Information Request Response

Freedom of Information Request from a parishioner in June 2026
Information and guidance was sought from the Information Commissioners Office, Staffordshire Parish Councils Association, SMDC Democratic Services and the Regional Independent Auditor in responding to this request.

There have been a number of clerks in post during the period. Records vary in format as practices have changed over time. All information that has been identified is shared below.

Bullet Point Text is direct from the request. Response notes from the clerk are in italics.

 Documents requested:

• Copy of Xmas tree and associated tree cost invoices from Christmas 2020 to 2025 inclusive

Copies included here. Note that the tree for 2025 was never invoiced for by the supplier who have been contacted again to request an invoice.

• Copy of original Invoice for 4 bags of Tyre chippings for play area. It was reimbursed to A Hayes on 7th April 2021 It was £1188 from Admast Manufacturing or similar as there may be a spelling mistake in the minutes.

• Copy of approval process for spending the above sum and the three quotes for it as per May 2023 Financial Regulations
  
  Independent Auditor agreed at the time and confirmed again when consulted in July 2026 that it is not always possible to obtain 3 quotes locally for very specific items and it had been agreed that this was such an item. The “chippings” were ordered direct by the then clerk, Liz Court. The company name was Adomast Manufacturing and the product was Re-Bound. The supplier was paid directly and no reimbursement was made to any councillors.

• Copy of Invoices from Namesco from May 2020 to date plus other website costs and invoices from others such as Wordfence relating to the parish website.

Attached. Where possible, these are paid direct from the PC bank account. Where they required credit card payment, they have been reimbursed by the PC against supplied invoices which are all included in yearly audits.

• Copies of Invoices for software such as the recent one for Windows 365 since 2020 to date.  Attached

• Copy of or bank statement confirming Payee on cheque for £1000 on 26th May 2020 for donation.   Attached

• Copies of Deposit account statements for last six years Nat west 46546936 acc.

  Scanned historical statements from paper records here. More recent statements are available to the clerk online but time required to individually download each statement exceeded the time available.  All have been audited and financial statements for these years are published on the website.

• Cheque1445 and 1477 payee and invoices relating to them
  Accounting Statement here. Other items here.

• Copies of plans for Cricket Club building on playing field as submitted and approved by Vendors, Harpur Crewe Estate.
  
  The Parish Council does not hold plans for the shed erected by the Cricket Club who were responsible for obtaining the required planning consent. This is publicly available.  The Clerk has checked with Harper Crewe Estates who have offered retrospective permission for the cricket club building with the provision that the building is only used by the cricket club and maintained in good order.

• Copies of Sandra Hampson, Rebecca McIntyre and Rupert Hignett resignation letters.
  Information Commissioners Office stated that such letters should not be shared.

Identifying and obtaining this information and collating the response took the parish more than the 18 hours at £25 per hour (450  limit) set out by the ICO.

Note from the Clerk

The Clerk is the Responsible Officer for the Parish and acts in the interest of the Parish at all time. Following current best practice and legislation, the Parish Council are moving towards digital records and practices. The clerk has been able to identify and access historical paper records where the were available. As has been recorded in Parish Council meeting minutes, old paper records are in the process of being passed to the County Archive which is open to the public. Bank Statements are available to the Clerk and other authorised signatories via the Natwest Banking App for 3 years. All Parish records are independently audited twice a year by a Regional Auditor. Annual Accounting and Governance Returns are published on the website (see Signposting Pages) and lodged with the National Authorities.

Parishioners are invited and welcomed to the regular Parish Council meetings and questions are taken at the start of each meeting or at any time outside of the meeting to the clerk via clerk@alstonefield-pc.gov.uk. It should be understood that the clerk works 4 hours per week and that the parish budget has no additional funds for additional work which would have to be built into the budget discussed and agreed at the Parish Council meeting in the Autumn each year to form part of the Precept for the following year (the sum included for the Parish via Parishioners Council Tax bill). For this reason, the Clerk recommends that parishioners raise any thoughts or queries at the time or as soon as after as possible so that any concerns or suggestions can be explored and actioned for the benefit of the parish at the time decisions are being made and actioned. Whilst individuals have the right to ask about historical spending decisions, as they have already been actioned, there is usually no opportunity to change them.

Alstonefield is a wonderful parish and the Clerk is delighted to work collaboratively with the Parishioners who volunteer as Councillors, those who volunteer in other community organisations and roles and all other residents for the benefit of the whole community. As Responsible Officer, the Clerk must advise on responsible use of the Precept (Council Tax funds) and all other Parish Council funds which are detailed in meeting minutes.