Invited witnesses on Transgender Toolkit for VoG schools

The request was refused by Vale of Glamorgan Council.

Dear Vale of Glamorgan Council,
Question relates to your
Learning & Culture Scrutiny Committee, 22 May 2018
Item 5 Transgender Inclusion Toolkit and Guidance Document for School and Other Settings

Could you please supply all documents regarding the invitations of “witnesses” under the Item 5 on Transgender Toolkit at this Committee meeting? I noticed four such witnesses Ceri & Row, Lisa Power and Lu Thomas; if these names are wrong, I apologies while noting it is usual to record names on the Agenda; I wonder if they were invited at a very late stage.

I saw that the committee chair had a primary role in this, so would include all her relevant e-mails and records of phone calls as well as official letters written by or for her as chair.

As it’s the Scrutiny Committee that decides to invite witnesses (and pay fees/expenses) under 7.17.3, I include under this request records of consultation with other members of the Scrutiny committee.

Please include any synopses of the qualifications of these witnesses provided to the council.

Yours faithfully,
Max Wallis
Penarth

FOI Unit, Vale of Glamorgan Council

Dear Mr Wallis

Thank you for your recent request for information which is currently being processed.

Your reference is RFI 18 6359.

I hope to respond to you within the statutory time scale of 20 working days.

Kind regards

Information Governance Officer
Managing Director and Resources
Vale of Glamorgan Council / Cyngor Bro Morgannwg
tel / ffôn: 01446 700111
mob / sym:
e-mail / e-bost: [email address] or [email address]

Consider the environment. Please don't print this e-mail unless you really need to.
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Visit our Website at www.valeofglamorgan.gov.uk
Ewch i'n gwefan yn www.bromorgannwg.gov.uk

Find us on Facebook / Cewch ddod o hyd i ni ar Facebook
Follow us on Twitter / Dilynwch ni ar Twitter

Correspondence is welcomed in Welsh or English / Croesewir Gohebiaeth yn y Gymraeg neu yn Saesneg.

show quoted sections

FOI Unit, Vale of Glamorgan Council

Dear Max

 

Thank you for your Freedom of Information request received on the 24^th of
May 2018.

 

This was forwarded to the relevant officer who has now responded as
follows:

 

Unfortunately, I am unable to provide you with the majority of the
information requested in your request as there are no documents or emails 
in relation to the invitations of the witnesses.

 

Under section 7  paragraph 7.23 of the Council constitution the paragraph
states “ A Scrutiny Committee / sub committee / task and finish group or
the respective Chairman may invite people other than those referred to in
paragraph 7.21 above to address it, discuss issues of local concern  and
or answer questions.”

 

The Scrutiny and Cabinet roles and responsibilities protocol June 2017
(7.11) states that agenda planning for individual meetings of Scrutiny
Committees revolves around a  system of “agenda conferences” and in
attendance are the Chairman and Vice Chairman and the relevant senior
officers.   An agenda conference was held on 15th May 2018  where it was
agreed that the Chairman would contact witnesses with relevant expertise /
experience to provide first hand experience in relation to the subject
heading.   No official invitations were extended from the Democratic
Services Section as the Chairman advised that she had the necessary
contact details and would contact the suggested speakers / witnesses
direct. 

 

Where we know in time for the despatch of agendas we name the speakers on
the agenda but that is not always possible.  However,  Members of the
Committee are informed usually via email of the names of witnesses as soon
as the names are known.    In this instance an email was  forwarded to all
Members of the Scrutiny Committee on 21st May 2018  advising Members of
the names of the witnesses and the fact that  five public  speakers had
registered to speak on the agenda item. The email had also included any
written representations that had been received at that point for their
consideration. 

 

With regard to the qualification of the witnesses I attach a link to the
minutes of the meeting,  paragraph 3 of minute no 53 refers. 

 

[1]http://www.valeofglamorgan.gov.uk/en/our...

 

 

I hope this information is of assistance but if you are dissatisfied with
this response and would like to have this reviewed, please contact the
Council’s Monitoring Officer (Legal Services) at the Civic Offices, Holton
Road, Barry, CF63 4RU.

 

Further information regarding FOI and the appeals process is available at
[2]www.ico.org.uk.

