Project Monitoring – 'The Hold: A Suffolk Archives Service for the 21st Century'
Dear The National Lottery Heritage Fund,
Please send me all progress reports, updates, and all such other documents received from the grantee (as well as those sent in response to these by the Fund) concerning the Fund's monitoring of the project named '"The Hold": A Suffolk Archives Service for the 21st Century' that have been received, to date, by the Fund since the date of the (second-round) grant award.
These as set out in the 'Terms of Grant' and/or specified in the Fund's document titled 'Heritage Grants - Receiving a grant Monitoring; Project Consultants; Permission to Start; and Grant payment' (or in those documents, if different, equivalent to these at the time of the grant award).
Yours faithfully,
Susan Meadows (Mrs)
Thank you for your Freedom of Information request to the National Heritage
Memorial Fund/ National Lottery Heritage Fund.
We are currently processing your request and will endeavour to respond
within 20 working days. However, due to Covid-19 and the current climate
we may be delayed in responding to you. Thank you in advance for your
patience with this and we will of course keep you updated if your request
is delayed.
Many thanks,
FOI Team
For further guidance regarding Freedom of Information and Covid-19 please
see the ICO's blog.
The National Lottery Heritage Fund
Website: heritagefund.org.uk
Telephone no: 0207 591 6000
Follow us on Twitter, Facebook and Instagram
Dear Mrs Susan Meadows,
Thank you for your Freedom of Information request on 22 August 2021 in regards to '"The Hold": A Suffolk Archives Service for the 21st Century'. We have been working on this request and need some clarification around the information you would like to see.
We have interpreted your request to mean progress reports and other documents/updates informing us on progress in reaching key milestones, received from the grantee as well as any sent in response to these by the Fund. The types of monitoring documents we hold are:
• Progress Report forms
• Progress Report form attachments which include:
- Events and images
- Risk registers
- Invoices
- Approved purposes updates
- Project timeline charts
- Job profiles
• Correspondence about progress towards key milestones
• Any other documents provided by the grantee about progress towards key milestones
In our Receiving a Grant guidance, under Progress Report Form, we state that Payment Request forms are submitted with Progress Reports. We do not define Payment Request forms as a type of monitoring document and believe they would fall outside the scope of your request.
Is this the correct interpretation of your request?
We also want to ensure we provide information that is relevant to your requirements and have identified a large number of attachments to the Progress Report forms. I have listed their broad categories above and would be grateful if you could confirm which of these you would like to see?
Would you be able to let us know as soon as possible so that we can further your request.
Best wishes,
Georgia
FOI Team
The National Lottery Heritage Fund
Our main telephone number: 0207 591 6000
Website: heritagefund.org.uk
Follow us on Twitter, Facebook and Instagram
#NationalLotteryHeritageFund
Dear The National Lottery Heritage Fund,
Apologises for not replying sooner to your request for some clarification of my own request.
But yes, you are correct in your interpretation of my request to mean: 'progress reports and other documents/updates informing [yourselves] on progress in reaching key milestones, received from the grantee as well as any sent in response to these by the Fund.'
Since, according to your guidance, the 'Payment Request forms' are to be submitted with 'Progress Report forms', then I request these be included in your response.
Of the other documents/attachments you have identified, then I request you to include the following:
- Risk registers
- Approved purposes updates
- Project timeline charts
- Job profiles (where/if these have changed from those set out in the grant application(s))
I request, too, the 'correspondence about progress towards key milestones'. Which I'm sure would assist in interpreting the above documents to help gain a better understanding of the progression of the project as a whole over the past number of years.
Many thanks – and apologises once again for my delay in responding to you.
Yours faithfully,
Susan Meadows (Mrs)
Dear Mrs Meadows,
Thank you for reviewing and clarifying the information you would like to see.
We are continuing to process your request using this clarification, and I would like to confirm the 20 working day response time restarts on receipt of clarification as per the Freedom of Information Act. You should expect our response no later than 27 October 2021.
