Great House Farm — Public Authority Correspondence
| Authority / custodian | Reference | Recorded matter | Next record to index |
|---|---|---|---|
| Llandough Community Council | FOI refusal, 11 October 2026; internal review / narrower request (13 and 20 October); Clerk replies 27 October 2026 | The 11 October refusal relied on section 12 FOIA. In a separate email of 27 October, the Clerk answered 12 questions about the 22 October remote meeting: he said the Council was unsure whether it held further Tŷ Mawr records pending the internal review; the internal review and narrower 20 October request would form part of the Council’s annual review in November 2026; the Council had decided on a remote-only meeting; it said the reasons were minuted, but the minutes would not reproduce the detail of the user’s briefing pack. In a further 27 October reply about proposed corrections to the draft minutes, the Clerk said accuracy was for the Council to consider at its next meeting and he could not make the proposed changes; he added that neither he nor Councillor Carroll is normally listed as an attendee because they are not Council members. This is not the approved minute or the Council’s final decision on the amendments. 27 October Clerk response on meeting and records · 27 October draft-minutes reply. | Obtain the approved minutes and the November review outcome; compare the actual approved record with the Clerk’s position on the proposed corrections and the submitted public briefing. |
| Vale of Glamorgan Council | EIR 2020/01590/HYB; IR 00210772; 00211463; 00211483; 00211484; 00211557; new requests 00211721 and 00211722 | On 28 October 2026 the Council treated the 18 October supplements to 00211557 and 00211484 as separate EIR requests, allocating 00211721 and 00211722 respectively. It extended both under EIR regulation 7 and gave 14 December 2026 as the expected substantive response date. This is a registration and extension notice, not a disclosure. On 29 October the Council confirmed that 00211483 (Great House Farm / planning consultation records) and 00211484 (the commemorative tree) were being handled under the EIR, searches had started and responses were expected by 20 November; it apologised for the late regulation 7 notice. The related internal review on 00211463 was expected by 20 November and 00211557 by 19 November. These remain pending searches and reviews, not substantive disclosures. 28 October — 00211721 · 28 October — 00211722 · 29 October Council correspondence. | Track 00211721 and 00211722 independently to 14 December; keep them distinct from their parent request threads. Index each substantive response and any disclosed consultation sheets or appendices under its own request number; preserve stated deadlines and actual receipt dates. |
| Vale of Glamorgan Council — scrutiny work programming | Great House Farm / Tŷ Mawr topic suggestion; proposed county-wide historic records-management topic (11–26 October 2026) | The Council initially declined the request for a site-specific Task and Finish review on 11 October, explaining that scrutiny does not review individual historical planning decisions. In later correspondence on 22 October, it acknowledged the distinction between the site-specific background and a county-wide topic about historic planning, land-charges and heritage-record management. On 26 October, the Democratic Services officer recommended Place Scrutiny Committee as the likely route, said the topic would be considered through the normal work-programming process with the Chair and supporting officers, and expressly made no commitment that it would be scheduled or adopted. The officer asked that the proposal be submitted through the Council’s Topic Suggestion Form. This is procedural guidance, not approval of a review or a finding about Great House Farm. 11, 22 and 26 October correspondence. | Record whether the separate county-wide topic suggestion form is submitted and any subsequent referral or decision by Place Scrutiny Committee; keep this governance route separate from the outstanding EIR requests and any question of title. |
| HM Land Registry / Independent Complaints Reviewers Office | ICR/090/26; N610CGV / Z084NQV; enquiry 260917-6718215; SAR D260928 (WA231076 / WA240304) | The ICR Office confirmed that additional points and the preservation notice were placed on the investigation officer’s file; that is not a substantive outcome. Separately, HMLR said on 10 October that an internal application had been captured to investigate and correct any error, reference Z084NQV, concerning WA231076. HMLR acknowledged the personal-data request on 1 October under D260928 with a statutory deadline of 28 October; no substantive SAR response is present in the reviewed mailbox threads. A further enquiry, 260928-6762800, was referred to a lawyer on 22 October, causing delay. These communications do not confirm that a preservation hold was implemented or that any register error has been established. ICR/090/26 referral · 10 October — Z084NQV · 1 October — D260928 SAR · 22 October — lawyer referral. | Locate the substantive D260928 SAR response or confirm it remains outstanding; diary the HMLR lawyer response and the ICR decision separately. Do not treat the Z084NQV intake as a correction or finding. |
