copies of the detailed notes which are made by council officers of: the council meeting pf 18/12/08; the planning meeting on 26/11/08; and the planning meeting of 11/12/08

The request was refused by Elmbridge Borough Council.

Dear Sir or Madam, Kindly supply copies of the detailed notes which are made by council officers of:
the council meeting pf 18/12/08;
the planning meeting on 26/11/08;
and the planning meeting of 11/12/08. Please note I mean the detailed and unedited notes taken by the officer, not the minutes which are published on the website.

Yours faithfully,

Matthew Brough

contact us Inet Email, Elmbridge Borough Council

Thank you for your enquiry, which has been passed to the relevant officer for action. In accordance with our Customer Care policy you should receive a reply from us within 10 working days. Alternatively you could visit our FAQ web page at http://www.elmbridge.gov.uk/faq/ or contact us on 01372 474474

Elmbridge Borough Council, Civic Centre, High Street, Esher, Surrey, KT10 9SD
Direct Line: 01372 474474
email: [email address]
www.elmbridge.gov.uk

This email, and any attachments, is strictly confidential and may be legally privileged. It is intended only for use by the addressee. If you are not the intended recipient, any disclosure, copying, distribution or other use of this communication is strictly prohibited. If you have received this message in error, please contact the sender and delete it from your system. The opinions expressed in this email are not necessarily those of Elmbridge Borough Council.

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contact us Inet Email, Elmbridge Borough Council

Thank you for your enquiry to the Legal Services Team, which has been
passed to the relevant officer for action. In accordance with our Customer
Care policy you should receive a reply from us within 10 working days.

Please note that we are not able to reply to unsolicited emails.

Legal Services
Elmbridge Borough Council
High Street, Civic Centre, Esher
Surrey, KT10 9SD
ht

This message has been Forwarded by The Mail Room at EBC
Elmbridge Borough Council
Civic Centre, High Street, Esher, Surrey KT10 9SD
Tel: 01372 474474
email: [1][email address]
or visit [2]www.elmbridge.gov.uk

>>> Matthew Brough <[FOI #6764 email]> 27/01/2009
23:57 >>>
Dear Sir or Madam, Kindly supply copies of the detailed notes which
are made by council officers of: the council meeting pf 18/12/08;
the planning meeting on 26/11/08; and the planning meeting of
11/12/08. Please note I mean the detailed and unedited notes taken
by the officer, not the minutes which are published on the website.

Yours faithfully,

Matthew Brough

show quoted sections

Dear contact us Inet Email, In accordance with our Customer Care policy, I look forward to receiving your response in 10 working days from the date of my request, as promised

Yours sincerely,

Matthew Brough

contact us Inet Email, Elmbridge Borough Council

Thank you for your enquiry, which has been passed to the relevant officer for action. In accordance with our Customer Care policy you should receive a reply from us within 10 working days. Alternatively you could visit our FAQ web page at http://www.elmbridge.gov.uk/faq/ or contact us on 01372 474474

Elmbridge Borough Council, Civic Centre, High Street, Esher, Surrey, KT10 9SD
Direct Line: 01372 474474
email: [email address]
www.elmbridge.gov.uk

This email, and any attachments, is strictly confidential and may be legally privileged. It is intended only for use by the addressee. If you are not the intended recipient, any disclosure, copying, distribution or other use of this communication is strictly prohibited. If you have received this message in error, please contact the sender and delete it from your system. The opinions expressed in this email are not necessarily those of Elmbridge Borough Council.

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Dear contact us Inet Email, I look forward to receiving this information within ten working days, as promised in your response.

