Latest Meeting Minutes

Members/apologies

Welcome

Val welcomed everyone to the meeting and thanked Anne for providing us all with Lemon Drizzle cake.

Minutes of the Last Meeting:

The Minutes of the last meeting held on 9th February 2026 and the Minutes of the AGM held on 13th April 2026 had been previously circulated with the agenda. There were confirmed as accurate with no additional comments

Accuracy and Matters Arising:

Age UK and D&C Police Scam and Cyber Awareness Events: Anette felt that the events had been successful and had raised the profile of the PPG. Attendance at the 3 different locations had varied widely and Anette felt that dates and locations of any future events should be advertised all at the same time.

Canvassing Patients in Surgery:

Jan offered to canvass in Starcross during 1-7 July and would confirm which date to Anette and Claire. Anette was happy to lead on drawing up a new schedule of visits from October 2026 through to February 2027

Practice Update:

Claire shared the results of the latest Friends and Family survey which were:

• 49 Very Good
• 5 Good
• 2 Neither good or bad
• 1 Very Poor
• 1 Poor

Claire went on to add that due to the anonymity of the survey they were unable to directly address the negative feedback but it had suggested there was an issue of being afraid. Jan asked if indicated the need for an advocate or chaperone for patients. Claire confirmed that an advocacy service is not specifically available but a chaperone is available for anyone and that this was signposted in each of the clinical rooms. It a subject that could be highlighted in the Practice Newsletter.

Claire reported that a new Practice Nurse was starting in July; planning for flu clinics in October was in progress; COVID clinics had been completed and there had been a reasonable uptake. A deep clean was being done at the surgery as part of overall maintenance.

In response to questions asked by Adrian: James reported that patients still find the NHS app quite confusing to use. Claire reported that only some of the GPs use the passive listening tool (SCRIBE). Feedback indicated that the lack of accuracy by SCRIBE had led to amendments having to be done after patient feedback and consequently took more time.

No action was required from the PPG at present regarding the next CQC audit. The date for the next audit was not yet known. In the past the PPG had been involved in the audit but it wasn’t known if there would be involvement in the next audit.

Westbank Practice Patient Survey:

James and Claire presented the results of the first survey carried out in April. There had been 354 responses from 2000 people contacted. Overall the results were very positive but included some potential anomalies that needed clarification before any specific/actionable issues could be addressed.

A wider discussion covered collation of all patient feedback (from PPG canvassing, Friends and Family, the Patient Practice Survey and the annual GP Patient Survey) into one document. Adrian had worked up a template that would present the results of all 4 inputs into one report with a summary of the High/Med/Low priorities for response/action. It was Agreed that the first report will be produced after the next GP Practice Survey in July. Val will circulate Adrian’s template document.

20 Year Celebration Update:

Anne reported that preparations were going well and gave thanks to James for sending out ‘Save the Date’ to a list of invitees. Replies will initially go back to James and then on to Christine for collation for catering arrangements. A letter had gone out to the schools in Exminster, Kenton, Starcross and Cockwood. Anette will put the 20th poster into the village newsletters. Nigel will put the poster onto local Facebook pages.

Christine and Nigel to let Anne know when they have secured date for presentations to their chosen groups. Val will draft a press release for local media.

Anne will supply the Starcross Allotment Society with a the PPG banner for their show on 1st August. Val reported that attendance at the Kenton May Day event had been successful. She and Anne had spoken to about 100 people (circa 50% were Westbank patients). Val felt that conversations there had really confirmed that our communications (via newsletters and Facebook) were being heard.

AGM Evaluation:  

It was agreed that turnout by the public had been disappointing. A number of possible causes were cited: location - walking up the hill to Westbank; time of day (evening); limited parking; what was on offer. It was agreed that when planning next year’s event these issues had to be considered.

RD&E Community Voices:  

There was no update since the last meeting but a meeting of RD&E CV was coming up.

Branding:

It was Agreed that the existing branding of the PPG - a banner head showing pictures of the two Practice buildings - would be maintained. Claire confirmed that there were two gazebos stored at the Practice with the branding.

Meeting frequency/Venues:

Val asked if it was felt the current meeting frequency worked ie. every other month, with longer break over summer and Christmas/New Year, as well as start time and venue. Val to circulate a proposal for 2027 for all to consider.

2026/7 PPG Project:

Carried forward. The Scams Awareness activity had raised the profile of the PPG and Val asked members to think of a potential project for 2027.

PPG Demographic/Representation:

The committee highlighted the lack of representation of black and ethnic minorities and the small number of the age group below 40 involved. The group appreciated the challenge associated with work commitments and volunteering.

Any Other Business:

James asked on behalf of Ben (Practice Paramedic) if there were any research studies the Practice should/could do. James would circulate a list of projects in the ‘Be Part of Research’ initiative and promote in the Practice Newsletter and social media. Sarah said that Exminster Primary School issue a weekly newsletter to parents. Val will make reference to this when visiting the schools. Christine advised that two new non-attending members had been recruited since the last meeting

Next Meeting Date

• Monday, 14th September 2026 7pm
• Exminster Surgery