Kind regards,
Georgia
FOI Team
The National Lottery Heritage Fund
Our main telephone number: 0207 591 6000
Website: heritagefund.org.uk
Follow us on Twitter, Facebook and Instagram
#NationalLotteryHeritageFund
Dear Mrs Meadows,
We have been working on your Freedom of Information (FOI) request in relation to The Hold project.
Please accept my apologies but we are unable to respond to your request within the 20 working days specified under Section 10 of the FOI Act, due to a delay in completing the due diligence checks we have to carry out before releasing information.
I appreciate that this must be disappointing but we will send our response as soon as possible and I will provide you with an update on 29 October 2021.
Kind regards,
Georgia
FOI Team
The National Lottery Heritage Fund
Our main telephone number: 0207 591 6000
Website: heritagefund.org.uk
Follow us on Twitter, Facebook and Instagram
#NationalLotteryHeritageFund
Good afternoon,
I am emailing to provide an update on the progress of your FOI request.
We are continuing to work on the request but are still carrying out due
diligence checks before we can release any information. I am very sorry
for the continued delay and I will update you when we have made further
progress.
Kind regards,
Georgia
FOI Team
The National Lottery Heritage Fund
Our main telephone number: 0207 591 6000
Website: heritagefund.org.uk
Follow us on Twitter, Facebook and Instagram
#NationalLotteryHeritageFund
Dear Mrs Meadows,
I am getting in touch about your Freedom of Information (FOI) request in
relation to The Hold project.
I am sorry for the continuing delay in receiving a response to your
request. We have now gathered all of the relevant information and are
processing your request. This is taking us some time due to the large
amount of information we are processing.
We will respond as soon as we can and we will keep you informed on the
progress of your request.
Kind regards,
Georgia
FOI Team
The National Lottery Heritage Fund
Our main telephone number: 0207 591 6000
Website: heritagefund.org.uk
Follow us on Twitter, Facebook and Instagram
#NationalLotteryHeritageFund
Good afternoon Ms Meadows,
I have a lot of documents to send through and unfortunately they are to
large for our server. I would like to send them via a link to SharePoint
but I need an email address for the recipient that is linked to Microsoft
Office. Because the above email address is a third-party site (not linked
to Microsoft) it won’t work.
Do you have an alternative email address that I could send the documents
to?
Kind Regards,
Calissa
Calissa Palmer
Data Protection Officer (DPO) and Information Manager
Business Services
The National Lottery Heritage Fund
Tel: 020 8132 7211
Email: [1][email address]
Website: [2]heritagefund.org.uk
Follow us on [3]Twitter, [4]Facebook and [5]Instagram
#NationalLotteryHeritageFund
References
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Dear Mrs Susan Meadows,
Thank you for your Freedom of Information request on 22 August 2021, and
clarification received on 29 September 2021.
Request
You requested to see information on all progress reports, updates, and all
such other documents received from the grantee (as well as those sent in
response to these by the Fund) concerning the Fund's monitoring of the
project named '"The Hold": A Suffolk Archives Service for the 21st
Century' that have been received, to date, by the Fund since the date of
the (second-round) grant award.
This request was narrowed on clarification to include:
· Progress Report forms
· Payment Request forms
· Risk registers
· Approved purposes updates
· Project timeline charts
· Job profiles (where/if these have changed from those set out in
the grant application(s))
· correspondence about progress towards key milestones
Response
We have searched our systems and records for the requested information and
have identified the documents listed in the table below as being in scope
of your request. Please find these via the link at the bottom of the
page.