Yours sincerely,

Matthew Brough

contact us Inet Email, Elmbridge Borough Council

Thank you for your enquiry, which has been passed to the relevant officer for action. In accordance with our Customer Care policy you should receive a reply from us within 10 working days. Alternatively you could visit our FAQ web page at http://www.elmbridge.gov.uk/faq/ or contact us on 01372 474474

Elmbridge Borough Council, Civic Centre, High Street, Esher, Surrey, KT10 9SD
Direct Line: 01372 474474
email: [email address]
www.elmbridge.gov.uk

This email, and any attachments, is strictly confidential and may be legally privileged. It is intended only for use by the addressee. If you are not the intended recipient, any disclosure, copying, distribution or other use of this communication is strictly prohibited. If you have received this message in error, please contact the sender and delete it from your system. The opinions expressed in this email are not necessarily those of Elmbridge Borough Council.

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legal services Inet Email, Elmbridge Borough Council

FOI-34-2009

Dear Mr Brough,

Please note that the Head of Committee & Member Services Officer has
responded as follows:

"I refer to your request under the Freedom of Information Act submitted
to the Council on 27th January, 2008, detailing your request to receive
copies of the Officer’s informal notes for the Planning Committee
meetings held on 26th November and 11th December and the Council meeting
of 18th December, 2008.

I write to advise you that the information you have requested is no
longer held by the Authority. An Officer’s informal notes are an aid
to the preparation of the formal Minutes of a meeting, and indeed vary
enormously in format and style. Once draft Minutes have been cleared by
a relevant Chairman, the Officer’s notes are no longer retained.

The Minutes from the meetings to which you refer have been cleared by
the relevant Chairman and will be presented to the Council as the record
of proceedings in accordance with the usual procedures. They are
available to view via the Council’s website: www.elmbridge.gov.uk "

If, for whatever reason, you are unhappy with our response, you have
the right to ask for an internal review. Internal review requests
should be submitted within two months of the date of receipt of the
response to your original letter and should be addressed to Head of
Legal Services, Elmbridge Borough Council, Civic Centre, High Street,
Esher, Surrey KT10 9SD.

Should you then remain dissatisfied at the outcome of that process, you
are entitled to appeal against the decision by contacting The
Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow,
Cheshire, SK9 5AF.

Yours sincerely,

Freedom of Information Officer

Elmbridge Borough Council
Civic Centre, High Street, Esher, Surrey KT10 9SD
www.elmbridge.gov.uk

show quoted sections

27/01/2009 23:57 >>>
Dear Sir or Madam, Kindly supply copies of the detailed notes
which
are made by council officers of: the council meeting pf 18/12/08;
the planning meeting on 26/11/08; and the planning meeting of
11/12/08. Please note I mean the detailed and unedited notes
taken
by the officer, not the minutes which are published on the
website.

Yours faithfully,

Matthew Brough

show quoted sections

Dear legal services Inet Email, The meeting minutes are so scanty as to be virtually useless. Please supply more proper records. Yours sincerely,

Matthew Brough

legal services Inet Email, Elmbridge Borough Council

Thank you for your enquiry to the Legal Services Team, which has been passed to the relevant officer for action. In accordance with our Customer Care policy you should receive a reply from us within 10 working days.

Please note that we are not able to reply to unsolicited emails.

Legal Services
Elmbridge Borough Council
High Street, Civic Centre, Esher
Surrey, KT10 9SD
http://www.elmbridge.gov.uk

This email, and any attachments, is strictly confidential and may be legally privileged. It is intended only for use by the addressee. If you are not the intended recipient, any disclosure, copying, distribution or other use of this communication is strictly prohibited. If you have received this message in error, please contact the sender and delete it from your system. The opinions expressed in this email are not necessarily those of Elmbridge Borough Council.

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Alan Harrison, Elmbridge Borough Council

Dear Mr Brough,

Thank you for your email of 5 February.

I am treating your email as a request for an internal review of the
Council's handling of your request for information communicated in your
email of 27 January.

I have conducted this review myself and examined the details of your
request against the response of the officers. You asked for various
unedited notes of public meetings, distinguishing the minutes
themselves. I have seen the response of the officer responsible for this
particular function. I have also spoken with officers who minuted the
meetings in question and questioned them as to their working practice.