 

Kind regards

 

 

Information Governance Officer

Managing Director and Resources

Vale of Glamorgan Council / Cyngor Bro Morgannwg

tel / ffôn: 01446 700111

mob / sym:

e-mail / e-bost: [3][email address] or
[email address]

 

 

Consider the environment. Please don't print this e-mail unless you really
need to.

Ystyriwch yr amgylchedd. Peidiwch ag argraffu'r neges hon oni bai fod gwir
angen.

 

Visit our Website at [4]www.valeofglamorgan.gov.uk

Ewch i'n gwefan yn [5]www.bromorgannwg.gov.uk

 

[6]Find us on Facebook / Cewch ddod o hyd i ni ar Facebook

[7]Follow us on Twitter / Dilynwch ni ar Twitter

 

Correspondence is welcomed in Welsh or English / Croesewir Gohebiaeth yn y
Gymraeg neu yn Saesneg.

 

 

From: max wallis [8][mailto:[FOI #487306 email]]
Sent: 24 May 2018 16:31
Subject: Freedom of Information request - Invited witnesses on Transgender
Toolkit for VoG schools

 

Dear Vale of Glamorgan Council,
Question relates to your
Learning & Culture Scrutiny Committee, 22 May 2018
Item 5  Transgender Inclusion Toolkit and Guidance Document for School and
Other Settings

Could you please supply all documents regarding the invitations of
“witnesses” under the Item 5 on Transgender Toolkit at this Committee
meeting?   I noticed four such witnesses Ceri & Row, Lisa Power and Lu
Thomas; if these names are wrong, I apologies while noting it is usual to
record names on the Agenda; I wonder if they were invited at a very late
stage.

I saw that the committee chair had a primary role in this, so would
include all her relevant e-mails and records of phone calls as well as
official letters written by or for her as chair.

As it’s the Scrutiny Committee that decides to invite witnesses (and pay
fees/expenses) under 7.17.3, I include under this request records of
consultation with other members of the Scrutiny committee.

Please include any synopses of the qualifications of these witnesses
provided to the council.

Yours faithfully,
Max Wallis
Penarth

-------------------------------------------------------------------

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[9][FOI #487306 email]

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Dear Vale of Glamorgan Council,

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

I am writing to request an internal review of Vale of Glamorgan Council's handling of my FOI request 'Invited witnesses on Transgender Toolkit for VoG schools'.

You explained that the Committee chair acted on the Council's behalf :
"An agenda conference was held on 15th May 2018 where it was
agreed that the Chairman would contact witnesses with relevant expertise /
experience to provide first hand experience in relation to the subject
heading. No official invitations were extended from the Democratic
Services Section as the Chairman advised that she had the necessary
contact details and would contact the suggested speakers / witnesses
direct. "
I expected this and framed my request to include her part in arrangements, so ask to see the record of the "agenda conference" and of her validating the expertise re. the terms of the call-in, the choice of "witnesses" and the terms of their invitation.
A full history of my FOI request and all correspondence is available on the Internet at this address: https://www.whatdotheyknow.com/request/i...

Yours faithfully,

max wallis

FOI Unit, Vale of Glamorgan Council

Dear Max

 

I can advise that your email dated the 28^th of June 2018 has been passed
to the Councils Monitoring Officer who will conduct an internal review of
your original request.

 

We will respond to you as soon as the internal review is completed.

 

Kind regards,

 

 

Information Governance Officer

Managing Director and Resources

Vale of Glamorgan Council / Cyngor Bro Morgannwg

tel / ffôn: 01446 700111

mob / sym:

e-mail / e-bost: [1][email address] or
[email address]

 

 

Consider the environment. Please don't print this e-mail unless you really
need to.

Ystyriwch yr amgylchedd. Peidiwch ag argraffu'r neges hon oni bai fod gwir
angen.

 

Visit our Website at [2]www.valeofglamorgan.gov.uk

Ewch i'n gwefan yn [3]www.bromorgannwg.gov.uk

 

[4]Find us on Facebook / Cewch ddod o hyd i ni ar Facebook

[5]Follow us on Twitter / Dilynwch ni ar Twitter

 

Correspondence is welcomed in Welsh or English / Croesewir Gohebiaeth yn y
Gymraeg neu yn Saesneg.

