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Fife Sports and Leisure Trust

Freedom of Information

Fife Sports and Leisure Trust Guide to Information

 

Contents:

SECTION 1: Introduction to the Publication Scheme

SECTION 2: About Our Public Authority

SECTION 3: Accessing Information Under the Scheme

SECTION 4: Information That We May Withold

SECTION 5: Our Charging Policy

SECTION 6: Our Copyright Policy

SECTION 7: Records Management Policy

SECTION 8: Feedback

SECTION 9: Complaints

SECTION 10: How to Access Information Which is Not Available Under This Scheme

SECTION 11: Classes of Information

 

SECTION 1: Introduction to the Guide to Information

 

The Freedom of Information (Scotland) Act 2002 (FOISA) provides individuals with a right of access to all recorded information held by Scotland’s public authorities and publicly owned companies as defined by section 6 of FOISA. Anyone can use this right, and information can only be withheld where FOISA expressly permits it.

FOISA requires Scottish public authorities and publicly owned companies as defined by section 6 to produce and maintain a publication scheme. Authorities and publicly owned companies are under a legal obligation to:

- publish the classes of information that they make routinely available

- tell the public how to access the information and what it might cost.

Fife Sports and Leisure Trust has adopted the Model Publication Scheme 2012 produced by the Scottish Information Commissioner. The Commissioner has approved this scheme until 31 May 2019. You can see this scheme on our website or by contacting us at the address below.  It is also available to view on the Scottish Commissioner’s website at www.itspublicknowledge.info/MPS2012/

The purpose of this Guide to Information is to:

- allow you to see what information is available (and what is not available) in relation to each class

- state what charges may be applied

- explain how you can find the information easily

- provide contact details for enquiries and to get help with accessing the information

- explain how to request information we hold that has not been published


Alongside FOISA, the Environmental Information (Scotland) Regulations 2004 (the EIRs) provide a separate right of access to the environmental information that we hold. This guide to information also contains details of the environmental information that we routinely make available.

 

SECTION 2: About Our Public Authority

 

Fife Sports and Leisure Trust is a Fife Council wholly owned private company, limited by guarantee, Registered in Scotland by the Registrar of Companies for Scotland, Company No. 336004, Incorporated under the Companies Act 1985 on 10th January 2008 at Companies House, Edinburgh.

Fife Sports and Leisure Trust was established as a non profit distributing company, to operate and manage sport and leisure facilities on behalf of Fife Council. Under the terms of the business transfer agreement with Fife Council, the Company is responsible for the operational management, delivery and development of the local authority’s sports and leisure facilities.
 

The thirteen facilities managed by the trust are:

The Beacon Leisure Centre

Bowhill Swimming Pool

Carnegie Leisure Centre

Cowdenbeath Leisure Centre

Cupar Sports Centre

Dalgety Bay Sports and Leisure Centre

Duloch Leisure Centre

East Sands Leisure Centre

Michael Woods Sports and Leisure Centre

Kirkcaldy Leisure Centre

Levenmouth Swimming Pool and Sports Centre

- Lumphinnans Sports Hub

Pitreavie Athletics Centre

Waterstone Crook Sports Centre

Fife Sports and Leisure Trust is also registered as a charity by the Office of the Scottish Charity Regulator under the Charities and Trustees Investment (Scotland) Act 2005. 

As a body entered on the Register, Fife Sports and Leisure Trust Limited may refer to itself as a ‘charity’, a charitable body’, a ‘registered charity’ or a ‘charity registered in Scotland’.  It has been set up under the law of Scotland, and is managed wholly here, it may also refer to itself as a ‘Scottish charity’ or a ‘registered Scottish charity’ with the Charity No. SCO39464.

 

SECTION 3: Accessing Information Under the Scheme


Information available under our guide to information will normally be available through the routes described below. Section 12 – Classes of Information provides more details on the information available under the guide, along with additional guidance on how the information falling within each “class” may be accessed.

Online:
Most information listed in our guide to information is available to download from our website. In many cases a link within Section 12: Classes of Information will direct you to the relevant page or document. If you are having trouble finding any document listed in our guide, then for further assistance, please contact:

Gail Giraldas, Business Co-ordinator
Fife Sports and Leisure Trust
Music Institute
East Port
Dunfermline, KY12 7JA
gail.giraldas@fifeleisure.org.uk
Tel: 01383 602310

By email:
If the information you seek is listed in our guide to information but is not published on our website, we can send it to you by email, wherever possible. When requesting information from us, please provide a telephone number so that we can telephone you to clarify details, if necessary.

