Copy of online teams meeting re. traffic management scheme
Dear Greenwich Borough Council,
I write to request a video copy of the full online traffic management scheme meeting arranged by the council, which took place via Microsoft Teams on 25 September, 2023.
Please provide this in a format that is easy to access and download, preferably MP4.
Please also provide me with minutes taken for the same meeting and any subsequent internal correspondence made concerning it that have already been produced as at the date of my request.
Yours faithfully,
J Jeffrey
Dear Mr Jeffrey,
Thank you for your Freedom of Information request dated 08/10/2023 @
00:11.
We have considered your request to be a repeat of an earlier request
submitted to the Royal Borough of Greenwich on 08/10/2023 @ 00:06 which is
being processed under the reference number FOI-626.
Your request will be answered by 06/11/2023.
Yours sincerely,
David White
Head of Information, Safety and Community Services
Directorate of Communities, Environment & Central
Royal Borough of Greenwich
* 3^rd Floor, The Woolwich Centre, 35 Wellington Street, London, SE18
6HQ
8[1]www.royalgreenwich.gov.uk
ü Please consider the environment before printing this email
Dear Mr Jeffrey,
FOI request: FOI-626
Thank you for your request dated 09/10/2023
Our response is as follows:
I write to request a video copy of the full online traffic management
scheme meeting arranged by the council, which took place via Microsoft
Teams on 25 September, 2023.
Please provide this in a format that is easy to access and download,
preferably MP4.
Please also provide me with minutes taken for the same meeting and any
subsequent internal correspondence made concerning it that have already
been produced as at the date of my request.
Your request for information is exempt in accordance with section 39 of
the Freedom of Information Act 2000 because it relates to environmental
information under the Environmental Information Act 2004 (EIR).
Is the requested information environmental?
Regulation 2(1) of the EIR defines environmental information as being
information on:-
(a) the state of the elements of the environment, such as air and
atmosphere, water, soil, land, landscape and natural sites including
wetlands, coastal and marine areas, biological diversity and its
components, including genetically modified organisms, and the interaction
among these elements;
(b) factors, such as substances, energy, noise, radiation or waste,
including radioactive waste, emissions, discharges and other releases into
the environment, affecting or likely to affect the elements of the
environment referred to in (a);
(c) measures (including administrative measures), such as policies,
legislation, plans, programmes, environmental agreements, and activities
affecting or likely to affect the elements and factors referred to in
(a)…as well as measures or activities designed to protect those elements;
(d) reports on the implementation of environmental legislation;
(e) cost-benefit and other economic analyses and assumptions used within
the framework of the measures and activities referred to in (c);
and (f) the state of human health and safety, including the contamination
of the food chain, where relevant, conditions of human life, cultural
sites and built structures inasmuch as they are or may be affected by the
state of the elements of the environment referred to in (a) or, through
those elements, by any of the matters referred to in (b) and (c);
The requested information is for a copy of the video of the online traffic
management scheme meeting from 25^th September 2023, minutes from the same
meeting and any subsequent internal correspondence.
The Council has decided that the information is environmental information
for the purposes of the EIR, and is an administrative measure which will
ultimately affect the elements referred to in (a).
The requested information is withheld in accordance with Regulation
12(4)(d) – material in the course of completion.
Regulation 12(4)(d) of the EIR provides that a public authority may refuse
to disclose information to the extent that the request relates to
material, which is still in the course of completion, to unfinished
documents, or to incomplete data.
• Whilst the consultation for the proposed scheme is now closed,
officers have not yet finished analysing data and a decision has not
yet been made.
• The purpose of the recording was to ‘take minutes’ for officers to
have a record of comments for and against the proposed scheme. The
comments made would be included as part of the consultation process.
• The recording was not intended to be shared with the public and all of
the comments received will be included in the consultation process as
stated above.
