Properties which have been removed from the Council Tax register Shetland

The request was partially successful.

Dear Assessor for Orkney and Shetland Valuation Joint Board,

Please provide details of all Properties which have been removed from the Council Tax register in Shetland all ZE postcodes during the last 10 years.
This should include property reference, full address and postcode, date of removal and reason for removal whether for disposal or reclassification to the non domestic valuation roll etc.
The information is not available on website https://www.saa.gov.uk/

Yours faithfully,

Gary Henderson

Dennis Stevenson,

Dear Sir

I acknowledge receipt of your FOI request and will respond with in the statutory time limits.

Yours faithfully

Dennis M Stevenson
Assessor & Electoral Registration Officer
Orkney & Shetland Valuation Joint Board
8 Broad Street
Kirkwall
KW15 1NX
 
Tel 01856 876222  Fax 01856 870949
 
www.orkney-shetland-vjb.co.uk

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Dennis Stevenson,

Dear Sir

I reply in response to your FOI request below and can supply the information requested under two options below:

Option 1
I can supply the Non- Domestic information extending to 146 records that have been transferred to the Valuation Roll; I can supply the Council Tax information relating to Deleted Records extending to 182 records without the reason for deletion until the fee below has been paid.

Regulation 3 Calculation of Fees - Projected Costs (for Option 1) Time taken to extract information from 183 paper files and transfer to spreadsheet at 10 minutes per file = 1820 minutes
1820 minutes = 30.33 hours at £15 per hour = £454.95. Fee payable is 10% of difference between Projected costs over the £100 excluded costs, therefore the fee chargeable will be £35.49.
If you wish to take Option 1 please let me know who should be invoiced and what the correspondence address will be.

Option 2
I can supply the Non- Domestic information extending to 146 records that have been transferred to the Valuation Roll; I can supply the Council Tax information relating to Deleted Records extending to 182 records without the reason for deletion at no cost.

Please let me know which option you would like to undertake.

Contact details for the Information Commissioner is given below in case you wish to make contact with them regarding this FOI request. However, if you wish a review to be undertaken regarding the provision of information contained within this FOI request please respond to this email in the first instance within 20 working days.

Scottish Information Commissioner
Kinburn Castle, Doubledykes Road
St Andrews, KY16 9DS
Web: www.itspublicknowledge.info
Tel: 01334 464610
Fax: 01334 464611

Regards
Dennis

Dennis M Stevenson
Assessor & Electoral Registration Officer Orkney & Shetland Valuation Joint Board
8 Broad Street
Kirkwall
KW15 1NX
 
Tel 01856 876222  Fax 01856 870949
 
www.orkney-shetland-vjb.co.uk

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Dear Dennis Stevenson,

Thank you for your response I do however find it difficult to believe that in this day and age you are still working with paper files for these important records and no electronic backup in place in the event of a fire, flood, theft etc. I note this is not the case with the non-domestic register and certainly all records from 2010 are available from your website, I have extracted 280 deletions from the NDR and put on a PDF file from this register in under 5 minutes half the time it take for 1 entry from your present domestic register, this again is something you would need to address as these are important files and I believe it irresponsible for a backup not to be in place given the simplicity of setting up and maintaining a ERM system, again something I advise that you consider. Can you confirm if this is normal practice for SAA areas throughout Scotland to maintain records in this manner?
I would like you to proceed with option 1 and agree to pay the fee as detailed above, Tom Crawford from your Lerwick office has all my details for invoicing, I will again forward these via email direct to yourself which I have from our previous correspondence.
I do however accept that this leaves us with only the paper records to work from which is again time consuming, to save time with this exercise I suggest that we scan the documents this is a simple exercise and can be completed with a limited skill set each entry taking around 1 minute (we should only require the front page which should contain the property details, decision and statement), I can again provide your department with a scanner and USB flash drive if required, this will reduce time considerably on your department and eliminate the requirement for an additional spreadsheet and manual input of the data, again I am more than happy to assist in any way that helps.
I am also interested in a list of the properties during this same 10 year period which have been refused deletion from the Council Tax register if this could also be dealt with in this same application or should I submit a separate application for this information? Mr Crawford mentioned 3 of these properties in his presentation on 8th November 2016 which were;
Property 5A: Houlland in Unst
Property 5B: 25 Knab Road in Lerwick
Property 5C: Scholland in Virkie
Again he was very vague on detail and provided little more than a few photographs, I would be looking for the full property details and reference along with decision and statement and date for these properties and any others during the 10 year period.