I conclude that it is the normal practice of officers to take written
notes of the meetings they are serving. These are retained for a short
while and inform the formal minute of the proceedings. When the minutes
are settled and in an agreed form, these informal notes are not
retained. It follows that the Council does not hold the information you
are seeking.

You have been advised as to your right to complain to the Information
Commissioner and his contact address. You may also find his website a
useful source of information and guidance: - www.ic.gov.uk

Yours sincerely,

Alan Harrison
Interim Head of Legal Services
Elmbridge Borough Council
Civic Centre, High Street,
Esher, Surrey KT10 9SD
Tel: 01372 474192
Email: [email address]

show quoted sections

5:54 PM >>>
Dear legal services Inet Email, The meeting minutes are so scanty
as to be virtually useless. Please supply more proper records.
Yours sincerely,

Matthew Brough

show quoted sections

Dear Alan Harrison,

Kindly supply a full and unedited and unabridged copy of the officer's original notes taken at the council meeting of 18 December, including the resolutions of the meeting.

Since the draft minutes on the website currently display the notice below, the original notes taken by the council officer must still be available, to enable revision of the Draft minutes, which have not yet been ratified.

"these Minutes will be presented to the meeting of the Council on 25th February, 2009 and should therefore be considered as DRAFT until that meeting, as they may be subject to amendment at that time"

Yours sincerely,

Matthew Brough

Alan Harrison, Elmbridge Borough Council

Dear Mr Brough,

Thank you for your message.

I can only repeat that notes made by officers in their own hand have not beeen retained. I have carried out an internal review at your request and made known to you your potential remedies. I will not be corresponding further on this request.

Yours sincerely,

Alan Harrison
Interim Head of Legal Services
Elmbridge Borough Council
Civic Centre, High Street,
Esher, Surrey KT10 9SD
Tel: 01372 474192
Email: [email address]

show quoted sections

Dear Alan Harrison, The notes must have been retained as the munutes have not yet been approved by the committee.

Please supply them without delay.

Yours sincerely,

Matthew Brough

Dear Sir or Madam, Further to my earlier request, as you say the notes in the officer's own hand for the council meeting of 18 December have not been retained, kindly therefore supply the signed minutes for this meeting. Yours sincerely,

Matthew Brough

contact us Inet Email, Elmbridge Borough Council

Thank you for your enquiry, which has been passed to the relevant officer for action. In accordance with our Customer Care policy you should receive a reply from us within 10 working days. Alternatively you could visit our FAQ web page at http://www.elmbridge.gov.uk/faq/ or contact us on 01372 474474

Elmbridge Borough Council, Civic Centre, High Street, Esher, Surrey, KT10 9SD
Direct Line: 01372 474474
email: [email address]
www.elmbridge.gov.uk

This email, and any attachments, is strictly confidential and may be legally privileged. It is intended only for use by the addressee. If you are not the intended recipient, any disclosure, copying, distribution or other use of this communication is strictly prohibited. If you have received this message in error, please contact the sender and delete it from your system. The opinions expressed in this email are not necessarily those of Elmbridge Borough Council.

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Dear Sir or Madam, Kindly supply two EBC Memoranda referred to
in a memo dated 13.10.2008 from Colin Waters, Manager, Housing
Services to Ann Biggs, Senior Planning Officer.

They are:

1. The memorandum from the Head of Town Planning to the Head of
Housing Services dated 27 June 2008

and

2. Head of Housing Services response dated 12 July 2008.

Yours sincerely,

Matthew Brough

contact us Inet Email, Elmbridge Borough Council

Thank you for your enquiry, which has been passed to the relevant officer for action. In accordance with our Customer Care policy you should receive a reply from us within 10 working days. Alternatively you could visit our FAQ web page at http://www.elmbridge.gov.uk/faq/ or contact us on 01372 474474

Elmbridge Borough Council, Civic Centre, High Street, Esher, Surrey, KT10 9SD
Direct Line: 01372 474474
email: [email address]
www.elmbridge.gov.uk

This email, and any attachments, is strictly confidential and may be legally privileged. It is intended only for use by the addressee. If you are not the intended recipient, any disclosure, copying, distribution or other use of this communication is strictly prohibited. If you have received this message in error, please contact the sender and delete it from your system. The opinions expressed in this email are not necessarily those of Elmbridge Borough Council.

