Latest Meeting Minutes

Members/apologies

Welcome

Val thanked everyone for taking time to attend the meeting. Dr Lizzie Booth, a GP at Westbank Practice, attended as a guest.

Apologies

Apologies had been received from Suzanne Bond.

Meeting Minutes Approval:

The minutes of the last meeting held on 10th November 2025 were Agreed.

Matters Arising:

Age UK Scam Awareness Training

Annette gave an update on the arrangements being made to hold sessions in Starcross on 6th March and in Exminster on 1st May. Access to the Exminster hall would be at 2.30pm (not 2pm) and the hall was being offered at a reduced hire charge. AgeUK were happy for the PPG to do the local promotion for both events. Nigel and Annette would promote via posters, parish newsletters and community Facebook. There was discussion about the acceptance of donations for portions of cake provided by the PPG and how such cash should be held. Val felt it would be useful for the PPG to hold some petty cash and it was Agreed with Claire that it would be held at the Practice. Sarah offered Westbank to provide the teas/coffees for the Exminster event. Annette to discuss with AgeUK to confirm/finalise arrangements.

PPG Leaflet Update

Christine confirmed that amendments to the leaflet had been completed with help from James. However, old versions of the leaflet were still being used in the Exminster waiting room. Christine to follow up with James. The new format of the application form was present on the Practice website. Christine to review PPG page on Practice website as Val flagged that there was still reference to ‘virtual’ membership.

Terms of Reference Update

A draft revision of the ToR had been circulated in advance of the meeting. Anette suggested that there should be reference to when a person could stand again for office. Jan suggested that the word ‘Practice’ be inserted (1st para, 3rd line) so as to read ‘…..and providing Practice feedback to the patients.’

NAPP Update

Val confirmed that NAPP will complete its dissolution in March 2026. The organisation determined it had achieved its goal of embedding PPG activity into the NHS but was no longer sustainable. Val added that it had been a very good resource to some PPGs during their formation.

Canvassing Patients in Surgery:

Anette reported that she had drafted a programme for surgery canvassing covering March/May/July. It would be sent out to PPG members with a request for volunteers to carry out the surveys.

Anette would be happy for anyone who had not conducted a survey before to join her on Tuesday 3rd March at Starcross, from 10.15am.

Feedback gathered from the surveys needed to be fed back promptly to Anette so that it could feed swiftly into the newsletter reports.

There was still an aim to structure the questionnaires so that data collected would align with CQC (Care Quality Commission) (2024) requirements. To this end Adrian had drafted a set of questions. It was also felt that the Friends & Family questions (regularly asked by the Practice) should be included.

Val and Claire had met to discuss and Claire had subsequently shared with the Partners who agreed the questions could go out to patients. Claire added that although the date for the next CQC inspection was unknown it was the aim of the Practice for 2026 to be ‘CQC ready’.

Val would lead a sub-group to finalise the proposal and questions. The group would include Adrian and James. Once finalised James would put the questionnaire in the appropriate format for access via a link in a text message that would go to patients. James to send to the PPG before sending to patients.

Claire would like the questionnaire to go out in April. Val would like to launch the initiative at the AGM

2026-20 year Celebration and Publicity:

An updated plan had been circulated prior to the meeting. Anne highlighted tasks due for completion in February. Input reflecting past PPG experiences/memories/achievements was still needed.

Val would contact past PPG members for input. Val would discuss with Sarah to ensure compatibility of PPG plan with Westbank’s 50th Anniversary celebration also taking place this year.

Adrian to help Val to draft invitations. Replies would be forwarded to Christine for collation. Val informed that she had applied to Kenton Parish Council for a small grant.

News from Westbank Community Health and Care (WCHC):

Sarah reported that WCHC were trying to build awareness of what WCHC had to offer with a new poster promoting what goes on day by day. Claire would share the information at the Practice staff meeting the next day and look to display the poster in the waiting rooms.

Sarah had previously forwarded to Val a communication from Health Innovation South West regarding evaluation of patient views on a digital tool (BRAVE AI) being used in some NHS practices. Val reported that she had made contact but had not received any response.

Practice Update

Alex reported that currently the Practice was a bit short staffed due to retirement of 2 receptionists and a practice nurse leaving. Recruitment was in progress. However, a new phlebotomist had joined the team.

Anette shared her experience of Haldon Park run and the potential health benefits it offered and proposed that it could/should be something that is promoted to patients. Anette and Claire to discus.

Newsletter Coordination:

Val reported that due to her other commitments Jan was no longer able to provide PPG reports to the village newsletters. Val asked for a anyone who wished to volunteer to take over to contact her.

Anette suggested submission of a PPG report every other month would be appropriate. Anette volunteered to submit copy for next issues of village newsletters.

AGM and Open Evening:

Val reported that she and Claire had briefly discussed content and format. Input from the Practice would be centred around vision for the future. The PPG 20th year celebration would be launched. Other potential content was social prescribing and Friends & Family results of past -v- present.

Val would pull together the programme. Val, Christine, Anne and David volunteered to provide a cake or traybake. Promotion: James would produce a laminated poster for display in each village. The poster would also be used in the village newsletters where copy deadlines allowed. Nigel would organise display of the posters and online (Facebook) presence in all 3 parishes. Elected Officer Roles: Val invited anyone interested in taking over the role of Chair or Secretary to contact he

PPG Communications:

Nigel put forward a suggestion that the PPG use WhatsApp for communication instead of email. After discussion it was Agreed that the PPG would continue with email as currently but sub-groups could use WhatsApp if preferred.

Correspondence:

None

AOB:

No items raised

Next Meeting Date

• Monday, 13th April 2026 AGM and Open Evening 7pm
• Westbank Healthy Living Centre, Exminster