| Glamorgan Archives | 2026/4097; 2026/4274; 2026/4460; 2026/4461; D696 Bute collection lead | The archive’s replies now give several bounded results. In 2026/4274 it said D153/1–8 is a National Library of Wales reference, while DRA/11/120 is part of the Elder’s Navigation Colliery litigation series for Maesteg (1856–1909), not Llandough. In 2026/4460 it confirmed that its occurrence books end in 1984, station logs/duty books in 1979 and divisional crime registers in 1971; no 1988 press-office files are held. It does hold 1988 South Wales Constabulary Weekly Orders, but access is restricted because they contain serving officers’ personal data; a paid search may establish whether they mention evictions. In 2026/4461 it said Archives holdings are designated for permanent preservation and will not be destroyed, that it does not hold planning files, and identified Planning Committee minutes/reports DCVG/C/4/36/76–77 and DCVG/C/4/36/94 for applications 89/01396/OUT and 92/00671/RES. The earlier 2026/4097 search had not identified the reported 1877 Daniel Thomas instrument. 6 October — 2026/4274 · 22 October — 2026/4460 · 22 October — 2026/4461. | Consider whether to commission a bounded search of the 1988 Weekly Orders. Keep the DRA/11/120 misidentification corrected; ask NLW about D153/1–8. Any paid search, access restriction or result should be recorded separately. |
| Cadw | ATISN27021 | Disclosure relating to Great House Farm heritage and listing records. | Disclosure schedule, search description, original photographs and any located assessment, decision or demolition records. |
| The National Archives | CAS-347296-M0V4Y1; YHL/PO/JO/10/11/2536; internal review CAS-356384-B2F5L9 / CRM:013201602 | The archive’s 23 October internal-review message says its review of the complaint about access to records relating to Tŷ Mawr / Great House Farm was still ongoing. It had been expected by 23 October; the FOI Manager said a final decision was anticipated on or before 20 November 2026 under the Code of Practice on Internal Appeals. This is a delay notice, not the review decision or a finding about whether any particular record exists. 23 October internal-review update. | Diary 20 November 2026; compare the final decision with the identified historical file reference and request exact record-series, transfer and disposal findings. |
| Ministry of Justice | SAR IR 260904007; earlier reference 260803049 | Subject-access and destroyed-file correspondence. | Scope of search, systems and custodians searched, retention basis, destruction schedule and review response. |
| South Wales Police | FOI 719/26; FOI 1264/26; related SAR/internal review | Glamorgan Archives’ separate 2026/4460 reply says its deposited occurrence books end in 1984, station logs/duty books in 1979 and divisional crime registers in 1971; its 1988 Weekly Orders survive but are access-restricted and may require a paid search. For FOI 1264/26, South Wales Police acknowledged the request on 12 October with an initial deadline of 9 November, then on 13 October requested names/identifiers to help its legacy-crime search and said the FOIA clock was suspended under section 10(6) until clarification was received. No actual records search result is established by these messages. The 719/26 follow-up remains a separate route. 12–13 October — FOI 1264/26 · Glamorgan Archives — 2026/4460 · 719/26 acknowledgement. | Keep 1264/26 distinct from 719/26 and the personal-data SAR. Record whether clarification was supplied and when the statutory clock restarted; consider the Archives’ restricted Weekly Orders as a separate potential source. |
| Heneb — Historic Environment Record (former GGAT) | HER 02038s; GHF/HENEB/2026-09-20 schedule (reply 29 October 2026) | Heneb says reasonable searches of its planning, project and administrative files found no information responsive to the outstanding schedule; the HER does not record the information sought. It identifies Suggett, R.F.S. 1988 on Archwilio, supplies a redacted example of the change log but says it is unlikely to help and declines further entries, gives 1 April 2024 as the former-GGAT records transfer date, says the requested retention/disposal documents do not exist, and states it has no intention of deleting files or changing records. These are Heneb’s stated search and records-management positions, not proof that no relevant record ever existed or was disposed of. Separately, on 29 September Heneb’s HR Manager acknowledged the 27 September formal complaint, confirmed he was the investigating officer and aimed to respond within five weeks; that was a complaint-process acknowledgement, not a HER search result. 29 September complaint acknowledgement. 29 October reply and attachment metadata. | Examine the supplied ChangeLog_Redacted.csv as a sample only; keep the full response distinct from the HER source file and any project archive; do not treat the sample as a complete audit trail. |