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Dear Sir or Madam,

Please pass this on to the person who conducts Freedom of Information reviews.

I am writing to request an internal review of Elmbridge Borough Council's handling of my FOI request 'copies of the detailed notes which are made by council officers of: the council meeting pf 18/12/08; the planning meeting on 26/11/08; and the planning meeting of 11/12/08'.

A full history of my FOI request and all correspondence is available on the Internet at this address:
http://www.whatdotheyknow.com/request/co...

Yours sincerely,

Matthew Brough

contact us Inet Email, Elmbridge Borough Council

Thank you for your enquiry, which has been passed to the relevant officer for action. In accordance with our Customer Care policy you should receive a reply from us within 10 working days. Alternatively you could visit our FAQ web page at http://www.elmbridge.gov.uk/faq/ or contact us on 01372 474474

Elmbridge Borough Council, Civic Centre, High Street, Esher, Surrey, KT10 9SD
Direct Line: 01372 474474
email: [email address]
www.elmbridge.gov.uk

This email, and any attachments, is strictly confidential and may be legally privileged. It is intended only for use by the addressee. If you are not the intended recipient, any disclosure, copying, distribution or other use of this communication is strictly prohibited. If you have received this message in error, please contact the sender and delete it from your system. The opinions expressed in this email are not necessarily those of Elmbridge Borough Council.

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Dear Sir or Madam, Kindly comply with the Freedom of Information Act by supplying the information I requested.

Yours sincerely,

Matthew Brough

contact us Inet Email, Elmbridge Borough Council

Thank you for your enquiry, which has been passed to the relevant officer for action. In accordance with our Customer Care policy you should receive a reply from us within 10 working days. Alternatively you could visit our FAQ web page at http://www.elmbridge.gov.uk/faq/ or contact us on 01372 474474

Elmbridge Borough Council, Civic Centre, High Street, Esher, Surrey, KT10 9SD
Direct Line: 01372 474474
email: [email address]
www.elmbridge.gov.uk

This email, and any attachments, is strictly confidential and may be legally privileged. It is intended only for use by the addressee. If you are not the intended recipient, any disclosure, copying, distribution or other use of this communication is strictly prohibited. If you have received this message in error, please contact the sender and delete it from your system. The opinions expressed in this email are not necessarily those of Elmbridge Borough Council.

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Beverley Greenstein, Elmbridge Borough Council

Dear Mr. Brough,

I refer to your follow up Freedom of Information request below.

The minutes of the Meeting of the Council held on 18th December, 2008, are included within the agenda for the Meeting of the Council to be held on 25th February, 2009 and will be presented to the Council as the record of proceedings. They are available on the Council's website: www.elmbridge.gov.uk

Once those minutes have been agreed by the Council as a correct record of that meeting, the Mayor signs them accordingly.

These Minutes would be accordingly available to view by appointment after that time by contacting the Council's Executive & Member Services Division: e-mail [email address]

Yours sincerely,

Beverley Greenstein
Head of Executive & Member Services

Elmbridge Borough Council
Civic Centre
High Street
Esher
Surrey
KT10 9SD

Tel. 01372 474174
e-mail: [email address]

show quoted sections

Dear Beverley Greenstein, Thank you for your response. Please would you confirm if the notes of a council meeting are retained until, at the subsequent meeting, the Minutes are agreed by the Council as a correct record of that meeting and signed by the Mayor ?

Yours sincerely,

Matthew Brough

Dear Beverley Greenstein, Kindly also supply the information I requested under the Freedom of Information act on 12 February and copied below for reference.

