Latest Meeting Minutes

Members/apologies

Welcome

Val welcomed everyone to the meeting and gave congratulations to Rosie on her GCSE results that enable her to begin a T-Level course in health.

PPG Joiners and leavers: Christine reported that since April 4 new members had joined but 5 members had left.  Overall numbers were 16 Attending members and 8 non-Attending members

Minutes of the Last Meeting:

There were no comments on the Minutes of the last meeting held on 8th June 2026.  Minutes were Agreed.

Canvassing Patients in Surgery:

Anette will circulate a new schedule for canvassing visits to waiting rooms covering October, December and February 2027.  Volunteers to confirm to Anette which visits they can cover.

The Westbank Practice Patient Survey

James was working on a comprehensive report that would combine results of this survey with the GP Practice Survey, Friends and Family and PPG patient canvassing.

20 Year Celebration Update:

Anne reported that there had been no response to Val’s contact with the local schools so there would be no children’s competition as originally planned. Invitations for the event day would still be sent to head teachers.

Formal invites were going out to circa 50 people and self-invite was being promoted to the general public via posters, Exminster Facebook and village newsletters.

It was hoped that there would be 100 people attending in total.  Any RSVPs were being sent to Christine for collation for catering purposes.

Alex to confirm who will be attending from each surgery.

Fomat for the Day:

Hall open from 11.15am for set up. Event would begin at 12.30pm (until 1.30pm). Val would give a Welcome, talk about the past, present and future of the PPG and give thanks to the Practice staff. (10 mins). The Practice could then give a 5 min presentation if they wished.  Alex to confirm.

There will be 4 stands: PPG, Westbank, Age UK and AbilityNet. Hall cleared by 2.45pm. Volunteers on the day were required to meet and greet at the door (1), serve teas (2), serve cake (2). All: Confirm to Anne if you can volunteer support on the day.

There would be an opportunity to give donations to Westbank including a QR code.

Christine, Nigel, Val, Anette, Beth, Jan and Anne all confirmed that they would supply cake.

All to provide written list of ingredients contained in their cakes. Anette to check with volunteer who had offered to provide background music. Val was working with Anette and James on press releases. Christine volunteered to take photos on the day. All to bring and wear name badge.

2027 Agreed Meeting Frequency & Venues

• 11th January Exminster Surgery at 19.00
• 8th March WCHC at 14.00
• 12th April AGM - venue and time to be agreed
• 10th May Exminster Surgery at 19.00
• 12th July WCHC at 14.00
• 13th September Exminster Surgery at 19.00
• 8th November WCHC at 14.00

Due to space constraints, it is not possible to hold meetings at Starcross Surgery.

2026/2027 Projects

Some ideas/thoughts were put forward:

• Supporting unpaid carers
• Digitising, where possible, poster information on waiting room noticeboards
• Domestic abuse support

There was some discussion about the proposed takeover by Devon County Council (DCC) of carer support and services currently delivered by Devon Carers at Westbank Health and Care. There were significant concerns particularly about the lack of consultation and the timescale - takeover to be effective from 1/10/2026.

In addition, it was understood that DCC did not plan to deliver the full service and support currently delivered by WCHC. WCHC were in urgent discussion with DCC.

Val: To draft a letter to local councilors to raise concerns and seek clarification of the proposed changes.

Sarah: To supply template for a letter members of PPG can send to local MP/councilors.

Practice Update: 

Alex reported that Dr Clarke had returned from maternity leave. 

Flu clinics were being held on 10th and 17th of October, and invites were currently being sent out. Results of the GP Survey carried out in July were very good with the reception team achieving 100% satisfaction. Full results were on the Practice website.

Prior to the meeting Val had received feedback from a carer who regularly took her Mum to appointments but was never asked ‘how are you?’  

The issue was raised with Claire who explained that when carers are identified they are coded on the system (to enable later identification) and signposted to Devon Carers and WCHC. There was a lot of information on the Practice website and in the waiting rooms and the Practice follows the NHS supporting carers in general Practice framework. 

The Carer’s Champion at the Practice was Tanya, the Social Prescriber and the Lead Carer’s GP was Dr Gandhi. Val would find out what aspects the role of Lead Carer GP covered.

RD&E Community Voices:  

A report by Jan of the last meeting had been circulated with the agenda. A key discussion point at the last meeting in July had been urgent care transformation as demand exceeds capacity.

There was a plan to work with partners to support living well in own community. The roles of Primary Care and ICB are not yet clear, but plan was due to be implemented September 2026. Jan was unable to get any clear detail but would aim to follow up at the next meeting in October.

Non-Attending Members:

Christine had contacted all non-attending members in July to seek confirmation they wished to continue with PPG membership. As a result, one person had given feedback saying they felt they didn’t have real involvement. It was agreed that contributions from non-attending members were as valid as those from attending members and that participation in/contribution to any PPG activities e.g. canvassing patients in waiting rooms was open to ALL PPG members.

Val would be circulating the Minutes with an invitation to attend the 20th Celebration event and would also emphasise participation in canvassing and any sub-group work would be welcome.

Any Other Business:

Beth was keen to see an initiative that gave advice to older residents on preparing for the winter months. Whilst Jubilee Close had Community Housing Advisor Beth didn’t know if this would be within their remit.  She felt there needed to be someone who could talk to residents and provide advice.

Beth to find out the remit of the Community Housing Advisor. Sarah and Beth to discuss when Beth was next at Westbank.

Next Meeting Date

• Monday, 9th November 2026 2pm
• Westbank Community Health & Care