Council address Can be stored at Devon Records Office	bin
Receipt and Payment accounts	Indefinite	Archive	Council address	N/A
Receipt books	6 years	VAT	Council address	Bin
Bank statements	Last completed audit year	Audit	Council address	shred
Bank paying in books	Last completed audit year	Audit	Council address	shred
Cheque book stubs	Last completed audit year	Audit	Council address	Shred / destroy
Quotations and tenders	6 years	Limitation Act 1980 (as amended)	Council address	Shred / delete
Paid invoices	6 years	VAT	Council address	Shred / delete
Paid cheques	6 years	Limitation Act 1980 (as amended)	Council address	Shred / destroy
VAT records	6 years (20 years for VAT on rents)	VAT	Council address	Shred / destroy
Petty cash, postage and telephone books	6 years	Tax, VAT, Limitation Act 1980 (as amended)	Council address	Shred / destroy
Timesheets	Three years (or Last completed audit year)	Audit (requirement) & Personal injury (best practice)	Council address	Delete
Wages records	12 years	Superannuation	Council address	Delete / Destroy
Insurance policies	While valid	Management & legal proceedings	Council address	Delete / Shred
Certificates for insurance against liability for employees & Insurance companies names and policy numbers	40 years from the date on which the insurance commenced or was renewed	The Employers’ Liability (Compulsory Insurance) Regulations 1998 (SI.2753) Management,	Council address	Delete / Shred
Accident & Incident Reports	20 years	Potential Claims		Confidential waste. A list will be kept of documents disposed of to meet GDPR reqiremets GN36.
Playground Inspection Reports	18 years	Negligence and other torts	Council address	Delete / shred
Investments	Indefinite	Audit, Management	Council address	N/A
Title deeds, lease agreements, contracts	Indefinite	Audit, Management	Council address	N/A
Members allowances register	6 years	Tax Limitation Act 1980 (as amended)	Council address	Delete / shred
Planning documents	Retain PC response and other docs as below Retain plans and decision notice until development completion Retain appeal decisions. Retain refusal documents until end of appeal expiry period In practice three years or longer for’ important’ applications.	To monitor the planning process	Council address South Hams District Council Website	Delete / Destroy
Information from other organisations	While they are useful and relevant	Management	Council address	Delete / Destroy
Correspondence	While they are useful and relevant. As for Audit & Planning.	Management	Council address	Delete / Shred
Documentation relating to staff	While they are useful and relevant or required for legal reasons.	References, tax, National Insurance Contributions, pension, legal claim (usually within 6 months of ending employment, 6 years if Limitations Act 1980 applies)	Council address	Delete / Shred
Local historical information		Local Government (Records) Act 1962	Council address. Can be stored by County Record Office.	N/A
Burial ground Register of burials Register of purchased graves Register/plan of grave spaces Register of memorials Register of fees collected Disposal certificates Copy certificates of grant of exclusive right of burial Any specified rights relating to graves Register of disinterments	indefinite	Local Authorities Cemeteries Order 1977	Council address	N/A
Documents retained because of actual or risk of legal process
Negligence and other ‘torts’	6 years	Limitation period	N/A	Delete / Shred
Defamation	1 year	Limitation period	N/A	Delete / Shred
contract	6 years	Limitation period	N/A	Delete / Shred
leases	12 years	Limitation period	N/A	Delete / Shred
Sums recoverable by statute	6 years	Limitation period	N/A	Delete / Shred
Personal injury	3 years	Limitation period	N/A	Delete / Shred
To recover land	12 years	Limitation period	N/A	Delete / Shred
Rent	6 years	Limitation period	N/A	Delete / Shred
Breach of trust	none	Limitation period	N/A	Delete / Shred

National Association of Local Councils Legal advice ‘Local Council Documents and Records’ states that:

For the sake of completeness, it should be noted that some limitation periods can be extended. Examples include:

Where individuals do not become aware of damage until a later date (e.g. in the case of disease).

Where damage is hidden (e.g. to a building).

Where a person is a child or suffers from a mental incapacity.

Where there has been a mistake by both parties or

Where one party has defrauded another or concealed facts.

In such circumstances, individual councils will need to weigh

(i) the costs of storing relevant documents and (ii) the risks of:

Claims being made.

The value of the claims.

The inability to defend any claims made should relevant documentation be destroyed.¹

Para 2.7.6. of the Code of Practice on the management of records issued under section 46 of the Freedom of Information Act 2000 states that

‘Authorities should be able to explain why they no longer hold information, either by

reference to a record of its destruction or by reference to the authority’s policy. If destruction is carried out by a contractor, the authority should obtain proof, for example, a certificate of destruction. ²

Document Storage, Retrieval and Security

Electronic records are stored on a password protected laptop in labelled folders. Folders are backed up regularly to a cloud drive.

Email is organised in labelled folders and backed up by the service provider.

Paper records are kept at the Council address in labelled folders and files.

References:

NALC Legal Topic Note 40, 2013, updated August 2022³
Code of Practice on the Management of Records issued under Section 46 of the Freedom of Information Act 2000

Version History

Approved 6 November 2018 MN154/18.
Reviewed 9 March 2026

1 https://www.nalc.gov.uk/resource/local-council-documents-and-records.html

2 https://assets.publishing.service.gov.uk/media/6114c3278fa8f506c4d84100/Freedom_Information_Code_Practice_Web_Accessible.pdf

3 https://www.nalc.gov.uk/resource/local-council-documents-and-records.html

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Privacy Policy

Parish Clerk — Fri, 16 Nov 2018 19:47:39 +0000

2018 November BPC Privacy Policy

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Planning Applications

admin — Thu, 22 Feb 2018 11:12:06 +0000

Blackawton Parish Council is asked to comment on most applications made that fall within the Parish boundary.

South Hams District Council is the local the Planning Authority.

Any views expressed by the Parish Council will be taken into account by SHDC before a decision is made, providing the points made are relevant to the determination of a planning application.

Members of the public can also comment directly to SHDC.

Details of planning applications up for discussion are listed in the Agenda for each meeting.
Members of the public are invited to attend meetings and to contribute their views.

This link below links to the South Hams District Council website. LINK
It has a range of planning resources including:

Search for planning applications,
How to comment on a planning application,
Planning Enforcement – what is a planning breach and how to report it,
Trees, and
Asking a planning question.

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Joint Local Plan

admin — Thu, 22 Feb 2018 11:05:25 +0000

Plymouth and South West Devon Joint Local Plan 2014 – 2034

Plymouth_SW_Devon_JLP

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Bus Timetables

admin — Wed, 22 Mar 2017 15:33:36 +0000

Click the link below information about bus services to and from Blackawton:

bustimes.org/localities/blackawton

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