Thank you.
Yours sincerely,

Matthew Brough

Matthew Brough

12 February 2009

Dear Sir or Madam, Kindly supply two EBC Memoranda referred to in a
memo dated 13.10.2008 from Colin Waters, Manager, Housing Services
to Ann Biggs, Senior Planning Officer.

They are:

1. The memorandum from the Head of Town Planning to the Head of
Housing Services dated 27 June 2008

and

2. Head of Housing Services response dated 12 July 2008.

Yours sincerely,

Matthew Brough

Dear Beverley Greenstein, Surely the officers notes of the council meeting on 18 December are kept in a book, and these notes are retained until the next council meeting on 25 February, at which point the council agrees the minutes and the mayor then signs them? Please could you confirm whether this is the council's procedure and if so please supply a copy of these notes.

Yours sincerely,

Matthew Brough

Beverley Greenstein, Elmbridge Borough Council

Thank you for your e-mail. I am out of the office until Monday 23rd February, 2009.

Your e-mail has not been forwarded but I will respond on my return.

Should you have an urgent enquiry, please contact the Committee & Member Services Team on either: [email address] or telephone 01372 474173.

show quoted sections

Dear Beverley Greenstein, Surely the officers notes of the council
meeting on 18 December are kept in a book, and these notes are
retained until the next council meeting on 25 February, at which
point the council agrees the minutes and the mayor then signs them?
Please could you confirm whether this is the council's procedure
and if so please supply a copy of these notes.

Yours sincerely,

Matthew Brough

show quoted sections

Dear Beverley Greenstein, The notes taken at council meetings are written directly into a book used exclusively for the purpose. They have therefore been retained. Kindly therefore scan and send all the pages of this book which contain the notes of the 18 December meeting.

Yours sincerely,

Matthew Brough

Dear Beverley Greenstein, The notes taken at council meetings are written directly into a book used exclusively for the purpose. They have therefore been retained. Kindly therefore scan and send all the pages of this book which contain the notes of the 18 December meeting.

Yours sincerely,

Matthew Brough

Matthew Brough

Dear Sir or Madam, Please would you send this information without any further delay.

Yours sincerely,

Matthew Brough

contact us Inet Email, Elmbridge Borough Council

Thank you for your enquiry, which has been passed to the relevant officer for action. In accordance with our Customer Care policy you should receive a reply from us within 10 working days. Alternatively you could visit our FAQ web page at http://www.elmbridge.gov.uk/faq/ or contact us on 01372 474474

Elmbridge Borough Council, Civic Centre, High Street, Esher, Surrey, KT10 9SD
Direct Line: 01372 474474
email: [email address]
www.elmbridge.gov.uk

This email, and any attachments, is strictly confidential and may be legally privileged. It is intended only for use by the addressee. If you are not the intended recipient, any disclosure, copying, distribution or other use of this communication is strictly prohibited. If you have received this message in error, please contact the sender and delete it from your system. The opinions expressed in this email are not necessarily those of Elmbridge Borough Council.

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Matthew Brough

Dear contact us Inet Email, Kindly initiate an internal review.

Yours sincerely,

Matthew Brough

contact us Inet Email, Elmbridge Borough Council

Thank you for your enquiry, which has been passed to the relevant officer for action. In accordance with our Customer Care policy you should receive a reply from us within 10 working days. Alternatively you could visit our FAQ web page at http://www.elmbridge.gov.uk/faq/ or contact us on 01372 474474

Elmbridge Borough Council, Civic Centre, High Street, Esher, Surrey, KT10 9SD
Direct Line: 01372 474474
email: [email address]
www.elmbridge.gov.uk

This email, and any attachments, is strictly confidential and may be legally privileged. It is intended only for use by the addressee. If you are not the intended recipient, any disclosure, copying, distribution or other use of this communication is strictly prohibited. If you have received this message in error, please contact the sender and delete it from your system. The opinions expressed in this email are not necessarily those of Elmbridge Borough Council.

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