Yours sincerely,

Gary Henderson

Dear Dennis Stevenson,
Just to update you that your Invoice 3980449 for the £35.49 has been paid, if you could please arrange for payee address to be sorted on your invoices as this office has now been closed for the past six months.
I assume from your lack of response on emails 23/02/17 and 01/03/17 and above request for the additional information you wish for me to complete a separate FOI request which I am happy to submit.
Again I thank you and look forward to receiving the requested information.

Yours sincerely,

Gary Henderson

Dennis Stevenson,

I'm currently out of the office, returning on Tuesday 7 March, and will
have limited access to emails. If your business is urgent please contact
the main office on 01856 876222 or email [email address] or
[email address]

 

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References

Visible links
1. http://www.orkney.gov.uk/

Dennis Stevenson,

1 Attachment

Dear Sir

Attached is the information requested for FOI below.

Can you acknowledge receipt of this data.

Contact details for the Information Commissioner is given below in case you wish to make contact with them regarding this FOI request. However, if you wish a review to be undertaken regarding the provision of information contained within this FOI request please respond to this email in the first instance within 20 working days.

Scottish Information Commissioner
Kinburn Castle, Doubledykes Road
St Andrews, KY16 9DS
Web: www.itspublicknowledge.info
Tel: 01334 464610
Fax: 01334 464611

Regards

Dennis M Stevenson
Assessor & Electoral Registration Officer
Orkney & Shetland Valuation Joint Board
8 Broad Street
Kirkwall
KW15 1NX
 
Tel 01856 876222  Fax 01856 870949
 
www.orkney-shetland-vjb.co.uk

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Dear Dennis Stevenson,
I thank you for your reply I do however note that the property references supplied are incorrect and do not correspond to any properties on your website.
Addresses are not complete and description vague, certainly not reprehensive of 30 hours work.
I would appreciate if you could review this data for me.

Yours sincerely,

Gary Henderson

Dear Dennis Stevenson,
Have you had a chance to review the data supplied and rectify?

Yours sincerely,

Gary Henderson

Dennis Stevenson,

Dear Sir

Your request for review of the original FOI information is being undertaken by an officer not involved in the original FOI supply of information and will be reporting within the statutory time limits.

Yours faithfully

Dennis M Stevenson
Assessor & Electoral Registration Officer
Orkney & Shetland Valuation Joint Board
8 Broad Street
Kirkwall
KW15 1NX
 
Tel 01856 876222  Fax 01856 870949
 
www.orkney-shetland-vjb.co.uk

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Assessor for Orkney and Shetland Valuation Joint Board

1 Attachment

Dear Mr. Henderson

 

Please find attached a letter formally responding to your request for
review of the FOI decision you recently received from the Assessor for
Orkney and Shetland Valuation Joint Board.

I Hope this addresses your concerns.

 

Regards

 

Tom Crawford

 

Dear Mr Crawford
I thank you for your reply and sorting the issue with incorrect reference numbers supplied, I do however note your comment regarding the information supplied where you state, ( I confirm that the address and description details provided are as contained on the Orkney and Shetland Valuation Joint Board electronic system.)
The option 1 was for the extended information which was to be extracted from the paper files not electronic system, these would have contained the information requested, and this again explains why the information was supplied within a day when original calculated at 30 hours.
As the information was only partially supplied I will update status to reflect this.

Yours faithfully,

Gary Henderson