Archive: Project Mandate — Evidence Recovery Phase (Draft)

Project Mandate — Evidence Recovery Phase

Project: Great House Farm / Tŷ Mawr — Evidence Recovery Phase
Mandate date: 16 October 2026
Executive / Sponsor: Executor of Mary Williams’s estate
Project Manager: Hywel Buckler
Stage: S0 Start-up & Initiation
Next gate: G0, 18 December 2026

1. Background

Great House Farm (Tŷ Mawr), beside St Dochdwy’s Church at Llandough-juxta-Penarth, was the Williams family home. The family’s connection is traced to at least 1667. The central dispute concerns whether Parcel A — the farmhouse, buildings, garden and yard — had a distinct title that was later improperly folded into another registration, with associated questions about missing deeds, 1955 enforcement action, and the 1987 judgment.

This mandate authorises a bounded evidence-recovery phase. It does not authorise litigation, public allegations, or any claim that a threshold has been met. Those steps are reserved to separately triggered projects.

2. Phase objective

Gather all surviving evidence relating to Great House Farm / Tŷ Mawr and leave no stone unturned — meaning every available route for obtaining records and artefacts is exhausted, and every item that cannot be obtained is positively ruled out as destroyed, missing, classified, or lost forever.

3. Scope

In scope:

• Freedom of Information (FOI) and Environmental Information Regulation (EIR) requests to all relevant public bodies
• GDPR / Subject Access Requests (SARs)
• Formal complaints to institutions, with each body given the opportunity to remedy before escalation
• Court applications to compel production or preservation of evidence and artefacts in the possession of restrictive holders
• Catalogue, provenance and verification of all obtained material
• Formal closure logging for every item not obtained

Out of scope (trigger events only):

• Fraud, concealment, or government involvement findings that meet the threshold to reopen a case or report to authorities. Any such discovery triggers a separate parallel project; it does not expand this phase’s scope.

4. Trigger events

Three trigger events sit outside this phase and, if met, launch a new project running in parallel:

1. Fraud — evidence identifying a specific person’s deliberate dishonesty that was an operative cause of a material outcome (per Takhar v Gracefield [2019] UKSC 13).
2. Concealment — evidence that a relevant fact was intentionally concealed, engaging limitation postponement (per Canada Square v Potter [2023] UKSC 41).
3. Government involvement — evidence that a public body acted unlawfully or in breach of duty in a way that is itself actionable or reportable.

A trigger is met only when the evidence crosses the documented threshold. A missing file, a contradiction, or an unverified premise is not a trigger.

5. Approach

Every discovery route is mapped against the policies, procedures and laws of the relevant UK institutions. The phase is bounded: it ends when the closure test is satisfied for every identified item.

6. Closure test

For each surviving record or artefact, the phase records one of:

• Obtained — with catalogue reference, provenance and verification status
• Destroyed — with source and date of that determination
• Missing — with the search trail showing where it should have been
• Classified / withheld — with the exemption or basis cited
• Ruled out — lost forever — with the reasoning documented

No item remains open without one of these five statuses.

7. Tolerances

Tolerance	Control rule
Time	Material external deadlines recorded; missed deadlines trigger an issue entry
Scope	New major objectives require a change note
Quality	Every published assertion carries a source status
Risk	Potential evidence destruction or loss of access escalated immediately

8. Governance

Controlled under PRINCE2 Project Management Version 7, tailored. See the Compliance & Control Manual, Control Registers, and G0 PID Pack.