Llandough Community Council — Paul Egan correspondence thread

SOURCE STATUS NOTE — NOT A TRANSCRIPTION

14 June 2026 · time not stated

Section 21 response described by later correspondence
From: Paul Egan / Clerk

SOURCE STATUS NOTE — NOT A TRANSCRIPTION
Record: Section 21 response referred to in the 21 September 2026 request
Date: 14 June 2026
Sender: Paul Egan, Clerk (as described in later correspondence)
Timestamp: original header not recovered

The later request states that Paul Egan’s 14 June response said that the minute books from 1982 onwards had been deposited with Glamorgan Archives in 2002 and invoked FOIA section 21 (information accessible by other means). The 14 June source email has not been separately recovered in the public correspondence catalogue; this note records the later description, not the original wording.

Cross-reference: https://greathousefarmwiki.wordpress.com/evidence-library/ghf-e170-llandough-council-foi-eir-request-section-12-refusal-2026/

QUOTE ONLY — original message not separately recovered

20 September 2026 · time not stated

Reply quoted in 28 September correspondence
From: Council / quoted wording

20 September 2026 — wording quoted inside the Council’s 28 September email; original 20 September message not separately recovered.

“I note that our Clerk, Paul Egan, has already directed you to all the information we have on the matter as indicated in paragraph 6 of your email. We have nothing more to add.”

Source: published Wiki transcription GHF-E106-R53, quoting the 28 September correspondence. This is a quotation, not a recovered original message.

PUBLIC TRANSCRIPTION — original sent-item file not recovered

21 September 2026 · time not stated

FOI/EIR request from Sion Buckler
From: Sion Buckler

PUBLIC TRANSCRIPTION — NOT THE ORIGINAL SENT-ITEM FILE

PUBLIC TRANSCRIPTION FROM A LATER QUOTATION — NOT THE ORIGINAL SENT-ITEM FILE
Record: GHF-E170 / 21 September 2026 request
Date: 21 September 2026 (the page also records a reference in the text to a 20 September request date)
Sender: Sion Buckler
Timestamp: not independently verified from original headers

Dr Misra,

Thank you for replying, and for doing so promptly and at a weekend. Good
drills Sir. What an honour. I know you and the Council serve as volunteers,
and I am grateful for the time.

Let me set out plainly what I am asking of the Council, which is narrow.
If you'll allow me?

I am not asking your Council to revisit Mr Egan's answer of 14 June 2026.
He explained that the minute books from 1982 onwards were deposited with
Glamorgan Archives in 2002, and I am pursuing those there.

What I am asking about is what that answer did not cover. Llandough
Community Council is a public authority under Schedule 1, Part II,
paragraph 7(b) of the Freedom of Information Act 2000. The Act applies to
the recorded information set out below generally; the Environmental
Information Regulations 2004 apply in addition to any part of it that is
environmental information.

PART ONE — REQUEST FOR RECORDED INFORMATION

1. Whether the Council holds any recorded information created after the
2002 deposit — minutes, correspondence, reports, emails, photographs or
files of any kind — concerning Great House Farm (Ty Mawr) / Church View
Close, the village green in front of St Dochdwy's including registered
green VG 41, or the roadside verge by the churchyard wall.

2. Whether the Council holds any photographs, postcards or images of the
farm, the barn, the green or the church surroundings, of any date.

3. Whether the Council holds any recorded information showing what, if
anything, transferred to it from Penarth Town Council at the 1982
reorganisation, and any recorded information identifying where the pre-1982
Llandough community records were deposited.

If the answer to any of these is that no such information is held, I would
be content with a short statement to that effect — but I do need it stated.
Section 1(1)(a) of the Act requires the Council to confirm or deny whether
the information is held.

Section 10 (and regulation 5 of the EIR) allows twenty working days from
receipt, which on my request of 20 September 2026 I calculate as 16 October
2026.