+------------------------------+
|Document Title |Supporting |
| |documents |
|---------------+--------------|
| |Approved |
|Progress Report|purposes |
|1 |update |
|---------------+--------------|
| |Risk log - |
| |construction |
| |--------------|
| |Risk Log - non|
| |construction |
|---------------+--------------|
|Progress Report|Approved |
|2 |purposes |
| |update |
| |--------------|
| |High Level |
| |Programme |
| |--------------|
| |Risk Register |
| |– Activity |
| |--------------|
| |Risk Register |
| |- Capital |
|---------------+--------------|
|Progress Report|Approved |
|3 |purposes |
| |update |
| |--------------|
| |High Level |
| |Programme |
| |--------------|
| |Risk Register |
| |--------------|
| |Risk Register |
| |– Activities |
|---------------+--------------|
|Progress Report|Approved |
|4 |purposes |
| |update |
| |--------------|
| |High Level |
| |Programme |
| |--------------|
| |Risk Register |
| |--------------|
| |Exhibition and|
| |Interpretation|
| |Officer job |
| |profile |
| |--------------|
| |Intern Job |
| |profile |
|---------------+--------------|
|Progress Report|Approved |
|5 |purposes |
| |update |
| |--------------|
| |High Level |
| |Programme |
| |--------------|
| |Risk Register |
|---------------+--------------|
|Progress Report|Approved |
|6 |purposes |
| |update |
| |--------------|
| |High Level |
| |Programme |
| |--------------|
| |Risk |
| |Register - |
| |Construction |
| |--------------|
| |Risk |
| |Register – |
| |Operational |
| |activities |
|---------------+--------------|
|Progress Report|Approved |
|7 |purposes |
| |update |
| |--------------|
| |High Level |
| |Programme |
| |--------------|
| |Risk |
| |Register - |
| |Construction |
| |--------------|
| |Risk |
| |Register – |
| |Activities |
|---------------+--------------|
|Progress Report|Approved |
|8 |purposes |
| |update |
| |--------------|
| |Risk |
| |Register - |
| |Construction |
| |--------------|
| |Risk |
| |Register – |
| |Operational |
| |activities |
| |--------------|
| |Commercial |
| |Officer job |
| |profile |
|---------------+--------------|
|Progress Report|Approved |
|9 |purposes |
| |update |
| |--------------|
| |Risk |
| |Register - |
| |Construction |
| |--------------|
| |Risk |
| |Register – |
| |Activities |
|---------------+--------------|
|Progress Report|Approved |
|10 |purposes |
| |update |
| |--------------|
| |Risk |
| |Register - |
| |Construction |
| |--------------|
| |Risk |
| |Register – |
| |Activities |
|---------------+--------------|
|Progress Report|Approved |
|11 |purposes |
| |update |
| |--------------|
| |Risk Register |
| |--------------|
| |Volunteer |
| |Engagement |
| |Coordinator |
| |job profile |
| |--------------|
| |Commercial |
| |Officer job |
| |profile |
|---------------+--------------|
|Acknowledgement| |
|Form | |
|---------------| |
|Payment Request| |
|1 | |
|---------------| |
|Payment Request| |
|2 | |
|---------------| |
|Payment Request| |
|3 | |
|---------------| |
|Payment Request| |
|4 | |
|---------------| |
|Payment Request| |
|5 | |
|---------------| |
|Payment Request| |
|6 | |
|---------------| |
|Payment Request| |
|7 | |
|---------------| |
|Payment Request| |
|8 | |
|---------------| |
|Payment Request| |
|9 | |
|---------------| |
|Payment Request| |
|10 | |
|---------------| |
|Payment Request| |
|11 | |
+------------------------------+
Please be aware that there are instances of redaction within the
documents which have been made under Section 40 of the Freedom of
Information Act – Personal Information. This exemption allows a public
body to withhold information that could be considered personal to an
individual. In line with the principles set out in the Data Protection
Act, a public body has a duty to protect personal information that it
holds.
There are also instances of redaction within these documents which have
been made under Section 43(2) of the Freedom of Information Act -
Commercial Interests. This exemption allows us to decline a request for
information if disclosure of which would, or would be likely to, prejudice
the commercial interests of any person or organisation. This is what’s
known as a qualified exemption. It is subject to a public interest test,
which I have set out below. Overall we have concluded that the arguments
against disclosure outweigh those in favour.