| Royal Commission on the Ancient and Historical Monuments of Wales (RCAHMW) | RC26-0375; Archives 6048941, 6048943, 6048945 (6 and 26 October; 29 October follow-up) | RCAHMW’s substantive 6 October response says extensive searches of relevant registered, administrative and operational records and the NMRW archive—including term and spatial catalogue searches plus a manual check for uncatalogued material—found no general records or correspondence about Great House Farm or its demolition, apart from a brief note in Archive 6048945. It says the one-page note has no surviving record of the date or purpose of the visit and no associated site note, field sheet, photograph, sketch or correspondence. It says physical review of the relevant accession material found no connection to Great House Farm; the 1974 investigator’s notes are Archive 6048943 and the 1988 ink drawing is Archive 6048941. The 26 October follow-up says no further information is held beyond catalogue descriptions for those plans; further aerial-photography or sortie searches would incur a charge. On 29 October it acknowledged a separate nomenclature follow-up, with a target of 15 working days, while noting its Priority Enquiry Service is suspended due to staffing. These are the Commission’s search statements and catalogued holdings, not proof that material never existed elsewhere. 6 and 29 October correspondence · 26 October — order form and three points. | Keep the 6 October bounded nil result separate from the new nomenclature enquiry. Obtain the scan of Archive 6048945 and decide whether the charged aerial-photography search is justified; retain the order form and price list metadata without claiming their attachment contents were reviewed. |
| National Library of Wales | FOI/2026/09 follow-up; Bute Estate enquiry 9816877; further records-identification enquiry (29 October 2026; ticket 9939063) | Following verification, NLW confirmed that its July 2026 searches identified no further classmarks relating to Great House Farm / Tŷ Mawr / Llandough, the 1877 agreement, the 1916 tenancy or the 1938–39 sale. This is a bounded result about additional classmarks in the searched catalogue and period; it does not establish that no relevant document exists in any other collection. For enquiry 9816877, NLW’s 14 October response directed the researcher to the online Bute Estate catalogue and Virtual Reading Room. A 29 October follow-up asked the Library to identify any holdings or custody trail for three distinct leads: a reported 1926 Cardiff Corporation conveyance and plan; Mountjoy Ltd’s 1926 formation records; and the 1938 Bute/Mountjoy conveyance to Western Ground Rents Ltd and plan. The Library’s 29 October automatic acknowledgement warns of delays caused by demand and resource challenges; the follow-up is not a substantive answer or confirmation that any of the three instruments is held. NLW classmark response · Bute Estate catalogue guidance / enquiry 9816877 · 29 October acknowledgement of three-record follow-up. | Retain the bounded FOI/2026/09 nil-classmark result. Track the three-record 9816877 follow-up separately and ask for the precise series, collection and search scope; compare any response with the FOI/2026/09 search without double-counting. Keep the separate FOI/2026/16 and FOI2026/17 audiovisual routes distinct. |
| Forest of Cardiff — woodland / WA735527 | Correspondence with company secretary (29 October 2026) | In response to a request to check three records — a reported 1926 Cardiff Corporation conveyance and plan, 1926 Mountjoy Ltd formation records, and a 25 December 1938 Bute/Mountjoy conveyance to Western Ground Rents Ltd and its plan — the company secretary replied that Forest of Cardiff did not have any of those records. The short reply does not identify which acquisition files or indexes were checked and does not establish that the documents never existed or are not held elsewhere. This is separate from the charity’s earlier statement about its acquisition due diligence and proposed £30,000 private sale. 29 October correspondence. | Seek the conveyancing file or custodian elsewhere; preserve this as a response limited to Forest of Cardiff’s stated possession of the three requested records. |
| Heneb — former GGAT archive / 1983 warehouse-fire enquiry | Follow-up on archive custody and reported March 1983 fire (29 October 2026) | Heneb replied that it does not hold records pertaining to the requests set out in that email. This is a narrow statement by the HER team; it is not independent confirmation that a fire occurred, what material may have been affected, or whether another custodian holds relevant records. 29 October Heneb reply. | Keep the alleged fire and the absence of records as separate propositions; identify other repositories and any contemporary fire or insurance records. |