If the Council is refusing, section 17 (and regulation 14) requires a
written refusal notice identifying the exemption or exception relied on;
section 17(7) requires the Council to give particulars of any complaints
procedure it operates, or to state that it has none, and to notify me of my
right to apply to the Information Commissioner; and regulation 11 gives a
right to an internal review of any refusal under the EIR.

"We have nothing more to add" does not meet those requirements. If the
period passes without a compliant response I will have no option but to
complain to the Information Commissioner.

PART TWO — MATTERS FOR THE COUNCIL'S DISCRETION

These are not part of the request above and carry no deadline. They are
simply things I would be grateful for.

A. I am not asking for the name or contact details of any individual. I am
asking whether the Council would be willing to pass my details to any
former member, former clerk or long-standing resident who might remember
the village between the 1950s and the 1990s, leaving it entirely to them
whether to contact me. I appreciate the Council may have data protection or
administrative reasons for declining, and I would not press it.

B. Whether the Council would be willing to table this correspondence at a
meeting and minute it. I am content for it to be tabled in full.

C. Whether the Council would consider, in due course, whether an
interpretation board or a plaque near the green would be appropriate. The
excavation on the land beneath Church View Close recorded 1,026 burials,
described in the published report as by far the largest early medieval
burial population so far recovered from Wales, above a Roman villa and an
Iron Age roundhouse. That history belongs to Llandough as much as to my
family, and there is nothing on the ground that records it. I would be glad
to give the Council or the community a short talk on the documentary
record, without charge, if that would be useful.

I should be grateful for a response to items 1 to 3 by 16 October 2026.

Regards,

Sion Buckler (Ret'd Sergeant)
Royal Signals Cyber/ Electronic Warfare Professional and Life Member

Provenance: this text is reproduced in the public GHF-E170 page as transcribed from the request quoted in the 28 September correspondence. The original sent-item email was not separately recovered in the reviewed public record.

PUBLIC TRANSCRIPTION — GHF-E106-R54

28 September 2026 · time not stated

Request passed to Clerk
From: Dr Mo Misra, Chair

PUBLIC TRANSCRIPTION — NOT THE ORIGINAL EMAIL FILE
Record: GHF-E106-R54
Date: 28 September 2026
Sender: Dr Mo Misra, Chair, Llandough Community Council
Timestamp: not stated in the published transcription

Dear Mr Buckler,

Your email of the 21st September has been passed over to our clerk (in copy) for consideration.

Best regards
Dr Mo Misra
Chair, Llandough Community Council

Provenance: transcription from the published Great House Farm Wiki page GHF-E106-R54. Original .eml/header timestamps were not included in the public source.

PUBLIC TRANSCRIPTION — GHF-E106-R55

11 October 2026 · time not stated

Section 12 refusal
From: Paul R. Egan, signed as Clerk

PUBLIC TRANSCRIPTION — NOT THE ORIGINAL EMAIL FILE
Record: GHF-E106-R55
Date: 11 October 2026
Sender: Paul R. Egan, signed as Clerk to Llandough Community Council
Timestamp: not stated in the published transcription

Dear Mr Buckler,

Thank you for your email of  21 September 2026 making a request for 
information.

We are treating your correspondence as a request for information under 
the Freedom of Information Act 2000 (the act).

Under the provisions of the act and as defined by "The Freedom of 
Information and Data Protection (Appropriate Limit and Fees) Regulations 
2004" (the regulations) , an authority is not obliged to comply with a 
request for information if the authority estimates that the cost of 
complying with the request would exceed the "appropriate limit".  This 
appropriate limit is set by the regulations at £450 for our type of 
authority.

In the regulations our staff time is valued at £25 per hour.  This has 
the effect of imposing a time limit of 18 hours of staff time for 
activities specified in the regulations.

  The regulations make the following activities by an authority countable 
towards the cost limit.