The following redactions have been made under Section 43(2):
+------------------------------------------+
|Document Title |Location of Section |
| |43(2) redaction |
|---------------+--------------------------|
|Progress Report|Page 9, Section 7 under |
|1 |‘Value(£)’ |
| | |
| |Pages 11 to 13, under |
| |‘Agreed Costs’, Revised |
| |Costs’ and ‘Proposed |
| |Costs’ columns |
| | |
| |Page 12, Other Capital |
| |Work, ‘Description’ |
| |column |
| | |
| |Page 12, Equipment and |
| |materials (activity), |
| |‘Description’ column |
|---------------+--------------------------|
|Progress Report|Page 9, two redactions |
|2 |under ‘Value(£)’ |
| | |
| |Pages 12 to 14, under |
| |‘Agreed Costs’, Revised |
| |Costs’ and ‘Proposed |
| |Costs’ columns |
| | |
| |Page 13, Other Capital |
| |Work, ‘Description’ |
| |column |
| | |
| |Pag 14, Equipment and |
| |materials (activity), |
| |‘Description’ column |
| | |
| |Page 14, Professional fees|
| |relating to any of the |
| |above (activity), |
| | |
| |Page 14, Evaluation |
| |Consultant costs |
| |information |
|---------------+--------------------------|
|Progress Report|Page 3, quality and |
|2, Approved |cost scores |
|purposes | |
|update | |
|---------------+--------------------------|
|Progress Report|Page 10, Other Capital |
|3 |Work, ‘Description’ |
| |column |
| | |
| |Pages 10 to 12 under |
| |‘Agreed Costs’, Revised |
| |Costs’ and‘ Proposed |
| |Costs’ columns |
| | |
| |Page 11, Equipment and |
| |materials (activity), |
| |‘Description’ column |
| | |
| |Page 11, Professional fees|
| |relating to any of the |
| |above (activity), |
| | |
| |Page 11, Evaluation |
| |Consultant costs |
| |information |
|---------------+--------------------------|
|Progress |Pages 2 and |
|Report 3, |3, ‘Consultancies’ amounts|
|Approved |in table |
|purposes | |
|update | |
|---------------+--------------------------|
|Progress Report|Page 10, Section 7 under |
|4 |‘Value(£)’ |
|---------------+--------------------------|
|Progress Report|Page 11, Section 7 under |
|5 |‘Value(£)’ |
| | |
| |Page 12, Section 7 in |
| |relation to PhotoEast |
| |expenditure |
|---------------+--------------------------|
|Progress Report|Page 6, two redactions |
|6 |made under ‘Value (£)’ |
| |column |
|---------------+--------------------------|
|Progress |Page 4, two redactions to |
|Report 6, |prices information |
|Approved | |
|purposes |Page 15, redaction under |
|update |‘Realising Ambitions – |
| |funding secured’ |
| |paragraph (amount applied |
| |for) |
| | |
| |Page 16, redaction under |
| |‘Land and Shore: Alton |
| |Water – sharing storage’ |
| |(offer amount). |
| | |
| |Page 33, redaction under |
| |‘Notes’ column of table |
| | |
| |Page 40, redaction under |
| |‘Updates’ column (offer |
| |amount) |
|---------------+--------------------------|
|Progress Report|Costs in table – Page 13 |
|7 | |
|---------------+--------------------------|
|Progress |Costs in Supplier Monitor |
|Report 7, |Ranking table – Page 7 |
|Approved | |
|purposes |Costs in table – Page 8 |
|update | |
|---------------+--------------------------|
|Progress Report|Cost for the chairs for |
|8 |the 2 Seminar Rooms and |
| |the Education Room – Page |
| |12 |
|---------------+--------------------------|
|Progress Report|Costs in table on Page 12 |
|9 | |
|---------------+--------------------------|
| |Page 3, all redactions |
| |made to columns ‘Total of |
| |invoice (excluding VAT)’ |
| |and ‘Total cost claiming |
| |£’ except ‘Suffolk County |
| |Council Payroll’ figures |
| |which are redacted under |
|Payment Request|Section 40 (Personal |
|1 |Information) |