| Defra | FOI2026/23886 — response 21 October; supplementary searches 29 October 2026 | Defra’s 21 October eCase notification delivered a PDF response attachment; that PDF has not been independently inspected through the connected mailbox. In a 29 October reply, after receiving alternative historical names and locality forms, the Information Rights Team said its searches, including with the Records Management Team, found no information within scope and maintained the “not held” position; it suggested the Welsh Government may hold relevant wartime and post-war farm material. A further 29 October reply to the nomenclature supplement likewise said searches identified no information within the original scope. These are bounded search statements by Defra, not proof that the records never existed or are not held elsewhere. 21 October response notice and PDF metadata · 29 October supplementary response · 29 October nomenclature reply. | Inspect the original 21 October PDF when accessible; keep the later “not held” statements distinct from Welsh Government searches and compare the precise record classes and date ranges. |
| Welsh Government / Cadw | ATISN 27589; ATISN 26-0009; ATISN 26-0075; internal review ATISN 26-0010; complaint ticket TO/HF/05677/26 | On 21 October, the Chief Inspector said Cadw has no separate complaints process, that the Welsh Government Complaints Advice Team had already said the complaint about Cadw’s 1988 assessment was not a matter it could investigate under the complaints policy, and that he could add nothing to earlier replies without contemporary evidence. He said information caught by FOI/EIR requests would not be destroyed and the Welsh Government Retention and Disposal Schedule would otherwise apply. He said ATISN 27589 had been answered on 19 October and ATISN 26-0009 (request of 10 October) was under consideration with a response by 6 November; he also stated further correspondence on the same matter would be filed but not answered unless new evidence was raised. On 30 October, Welsh Government said the internal review of ATISN 26-0010 remained with the Departmental Records Officer and would be answered separately; it also acknowledged the new ATISN 26-0075 request. These are government process and records-management statements, not a finding on the adequacy of the 1988 assessment or on title. 21 October Cadw/Welsh Government reply · 30 October ATISN 26-0075 response. | Read and separately catalogue the 19 October ATISN 27589 decision; diary 6 November for ATISN 26-0009 and track the ATISN 26-0010 internal review independently. Preserve the distinction between an internal complaint route and statutory information rights. |
| Ordnance Survey | FOI-26-46 (clarification request 26 October; clarification acknowledged 29 October 2026) | On 26 October OS said it could not reconcile “Great House Farm” with “Tŷ Mawr”: it identified a Great House Farm at Llandough, Cowbridge, CF71 7LR, and a separate Tŷ Mawr nearby, and asked which location was intended. The clarification supplied on 29 October identified Llandough-juxta-Penarth, beside St Dochdwy’s Church, Vale of Glamorgan, with the specified map references, and expressly excluded the Cowbridge-area farm. OS acknowledged that clarification and set a revised response deadline of 26 November 2026. The 26 October message exposed a material risk of false matching; the 29 October acknowledgement is not a substantive map-search result. 26 October clarification request · 29 October acknowledgement. | Diary 26 November 2026. Require OS to search the Penarth-area Llandough only and preserve its distinction from Llandough near Cowbridge; index the substantive response and any map/revision records separately. |
| Ministry of Defence | FOI2026/25726 (30 October 2026) | The MOD Information Rights Team confirmed that it had re-logged the 10 October request with the supplementary search terms as FOI2026/25726 and set a 20-working-day target date of 26 November 2026. This is a registration acknowledgement, not a substantive search result. 30 October MOD acknowledgement. | Diary 26 November 2026; keep the relogged request distinct from any earlier MOD references. |
| South Wales Police | FOI 719/26; FOI 1264/26; nomenclature supplement (29 October 2026) | Automatic acknowledgements confirm receipt of the follow-up for 719/26, the separate request 1264/26, and the nomenclature supplement. The standard response says the FOI team is experiencing a backlog and aims to respond within 20 working days, while warning of possible delay; it supplies no case-specific response date. These are receipts only. 719/26 acknowledgement · 1264/26 acknowledgement · Nomenclature acknowledgement. | Track each reference independently; do not convert the standard 20-working-day wording into a calculated deadline without checking the date the request was received and any applicable clarification. |