By phone:
All information in the guide will be available in hard copy form e.g. paper copies. Hard copies of information can be requested from us over the telephone. Please call Gail Giraldas, Business Co-ordinator on 01383 602310 to request information available under this scheme.

By post:
You can also request hard copies of any information in the guide by post. Please address your request to:
Gail Giraldas, Business Co-ordinator
Fife Sports and Leisure Trust
Music Institute
East Port
Dunfermline, KY12 7JA

When writing to us to request information, please include your name and address, full details of the information or documents you would like to receive, and any fee applicable (see Section 5: Our Charging Policy for further information on fees). Please also include a telephone number so we can telephone you to clarify any details, if necessary.

Personal visits:
If you prefer to visit us to inspect the information, in limited cases, you may be required to make an appointment to view the information. In such cases, this will be set out within Section 12 - Classes of Information, and contact details will be provided within the relevant class.

Advice and assistance:
If you have any difficulty identifying the information you want to access, then please contact Gail Giraldas who will be happy to help.

 

SECTION 4: Information that we May Withold


All information covered by our guide to information can either be accessed through our website, or will be provided promptly following our receipt of your request.

Our aim in adopting the Commissioner’s Model Publication Scheme 2012 and in maintaining this guide to information  is to be as open as possible. You should note, however, that there may be limited circumstances where information will be withheld from one of the classes of information listed in Section 12 – Classes of Information. Information will only be withheld, however, where FOISA (or, in the case of environmental information, the EIRs expressly permits it).
Information may be withheld, for example, where its disclosure would breach the law of confidentiality, harm an organisation’s commercial interests, or endanger the protection of the environment. Information may also be withheld if it is another person’s personal information, and its release would breach the data protection legislation.

Whenever information is withheld we will inform you of this, and will set out why that information cannot be released. Even where information is withheld it may, in many cases, be possible to provide copies with the withheld information edited out. If you wish to complain about any information which has been withheld from you, please refer to Section 10 – Complaints.

 


SECTION 5: Our Charging Policy


Unless otherwise stated in Section 12 - Classes of Information, all information contained within our scheme is available from us free of charge where it can be downloaded from our website or where it can be sent to you electronically by email.

We reserve the right to impose charges for providing information in paper copy or on computer disc. Charges will reflect the actual costs of reproduction and postage to the authority, as set out below.

In the event that a charge is to be levied, you will be advised of the charge and how it has been calculated.

Information will not be provided to you until payment has been received.

Reproduction costs:
Where charges are applied, photocopied information will be charged at a standard rate of 10p per A4 side of paper (black and white copy) and 30p per A4 side of paper (colour copy).
Computer discs will be charged at the rate of £1.00 per CD-Rom.

Postage cost:
We will pass on postage charges to the requester at the cost to the authority of sending the information by first class post.

There are also a small number of pre-printed publications  for which Fife Sports and Leisure Trust makes a charge. The charges for these are listed in the classes. These documents include Annual Accounts/Business Strategy.

These publications will be charged at the cover price, plus actual postage costs, as charged by the Royal Mail.  The cover price will not exceed the cost, per copy, of having the documents printed. Details of any individual charges which differ from the above charging policy are provided within Section 12 - Classes of Information.

 

SECTION 6 – Our Copyright Policy


Fife Sports and Leisure Trust holds the copyright for the vast majority of information in this publication scheme.

All of this information, unless specifically stated i.e policy documents, can be copied or reproduced without our formal permission, provided it is copied or reproduced accurately, is not used in a misleading context, and provided that the source of the material isidentified.

The publication scheme may, however, contain information where the copyright holder is not Fife Sports and Leisure Trust. In most cases the copyright holder will be obvious from the documents. In cases where the copyright is unclear, however, it is the responsibility of the person accessing the information to locate and seek the permission of the copyright holder before reproducing the material or in any other way breaching the rights of the copyright holder.

Wherever possible, this scheme will indicate where we do not own the copyright on documents within Section 12 – Classes of Information. Information about Crown copyright material is available on the website of the Queens Printer for Scotland at www.oqps.gov.uk. We can provide you with a copy of this information if you do not have internet access.

 

SECTION 7: Records Management Policy


Introduction
Fife Sports and Leisure Trust regards its records as a major asset of the Company. It confirms that its records are one of the essential resources which supports management in the efficient and effective fulfilment of its governance, business and legal responsibilities.

Aim
This policy aims to ensure that the Fife Sports and Leisure Trust records are managed soundly, correctly and are in line with recognised standards and accepted good practice.