|---------------+--------------------------|
| |Pages 3, 4 and 5 all |
| |redactions made to columns|
| |‘Total of invoice |
| |(excluding VAT)’ and |
| |‘Total cost claiming £’ |
| |except ‘Suffolk County |
| |Council Payroll’ figures |
| |which are redacted under |
|Payment Request|Section 40 (Personal |
|2 |Information) |
|---------------+--------------------------|
| |Pages 3, 4 and 5 all |
| |redactions made to columns|
| |‘Total of invoice |
| |(excluding VAT)’ and |
| |‘Total cost claiming £’ |
| |except ‘SCC Payroll’ |
| |figures which are redacted|
|Payment Request|under Section 40 (Personal|
|3 |Information) |
|---------------+--------------------------|
| |Pages 3, 4 and 5 all |
| |redactions made to columns|
| |‘Total of invoice |
| |(excluding VAT)’ and |
| |‘Total cost claiming £’ |
| |except ‘SCC Payroll’ |
| |figures which are redacted|
| |under Section 40 (Personal|
| |Information) |
| | |
|Payment Request|Page 6, evaluation cost |
|4 |heading value |
|---------------+--------------------------|
| |Pages 3, 4 and 5 all |
| |redactions made to columns|
| |‘Total of invoice |
| |(excluding VAT)’ and |
| |‘Total cost claiming £’ |
| |except ‘SCC Payroll’ |
| |figures which are redacted|
|Payment Request|under Section 40 (Personal|
|5 |Information) |
|---------------+--------------------------|
| |Pages 3, 4, 5 and 6 all |
| |redactions made to columns|
| |‘Total of invoice |
| |(excluding VAT)’ and |
| |‘Total cost claiming £’ |
| |except ‘SCC Payroll’ |
| |figures which are redacted|
|Payment Request|under Section 40 (Personal|
|6 |Information) |
|---------------+--------------------------|
| |Pages 3, 5, 6 and 7 all |
| |redactions made to columns|
| |‘Total of invoice |
| |(excluding VAT)’ and |
| |‘Total cost claiming £’ |
| |except ‘SCC Payroll’ |
| |figures which are redacted|
|Payment Request|under Section 40 (Personal|
|7 |Information) |
|---------------+--------------------------|
| |Pages 3, 4, 5, 6 and 7 all|
| |redactions made to columns|
| |‘Total of invoice |
| |(excluding VAT)’ ‘VAT for |
| |Agreed Costs £’ and ‘Total|
| |cost claiming £’ except |
| |‘SCC Payroll’ figures |
| |which are redacted under |
| |Section 40 (Personal |
| |Information) |
| | |
| |Page 8, final two |
| |redactions made under |
|Payment Request|‘Contingencies or |
|8 |unexpected extra costs’. |
|---------------+--------------------------|
| |Pages 3, 4, 5, 6, 7 and 8 |
| |all redactions made to |
| |columns ‘Total of invoice |
| |(excluding VAT)’ ‘VAT for |
| |Agreed Costs £’ and ‘Total|
| |cost claiming £’ except |
| |‘SCC Payroll’ figures |
| |which are redacted under |
| |Section 40 (Personal |
| |Information) |
| | |
| |Page 9, under |
|Payment Request|‘Contingencies or |
|9 |unexpected extra costs’ |
|---------------+--------------------------|
| |Pages 3, 4, 6, 7,8, 9 and |
| |10 all redactions made to |
| |columns ‘Total of invoice |
| |(excluding VAT)’ and |
| |‘Total cost claiming £’ |
| |except ‘SCC Payroll’ |
| |figures which are redacted|
| |under Section 40 (Personal|
| |Information) |
| | |
| |Page 8, redaction in |
| |‘Value of agreed costs (if|
| |different from total) |
| |excluding VAT 3’ column |
| | |
| |Page 12, all |
| |redactions except |
|Payment Request|Community Trainees salary |
|10 |figure |
|---------------+--------------------------|
| |Pages 3, 4, 5, 6, 7 and 8 |
| |all redactions made to |
|Payment Request|columns ‘Total of invoice |
|11 |(excluding VAT)’ |
+------------------------------------------+
PUBLIC INTEREST TEST - Section 43(2)
Factors in favour of disclosure
· Disclosing the information requested would enhance transparency
and accountability.