| Companies House | COH2382411X (reply 30 October 2026) | Companies House supplied a filing-history link for a company named WESTERN GROUND RENTS LIMITED and identified the company number as 09760885, alongside earlier links for BP Properties Ltd (00699446) and Persimmon Homes (Wales) Ltd (00461464). This is a registry-navigation reply. The name alone is not sufficient to identify the historic 1938 conveyance party; verify the company number, incorporation history and any predecessor / successor relationship before treating it as the same legal entity as the historic Western Ground Rents Ltd in the title-chain hypothesis. Companies House correspondence. | Check the corporate identity and filing history against the exact party named in the 1938 instrument; do not merge records on company name alone. |
| Historic England | 26/04323 (responses 21 and 27 October 2026; initial acknowledgement 20 October) | Historic England’s 21 October EIR response said that, after searches of paper and electronic records, it held no information within the request scope under regulation 12(4)(a), but confirmed that the Welsh section of its archaeological-reports microfiche collection had been transferred to RCAHMW on 12 January 2018; it had no itemised list of the microfiche transferred. On 27 October, following a targeted follow-up, it supplied a transfer letter dated 12 January 2018 and a deaccession statement showing a decision on 25 July 2017 by the then Head of Archive. It said there was no itemised list and that it neither destroyed nor retained the microfiche after transfer. This improves the transfer chronology but still does not identify an individual fiche or establish whether the transferred section contains a Great House Farm record. The supplied ZIP attachment has not been opened or independently inventoried here. 21 and 27 October substantive responses · 20 October acknowledgement. | Identify the RCAHMW accession/custodian and determine whether its transferred Welsh microfiche can be searched by site, title or originating report. Preserve the transfer letter and deaccession statement as attachment metadata until original files are separately inspected. |
| Local Government Association | FOI request on disputed-title / village-green guidance (20 October 2026) | The LGA confirmed that it was treating the request under FOIA and gave 17 November 2026 as its statutory response deadline. The request covers historic guidance to councils and any records mentioning Great House Farm / Tŷ Mawr, Western Ground Rents, BP Properties or BP v Buckler. This is an acknowledgement and deadline, not a substantive disclosure. LGA acknowledgement. | Diary 17 November 2026 and record any response or extension notice. |
| Cardiff Council | FOI25766 — movable property from Great House Farm (response email 28 July 2026) | Cardiff Council’s information-rights portal sent an email saying that its response to FOI25766 was attached as “FOI25766 - FOI Response Document.docx”. The email confirms an attached response and gives the internal-review route, but the attachment contents have not been made available through the connected mailbox interface and have not been independently read. No conclusion about the substantive disclosure is recorded here. 28 July response email and attachment metadata. | Retrieve and read the original DOCX, catalogue the disclosure schedule and any nil/partial responses, and calculate any internal-review deadline from the actual letter before taking further action. |
| Valuation Office Agency (HMRC) | Rating and valuation records, 1955–1995 (acknowledgement 20 October 2026) | The Valuation Office’s Information Rights team acknowledged receipt and said it aimed to respond to an FOI/EIR request within 20 working days. The automated message gives no substantive search result or case-specific deadline; it is evidence of receipt only. 20 October VOA acknowledgement. | Identify the formal case reference and record the substantive response or any clarification request. |
| Archaeology Data Service (ADS) | Follow-up to preservation notice (response 21 October 2026) | ADS identified three site-related metadata records: “Ty Mawr; Great House Farm” deposited by RCAHMW/Coflein; “Great House Farm” deposited by the former GGAT HER and mentioning demolition of the farmhouse; and “GREAT HOUSE FARM, LLANDOUGH” deposited by GGAT HER and relating to the 1990 excavation. ADS also identified the published 1994 excavation article (DOI 10.5284/1071962) and the 1994 excavation dataset deposited by Cotswold Archaeology (DOI 10.5284/1000252). It says searches used its Data Catalogue and Library and its Collections Management System showed no digital material had been removed from those site resources since deposition. This establishes the presence of identified catalogue records and datasets; it does not mean ADS physically searched the former GGAT paper archive. 21 October ADS reply. | Open and catalogue all three metadata resources, then inspect the 1990 excavation record and the 1994 article/dataset; cross-link their deposited origins and preserve ADS’s “no digital removals” statement as a bounded CMS finding. |
