Sport Aberdeen's guide to information available through the model publication scheme 2015

 

The full guide can be accessed through the download link immediately below.  Should you wish to access individual points, please click on any of the headings below the main download to expand the section and view the pertinent information available.

Freedom of Information Guide to Information

Section 1: Introduction to Sport Aberdeen's guide to information

The Freedom of Information (Scotland) Act 2002 (the Act) requires Scottish public authorities to adopt and maintain a publication scheme which has the approval of the Scottish Information Commissioner, and publish information in accordance with that scheme.

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The Freedom of Information (Scotland) Act 2002 (the Act) requires Scottish public authorities to adopt and maintain a publication scheme which has the approval of the Scottish Information Commissioner, and publish information in accordance with that scheme.  The publication scheme must:

 

publish the classes of information that the authority makes routinely available;

tell the public how to access the information; and

whether information is available free of charge or on payment.

Sport Aberdeen is subject to the Act because it is a “publicly-owned company”, as defined in section 6 of the Act. Sport Aberdeen is wholly owned by Aberdeen City Council.

 

Sport Aberdeen has adopted the Model Publication Scheme 2014 which has been produced and approved by the Scottish Information Commissioner. It is approved until 31 May 2018.

 

You can see this scheme on our website at www.sportaberdeen.co.uk. It is also available on the Scottish Information Commissioner’s website at www.itspublicknowledge.info/MPS

 

You can also contact us at the address below if you prefer a copy of the Model Publication Scheme 2014, or this Guide to Information, to be provided in a different format. The purpose of the Guide to Information is to:

 

allow the public to see what information is available (and what is not available) for Sport Aberdeen in relation to each class in the Model Publication Scheme 2014;

state what charges may be applied;

explain how to find the information easily;

provide contact details for enquiries and to get help with access to the information; and

explain how to request information that has not been published.

Alongside the Act, 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 Sport Aberdeen

Sport Aberdeen was set up by Aberdeen City Council. Further information regarding Aberdeen City Council is available at www.aberdeencity.gov.uk

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Sport Aberdeen was incorporated on 7/11/2008 as a Private Company Limited by Guarantee and Not Having a Share Capital. Its company registration number is SC350981.

 

It is also a Scottish Registered Charity, Scottish Charity Registration Number SC040973.

 

As a private limited company Sport Aberdeen is regulated by the FCA (check Donald) and Scottish Company Law. As a Charity Sport Aberdeen is regulated by the Office of the Scottish Charity Regulator (OSCR), www.oscr.org.uk

 

Sport Aberdeen is governed by its Memorandum and Articles of Association which determine its operation and its governance arrangements. The Company’s Objects are as follows:

 

“To promote the benefit of the inhabitants of Aberdeen and its environs, without distinction of sex, sexuality, political, religious or other opinions, by association with the local statutory authorities, voluntary organisations and inhabitants in order to:

 

1.Advance public participation in sport;

2.To provide facilities, or assist in the provision of facilities, in the interests of social welfare for recreation and other leisure-time occupation so that their conditions of life may be improved;

3.Advance education;

4.Advance community development;

5.Advance the arts, heritage and culture; and / or

6.To advance such similar charitable purpose as the directors may determine from time to time.

Without prejudice to the foregoing generality, the Company is established:

 

1.To provide, or assist in the provision of, indoor and outdoor sporting, recreational and / or leisure facilities, at reasonable cost to the public in, or in connection with, the Local Authority area of Aberdeen City Council and other parts of Scotland in the interests of social welfare and in order to improve the conditions of life of the public in Aberdeen and other parts of Scotland; and

2.To promote use of the Facilities by members of the public by providing, or procuring the provision of, education, instruction, training and coaching in the sports available at the facilities and generally to encourage the wider use of the facilities by residents of, and visitors to, Aberdeen and

Sport Aberdeen manages the following facilities under the terms of a contract with Aberdeen City Council:

 

Swimming Pools

 

Bridge of Don Pool

Bucksburn Pool

Northfield Pool

Tullos Pool

Golf Courses

 

Hazlehead Golf Courses (2 x 18 Hole, 1 x 9 Hole, 1 x Pitch and Putt)

Balnagask Golf Course

Kings Links Golf Course (1 x 18 Hole, 1 x 6 Hole)

Community Sports Centres

 

The Jesmond Centre

Kincorth Sports Centre

Peterculter Sports Centre

Sheddocksley Sports Centre

Lord Provost Alex c. Collie Sports and Community Centre

Torry Youth and Community Centre

The Beacon Centre

Cults Community Sports Centre

Leisure Centres

 

Beach Leisure Centre

Ice Skating Centre

 

Link Ice Arena

Tennis Centre

 

Westburn Tennis Centre

Football Pavilions and Pitches

 

The Jack Wood Pavilion (Inverdee Outdoor Sports Centre)

The Joe Peterson Pavilion (Hazlehead Outdoor Sports Centre)

Aulton Pavilion

Queens Links Outdoor Pitches (adjacent to the Linx Ice Arena)

Westfield Pitches (Bridge of Don)

Sports Centres

Westburn Outdoor Sports Centre

Ruthrieston Outdoor Sports Centre

Albury Outdoor Sports Centre

Hilton Outdoor Sports Centre

Northfield Outdoor Sports Centre

Torry Outdoor Sports Centre

Sport Aberdeen also provides the following services as part of its contract with Aberdeen City Council:

 

Active Schools;

Active Communities incorporating Active Ageing, Disability Sport, Project Fit, Active Clubs;

Lettings for school and community facilities;

City-wide Learn to Swim Aquatics Programmes; Events, including the City of Aberdeen Baker Hughes 10K, Bowling and Tennis Tournaments and a Community Sports Awards Event; and

Management of Grounds Maintenance Services for outdoor pitches.