 

From: max wallis [mailto:[FOI #487306 email]]
Sent: 28 June 2018 16:20
Subject: Internal review of Freedom of Information request - Invited
witnesses on Transgender Toolkit for VoG schools

 

Dear Vale of Glamorgan Council,

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

I am writing to request an internal review of Vale of Glamorgan Council's
handling of my FOI request 'Invited witnesses on Transgender Toolkit for
VoG schools'.

You explained that the Committee chair acted on the Council's behalf :
"An agenda conference was held on 15th May 2018  where it was
agreed that the Chairman would contact witnesses with relevant expertise /
experience to provide first hand experience in relation to the subject
heading.   No official invitations were extended from the Democratic
Services Section as the Chairman advised that she had the necessary
contact details and would contact the suggested speakers / witnesses
direct. "
  I expected this and framed my request to include her part in
arrangements, so ask to see the record of the "agenda conference" and of
her validating the expertise re. the terms of the call-in, the choice of
"witnesses" and the terms of their invitation.
A full history of my FOI request and all correspondence is available on
the Internet at this address:
[6]https://www.whatdotheyknow.com/request/i...

Yours faithfully,

max wallis

-------------------------------------------------------------------
Please use this email address for all replies to this request:
[7][FOI #487306 email]

Disclaimer: This message and any reply that you make will be published on
the internet. Our privacy and copyright policies:
[8]https://www.whatdotheyknow.com/help/offi...

For more detailed guidance on safely disclosing information, read the
latest advice from the ICO:
[9]https://www.whatdotheyknow.com/help/ico-...

Please note that in some cases publication of requests and responses will
be delayed.

If you find this service useful as an FOI officer, please ask your web
manager to link to us from your organisation's FOI page.

-------------------------------------------------------------------

References

Visible links
1. mailto:[email address]
2. http://www.valeofglamorgan.gov.uk/
3. http://www.bromorgannwg.gov.uk/
4. http://en-gb.facebook.com/valeofglamorga...
5. http://twitter.com/vogcouncil
6. https://www.whatdotheyknow.com/request/i...
7. mailto:[FOI #487306 email]
8. https://www.whatdotheyknow.com/help/offi...
9. https://www.whatdotheyknow.com/help/ico-...

Dear FOI Unit,
Thank you for accepting my request for an internal review.
Could you please tell me your time-scale for this review?

Yours sincerely,

max wallis

FOI Unit, Vale of Glamorgan Council

Dear Max

It is 20 working days to conduct the Internal Review.

Many thanks

Information Governance Officer
Managing Director and Resources
Vale of Glamorgan Council / Cyngor Bro Morgannwg
tel / ffôn: 01446 700111
mob / sym:
e-mail / e-bost: [email address] or [email address]

Consider the environment. Please don't print this e-mail unless you really need to.
Ystyriwch yr amgylchedd. Peidiwch ag argraffu'r neges hon oni bai fod gwir angen.

Visit our Website at www.valeofglamorgan.gov.uk
Ewch i'n gwefan yn www.bromorgannwg.gov.uk

Find us on Facebook / Cewch ddod o hyd i ni ar Facebook
Follow us on Twitter / Dilynwch ni ar Twitter

Correspondence is welcomed in Welsh or English / Croesewir Gohebiaeth yn y Gymraeg neu yn Saesneg.

show quoted sections

FOI Unit, Vale of Glamorgan Council

1 Attachment

Dear Mr Wallis

 

I refer to your request for information and your subsequent appeal
received on the 28^th of June 2018.

 

On the 24^th of May you submitted a Freedom of Information request for the
following information:

 

Question relates to your Learning & Culture Scrutiny Committee, 22 May
2018
Item 5  Transgender Inclusion Toolkit and Guidance Document for School and
Other Settings

Could you please supply all documents regarding the invitations of
“witnesses” under the Item 5 on Transgender Toolkit at this Committee
meeting?   I noticed four such witnesses Ceri & Row, Lisa Power and Lu
Thomas; if these names are wrong, I apologies while noting it is usual to
record names on the Agenda; I wonder if they were invited at a very late
stage.

I saw that the committee chair had a primary role in this, so would
include all her relevant e-mails and records of phone calls as well as
official letters written by or for her as chair.