  	* determining whether it holds the information,

  	* locating the information, or a document which may contain the 
information,

  	* retrieving the information, or a document which may contain the 
information, and

  	* extracting the information from a document containing it.

  We have estimated the time and therefore costs as provided by the 
regulations, and in doing so have taken into account the above 
activities.

  We estimate that this work will take in excess of 18 hours of effort by 
our staff. As we have a significant amount of documents on file from the 
period 2002-2016 where minutes are in documents rather than published on 
the website or in archives.

  We estimate this will exceed the limit provided for by the regulations 
and therefore your request is refused on the grounds provided for under 
section 12 of the act.

Our estimate of time is based on the requirement to search all minutes 
of the council and its committees for a period of 14 years. It is 
estimated that it will take about 20 minutes to read each set of minutes 
of which there are estimated to 224 sets of minutes. It is considered 
that this is likely to take about 10 minutes to assess each set of 
minutes a total of over 2240 minutes which equates to 37 hours.

  We may may be able to provide some information if you are able to 
reduce or refine your request to bring the cost of compliance under the 
regulations limit.  We suggest that you could limit the time frame of 
minutes that we would need to look through. For example 2002-2006.

  Please contact us if you would like to refine your request.

  If you are not satisfied with this response or you wish to complain 
about any aspect of the handling of your request, then you should 
contact us in the first instance and we will undertake an internal 
review.

  If after the internal review you wish to complain further then you can 
complain to the Information Commissioners Office http://www.ico.gov.uk 
[1] and request a decision notice.

The other matters you include in your email will be considered at the 
October meeting of the council and I will let you have the views of the 
council after the meeting.

Kind regards,

Paul R. Egan BA, Chartered MCIPD, CiLCA, F. Inst. LM, FIPSM
Clerk to Llandough Community Council
[Postal address, telephone details, standard privacy footer and quoted earlier message omitted.]

Provenance: transcription from the published Great House Farm Wiki page GHF-E106-R55. Postal address, telephone details, standard footer and quoted earlier message were omitted in the source page.

WAYBACK PUBLIC COPY — personal address redacted

13 October 2026 · 01:07 UTC

First family email — superseded
From: Sion Buckler

PUBLIC ARCHIVE RELEASE COPY — REDACTED FOR PRIVACY
Evidence key: outgoing family email; chronology links this version to 13 October 2026, 01:07 UTC.
Status: superseded by the revised message at 03:25 UTC; retained to preserve the record of the thread.
Source lineage: Wayback version V0.0.0.00. The source text itself has no original message header. A home postal address and personal email address are withheld from this public copy.

Dear Mr Egan,

Thank you for your email of 11 October 2026. It contains several separate matters, so I have answered each under its own number. Please respond to each separately. Nothing below withdraws or narrows my original request of 21 September, and attendance at a meeting is not a condition of my information rights.

I am not asking the Council to decide the family's title dispute or to make findings about any individual, and I am not alleging wrongdoing by you. I ask that records be identified, searched for and disclosed, and that the matters in section 4 be considered.

1. INTERNAL REVIEW OF THE 11 OCTOBER REFUSAL (FOIA s.12; EIR reg. 11)

Please treat this as a formal request for the internal review you offered, of the section 12 refusal of my request of 21 September. To the extent any information is environmental, please also treat it as representations under regulation 11 of the EIR 2004.

My request had three categories: (a) records created after the 2002 deposit concerning Great House Farm / Tý Mawr, Church View Close, the village green (including VG 41) or the roadside verge by the churchyard wall; (b) photographs, postcards or images of the farm, barn, green or church surroundings, of any date; (c) records showing what, if anything, transferred from Penarth Town Council at the 1982 reorganisation, and where pre-1982 records were deposited. I ask the reviewer to address:

(i) Scope. The estimate covers only the reading of 224 sets of minutes for 2002-2016. Please explain why that is necessary and sufficient for each category, particularly (b) and (c), and what other searches were considered: correspondence and email files, photograph collections, transfer or deposit records, any index or electronic copy of the minutes, and sampling.