Records managed by the Fife Sports and Leisure Trust will:

  1. Conform to the Code of Practice on Records Management which has been issued by Ministers in accordance with Section 61 of the Freedom of Information (Scotland) Act 2002.
  2. Document and evidence our conduct in respect of:
    1. Legal agreements
    2. Other legislation (eg Employment; Health and Safety)
    3. Business activities. The Policy will also determine, through its operational guidelines, a framework for records management. In doing so, the Fife Sports and Leisure Trust will work towards enhancing the quality of its records management by means of compliance, continuous improvement and review.


What does this Policy apply to?
This policy applies to the management of records in whatever format or media it is held in, (ie paper, electronic and tape) received or originated in the furtherance of the business activities of the Fife Sports and Leisure Trust. It includes, although is not limited to: Correspondence, documents, presentations, spreadsheets, data bases, social media blogs, emails, diaries, faxes, promotional / instructive / educational material, reports, website content, forms, audio and video recordings, photographs and physical samples.

Who does this Policy apply to?
This policy and the requirements of it are applicable to the Company Directors, the employees of the Company (permanent, temporary and casual). It also includes professional advisors, consultants and contractors who have authorised access to records.

Who is Responsible for the Policy?
The implementation, continuance, monitoring and review of the policy is the responsibility of the Chief Executive. Through the scheme of delegation, the Chief Executive will authorise managers and employees to maintain the procedures relating to the record management policy.

Record Ownership
Fife Sports and Leisure Trust own all records originated and received by the Directors and employees of the Company when they are derived from or for business related activities. Individuals do not own the records, however they do have a responsibility to ensure that the records are managed correctly.

Principles
The Fife Sports and Leisure Trust needs to keep records of business decisions and transactions to meet the demands of corporate accountability. Records are created by the day-to-day work that takes place within the Company. They are the evidence of an activity or transaction and demonstrate accountability. Records are an indispensable element of that accountability. In order to demonstrate proof, records must have the qualities of:

- Authenticity - an accurate account of an activity transaction or decision

- Integrity - an assurance that the data has not been subsequently changed

- Non-repudiation - preventing the originator from disowning the record
 

These overarching qualitative requirements are supported by the basic principles of:

- efficient retrieval of information

- identification of length of time records are required for legal or business purposes

- cost effective storage of records in the most appropriate form and in adequate storage conditions

- secure access to confidential records

- effective tracking of the location and case of records from creation to disposal

- audit trail of file destruction

- disaster recovery programme for vital records

- permanent preservation of records of historical, cultural or educational value


Adherence to these principles will enable The Fife Sports and Leisure Trust to retain its corporate memory with regards to its various business activities.

Tracking
Effective tracking and retrieval of information is a necessity in order to facilitate business needs and comply with the legislation. Fife Sports and Leisure Trust will ensure that procedures and metadata standards which chronicle the life cycle of the record are sufficient to maintain the identification and retrieval of a record at each stage of its movement from origination through to disposal or permanent archiving.

Retention of Information
A retention schedule will be maintained by Fife Sports and Leisure Trust. This is an essential control document which defines the time periods (legislative or business critical) for the various records held.

Storage
The nature and range of records required to be retained by Fife Sports and Leisure Trust requires that they be stored with due consideration to:

- an environment which is compatible and supports the physical requirements of the record

- compliance with legislation

- accessibility

- appropriate security precautions

- retention time periods

These requirements will be considered at every stage of a records existence and not just when it becomes inactive.

Disposal and Destruction
The Fife Sports and Leisure Trust retention schedule states the time period that a record requires to be retained to meet business needs and legal requirements. The schedule will also state the action required at the end of the designated period (review, retain for further period, destroy or permanent preservation). The responsibility for authorising the destruction rests with those in posts of Duty Manager and above. A register noting the action taken will be maintained. It will detail:

- the record metadata information

- the authorisation for destruction or permanent, preservation

- the method of destruction

- date of destruction

- location of permanent preservation In respect of records, consider historical,  educational, culturally interesting or historically important.

The advice of the Fife Archivist will always be obtained before a final decision is made.

Review
This policy will be reviewed on a 12 monthly basis and amended to reflect the business needs and the introduction/amendment of legislation of Fife Sports and Leisure Trust.

 

SECTION 8: Feedback


FOISA requires that we review our publication scheme from time to time.  As we have adopted the Model Publication Scheme 2012, this means we will review our guide to information from time to time.   As a result, we welcome feedback on how we can develop our guide further. If you would like to comment on any aspect of this guide to information, then please contact us. You may, for example wish to tell us about:

- other information that you would like to see included in the guide;

- whether you found the guide easy to use;

- whether you found the guide to information useful;

- whether our staff were helpful;

- other ways in which our guide to information can be improved.