· As a publicly funded organisation, the public has a legitimate
interest in The National Lottery Heritage Fund’s activities and disclosure
would increase public awareness about the work of The National Lottery
Heritage Fund and its grantees.
Factors against disclosure
· It is not in the interest of the grantee or The National Lottery
Heritage Fund to release this tender and contract information as it is
likely to be prejudicial to the grantee’s future business, limiting their
ability to competitively procure future contracts.
· The National Lottery Heritage Fund does not consider the
disclosure of this information, which could affect the grantee’s ability
to negotiate future contracts and secure value for money, to be in the
public’s best interest.
· To release information the tenderers have identified as
commercially confidential will be detrimental to Suffolk County Council’s
commercial relationship with them could have a detrimental impact on, and
limit, the potential outcome of the Council’s future tenders.
In your request, you asked to see correspondence about progress towards
key milestones. We have reviewed the information we hold and, as progress
towards key milestones is reported to us through the progress report
forms, any correspondence is related to day-to-day administration of the
grant award and we believe this falls outside the scope of your request.
If you have any issues accessing the links please do let me know as we
initially had some difficulty attaching the documents due to their size.
If you are unhappy with the service you have received in relation to your
request and wish to request an internal review of our decision please
contact [1][email address]. If you were then not content with the
outcome of the internal review you have the right to appeal to the
Information Commissioner’s Office ([2]https://ico.org.uk/).
I'm using Adobe Acrobat.
You can view "Acknowledgement form_Redacted.pdf" at:
[3]https://documentcloud.adobe.com/link/tra...
You can view "Payment Request Forms.zip" at:
[4]https://documentcloud.adobe.com/link/tra...
You can view "Progress Report 1.zip" at:
[5]https://documentcloud.adobe.com/link/tra...
You can view "Progress Report 2.zip" at:
[6]https://documentcloud.adobe.com/link/tra...
You can view "Progress Report 3.zip" at:
[7]https://documentcloud.adobe.com/link/tra...
You can view "Progress Report 4.zip" at:
[8]https://documentcloud.adobe.com/link/tra...
You can view "Progress Report 5.zip" at:
[9]https://documentcloud.adobe.com/link/tra...
You can view "Progress Report 6.zip" at:
[10]https://documentcloud.adobe.com/link/tra...
You can view "Progress Report 7.zip" at:
[11]https://documentcloud.adobe.com/link/tra...
You can view "Progress Report 8.zip" at:
[12]https://documentcloud.adobe.com/link/tra...
You can view "Progress Report 9.zip" at:
[13]https://documentcloud.adobe.com/link/tra...
You can view "Progress Report 10.zip" at:
[14]https://documentcloud.adobe.com/link/tra...
You can view "Progress Report 11.zip" at:
[15]https://documentcloud.adobe.com/link/tra...
Kind Regards,
Calissa
Calissa Palmer
Data Protection Officer (DPO) and Information Manager
Business Services
The National Lottery Heritage Fund
Tel: 020 8132 7211
Email: [16][email address]
Website: [17]heritagefund.org.uk
Follow us on [18]Twitter, [19]Facebook and [20]Instagram
#NationalLotteryHeritageFund
From: Freedom Of Information
Sent: 12 November 2021 17:07
To: [FOI #784150 email]
Subject: RE: Freedom of Information request - Project Monitoring – 'The
Hold: A Suffolk Archives Service for the 21st Century'
Dear Mrs Meadows,
I am getting in touch about your Freedom of Information (FOI) request in
relation to The Hold project.
I am sorry for the continuing delay in receiving a response to your
request. We have now gathered all of the relevant information and are
processing your request. This is taking us some time due to the large
amount of information we are processing.
We will respond as soon as we can and we will keep you informed on the
progress of your request.
Kind regards,
Georgia
FOI Team
The National Lottery Heritage Fund
Our main telephone number: 0207 591 6000
Website: heritagefund.org.uk
Follow us on Twitter, Facebook and Instagram
#NationalLotteryHeritageFund
References
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