(ii) Arithmetic. The letter gives 20 minutes to read plus 10 minutes to assess each set, which is 30 minutes x 224 = 6,720 minutes (112 hours), but states 2,240 minutes (37 hours), which is 10 minutes x 224. Please confirm which calculation was used and which activities under regulation 4 of the Fees Regulations it includes. I accept the limit is exceeded on either figure.

(iii) Section 12(2). Please say whether the cost of determining whether the information is held would itself exceed the limit, or whether the estimate concerns locating and extracting information once its existence is established.

(iv) EIR. The green, verge, trees, woodland and land boundaries are likely to be environmental information. Please say which parts were assessed under the EIR. The FOIA cost limit is not an EIR refusal ground; if regulation 12(4)(b) is relied on, please give the reasons, the public interest assessment and the presumption in favour of disclosure.

(v) Advice and assistance (s.16 FOIA; reg. 9 EIR). Limiting the minutes to 2002-2006 does not address (b) or (c). Please say whether any part can be answered within the limit and suggest a practical refinement.

(vi) Without prejudice to the review: if the refusal is maintained, please treat parts (b) and (c) alone as a refined request, assessed under the correct regime, so that no time is lost.

Please have the review carried out by someone who took no part in the original decision, with the outcome and reasons in writing. I would be grateful for the outcome within 20 working days.

2. NEW REQUEST FOR RECORDED INFORMATION (FOIA and, where environmental, EIR)

This is a separate request, not a refinement of the one under review. Please search for Council-held or controlled minutes, agendas, reports, correspondence, complaints, notes or referrals:

(i) from approximately 1986 to 1990 concerning Great House Farm / Tý Mawr, its occupation, title or tenure, development or demolition, including any concerns raised by my late father, William "Billy" Buckler, or other family members. I have family information that my father raised concerns at Council meetings around 1988, described within the family as fraud-related. I cannot verify whether he did, what was said or what followed, and I do not present it as established fact. I ask whether the Council's records can establish what, if anything, was reported, how it was handled, and whether it was referred to any other body;

(ii) of any date concerning the village green, roadside verge, trees and adjoining woodland, and any reported extension of Church View Close gardens beyond their boundaries into the woodland, including correspondence with the charity that holds the woodland, residents or other authorities;

(iii) concerning the 2002 deposit: please confirm whether the Council retains or controls any copies of the minutes deposited with Glamorgan Archives, and identify any record of that transfer, its date, and any archival reference or destination known to the Council. I am separately pursuing the deposited volumes with Glamorgan Archives.

I assert a proprietary interest in Parcel A and the adjoining woodland, but I do not ask the Council to adjudicate title. If nothing is held after appropriate searches, please say so. If anything is withheld, please identify the statutory basis and reasons.

3. SUBJECT ACCESS REQUEST (Article 15 UK GDPR; Data Protection Act 2018)

Please provide a copy of my personal data held by the Council, including data in minutes, correspondence, reports, photographs or other records (including retained historical records) concerning my presence at Great House Farm as a child, the events surrounding the family's removal and the 1988 demolition, and any later record that identifies or refers to me. An electronic copy, ordinarily without charge, is fine. If you reasonably need identity evidence, please tell me promptly what is required. I understand the one-month period under Article 12(3) runs from receipt of this request, or of any identity evidence reasonably requested. This section concerns only my personal data; my father's reported statements and the wider records are dealt with in section 2.

4. THE OCTOBER MEETING

Your email says my "other matters" will be considered at the October meeting. Please confirm:
- the purpose of that statement, and whether I am invited to attend;
- the date, time and venue, public attendance arrangements and any remote option;
- the agenda, item numbers and papers, as soon as available;
- whether my correspondence will be circulated to councillors, how decisions and any actions will be minuted, and how I can obtain the minutes or formal outcome;
- how I may make representations as a member of the public, including any procedure, deadline and speaking limit.
I have not yet decided whether to attend.