Please send any comments or suggestions to:
Gail Giraldas, Business Co-ordinator
Fife Sports and Leisure Trust
Music Institute
East Port
Dunfermline, KY12 7JA


SECTION 9: Complaints


Our aim is to make our guide to information as user-friendly as possible, and we hope that you can access all the information we publish with ease. If you do wish to complain about any aspect of the guide, however, then please contact us, and we will try and resolve your complaint as quickly as possible.

You can contact:
Gail Giraldas, Business Co-ordinator
Fife Sports and Leisure Trust
Music Institute
East Port
Dunfermline, KY12 7JA

Any complaint will be acknowledged within two working days of receipt and we will respond in full within twenty working days.
You have legal rights to access information under the Model Publication Scheme 2012 (and described in this guide to information) and a right of appeal to the Scottish Information Commissioner if you are dissatisfied with our response. These rights apply only to information requests made in writing* or another recordable format. If you are unhappy with our responses to your request you can ask us to review it and if you are still unhappy, you can make an appeal to the Scottish Information Commissioner.

The Commissioner’s website has a guide to this three step process, and she operates an enquiry service  Monday to Friday from 9:00am to 5:00pm.

Her office can be contacted as follows:
Scottish Information Commissioner
Kinburn Castle
Doubledykes Road
St Andrews
Fife
KY16 9DS
Tel: 01334 464610
Email: enquiries@itspublicknowledge.info
Website: www.itspublicknowledge.info
*verbal requests for environmental information carry similar rights.

 

SECTION 10: How to Access Information Which is Not Available Under The Model Publicaton Scheme 2012


If the information you are seeking is not available under the Model Publication Scheme 2012 (and described in this guide)  then you may wish to request it from us.  FOISA provides you with a right of access to the information we hold, subject to certain exemptions. The EIRs separately provide a right of access to the environmental information we hold, while the Data Protection Act 1998 (DPA) provides a right of access to any personal information about you that we hold. Again, these rights are subject to certain exceptions or exemptions.
Should you wish to request a copy of any information that we hold that is not available under the Model Publication Scheme 2012 (and described in this guide), please write to:
Gail Giraldas, Business Co-ordinator
Fife Sports and Leisure Trust
Music Institute
East Port
Dunfermline, KY12 7JA

Charges for information which is not available under the scheme:
The charges for information which is available under the Model Publication Scheme 2012  are set out in this guide under Section 5 – Our Charging Policy. If you submit a request to us for information which is not available in this guide the charges will
be based on the following calculations:

General information requests:

  • There will be no charge for information requests which cost us £100 or less to process.
  • Where information costs between £100 and £600 to provide you may be  asked to pay 10% of the cost. That is, if you were to ask for information that  cost us £600 to provide, you would be asked to pay £50, that calculated on the basis of a waiver for the first £100 and 10% of the remaining £500.
  •  We are not obliged to respond to requests which will cost us over £600 to process.
  • In calculating any fee, staff time will be calculated at actual cost per staff member hourly salary rate to a maximum of £15 per person per hour.
  • We do not charge for the time to determine whether we hold the information requested, nor for the time it takes to decide whether the information can be   released. Charges may be made for locating, retrieving and providing information to you.
  • In the event that we decide to impose a charge we will issue you with notification of the charge (a fees notice) and how it has been calculated. You  will have three months from the date of issue of the fees notice in which to   decide whether to pay the charge. The information will be provided to you on   payment of the charge. If you decide not to proceed with the request there will be no charge to you.


Charges for environmental information:
We do not charge for the time to determine whether we hold the information requested, or deciding whether the information can be released. Charges may be made for locating, retrieving and providing information to you e.g. photocopying and postage. In the event that we decide to impose a charge we will issue you with notification of the charge and how it has been calculated. The information will be provided to you on payment of the charge. If you decide not to proceed with the request there will be no charge to you.

Charges are calculated on the basis of the actual cost to the authority of providing the information.

  • Photocopying is charged at 10p per A4 sheet for black and white copying,   30p per A4 sheet for colour copying.
  • Postage is charged at actual rate for first class mail.
  • Staff time is calculated at actual cost per staff member hourly salary rate to a maximum of £15 per person per hour.

The first £100 worth of information will be provided to you without charge.

Where information costs between £100 and £600 to provide you will be asked to pay 10% of the cost. That is, if you were to ask for information that cost us £600 to provide, you would be asked to pay £50, that calculated on the basis of a waiver for the first £100 and 10% of the remaining £500.
Where it would cost more than £600 to provide the information to you, however, we will ask you to pay the full cost of providing the information, with no waiver for any portion of the cost.