Section 3: Accessing information under the scheme

The information published through this Guide to Information is, wherever possible, available on our website.

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We offer alternative arrangements for people who do not want to, or cannot, access the information online or by inspection at our premises. For example, we can usually arrange to send information to you in paper copy (although there may be a charge for this – see “Section 5 – Our Charging Policy”).

 

Information in our Guide to Information will normally be available through the routes described below. “Section 10 – 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 10: 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:

 

Freedom of Information Service, Business Development Division, Sport Aberdeen, Inspire, Beach Boulevard, Aberdeen, AB24 5HP.

 

Tel: 0845 601 3611

 

[email protected]

 

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 us 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 Freedom of Information Service, Business Development Division, Sport Aberdeen, Broadfold House, Broadfold Road, Aberdeen, AB23 8EE.

 

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 10 – 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 us to help you.

 

Exempt information

 

We will publish all the information we hold that falls within the classes of information in Section 10. If a document contains information that is exempt under Scotland’s freedom of information laws (for example sensitive personal information or a trade secret), we will remove or redact (black out) the information before publication and explain why.

Section 4: Information that we may withhold

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.

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Our aim in adopting the Commissioner’s Model Publication Scheme 2014 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 10 – Classes of Information”. Information will only be withheld, however, where the Act (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 will, 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 8 – Contact details for enquiries, feedback and complaints”.

Section 5: Our Charging Policy

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.

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Unless otherwise stated in “Section 10 – 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.

 

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.

 

There is no charge to view information on our website or at our premises.

 

Reproduction Charges

 

We may charge for providing information to you e.g. photocopying and postage, but we will charge you no more than it actually costs us to do so. We will always tell you what the cost is before providing the information to you.

 

Black & White Photocopying

 

Size of Paper      Pence per sheet

                 

A3           20p

Colour Photocopying

 

Size of Paper      Pence per sheet

A4           20p

A3           40p

Alternative Formats

 

Format Charge

Computer Discs

 

£1.00 per CD-ROM / DVD

Postage Costs

 

Postage costs may be recharged at the rate we paid to send the information to you. Our charge is for sending information by Royal Mail First Class.

 

When providing copies of pre-printed publications, we will charge no more than the cost per copy of the total print run.

 

We do not pass on any other costs to you in relation to our published information.

Section 6: Our Copyright Policy

Where Sport Aberdeen holds the copyright in its published information, the information may be copied or reproduced without formal permission, provided that:

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it is copied or reproduced accurately

it is not used in a misleading context, and

the source of the material is identified

Where Sport Aberdeen does not hold copyright in information we publish, we will make this clear.

Section 7: Records Management Policy

Sport Aberdeen regards its records as a major asset of the Company.

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It confirms that its records are one of the essential resources which support management in the efficient and effective fulfilment of its governance, business and legal responsibilities.  Sport Aberdeen's Records Management Policy can be found in Section 10 - Classes of Information - Class 5.

Section 8: Contact details for enquiries, feedback and complaints

The Act requires that we review our publication scheme from time to time. As we have adopted the Model Publication Scheme 2014, this means we will review our Guide to Information from time to time.

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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; and

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

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 then please contact us and we will try and resolve your complaint as quickly as possible.

 

Any complaint will be acknowledged within 5 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 2014 (as 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 on 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: [email protected]

Website: www.itspublicknowledge.info/YourRights

 

All enquiries, feedback and complaints relating to this Guide to Information, or any other aspect of Freedom of Information, Data Protection and the EIRs should be directed to:

 

Freedom of Information Service

Business Development Division

 

Sport Aberdeen

Broadfold House

Broadfold Road

Aberdeen

AB23 8EE

 

Tel: 0845 601 3611

Email: [email protected]

Website: www.sportaberdeen.co.uk

 

[1] Verbal requests for environmental information carry similar rights

Section 9: How to access information which is not available in the Guide to Information

If the information you are seeking is not available via the Model Publication Scheme 2014 (as described in this Guide) then you may wish to request it from us.

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The Act 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 2014 (and described in this Guide), please write to:

 

Freedom of Information Service

 

Business Development Division

 

Sport Aberdeen

 

Broadfold House

 

Broadfold Road

 

Bridge of Don

 

Aberdeen

 

AB23 8EE

 

Tel: 0845 601 3611

 

Email: [email protected]

 

Website: www.sportaberdeen.co.uk

 

Charges for information which is not available under the scheme:

 

The charges for information which is available under Sport Aberdeen Guide to Information are set out 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 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:

 

Environmental information is provided under the EIRs rather than the Act.  The rules for charging for environmental information are slightly different.

 

We do not charge for the time to determine whether we hold the environmental 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 Sport Aberdeen of providing the information.

 

Photocopying is charged at 10p per A4 sheet for black and white copying, 20p per A4 sheet for colour copying.

Postage is charged at actual rate for Royal Mail First Class.

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, 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 10: Classes of Information

We publish all the information that we hold within the following classes.

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Once information is published under a class we will continue to make it available for the current and previous two financial years.

 

Where information has been updated or superseded, only the current version will be published. If you would like to see previous versions, you may make a request to us for that information.

 

The classes are:

Class 1: About Sport Aberdeen;

Class 2: How we deliver our functions and services;

Class 3: How we take decisions and what we have decided;

Class 4: What we spend and how we spend it;

Class 5: How we manage our human, physical and information resources;

Class 6: How we procure goods and services from external providers;

Class 7: How we are performing;

Class 8: Our commercial publications;