| Amgueddfa Cymru — Museum Wales | FOI 2026-036 (response 5 October 2026); further ironwork search clarification (20 October; awaiting requester clarification) | The Museum said searches in Archaeology, Industry and Social History collections identified no further records specifically relating to Great House Farm / Tŷ Mawr / the Llandough Farm site beyond earlier schedules. It did identify Ref 13.2, a waterwheel collected from “Llandough Farm” on 1 April 1979, donated in connection with development of the site, never formally accessioned and later deaccessioned; and MS 3360/3, a 1924 sales catalogue containing a page relating to Great House Farm, already disclosed under FOI 2026-032. It reported no accession-register, day-book, donation-book or correspondence record from 1875–1915 for ironwork/armour or other finds specifically from the target site, and no additional ironwork tied to the farmhouse floor, rear wing or dairy. It separately lists accession 63.24 for Church Farm; that must not be conflated with Great House Farm without a demonstrated link. A 20 October follow-up asked whether the new broader medieval-ironwork search was limited to the alleged c.1880 discovery at the Penarth-area Great House Farm or sought all Welsh collection matches; the Museum placed that request on hold pending clarification. The 63.24 attachments are present in the email but have not been independently inspected. 5 October Museum response · 20 October clarification request. | Keep the 5 October bounded nil result separate from the unresolved 20 October broader-search request. Reply only with the target-site scope when clarification is actually supplied; inspect the 63.24 attachments and compare Ref 13.2 provenance with the site before making any connection. |
| Cardiff Central Library — Bute collection | Bute X.6(12) (reply 23 October 2026) | Central Library confirmed that Bute X.6(12), described as 1877 Bute trustees’ payments and receipts, remains in its custody and that a staff member inspected it but found no information about the property under research. The officer also checked the manuscript-collection index and found no matches for the people or places listed in the enquiry. Cardiff says it holds a much larger Bute Papers collection; a more detailed staff search would need senior-management agreement with Glamorgan Archives and a charge to be assessed. Scanning would be done by Glamorgan Archives. This is a bounded “no relevant entry found in X.6(12) / quick index” result, not a search of every Bute estate record. 23 October Central Library reply. | Use the calendar of Bute documents and property-account guide supplied with the email to target further related volumes; keep any paid detailed search separate from the staff’s negative check of X.6(12). |
| Crown Prosecution Service | FOI 14786 (acknowledgement 26 October 2026); separate Victim Liaison reply 21 October | The CPS acknowledged an FOI request received on 21 October and set 18 November 2026 as its response deadline. The request asks whether it holds 1986–1990 records mentioning Great House Farm / Tŷ Mawr, BP Properties or the reported summons, and seeks retention/disposal information and details of earlier searches. Separately, the CPS Victim Liaison Officer said the CPS was not involved in and had no knowledge of the case and that criminal-investigation information should be provided to police. That Victim Liaison statement is not an FOI search result and should not be treated as confirmation that no records are held. 26 October FOI acknowledgement · 21 October Victim Liaison response. | Diary 18 November and record the substantive FOI result separately from the Victim Liaison position; do not infer a nil result from the latter. |
| Audit Wales | IR1038 (acknowledgement 23 October 2026) | Audit Wales acknowledged the FOI request that had been resent to its published Information Officer address after the first address bounced. The request concerns external audit records about local-authority dealings with Great House Farm, Leckwith woodland and village green VG41 during 1970–1996. The 23 October message is a receipt/procedure acknowledgement only; it contains no search result. 23 October IR1038 acknowledgement. | Diary the response deadline from the actual receipt date and record any substantive search by authority, audit series, date range and land transaction. |
| National Library of Wales — new FOI | FOI/2026/16 (acknowledgement 29 October 2026) | NLW acknowledged the new request received on 16 October concerning the 1610 Herbert survey S7, Bute X.6(12) microfilm references and a possible long lease of Great House in Llandough-juxta-Penarth. It set 13 November 2026 as the response date. The acknowledgement is not a catalogue search result. The request expressly excludes Llandough-juxta-Cowbridge and requires ambiguous “Llandough” references to be qualified rather than assumed to refer to the Penarth-area site. 29 October FOI/2026/16 acknowledgement. | Diary 13 November; compare the response with the separately acknowledged enquiry 9816877 and avoid double-counting searches of Bute materials. |