As it’s the Scrutiny Committee that decides to invite witnesses (and pay
fees/expenses) under 7.17.3, I include under this request records of
consultation with other members of the Scrutiny committee.

Please include any synopses of the qualifications of these witnesses
provided to the council.

 

You were sent a response stating that we were unable to provide you with
the majority of the information that had been requested as there are no
documents or emails available in relation to the invitations of the
witnesses.

 

You were advised that the Scrutiny and Cabinet roles and responsibilities
protocol June 2017 (7.11) states that agenda planning for individual
meetings of Scrutiny Committees revolves around a  system of “agenda
conferences” and in attendance are the Chairman and Vice Chairman and the
relevant senior officers.   An agenda conference was held on 15th May
2018  where it was agreed that the Chairman would contact witnesses with
relevant expertise / experience to provide first-hand experience in
relation to the subject heading.   No official invitations were extended
from the Democratic Services Section as the Chairman advised that she had
the necessary contact details and would contact the suggested speakers /
witnesses direct. 

 

You were also informed that where we know in time for the despatch of
agendas we name the speakers on the agenda but that is not always
possible.  However,  Members of the Committee are informed usually via
email of the names of witnesses as soon as the names are known.    In this
instance an email was  forwarded to all Members of the Scrutiny Committee
on 21st May 2018  advising Members of the names of the witnesses and the
fact that  five public  speakers had registered to speak on the agenda
item. The email had also included any written representations that had
been received at that point for their consideration. 

 

With regard to the qualification of the witnesses you were sent a link to
the minutes of the appropriate meeting.

You have now, as part of your request for an Internal Review, requested to
be sent a record of the ‘agenda conference’ and of the chairman validating
the expertise re: the terms of the call-in, the choice of ‘witnesses’ and
the terms of their invitation.

 

I have reviewed the information held by the Council. I confirm that
attendees were invited by the chairman  but that there are no records held
on any of the Council systems that can be sent to you. However, I can
provide a copy of an email that was sent from Democratic Services on the
21^st of May 2018 with regards to the Learning and Culture Scrutiny
Committee on the 22^nd of May 2018. Please see attachment for a copy of
this.

 

I would advise you of your right to refer this matter to the Information
Commissioner’s Office should you remain dissatisfied.

 

Information Commissioner’s Office – Wales

2^nd Floor

Churchill House

Churchill Way

Cardiff

CF10 2HH

 

Telephone: 029 2067 8400

Fax: 029 2067 8399

Web: [1]www.ico.org.uk

 

Yours sincerely

 

 

FOI Unit on behalf of the Monitoring Officer

The Vale of Glamorgan Council

 

Visit our Website at [2]www.valeofglamorgan.gov.uk

Ewch i'n gwefan yn [3]www.bromorgannwg.gov.uk

 

[4]Find us on Facebook / Cewch ddod o hyd i ni ar Facebook

[5]Follow us on Twitter / Dilynwch ni ar Twitter

 

From: max wallis [mailto:[FOI #487306 email]]
Sent: 28 June 2018 16:20
Subject: Internal review of Freedom of Information request - Invited
witnesses on Transgender Toolkit for VoG schools

 

Dear Vale of Glamorgan Council,

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

I am writing to request an internal review of Vale of Glamorgan Council's
handling of my FOI request 'Invited witnesses on Transgender Toolkit for
VoG schools'.

You explained that the Committee chair acted on the Council's behalf :
"An agenda conference was held on 15th May 2018  where it was
agreed that the Chairman would contact witnesses with relevant expertise /
experience to provide first hand experience in relation to the subject
heading.   No official invitations were extended from the Democratic
Services Section as the Chairman advised that she had the necessary
contact details and would contact the suggested speakers / witnesses
direct. "
  I expected this and framed my request to include her part in
arrangements, so ask to see the record of the "agenda conference" and of
her validating the expertise re. the terms of the call-in, the choice of
"witnesses" and the terms of their invitation.
A full history of my FOI request and all correspondence is available on
the Internet at this address:
[6]https://www.whatdotheyknow.com/request/i...

Yours faithfully,

max wallis

-------------------------------------------------------------------
Please use this email address for all replies to this request:
[7][FOI #487306 email]

Disclaimer: This message and any reply that you make will be published on
the internet. Our privacy and copyright policies:
[8]https://www.whatdotheyknow.com/help/offi...