I ask that the following be placed on the agenda, as issues for clarification and not as findings:

(a) From my 21 September email: whether the Council will pass my contact details to any former member, former clerk or long-standing resident who may wish to contact me (entirely at their choice); table and minute my correspondence in full; and accept my offer of a short talk, without charge, on the documentary record.

(b) The green south of the former farmhouse: what the Council understands its present role to be (owner, manager, custodian or otherwise), and the recorded instrument, plan or Council decision on which that understanding rests. The family's research raises a question whether this land was distinct from the agricultural parcel addressed in the 1955 possession proceedings. I ask the Council to check its own records, not to decide that question.

(c) The woodland behind the houses: I understand the charity responsible for it has raised concerns that some adjoining gardens extend beyond their boundaries. I cannot verify that. Please establish the charity's precise account, whether the Council holds relevant plans or correspondence, and refer any substantiated concern to the appropriate landowner or authority. I do not ask for findings about individual residents without evidence.

(d) The 1989 planning record: the copy available to me refers to annexes containing representations from historic societies concerning Great House Farm, which appear to be absent. Please consider whether the Council holds copies and whether it will ask the planning authority or relevant archive to locate the complete papers. This matters to understanding what was put before the decision-makers following the demolition.

(e) The historic site today: a site visit and, in due course, the merits of an interpretation board or plaque addressing the farm, the archaeological discoveries (the excavation beneath Church View Close recorded 1,026 burials, above a Roman villa and an Iron Age roundhouse) and the history of the green.

The same distinction applies to my father's reported concerns and to my own claim: they are matters requiring clarification, not established findings. If any proposed action is outside the Community Council's powers, please identify the appropriate body.

5. CHARGES AND THE CLERK'S POSITION

I do not authorise paid searches or accept any charge, and ask that no cost chargeable to me be incurred without my prior written agreement. If the Council offers to comply for a fee (FOIA s.13) or proposes a charge for environmental information, please send an itemised quotation for consideration only (not acceptance): the legal basis, the work proposed, hours and hourly rate, the total, whether the work can be staged (for example, parts 1(b) and 1(c) first), any published EIR charging schedule, payment methods, payee, payment reference and deadline.

Your 11 October email is signed as Clerk, and I understood from public information that you retired from that post in June 2026. Please confirm: (a) whether you are currently Clerk, or acting or locum, and since when; (b) who is the Council's Proper Officer and who has custody of its records; (c) whether the 11 October decision was yours personally or the Council's; (d) whether any handover or inventory of records was made on a change of clerk; and (e) who will conduct the internal review. I ask only to establish who is accountable for the review and the records.

Please reply by email and by post to [… personal postal address withheld in public copy].

Thank you again for your time and courtesy.

Regards,

Sion Buckler (Ret'd Sergeant)

Royal Signals Cyber / Electronic Warfare Professional and Life Member

[… personal postal address withheld in public copy]

WAYBACK PUBLIC COPY — personal address redacted

13 October 2026 · 03:25 UTC

Revised family email — supersedes 01:07
From: Sion Buckler

PUBLIC ARCHIVE RELEASE COPY — REDACTED FOR PRIVACY
Evidence key: outgoing family email; chronology links this version to 13 October 2026, 03:25 UTC.
Status: revised/canonical follow-up; it supersedes the 01:07 UTC message.
Source lineage: Wayback version V0.0.0.01. The source text itself has no original message header. A home postal address and personal email address are withheld from this public copy.

Dear Mr Egan,

Thank you for your email of 11 October 2026. I write about matters of serious public interest to the family and to Llandough's history, and I ask the Council to treat this correspondence with priority and to give it its full cooperation. The email contains six separate matters. Please respond to each under its own number. Nothing below withdraws, narrows or replaces my original request of 21 September, and attendance at a meeting is not a condition of my information rights.

