FOI Disclosure Log

Customer Request Details

01 August 2018

Can you please disclose information regarding the council’s use of (GIS) software to store and use information of all public-space elements like trees and roads?

 

Specifically, can you disclose:

1.            What (GIS) software do you use? (name and provider of the software used)

2.            What services/ departments are using the software?

3.            Do you also use the (GIS) software to inspect trees and roads in your public space?

If not, how do you inspect trees and roads in your public space?

4.            Do you use the (GIS) software in your tender procedure?

5.            How do you organize the maintenance for trees and roads in your public space?



East Herts Council Response

06 August 2018

I am writing to acknowledge your written request for information.

Your request is being considered and you will receive the information requested within the statutory timescale of 20 working days as defined by the Freedom of Information Act 2000, subject to the information not being exempt or containing reference to a third party.

The Act defines a number of exemptions, which may prevent release of the information you have requested.  There will be an assessment of your request and if any of the exemption categories apply then the information will not be released.  You will be informed if this is the case, including your rights of appeal.

If the information you request contains reference to a third party then they may be consulted prior to a decision being taken on whether or not to release the information to you.  You will be informed if this is the case.

There may be a fee payable for this information, this will be considered and you will be informed if any fees are payable.  In this event the fee must be paid before the information is processed and released.  The 20 working day time limit for the response is suspended until receipt of payment.

If you have any queries about the processing of your request then please do not hesitate to contact me.

It is important that you include the above FOI reference number on all correspondence related to this request.

Your personal details will be held within out Information Request case management system, and only used for the purposes of evaluating and processing your request.

While details of your information request may be published on the council website, your personal details will never be published or released to anyone outside the council unless it is required by the Information Commissioners Office.

Thank you for your request.

 



East Herts Council Response

06 August 2018

I am writing to acknowledge your request for information.

 

From your communication I understand that your request is as follows:

Can you please disclose information regarding the council’s use of (GIS) software to store and use information of all public-space elements like trees and roads?

 

Specifically, can you disclose:

1.            What (GIS) software do you use? (name and provider of the software used)

2.            What services/ departments are using the software?

3.            Do you also use the (GIS) software to inspect trees and roads in your public space?

If not, how do you inspect trees and roads in your public space?

4.            Do you use the (GIS) software in your tender procedure?

5.            How do you organize the maintenance for trees and roads in your public space?

 

Unfortunately, I cannot identify the information you have requested from the details you have provided.

To help me meet your request could you please clarify the foillowing details.

Do you use the (GIS) software in your tender procedure?

 

Can you give more details or examples relating to the question above please?

You request cannot be processed until this information has been received.

 

Further information explaining the Council"s process for responding to information requests is available in our reception or on our website.

If you have any queries about the processing of your request then please do not hesitate to contact me.

 

It is important that you include the FOI reference number in the subject line of all correspondence related to this request.

 

Thank you for your request.

 

 



Customer

06 August 2018

Dear East Herts Council,

Thank you for your reply for information regarding GIS Software. I'm happy to elaborate the meaning of tender procedure regarding question 4.

The meaning of a tender procedure is to invite bids for a project, or to accept a formal offer such as a takeover bid. Tender usually refers to the process whereby governments invite bids for large projects that must be submitted within a finite deadline

I would like to know if there is any GIS Software used regarding this procedure.

If this explanation is not clear yet, Q4 can be left open.

I am looking forward to the answers of the other questions and am happy to know that you are looking into it.

Yours sincerely,

Bert de Boer

-----Original Message-----

I am writing to acknowledge your request for information.



From your communication I understand that your request is as follows:

Can you please disclose information regarding the councilís use of (GIS)
software to store and use information of all public-space elements like
trees and roads?



Specifically, can you disclose:

1.††††††††††† What (GIS) software do you use? (name and provider of the
software used)

2.††††††††††† What services/ departments are using the software?

3.††††††††††† Do you also use the (GIS) software to inspect trees and
roads in your public space?

If not, how do you inspect trees and roads in your public space?

4.††††††††††† Do you use the (GIS) software in your tender procedure?

5.††††††††††† How do you organize the maintenance for trees and roads in
your public space?



Unfortunately, I cannot identify the information you have requested from
the details you have provided.

To help me meet your request could you please clarify the foillowing
details.

Do you use the (GIS) software in your tender procedure?



Can you give more details or examples relating to the question above
please?

You request cannot be processed until this information has been received..



Further information explaining the Council's process for responding to
information requests is available in our reception or on our website.

If you have any queries about the processing of your request then please
do not hesitate to contact me.



It is important that you include the FOI reference number in the subject
line of†all correspondence related to this request.



Thank you for your request.





Information Management Team
East Herts Council
www.eastherts.gov.uk
Telephone: +44 (0)1279 655261
Wallfields, Pegs Lane, Hertford, SG13 8EQ.

*Please note: Information released under the Freedom of Information Act
may also be published on our website, along with details of the intitial
request.

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East Herts Council Response

13 August 2018

Thank you for your request for information, this has now been processed and the information that we hold is enclosed.

Can you please disclose information regarding the council’s use of (GIS) software to store and use information of all public-space elements like trees and roads?
 We store data relating to grounds features such as grass, shrubs and hedges on our customer enquiry system supplied by Yotta (formerly Mayrise).  This system is used to plot the location and record the volume of these features providing information to deal with customer enquiries and to drive the bill of quantities in the grounds maintenance contract. 

Specifically, can you disclose:
1. What (GIS) software do you use? (name and provider of the software used) Mapinfo (pitney bowes) Swiftmap (datapro)
Also Yotta (Mayrise) and MyTrees
2.            What services/ departments are using the software? Planning, land charges, operations
3.            Do you also use the (GIS) software to inspect trees and roads in your public space? Tree preservation orders are marked on GIS
Our arboricultural risk management inspection contractor uses GIS to map the location of trees and to manage information relating to their condition and management.  This system is MyTrees.
If not, how do you inspect trees and roads in your public space?
East Herts Council has no responsibility for managing roads.  That function is delivered by Hertfordshire County Council.  Highway verges are maintained by East Herts Council under an agency agreement including grass cutting, shrub and hedge pruning on their behalf as part of our grounds maintenance contract.
4.            Do you use the (GIS) software in your tender procedure?
No, not to manage any tender processes.  GIS data such as the location of trees and shrubs may be provided to tenderers in relation to those contracts which require such detail, e.g. the grounds maintenance contract.
5.            How do you organize the maintenance for trees and roads in your public space?
The maintenance of trees is organised through the services of a specialist contractor that inspects trees categorised into two zones on a regular basis and provides recommendations for work according to their condition and potential risk.  These recommendations are prioritised, grouped into geographical packages and tendered to ensure tree works are carried out in a timely way to keep the Council’s trees in a safe condition, minimising risk to the public.
East Herts Council has no responsibility for managing roads.  That function is delivered by Hertfordshire County Council.

If you have any queries or complaint about the processing of your request please do not hesitate to contact me.

 

Alternatively for more information on the Freedom of Information Act contact the Information Commissioner at:

Information Commissioners Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Telephone 01625 545 700

https://ico.org.uk/

 

It is important that you include the above FOI reference number on all correspondence related to this request.

 

Thank you for your request.