Copies of Agendas Minutes etc for the past two years

Charles Burke made this Freedom of Information request to Iver Parish Council

This request has been closed to new correspondence from the public body. Contact us if you think it ought be re-opened.

Response to this request is long overdue. By law, under all circumstances, Iver Parish Council should have responded by now (details). You can complain by requesting an internal review.

Dear Iver Parish Council,

Please supply the following information within the statutory time limits;-

1. Copies of the Agendas for all PC meetings covering the two years ended 31st March 2017

2. Copies of the Minutes for all PC meetings covering the two years ended 31st March 2017

3. Copies of all documents attachments reports and papers made available to councillors for all PC meetings covering the two years ended 31st March 2017. This should include but is not limited to reports valuations professional advice and other papers and documentation relating to the proposed purchase of the Iver Police Station

4. Copies of the Notes covering the Public Sessions for all PC meetings covering the two years ended 31st March 2017

5. Copies of the Agendas and Minutes for the AGM of the Parish Council, notes of Public Sessions and election of officers covering the two years ended 31st March 2017

Yours faithfully,

Charles Burke

Dear Iver Parish Council,

I have not received an Acknowledgement to my FOI request dated 15th May.

I therefore request an internal review, or you leave me with no option other than approach the Information Commissioner and report your non compliance with the terms of the Freedom of Information Act.

Yours faithfully,

Charles Burke

Admin - Iver Parish Council, Iver Parish Council

Good afternoon Mr Burke,

Thank you for your email, please note under the Freedom of Information Act we are required to respond no later than twenty working days from the day after the request has been received, please note working days do not include weekends or bank holidays. We shall therefore endeavour to respond to your request by the 13th of June as obligated.

Regards,

 LMorton

Lorraine Morton
Communications & Community Engagement
Tel:01753 655331
Email: [email address]

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Comms - Iver Parish Council, Iver Parish Council

1 Attachment

 

Good afternoon Mr Burke,

 

Please find attached the documentation recently requested, should you
require further information please see our website
[1]www.iverparishcouncil.gov.uk.

 

If I can be of further assistance please do not hesitate to contact me by
return and I will be happy to assist.

 

Regards,

 

 

 LMorton

 

Lorraine Morton

Communications & Community Engagement

[2]Tel:01753 655331

Email: [3][email address]

 

[4]cid:image003.jpg@01D2AEC1.DDE13210

 

References

Visible links
1. http://www.iverparishcouncil.gov.uk/
2. file:///tmp/Tel:01753%20655331
3. mailto:[email address]

Dear Comms - Iver Parish Council,

Unfortunately there were no attachments other than your council logo.

You have therefore failed to supply the information requested within the legal time frame.

I will give you the benefit of the doubt that this was an administrative error, and provided I receive all of the requested information by mid day on Tuesday 20th June 2017, I will defer approaching the Information Commissioner with a formal complaint.

You infer that all of the information requested is available. If my request is not fully satisfied by the above deadline, I will proceed with a formal complaint without further reference to yourselves.

Yours sincerely,

Charles Burke

Comms - Iver Parish Council, Iver Parish Council

1 Attachment

Good afternoon Mr Burke,

Please accept my apologies for the administrative error, I have reattached the file. Should you require further information or assistance please do not hesitate to contact me by return and I will be happy to assist.

Regards,

LMorton

Lorraine Morton
Communications & Community Engagement
Tel:01753 655331
Email: [email address]

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Dear Comms - Iver Parish Council,

Thank you for the copy Agenda's and Minutes. I have not checked the completeness at this time due to time constraints, but accept them subject to full examination.

No accounts were attached. I do require accounts for ALL years requested, and will take non supply of any years as a refusal to provide this information. Accounts have to be readily available for VAT inspections for 6 years so a statement that they are archived is not acceptable.

Please supply by return or absolute latest by mid day on Tuesday 20th June 2017.

Yours sincerely,

Charles Burke

Comms - Iver Parish Council, Iver Parish Council

3 Attachments

Good afternoon Mr Burke,

Please find attached the accounts as requested for the past two years. If I can be of further assistance please do not hesitate to contact me and I will be happy to assist.

Regards,

 LMorton

Lorraine Morton
Communications & Community Engagement
Tel:01753 655331
Email: [email address]

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Dear Comms - Iver Parish Council,

Thank you for the latest information.

Item 3 of my original request appears not to have been answered in any way. Please respond in full by Tuesday 20th inst.

Yours sincerely,

Charles Burke

Comms - Iver Parish Council, Iver Parish Council

Good afternoon Mr Burke,

Further to you recent email, please note the information you have requested pertaining to the proposed purchase of the Police Station Site is not available to the general public. This matter was discussed under Part Two of Council Meetings which discludes the press and general public from matters on the Agenda categorised as sensitive, containing information likely to prejudice the commercial position of the Council in making an offer.

With regard to the copies of all reports and papers made available for all Parish Council meetings for the past two years, please note we simply do not have the officer resources available to commit to this task, those documents are however readily available for inspection here at the Parish Council Offices by appointment, should you wish to make an appointment to do so please contact me by return and I will be happy to arrange the same. Should there be papers you wish to photocopy at such an appointment we will be happy to do so on your behalf, please do note there is a nominal charge of 10p per sheet for copying services.

Should you require further information or assistance please do not hesitate to contact me and I will be happy to assist.

Best regards,

 LMorton

Lorraine Morton
Communications & Community Engagement
Tel:01753 655331
Email: [email address]

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Dear Comms - Iver Parish Council

Thank you for your offer for me to attend your offices to obtain the requested documents, which I accept.