I am not asking the Council to adjudicate the family's title dispute or to make findings about any individual, and I am not alleging wrongdoing by you. I am asking the Council to account accurately for its own records, knowledge, decisions and referrals, and to distinguish clearly between what its primary records establish, what is merely recorded as said, and what remains uncertain. If a search shows that nothing was recorded or referred, I ask that the Council say so plainly, because that is itself important.

1. PRESERVATION OF RECORDS

Because these requests concern historic records that may be time-sensitive for other proceedings and bodies, please:
(a) confirm in writing, within 5 working days, that all potentially relevant records have been preserved and that any scheduled disposal, destruction or retention-schedule review affecting them is suspended. This covers paper and electronic minutes, agendas, correspondence, emails, clerk's notes, plans, photographs, files and archive-transfer or deposit paperwork, and any such material held on the Council's behalf by a current or former councillor, clerk or officer, including at home;
(b) ask each current councillor, and, where practicable, the Council's former clerks and members, whether they hold any such material, and include whatever is found in the searches below.
I raise this as a precaution. For completeness, section 77 FOIA and regulation 19 of the EIR make it an offence to alter, conceal or destroy records with intent to prevent their disclosure once a request has been made.

2. INTERNAL REVIEW OF THE 11 OCTOBER REFUSAL (FOIA s.12; EIR reg. 11)

My request had three categories: (a) records created after the 2002 deposit concerning Great House Farm / Tŷ Mawr, Church View Close, the village green (including VG 41) or the roadside verge by the churchyard wall; (b) photographs, postcards or images of the farm, barn, green or church surroundings, of any date; (c) records showing what, if anything, transferred from Penarth Town Council at the 1982 reorganisation, and where pre-1982 records were deposited. I ask the reviewer to address:

(ii) Arithmetic. The letter gives 20 minutes to read plus 10 minutes to assess each set, which is 30 minutes x 224 = 6,720 minutes (112 hours), but states 2,240 minutes (37 hours), which is 10 minutes x 224. The figures do not reconcile. Please confirm which calculation was used and which activities under regulation 4 of the Fees Regulations it includes. I accept the limit is exceeded on either figure, so I do not rely on this point alone.

(iv) EIR. The green, verge, trees, woodland and land boundaries are likely to be environmental information. Please say which parts were assessed under the EIR. The FOIA cost limit is not an EIR refusal ground; if regulation 12(4)(b) is relied on, please state it expressly with reasons and carry out the public interest assessment, including the presumption in favour of disclosure.

(v) Advice and assistance (s.16 FOIA; reg. 9 EIR). Limiting the minutes to 2002-2006 does not address categories (b) or (c). Please say whether any part can be answered within the limit and advise a practical refinement.

(vi) Without prejudice to the review: if the refusal is maintained, please treat categories (b) and (c) alone as a refined request, assessed under the correct regime, so that no time is lost.

Please acknowledge this request, identify who will conduct the review (someone who took no part in the original decision), and give the anticipated date. I would be grateful for the outcome and reasons in writing within 20 working days.

3. NEW REQUEST FOR RECORDED INFORMATION (FOIA and, where environmental, EIR)

This is a separate request, not a refinement of the one under review. Please search for Council-held or controlled minutes, agendas, reports, correspondence, complaints, notes, representations or referrals:

(i) from 1 January 1986 to 31 December 1990 concerning Great House Farm / Tŷ Mawr, its occupation, title or tenure, development, removal of the occupants or demolition, including communications with the Vale of Glamorgan Council, planning authorities, developers, solicitors, landowners, police, heritage bodies or other public authorities. This includes any concerns raised by my late father, William "Billy" Buckler, or other family members. I have family information that my father raised concerns at Council meetings around 1988, described within the family as fraud-related. I cannot verify whether he did, what was said or what followed, and I do not present it as established fact. I ask whether the Council's records establish what, if anything, was reported, how it was handled, whether it was referred to any other body, and what response followed. References to fraud identify a subject for the search; they are not a claim that a record of fraud exists;