| Natural Resources Wales | CAS-322825-L6S1 (acknowledgement 27 October 2026) | NRW registered an EIR request concerning the Cwm Cydfin SSSI (site 0524, Leckwith), the woodland now under title WA735527 and the Forestry Commission lease/surrender of Leckwith Woods. The request asks for notification records, served owner/occupier lists, objections and decisions, woodland grants and management records, lease/plan and 1985 surrender, and transfer/disposal history. NRW says it will respond no later than 20 working days from receipt; the acknowledgement itself contains no search result. 27 October NRW acknowledgement. | Track the substantive EIR reply by part (SSSI, WA735527 woodland, Forestry Commission lease and historic record disposal); keep Leckwith landscape evidence distinct from proof of Great House Farm farmhouse title. |
| Government Legal Department — Bona Vacantia | FOIR26#25631/1 (acknowledgement 22 October 2026) | The Treasury Solicitor’s Bona Vacantia team accepted the FOI request about Western Ground Rents Ltd (company no. 00342092, dissolved 1997), including whether any land, rent or reversion at Llandough/Leckwith/Cogan/Penarth vested in the Crown on dissolution or was later disclaimed, sold or otherwise dealt with. It supplied reference FOIR26#25631/1 and said it would respond within 20 working days; the requester’s diary date is 17 November 2026. No substantive search result is yet present. 21–22 October GLD correspondence. | Diary 17 November; compare any result against the exact historical company number and the 1938 conveyance party, rather than assuming that a shared company name establishes corporate identity. |
| Ministry of Defence — earlier FOI | FOI2026/23272 (acknowledgement 15 October 2026) | Army Policy & Secretariat confirmed that the non-SF information request about the 1988 dispossession at Great House Farm had been logged as FOI2026/23272 with a target response date of 9 November 2026. This is separate from the later nomenclature supplement relogged as FOI2026/25726 (26 November target). The acknowledgement supplies no substantive search result. 15 October FOI2026/23272 acknowledgement · 30 October FOI2026/25726 acknowledgement. | Track the two MOD references separately and index the actual responses under their own request numbers. |
| BP plc / BP group | Preservation notice response (23 October 2026) | BP’s Jack Sheehy replied that the links supplied were inaccessible and requested PDFs or Word documents. He noted the request for a BP group records hold, but said BP was not aware of an outstanding/live cause of action and could not confirm that a preservation hold would be implemented without an explanation of the alleged new claim, legal entity, grounds and relief sought. This records BP’s stated position only; it is not a judicial finding, and it does not confirm that any hold was placed. 23 October BP response. | Keep BP’s request for documents and legal particulars separate from its refusal to confirm a hold; do not record a preservation hold as implemented. |
| Cotswold Archaeology | 1994 excavation report access enquiry (reply 12 October 2026) | Cotswold Archaeology’s Post Excavation Manager said the 1994 Llandough report is available through its online reports portal: search by keyword “Llandough” and use the download control on the result. This provides an access route to the published report; it does not establish that the full excavation archive is held or that any original material was re-deposited. 12 October reply · Cotswold Archaeology reports portal. | Download and catalogue the report itself; compare its archive/deposition statements with ADS digital resource DOI 10.5284/1000252 and the separate 1994 dataset. |
| Blake Morgan — former London office file | Great House Farm / BP v Buckler preservation enquiry (reply 22 October 2026) | Blake Morgan said the file was an old file from its London office, which closed in 1996, and that it had no records of anything remaining in storage. The short response does not identify the predecessor practice, custodians or repositories searched, and does not establish whether a file was transferred, destroyed or retained elsewhere. In the same correspondence thread, HMCTS Enforcement asked for a claim number on 16 October. On 20 October, Cardiff Civil Justice Centre said it needed the claim number to identify the proceedings and pointed to HMCTS’s published County Court / Family Court / Court of Protection / District Registries Records Retention and Disposition Schedule, which covers paper, digital and audio records. HMCTS did not confirm whether the particular case file or enforcement records survive, nor which retention period applied to them. 16, 20 and 22 October correspondence. | Keep the firm’s storage statement and HMCTS’s retention-schedule explanation separate. Use the published schedule only after identifying the record series; do not assume that the generic schedule establishes the fate of the specific proceedings. |