Unfortunately I will not be able to attend in person, but my representatives, Julie Cook and Debbie Batchelor, will attend on my behalf. They will bring a scanner along to take the necessary copies.

They will also wish to have copies of the 2012 and 2013 accounts. These must be available as by law you have to retain readily available copies for 6 years plus as previously noted.

With regards to a date and time we would be looking at a day during the week commencing 3rd July 2017. Please reply here with three convenient days / times.

Yours sincerely,

Charles Burke

Comms - Iver Parish Council, Iver Parish Council

Good morning Mr Burke,

Further to your recent email request, please be advised your representatives Julie Cook and Debbie Batchelor are welcome to obtain the requested documents on your behalf, however you will note The Ivers Parish Council will not permit the use of a third party scanner on site in the interest of security, any copies you wish to have will be copied on TIPC equipment. Due to the volume of documents involved we are willing to offer a three hour supervised appointment week commencing the 24th of July for the task to be completed in, either between the hours of 9am - 12pm or 1pm - 4pm. Unfortunately, due to annual leave and sheer volume of workload we simply do not have the resources available internally to commit to this time consuming task any sooner. Please advise of a day in that week that may suit your representatives and I will be happy to schedule the appointment and have the requested documentation made available for inspection.

With reference to your request for accounts for the period 2012/2013 please be advised this did not form part of your original Freedom of Information Request, the original request was for documents covering the two years ended March 2017 which I have complied with. If you require copies of annual accounts for the year 2012/2013 please raise a separate request and I will of course be happy to assist.

Best regards,

 LMorton

Lorraine Morton
Communications & Community Engagement
Tel:01753 655331
Email: [email address]

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Dear Comms - Iver Parish Council,

Thank you for your response.

I wish to make it clear that I am not at all happy that you have complied with the essence of the FOI rules as you have sought to delay the supply of information at every step along the way, despite me having given you leeway to supply the requested information.

I, or my representatives, will attend your offices by appointment as you set out in your response. However I find your implication that our use of everyday scanning equipment could cause a security issue. The suggestion was made in order to save the IPC and myself, or my representatives, time, effort, and costs.

Your presumption that there will be a large volume of documents to be copied is an unknown quantity until such time as we have the meeting, and appears to be a further attempt to delay the supply of the requested information.

With regards to the accounts, I actually did not include them in my original FOI request, but I am aware that others have to no avail. Thank you for supplying those that you have.

I will be submitting a request for the earlier accounts, but if you wish to save the embarrassment of not having responded to previous requests for the same, you may feel it appropriate to respond to those earlier requests before they are considered for reporting to the Information Commissioner by the earlier requesters.

I will submit a date(s) for the proposed meeting shortly.

Yours sincerely,

Charles Burke

Dear Comms - Iver Parish Council,

I confirm that my representatives will be present at your offices in the afternoon of Monday 24th July.

Yours sincerely,

Charles Burke

Comms - Iver Parish Council, Iver Parish Council

Good morning Mr Burke,

Thank you for your email with regard to the appointment for your representatives to attend the parish council offices, I regret to inform you due to the late notification I have now been advised that our Accountant has no longer has availability week commencing 24th of August, they have however offered the following revised dates:

Monday 7th August
Tuesday 8th August
Monday 14th August
Tuesday 15th August
Friday 18th August

My sincere apologies for any inconvenience caused, if you could please confirm a date from the above at your earliest convenience I will arrange the same.

Best regards,

Lorraine

Lorraine Morton
Communications & Community Engagement
Tel:01753 655331
Email: [email address]


21st, 22nd or 25th August.

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Dear Comms - Iver Parish Council,

The date confirmed was 24 July: not 24th August.

On that basis I assume 24th July is acceptable, and that my representatives will receive the cooperation required to complete this very long ongoing issue.

I'm sure you fully understand that the IPC's willingness to cooperate and communicate openly and genuinely with residents is being severely tested by the procrastination on the part of the Council and will most certainly be looked upon unfavourably in any future enquiry into the conduct of the Council and or it's officers over this matter.

Yours sincerely,

Charles Burke

Dear Comms - Iver Parish Council,

It has been brought to my attention that the dates you mention relate to the examination of the accounts for 2016/17; this was not part of my FOI request and therefore not for me to comment on.

My request, just to remind you, was for the copying of documents, and the attendance of your auditors / accountants is not required and neither was it requested.

The agreement was that my representatives would attend with your book-keeper to take the necessary copies of relevant documents.

I trust that this clarifies matters, and confirm that my representatives will be in attendance as previously agreed.

Yours sincerely,

Charles Burke

Comms - Iver Parish Council, Iver Parish Council

Good morning Mr Burke,

Thank you for your email, unfortunately, as previously stated our Accountant is not available today 24th of July to meet with you representatives so that they may make copies of documents as requested. Please also note The Ivers Parish Council does not employ a full time book keeper, the appointment date of the 24th of July was put forward by yourself and availability was not agreed in advance.

In order to complete your request please select one of the following dates put forward by our Accountant and I will liaise to agree the same, in order to avoid any further misunderstanding please do not assume a confirmed appointment without email agreement from ourselves in advance.

Monday 7th August
Tuesday 8th August
Monday 14th August
Tuesday 15th August
Friday 18th August

I look forward to hearing from you in due course.

Best regards,

 LMorton

Lorraine Morton
Communications & Community Engagement
Tel:01753 655331
Email: [email address]

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