For more detailed guidance on safely disclosing information, read the
latest advice from the ICO:
[9]https://www.whatdotheyknow.com/help/ico-...

Please note that in some cases publication of requests and responses will
be delayed.

If you find this service useful as an FOI officer, please ask your web
manager to link to us from your organisation's FOI page.

-------------------------------------------------------------------

References

Visible links
1. http://www.ico.org.uk/
2. http://www.valeofglamorgan.gov.uk/
3. http://www.bromorgannwg.gov.uk/
4. http://en-gb.facebook.com/valeofglamorga...
5. http://twitter.com/vogcouncil
6. https://www.whatdotheyknow.com/request/i...
7. mailto:[FOI #487306 email]
8. https://www.whatdotheyknow.com/help/offi...
9. https://www.whatdotheyknow.com/help/ico-...

Dear Vale of Glamorgan Council,

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

I am writing to request an internal review of Vale of Glamorgan Council's handling of my FOI request 'Invited witnesses on Transgender Toolkit for VoG schools'.

You have refused records of the pre-scrutiny meeting Conference for the reason they are 'not on your system'. Under FoI, I am entitled to see written notes of that conference that are held by officers, probably in the Scrutiny meeting file.

You have told me (Item 5 Transgender Inclusion toolkit) :-
The Chairman has invited to give evidence
• A transgender representative with their parent to give evidence from their perspective. Ceri Lambert & Row Jones (she prefers Row to Rowan)
• Lou Thompson - Head of Pride LGBT
• Lisa Power - Stonewall organisation

The Chairman was acting in her official Council capacity on behalf of the council in arranging these invitations. The records she hold of these activities also come under the FoI Act.

I should not need to go to the Information Commissioner to secure disclosure of this information. Will you therefore review your refusal of the information?

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

Yours faithfully,

max wallis

Dear FOI Unit,
I asked for an internal review on 28 June and am still awaiting a response.
It is established that the Committee chair acted on the Council's behalf :
"An agenda conference was held on 15th May 2018 where it was
agreed that the Chairman would contact witnesses with relevant expertise /
experience to provide first hand experience in relation to the subject
heading. No official invitations were extended from the Democratic
Services Section as the Chairman advised that she had the necessary
contact details and would contact the suggested speakers / witnesses
direct. "
My request was framed to include the Chair Lis Burnett's part in
arrangements, so I asked to see the record of the "agenda conference" and of
her validating the expertise re. the terms of the call-in, the choice of
"witnesses" and the terms of their invitation. The latter are likely held on Burnett's e-mail account so are clearly disclosable under FoI. She could also disclose e-mails on a personal account used for Council business. If she is refusing to do that or obstructing disclosure in any other way, please record that in your review.
A full history of my FOI request and all correspondence is available on
the Internet at this address:
[6]https://www.whatdotheyknow.com/request/i...

Yours sincerely,

max wallis

FOI Unit, Vale of Glamorgan Council

Dear Mr Wallis

Thank you for your correspondence.

We have dealt with your initial request which then subsequently went to an appeal. The conclusion of the appeal was that the initial request had been dealt with satisfactorily and no further information could be provided.

Therefore, unfortunately we cannot assist any further. I would remind you of your right to now refer the matter to the Information Commissioner's Office.

Kind regards

Information Governance Officer
Managing Director and Resources
Vale of Glamorgan Council / Cyngor Bro Morgannwg
tel / ffôn: 01446 700111
mob / sym:
e-mail / e-bost: [email address] or [email address]

Consider the environment. Please don't print this e-mail unless you really need to.
Ystyriwch yr amgylchedd. Peidiwch ag argraffu'r neges hon oni bai fod gwir angen.

Visit our Website at www.valeofglamorgan.gov.uk
Ewch i'n gwefan yn www.bromorgannwg.gov.uk

Find us on Facebook / Cewch ddod o hyd i ni ar Facebook
Follow us on Twitter / Dilynwch ni ar Twitter

Correspondence is welcomed in Welsh or English / Croesewir Gohebiaeth yn y Gymraeg neu yn Saesneg.

show quoted sections