(ii) planning records, plans, annexes, correspondence and supporting documents relating to application 89/01396/OUT (as I understand the reference) and any related consideration of the redevelopment. The copy available to me refers to annexes containing representations from historic societies concerning Great House Farm, which appear to be absent. Please confirm whether the Council holds them and, if not, whether its records identify another custodian or archive;

(iii) of any date concerning the village green, roadside verge, trees and adjoining woodland: history, status, boundaries, maintenance, planting, public use, and any reported extension of Church View Close gardens beyond their boundaries into the woodland, including correspondence with the charity that holds the woodland, residents, the Vale of Glamorgan Council or other authorities. I am aware the official VG 41 registration file is understood to be held by the Vale of Glamorgan Council; I ask only for the Council's own copies, correspondence, representations and referrals;

(iv) concerning the 2002 deposit: please confirm whether the Council retains or controls any copies of the minutes deposited with Glamorgan Archives, and identify any record of that transfer, its date, and any archival reference or destination known to the Council. I am separately pursuing the deposited volumes with Glamorgan Archives.

I assert a proprietary interest in Parcel A and the adjoining woodland, but I do not ask the Council to adjudicate title. If any part is thought too broad, please identify that part and say what narrower search is practicable, rather than refusing the whole. If nothing is held after appropriate searches, please say so and identify any known transfer or deposit location. If anything is withheld, please identify the statutory basis and reasons. I understand the 20-working-day period under section 10 FOIA and regulation 5 EIR runs from receipt of this email.

4. SUBJECT ACCESS REQUEST (Article 15 UK GDPR; Data Protection Act 2018)

Please provide a copy of my personal data held by the Council, including data in minutes, correspondence, reports, photographs or other records (including retained historical records) concerning my presence at Great House Farm as a child, the events surrounding the family's removal and the 1988 demolition, and any later record that identifies or refers to me. An electronic copy, ordinarily without charge, is fine. Please acknowledge this as a subject access request. If you reasonably need identity evidence, please tell me promptly what is required. I understand the one-month period under Article 12(3) runs from receipt of this request, or of any identity evidence reasonably requested. This section concerns only my personal data; my father's reported statements and the wider records are dealt with in section 3.

5. THE OCTOBER MEETING

Your email says my "other matters" will be considered at the October meeting. You gave no date, time, venue or agenda. Please confirm within 5 working days:
- whether the meeting has already taken place and, if so, its date, the agenda and papers, the minute or other record of consideration, and any decision or action;
- if it has not, the date, time, venue, public attendance arrangements and any remote option, and the draft or published agenda showing which of my matters are scheduled and under which item numbers;
- whether I am invited to attend (I have not yet decided whether to) and how a member of the public may make representations on relevant business, including any procedure, deadline and speaking limit;
- that this entire email, and my earlier correspondence, will be circulated to all councillors, how decisions and actions will be minuted, and how I can obtain the minutes or formal outcome.

I ask that the following be placed on the agenda, as issues for clarification and not as findings:

(a) From my 21 September email: whether the Council will pass my contact details to any former member, former clerk or long-standing resident who may wish to contact me (entirely at their choice, and with no disclosure of their details to me without consent); table and minute my correspondence in full; and accept my offer of a short talk, without charge, on the documentary record.

(d) The 1989 planning record and the missing annexes (see 3(ii)): whether the Council holds copies and whether it will ask the planning authority or relevant archive to locate the complete papers. This matters to understanding what was put before the decision-makers following the demolition.

(e) My father's reported 1980s concerns (see 3(i)): that the Council consider what its own records show and, if they show nothing, say so.