The Council has considered the public interest test as set out under
12(2) of the EIR and they are:-
The arguments in favour of disclosure are:
The Council acknowledges the general public interest in accountability and
transparency in relation to decisions taken by the Council which are
likely to have a significant community impact.
The Council’s position is that the requested information is still being
analysed by officers and a decision has not yet been made.
There will always be a stronger public interest in protecting a process
that is ongoing than one that has been concluded.
The arguments in favour of not dislosing are:-
The Council is still analysing the comments made in the recording and we
are still working on these. Once concluded a cabinet member decision is
proposed to be taken in the new year and the decision will then be
published.
The comments are still being analysed and we do not consider that
disclosure would enable or enhance public scrutiny.
The Council needs a safe space within which decisions, discussions and
exchanges of view can take place without the process being frustrated or
hindered by premature public scrutiny.
The Council does not consider disclosure would satisfy this public
interest as the information would not represent the final analysis or
concluded position relating to the subject matter as the withheld
information is incomplete and was not yet been finalised.
The Council has concluded that the public interest in maintaining the
exception at regulation 12(4)(d) outweighs the public interest in
disclosure of the information.
To conclude, the requested information is withheld in accordance with
regulation 12(4)(d) of the EIR.
If you have any queries about this correspondence, please contact me,
quoting the reference number above.
If you are not satisfied with our response to your request, you can ask
for an Internal Review. Internal review requests must be submitted within
two months of the date of receipt of the response to your original
request. If you wish to do this, please contact us in writing, setting
out why you are dissatisfied.
If you are not satisfied with the outcome of the Internal Review, you may
apply directly to the Information Commissioner (ICO) for a decision.
Generally, the ICO cannot make a decision unless you have exhausted the
Internal Review procedure provided by the Council. You can contact the ICO
by emailing [1][email address], or by post at Customer Contact,
Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow,
SK9 5AF.
Yours sincerely,
David White
Head of Information, Safety and Community Services
Directorate of Communities, Environment and Central
Royal Borough of Greenwich
* 3^rd Floor, The Woolwich Centre, 35 Wellington Street, London, SE18
6HQ
8 [2]www.royalgreenwich.gov.uk
ü Please consider the environment before printing this email
From: foi <[Greenwich Borough Council request email]>
Sent: 09 October 2023 09:06
To: 'Joe' <[FOI #1035839 email]>
Cc: foi <[Greenwich Borough Council request email]>
Subject: RE: Freedom of Information request - Copy of online teams meeting
re. traffic management scheme
Dear Mr Jeffrey,
Thank you for your Freedom of Information request dated 08/10/2023 @
00:11.
We have considered your request to be a repeat of an earlier request
submitted to the Royal Borough of Greenwich on 08/10/2023 @ 00:06 which is
being processed under the reference number FOI-626.
Your request will be answered by 06/11/2023.
Yours sincerely,
David White
Head of Information, Safety and Community Services
Directorate of Communities, Environment & Central
Royal Borough of Greenwich
* 3^rd Floor, The Woolwich Centre, 35 Wellington Street, London, SE18
6HQ
8[3]www.royalgreenwich.gov.uk
ü Please consider the environment before printing this email
Dear Greenwich Borough Council,
Please pass this on to the person who conducts Freedom of Information reviews.
I am writing to request an internal review of Greenwich Borough Council's handling of my FOI request 'Copy of online teams meeting re. traffic management scheme'.
You have stated that my FOI should be treated as an EIR and that Regulation 12(4)(d) of the EIR provides that a public authority may refuse to disclose information to the extent that the request relates to material, which is still in the course of completion, to unfinished documents, or to incomplete data.
I do not believe my FOI should be treated as an EIR. Initially, the council didn't either and it was originally judged to be an FOI request. Nor do I believe the information requested is still in the 'course of completion'.
I have requested the following:
- A video copy of the full online traffic management scheme meeting, which took place via Microsoft Teams on 25 September, 2023 - the meeting took place on 25 September 2023 and concluded on the same date. Therefore it has long been completed.