| Royal Institution of Chartered Surveyors (RICS) | RICS:022900001630 / 022900001655 (forwarded 27 October 2026) | RICS acknowledged that the follow-up to the surveyor/valuation records enquiry had been forwarded to the relevant department and said the Knowledge Team would be in touch. This is a routing acknowledgement only; it identifies no surveyor, valuation record, complaint or retention rule. 27 October RICS forwarding acknowledgement. | Await the Knowledge Team’s substantive response and keep any future member/practice matches grounded in records rather than name similarity. |
| Wales Office — internal review | IR/26/16 (reply 26 October 2026) | The Wales Office sent a PDF response to the internal-review request under reference IR/26/16. The PDF attachment is named “IR 26 16 - Buckler - Response.pdf”; its contents have not been independently inspected through the connected mailbox. No substantive conclusion is recorded here. 26 October response email and attachment metadata. | Obtain and inspect the original PDF before summarising the review outcome or updating any legal assessment. |
| Planning and Environment Decisions Wales (PEDW) | Preservation-notice acknowledgement (reply 8 October 2026) | PEDW’s Head of Operations said PEDW holds no information or records for Great House Farm / Tŷ Mawr, Llandough-juxta-Penarth or planning applications 89/01396/OUT and 92/00671/RES, after searches of all its electronic records. PEDW said it has no paper-file repository. This is a bounded statement about PEDW’s own holdings and search systems; it does not cover Vale of Glamorgan Council’s historic planning files or Glamorgan Archives’ committee minutes/reports. 8 October PEDW response. | Keep the PEDW nil result distinct from Council and Glamorgan Archives records. Compare it with the archive-held committee reports DCVG/C/4/36/76–77 and DCVG/C/4/36/94. |
| HMCTS — Cardiff Civil Justice Centre | Possession / enforcement file enquiry (responses 16 and 20 October 2026) | HMCTS Enforcement asked for a claim number to identify the historic proceedings. On 20 October, Cardiff Civil Justice Centre said it still needed that identifier and referred to the published County Court / Family Court / Court of Protection / District Registries Records Retention and Disposition Schedule, which applies to case and administrative records in digital, paper and audio formats. HMCTS did not say whether the relevant possession or enforcement file survives, was destroyed or was transferred, and did not identify which specific retention period would apply to the 1955, 1962, 1974 or 1988 matters. 16 and 20 October HMCTS replies · HMCTS retention and disposition schedules. | Use any recovered claim/case identifier to request a targeted search. The schedule is general guidance only until the record class and applicable retention period are identified. |
| National Library of Wales — audiovisual FOI | FOI2026/17 (reassigned from FOI/2026/15; acknowledgement 29 October 2026) | NLW registered the request about the underlying ITV/HTV Report Wales recordings for the 11 April and 1 November 1974 Llandough protest reports, catalogued as CAN 2775 item 4 and CAN 2904 item 8. It initially acknowledged FOI/2026/15 with a response date of 25 November, then on 29 October said the reference had been reassigned as FOI2026/17 for chronological sequencing. No substantive search result or preservation action is confirmed by the acknowledgement. 28–29 October NLW correspondence. | Track under the corrected reference FOI2026/17, retaining the 25 November target unless NLW revises it; distinguish underlying film/recording holdings from catalogue entries alone. |
Response-status terms
- Disclosed / partially disclosed — cite the letter and identify the documents supplied.
- Refused — cite the decision, legal provision and review or appeal route.
- No substantive response / review pending — record the date and procedural status; neither status proves the underlying complaint.
- Closed — cite the final decision or acknowledgement on which closure is based.
Record the request as sent, each enclosure, date of receipt, response wording and next applicable deadline. Do not substitute a paraphrase for the original correspondence.
Mailbox verification note (31 October 2026). Targeted searches of Gmail Spam and all-mail for Llandough, Leckwith, Great House Farm / Tŷ Mawr and the claimed Cardiff Council references FOI26520 and FOI26521 returned no matching case threads. Those two reference numbers remain unverified and are not entered as received Council acknowledgements. Gmail's current label inventory reports 780 Spam threads (789 messages). The connected search interface did not return Spam-folder contents for direct folder listings; term-specific all-mail searches found no Spam-labelled case results, but that is not equivalent to individually examining all 780 Spam threads. No suspected message was bulk-rescued or treated as correspondence without sender/content verification.