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.