- Minutes taken for the same meeting and any subsequent internal correspondence made concerning it that have already been produced as at the date of my request - meeting notes should have been taken during the course of the meeting, which took place on 25 September 2023 and concluded on the same date. Therefore minutes should have been completed on or around the same date.
Further, you have gone on to claim: 'The purpose of the recording was to ‘take minutes’ for officers to have a record of comments for and against the proposed scheme.' This is not how the meeting was advertised. In actual fact, the meeting was advertised an 'online engagement event' as your website states:
'Join us for an online engagement event on West and East Greenwich Neighbourhood Management Project
'We're inviting local people to a online engagement event on the design proposals for West and East Greenwich which will help create a safer and healthier environment for residents and businesses. The second stage of the consultation closes on Friday 29 September 2023- Have your say.
'During this session, we will discuss the project's design proposals and most importantly, hear your valuable input. Your participation is crucial in shaping the plans for the neighbourhood.'
As you will see from the above,( linked to here: https://greenersafergreenwich.commonplac...) You do not describe the meeting as a note taking exercise.
Additionally, any 'note taking' done during the meeting should have been completed on the same day meeting took place and was concluded, therefore the material I have requested should be complete.
Other points
You have stated:
'The recording was not intended to be shared with the public and all of the comments received will be included in the consultation process as stated above.'
I do not agree with this statement either; it was a public meeting and the public was invited to it. The invite to the meeting was advertised on a public website (link above). People who were not able to attend should be given access to it. People who did attend should be provided access to it, equally.
You have stated:
'The Council needs a safe space within which decisions, discussions and exchanges of view can take place without the process being frustrated or hindered by premature public scrutiny.'
I do not agree with this statement in so far as the meeting is concerned. The meeting was a public meeting and advertised as such as previously mentioned. Public engagement exercises should open to public scrutiny. I do not believe providing me with a recording of the meeting will 'frustrate' or 'hinder' whatever process you claim it will. It's hardly premature either, considering the meeting took place on 25 September 2023.
You have stated:
'The Council does not consider disclosure would satisfy this public interest as the information would not represent the final analysis or concluded position relating to the subject matter as the withheld information is incomplete and was not yet been finalised.'
I disagree. The opinions expressed by the public in attendance, as well as the responses provided to questions put to council officers, are of public interest - particularly given the nature of the divisive meeting subject. Public disclosure of the meeting would provide the public with further information based on the responses your council officers gave and the questions put to them. This has nothing to do with any additional analysis exercises the council looks to pursue.
J Jeffrey
Dear Mr Jeffrey,
Thank you for your email.
Please can you quote the FOI/EIR reference number you would have been
given? This will be on the acknowledgement email you would have received,
confirming that the request has been received and is being dealt with.
Once this has been confirmed your request will be processed.
Yours sincerely,
Freedom of Information Team
Directorate of Communities, Environment and Central
Royal Borough of Greenwich
* 3^rd Floor, The Woolwich Centre, 35 Wellington Street, London, SE18
6HQ
8 [1]www.royalgreenwich.gov.uk
ü Please consider the environment before printing this email
Dear Mr Jeffrey,
Internal Review request: INT-995
Thank you for your request dated 14/12/2023
Your request will be answered by 11/01/2024
If you have any queries about this request, please contact me, quoting the
reference number above.
Yours sincerely,
David White
Head of Information, Safety and Community Services
Directorate of Communities, Environment and Central
Royal Borough of Greenwich
* 3^rd Floor, The Woolwich Centre, 35 Wellington Street, London, SE18
6HQ
8 [1]www.royalgreenwich.gov.uk
ü Please consider the environment before printing this email
Dear Mr Jeffrey,
Internal Review request: INT-995
Please accept our sincere apologies for a delay in providing a response to
your Internal Review request. We apologise for any inconvenience this may
cause. The service providing you with your response has stated that out
legal team require further advise from the clients.
We aim to respond by the week beginning 22nd January.