(f) The historic site today: a site visit and, in due course, the merits of an interpretation board or plaque addressing the farm, the archaeological discoveries (the excavation beneath Church View Close recorded 1,026 burials, above a Roman villa and an Iron Age roundhouse) and the history of the green.

If any proposed action is outside the Community Council's powers, please identify the appropriate body.

6. CHARGES AND THE CLERK'S POSITION

I do not authorise paid searches or accept any charge, and ask that no cost chargeable to me be incurred without my prior written agreement. If the Council offers to comply for a fee (FOIA s.13) or proposes a charge for environmental information, please send an itemised quotation for consideration only (not acceptance): the legal basis, the work proposed, hours and hourly rate, the total, whether the work can be staged (for example, categories 2(b) and 2(c) first), any published EIR charging schedule, payment methods, payee, payment reference and deadline.

Your 11 October email is signed as Clerk, and I understood from public information that you retired from that post in June 2026. I treat that as unverified. Please confirm: (a) whether you are currently Clerk, or acting or locum, and since when; (b) who is the Council's Proper Officer and who has custody of its records; (c) whether the 11 October decision was yours personally or the Council's; (d) whether any handover or inventory of records was made on a change of clerk; and (e) who will conduct the internal review.

I would prefer to resolve all of this cooperatively and with the Council's full help. If the matters above are not dealt with properly, I will have to consider a complaint to the Information Commissioner (including on advice and assistance, the duty to confirm or deny and the EIR handling) and to the Public Services Ombudsman for Wales. I would rather not need to. Please acknowledge receipt of this email and each numbered part within 5 working days, and reply by email and by post to [… personal postal address withheld in public copy].

Thank you for your time and courtesy.

Regards,
Sion Buckler (Ret'd Sergeant)
Royal Signals Cyber / Electronic Warfare Professional and Life Member
[… personal postal address withheld in public copy]

SOURCE STATUS NOTE — original body not separately transcribed

13 October 2026 · 20:09 UTC

Clerk acknowledgement and meeting agenda
From: Paul Egan, Clerk

SOURCE STATUS NOTE — NOT A TRANSCRIPTION OF THE ORIGINAL EMAIL
Date/time: 13 October 2026, 20:09 UTC
Sender: Paul Egan, Clerk to Llandough Community Council

The published correspondence chronology records that the Clerk acknowledged the family’s 03:25 UTC email, said a full response would follow, and supplied the agenda for the Council meeting on 22 October 2026 at 19:00. The original email body and original message headers are not separately transcribed in the public archive.

Cross-reference: https://greathousefarmwiki.wordpress.com/llandough-community-council-cllr-carroll-correspondence-chronology/

SOURCE STATUS NOTE — original body not separately transcribed

14 October 2026 · 06:26 UTC

Family reply about Item 10 toolkit
From: Sion Buckler

SOURCE STATUS NOTE — NOT A TRANSCRIPTION
Date/time: 14 October 2026, 06:26 UTC
Sender: Sion Buckler

The published correspondence chronology records a family reply thanking the Clerk and pointing to the meeting toolkit prepared for Item 10. The original sent message body is not transcribed in the current public source.

Cross-reference: https://greathousefarmwiki.wordpress.com/llandough-community-council-cllr-carroll-correspondence-chronology/

SOURCE STATUS NOTE — original forward body not separately transcribed

14 October 2026 · 07:10 UTC

Forward of Clerk’s agenda to Vale councillor
From: Sion Buckler

SOURCE STATUS NOTE — NOT A TRANSCRIPTION
Date/time: 14 October 2026, 07:10 UTC
Sender: Sion Buckler

The published correspondence chronology records that the Clerk’s agenda email was forwarded to a Vale of Glamorgan councillor for information. The original forward body is not transcribed in the current public source.

Cross-reference: https://greathousefarmwiki.wordpress.com/llandough-community-council-cllr-carroll-correspondence-chronology/