Highlight Report HR-06 · disclosure and correspondence

22 October 2026

Before the Llandough Community Council meeting (19:00, 22 October), every open send-email task dated on or before 22 October (35) was checked against the sent mail, its whole thread and the body's route.

• Scheduled for 18:00: none. Gmail schedule-send could not be set from here, and nothing was sent by any other route.
• Ready, awaiting approval: reply to Amgueddfa Cymru – Museum Wales on its clarification request of 20 October (FOI 2026-024 / 032 / 036, point 2). The request is on hold until it is answered.
• Drafted, held: ICO complaints about the Ministry of Justice / HMCTS and about Museum Wales (awaiting the Executive's approval; Museum Wales clarification first); Vale of Glamorgan Council internal review of 00211463 (planned 27 October, with 00211484 and 00211557 due 26 October); Historic England reconsideration 26/04323 (planned 24 October); The National Archives FOI on the location of closed records and the RCT Coroner's service follow-up (no send date yet).
• Held by rule: nothing new to Llandough Community Council before 23 October; South Wales Police and Ministry of Defence not before 9 November; HM Land Registry not before the subject access request due date (28 October); Glamorgan Archives and the ICO complaint about HM Land Registry not before 29 October.
• Already sent 19–21 October: 19 tasks, marked so in HubSpot so they are not sent twice. Never sent and no longer in draft: 12 tasks, kept as tasks for the Executive's decision.
• Commitments made to the community council for the meeting: all met (emails of 16 and 20 October).

Week commencing 19 October 2026 (19–23 October; reported 22 October 2026, 15:30)

AMBER. Project work on plan at £0 spend. Responses from bodies: 11 red houses (no reply by the due date) and 9 red fish (late or questions left open) across 7 bodies; 7 answered on time; 28 not yet due. Vale of Glamorgan Council holds 12 of the 20 markers.

Body reports: Vale of Glamorgan Council · The National Archives · Ministry of Justice · Coroner's Service (RCT Council) · South Wales Police · Amgueddfa Cymru – Museum Wales · Dŵr Cymru Welsh Water

Markers on each body's own route: dartboard.

• Failures ledger (22 Oct): 57 requests to 21 bodies set against FOIA s.10, EIR reg 5(2) and 11(4), UK GDPR Art 12(3), the s.45 Code of Practice, or the body's own published standard; working days counted without weekends and bank holidays. Vale of Glamorgan Council read in full (172 messages, Nov 2025 – 22 Oct 2026); other bodies first pass.
• Dartboard: 20 markers placed at each missed due date (11 red houses, 9 red fish), tap-to-expand detail; each recipient now has its own ramp layout from its own legal routes (14 route shapes across 54 recipients). Commits fed333c and 82911e4 on the dartboard branch.
• Email archive: 39 case emails (21 Oct 11:27 – 22 Oct 11:29 UTC) ingested into the archive and email calendar; dartboard Gmail source refreshed.
• HubSpot: open send-email tasks merged 139 → 110, one per recipient, wording kept word for word; “Outstanding from earlier correspondence” added to 6 tasks (Vale FOI Unit, The National Archives ×2, South Wales Police, Museum Wales, Dŵr Cymru); planned send dates set (below).
• Drafts SOP (22 Oct): before any draft, the whole thread (sent and received) and the body's route are read; output is a HubSpot task with one recipient plus a Gmail draft whose first line gives the planned send date. Nothing is sent without the Executive's order.
• Replies received: HM Land Registry, 22 Oct (subject access request passed to a lawyer; delay notified; no documents); South Wales Police FOI 1189/26, 21 Oct (preservation notice not treated as a valid request under s.8); Defra FOI2026/23886, 21 Oct (not held); Blake Morgan, 22 Oct (file not held); Glamorgan Archives 2026/4460, 22 Oct (partly answered: occurrence books end May 1984, 1988 Weekly Orders closed); Government Legal Department bona vacantia, reference FOIR26#25631/1; The National Archives, 22 Oct (new FOI reference CAS-361652-D3X8X9); National Library of Wales (does not deal with AI agents).
• Vale 00209998: start recorded as 23 Dec 2025 — first documented date (FOI Unit letter refers to an earlier request to Legal Services, not yet recovered).

Due dates ahead (check the reply the next working day; Heneb and Transport for Wales fell due 22 Oct and are checked 23 Oct):

Planned sends (HubSpot due date = “SCHEDULE SEND” date):

Time: project tasks on plan. External responses: 20 of 27 requests that have reached their due date fell outside the statutory or published deadline.

Cost: £0 spent (free routes first; no paid searches, copies or archive visits).

Scope: unchanged. Quality: every ledger entry cites its message, rule and policy link.

None this period.

Decisions awaiting the Executive:

• Re-asks to the Vale complaints team, the Monitoring Officer, Vale planning and the RCT Coroner: no HubSpot task exists yet.
• Vale 00211463: an internal-review draft is ready in Gmail; sending is the Executive's decision.
• RCT Coroner, 26 Aug email: confirm it was meant as an information request (treated as one).
• Vale WhatDoTheyKnow “2020 01590 HYB”: the request wording.

• A due date is only useful once it is on the route: the ledger now feeds the dartboard and every future draft, and is refreshed each drafts run.
• Several HubSpot “review and send” tasks describe drafts that went out on 19 Oct; the thread is read before a send date is set.
• Count from the first documented date when the original send date is not held, and record what would close the gap.