Yours sincerely,
Freedom of Information Team
Directorate of Communities, Environment and Central
Royal Borough of Greenwich
* 3^rd Floor, The Woolwich Centre, 35 Wellington Street, London, SE18
6HQ
8 [1]www.royalgreenwich.gov.uk
ü Please consider the environment before printing this email
From: foi <[Greenwich Borough Council request email]>
Sent: Friday, December 15, 2023 8:29 AM
To: 'J Jeffrey' <[FOI #1035839 email]>
Cc: foi <[Greenwich Borough Council request email]>
Subject: INT-995 of FOI-626: Internal review of Freedom of Information
request - Copy of online teams meeting re. traffic management scheme
Dear Mr Jeffrey,
Internal Review request: INT-995
Thank you for your request dated 14/12/2023
Your request will be answered by 11/01/2024
If you have any queries about this request, please contact me, quoting the
reference number above.
Yours sincerely,
David White
Head of Information, Safety and Community Services
Directorate of Communities, Environment and Central
Royal Borough of Greenwich
* 3^rd Floor, The Woolwich Centre, 35 Wellington Street, London, SE18
6HQ
8 [2]www.royalgreenwich.gov.uk
ü Please consider the environment before printing this email
Dear Mr Jeffrey,
Internal Review request: INT-995
Thank you for your Internal Review request on the handling of your Freedom
of Information request. Please find the outcome attached.
If you are not content with the outcome of the Internal Review, you may
apply directly to the Information Commissioner (ICO) for a decision.
Generally, the ICO cannot make a decision unless you have exhausted the
Internal Review procedure provided by the Council. The Information
Commissioner can be contacted at: The Information Commissioner’s Office,
Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF.
Yours sincerely,
David White
Head of Information, Safety and Community Services
Directorate of Communities, Environment & Central
Royal Borough of Greenwich
* 3^rd Floor, The Woolwich Centre, 35 Wellington Street, London, SE18
6HQ
8[1]www.royalgreenwich.gov.uk
ü Please consider the environment before printing this email
From: foi <[Greenwich Borough Council request email]>
Sent: Wednesday, January 10, 2024 4:25 PM
To: 'J Jeffrey' <[FOI #1035839 email]>
Cc: foi <[Greenwich Borough Council request email]>
Subject: INT-995 of FOI-626: Internal review of Freedom of Information
request - Copy of online teams meeting re. traffic management scheme
Dear Mr Jeffrey,
Internal Review request: INT-995
Please accept our sincere apologies for a delay in providing a response to
your Internal Review request. We apologise for any inconvenience this may
cause. The service providing you with your response has stated that out
legal team require further advise from the clients.
We aim to respond by the week beginning 22nd January.
Yours sincerely,
Freedom of Information Team
Directorate of Communities, Environment and Central
Royal Borough of Greenwich
* 3^rd Floor, The Woolwich Centre, 35 Wellington Street, London, SE18
6HQ
8 [2]www.royalgreenwich.gov.uk
ü Please consider the environment before printing this email
From: foi <[3][Greenwich Borough Council request email]>
Sent: Friday, December 15, 2023 8:29 AM
To: 'J Jeffrey' <[4][FOI #1035839 email]>
Cc: foi <[5][Greenwich Borough Council request email]>
Subject: INT-995 of FOI-626: Internal review of Freedom of Information
request - Copy of online teams meeting re. traffic management scheme
Dear Mr Jeffrey,
Internal Review request: INT-995
Thank you for your request dated 14/12/2023
Your request will be answered by 11/01/2024
If you have any queries about this request, please contact me, quoting the
reference number above.
Yours sincerely,
David White
Head of Information, Safety and Community Services
Directorate of Communities, Environment and Central
Royal Borough of Greenwich
* 3^rd Floor, The Woolwich Centre, 35 Wellington Street, London, SE18
6HQ
8 [6]www.royalgreenwich.gov.uk
ü Please consider the environment before printing this email
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