Ashton Vale TVG Application - 'extension' communications

Thank you for your request for information. You should expect to receive a response within the 20 working day limit.

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Dear Mr Waters,
Thank you for your request for information, a copy of which is enclosed
below. 
 
The Act entitles a requester to "information", rather than to be provided
with full copies of all documents specifically.  In response to a request
for information we often provide extracts of documents or a synopsis in
some cases, but often we will provide complete copies of documents
including emails.  However difficulty can arise where a requester asks for
"all correspondence" relating to a particular subject.  This would mean
that we have to search for all documents that relate to the subject in any
way.  This might include reports, letters and emails that directly relate
to the subject, and only this subject, but might also include documents or
emails that have no real relevance or content at all.  In order to be
satisfied that we have located "all correspondence held", we might have to
contact all officers within certain teams just to check if they have
anything.  It would also be difficult to say for sure if all documents
that relate have been located if we were to deal with a request that is as
wide as this.  As a result, in most cases we will insist that the
requester clarifies the request to what "information" they require.  We
can then more easily locate this information within the appropriate
documents and provide it to the requester in the form of a synopsis,
extract or full document, as appropriate.
 
However we would like to assist you and provide you with the information
you require.  As a result, we have responded to your questions within the
text of your request below, with information that may help you to clarify
your request for information - what you want to know.
 
 
     Dear Bristol City Council (BCC),
    
     This request comes in three stages. To save time and money, please
     treat them as individual FoI Requests.
    
     (1) Please provide copies of the following:
    
     a) Emails (extant and deleted) with full headers including date
     stamp and 'Carbon Copy'/'Blind Carbon Copy' (when visible)
     addressees
 
Please note that we cannot provide deleted emails as per our email of 7th
November.
    
     b) Written correspondence (please include 'CC' information)
    
     Sent or received between BCC and the Objector's legal
     representative(s) and any third parties between 16/09/10 and
     16/06/11, pertaining in full or in part to the Registration
     Authority's (BCC) letter dated 16/09/10 (attached to the
     Inspector's Report) asking for parties to make submissions based on
     the report.
 
In order to help you clarify what information you require, we can confirm
that the following documents are held:  (This correspondence includes
emails in existence between BCC and the objector’s representative (OR)
pertaining in full or in part to the Registration Authority letter dated
16/9/10 asking for parties to make submissions based on the report).
 
Email from BCC to OR 17/9/10  - transmitting letter dd 16/9/10
electronically.  Letter asks for any submissions within 21 days and
includes copy of Inspectors report
Email from OR to BCC  23/9/10 - transmitting letter from OR to BCC dd
23/9/10, requesting extension of time
Letter from OR to BCC  23/9/10 - OR applying for more time to respond to
report
Email from BCC to OR  24/9/10 -BCC granting extension of time for OR to
respond
Email from OR to BCC  28/9/10 - OR explaining why extension insufficient
Email from BCC to OR  28/9/10 - BCC agreeing to consider an extension of
time to 9/11/10
Email from OR to BCC  28/9/10 - OR confirming receipt
Email from BCC to OR  4/10/10 - BCC confirming that time has been extended
to 9/11/10
Further submissions from OR to BCC  9/11/10 - further submissions and
evidence
Email from OR to BCC  14/11/10 - OR commenting on next stage and the
deadline for 30/11/10
Response to the Applicant’s submissions and comments on CRA powers
30/11/10
    
     (2) Please provide all subsequent correspondence (in the above
     formats - emails must show 'CC'/'BCC' addressees when visible)
     cascading from this initial letter including, but not limited to,
     the submissions of new evidence from the Objector's legal
     representative(s) and any information therein passed to third
     parties outside of the Legal Department, including local media
     sources, BCC staff, Councillors or Executive.
 
This request for documents is currently very wide.  As confirmed above,
please can you confirm what information you require - ie what it is you
want to know.  As soon as we have this clarification, we will be able to
locate any information held that falls within the scope of your request
and respond appropriately. 
 
However it is considered that any further submissions and evidence would
not be disclosed at this stage in accordance with section 31(1)(d) of the
Freedom of Information Act 2000 (information which if disclosed would be
likely to prejudice the administration of justice).  Although the City
Council aim to be transparent and accountable to the public, we must
ensure that we do not prejudice the ongoing administration of justice by
disclosing information prior to the Judicial Review which may jeopardise
the process.  as a result we are unable to disclose this particular
information at this time.
     
     (3) Please provide all file notes, printed or hand-written
     (including copies of any 'Post-It' style attachments) within the
     Ashton Vale TVG application paper archive.
 
As confirmed above, please confirm what information you require.
    
We note that you have also now requested a review of this matter due to
the lack of response.  Unfortunately this particular request was confused
with your other request and follow up emails received at a similar time
and as a result, not processed.  I apologise for this oversight and can
confirm that as soon as this error was identified, we prioritised a
response to the request.  If you wish us to continue with a review after
we have responded in full to your anticipated clarification of requests,
please let me know.
 
For Head of Legal Services
Stephen McNamara
 
This response should answer your request in full, however if you are not
satisfied with this response or wish to lodge an appeal against any
exemptions that may have been applied, you can do so by writing to the
Data Protection Officer at Bristol City Council Legal Services, The
Council House, College Green, Bristol, or [1][Bristol City Council request email].  Details
of the complaints procedure can be found at
[2]http://www.bristol.gov.uk/complaints.
 
If, after you have exhausted the council’s complaints procedure, you are
still not satisfied with the response you have received you have the right
to complain to the Information Commissioner, details of your right to
complain can be found at [3]http://www.ico.gov.uk/complaints.aspx
 
Copyright notice
The provision of information by Bristol City Council under this scheme
does not imply a right to reproduce or commercially exploit such
information without the Council's express prior written permission.
Reproduction or commercial exploitation of materials supplied under this
scheme without the express permission of Bristol City Council may be an
infringement of copyright.
The Council is unable to grant permission to reproduce or re-use any
material accessed through this scheme that is the property of third
parties. Permission to reproduce or re-use such material must be obtained
from the copyright holders.

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References

Visible links
1. mailto:[Bristol City Council request email]
2. http://www.bristol.gov.uk/complaints
3. http://www.ico.gov.uk/complaints.aspx