Charge for request for your own personal data
The charge is a standard fee of £10.00 plus any reproduction and postage costs (both on the same basis as for FOI requests).

 

SECTION 11: Classes of Information


Once published, information will continue to be available for the current and previous two financial years.  Where information has been updated or superseded, only the current version will be available.  If you would like to see information over two years old, you may make a request to us for that information.

Class 1: About the Authority
Class Description:
Information about the authority, who we are, where to find us, how to contact us, how we are managed and our external relations.
The Information we Publish Under this Class How to Access it
Mission Statement PDF Document
Articles of Association PDF Document
Charitable Objects Online
Company Governance Online
About Us Online
Board Structure Online
Committee Roles and Remits PDF Document
Protocol for Appointment PDF Document

 

Class 2: How We Deliver Our Functions and Services
Class Description:
Information about our work, our strategy and policies for delivering functions and services and information for our service users.
The Information we Publish Under this Class How to Access it
Corporate Strategy Online
Outcome Pathway PDF Document
Centre Activity Timetables Online:
Beacon
Bowhill
Carnegie
Cowdenbeath
Cupar
Dalgety Bay
Duloch
East Sands
Kirkcaldy
Leven
Michael Woods
Pitreavie
Waterstone Crook
Concession Scheme Online
Talented Sports Performer Scheme Online
Leisure Active Online
Venue Management Rules PDF Document
Management Rules for Community Premises PDF Document
Child Admission Policy PDF Document
Child Protection Statement Online
Protection of Children in Sport Certificate PDF Document
Class 3: How the Authority Takes Decisions and What it Has Decided
Class Description:
Information about the decisions we take, how we make decisions and how we involve others
The Information we Publish Under this Class How to Access it
Board Minutes Online
Scheme of Delegation PDF Document

 

Class 4: What the Authority Spends and How it Spends it
Class Description:
Information about our strategy for, and management of, financial resources (in sufficient detail to explain how we plan to spend public money and what has actually been spent.
The Information we Publish Under this Class How to Access it
Annual Report and Accounts Online
Auditors Report 2014 PDF Document
Auditors Report 2015 PDF Document
Activity Prices Online:
> Beacon
> Bowhill
> Carnegie
> Cowdenbeath
> Cupar
> Dalgety Bay
> Duloch
> East Sands
> Kirkcaldy
> Levenmouth
> Michael Woods
> Pitreavie
> Waterstone Crook
Reserves Policy PDF Document
Bad Debt Management Policy PDF Document
Class 5: How the Authority Manages it's Human, Physical and Information Resources
Class Description:
Information about how we manage the Human, Physical and Information Resources of the Authority
The Information we Publish Under this Class How to Access it
Volunteering Policy PDF Document
Managing Change Policy PDF Document
Recovery of Overpayments PDF Document
Appeals Policy PDF Document
Career Break Policy PDF Document
Special Leave Policy PDF Document
Compassionate Leave Policy PDF Document
Job Sharing Policy PDF Document
Induction Policy PDF Document
Equality of Opportunity PDF Document
Maternity / Adoption Support Leave PDF Document
Recruitment and Selection Policy PDF Document
Learning and Development Policy PDF Document
Disclosure Policy PDF Document
Occupational Health Policy PDF Document
Violence at Work Policy PDF Document
Employee Counselling Policy PDF Document
Smoking Policy PDF Document
Alcohol / Substance Misuse PDF Document
Data Protection Policy PDF Document
Social Media Policy PDF Document
Child Protection Policy PDF Document
Managing Stress at Work Policy PDF Document
Use of ICT and Photogrpahy Policy PDF Document
Investors in People Certificate PDF Document
HR Action Plan PDF Document
Class 6: How the Authority Procures Goods and Services from External Providers
Class Description:
Information about how we procure goods and services, and our contracts with external providers.
The Information we Publish Under this Class How to Access it
Procurement Guide PDF Document
Tender Specification Sample PDF Document

 

Class 7: How the Authority is Performing
Class Description:
Information about how the authority performs as an organisation and how well it delivers its functions and services.
The Information we Publish Under this Class How to Access it
Customer Standards Statement Online
Balanced Scorecard 2013/14 PDF Document
Balanced Scorecard 2014/15 PDF Document
Axiom Report PDF Document
Corporate KPI's 2013-14 PDF Document
Corporate KPI's 2014-15 PDF Document
Summary of Performance Online

 

Class 8: Our Commercial Publications
Class Description:
Information packaged and made available for sale on a commercial basis and sold at market value through a retail outlet, e.g bookshop, museum or research journal.
There are currently no commercial publications