Alan expressed a concern that the group discussions at the Community Planning Event may assume a "blank sheet", unless they have a clear brief to deliver DOS/SHDC objectives. It was agreed that there should be a briefing for facilitators and scribes immediately before the event.

Shirley commented that Di felt that 3 sessions were too many at the event, not that 3 hours was too long for each one.

Rates Susie has been in touch with Clive Parsons (SHDC), and an application is being made for Discretionary Charitable Relief. The rates for the office are £2,280 p.a., approx. £800 for the four months DOS intends occupancy.

A/c It has still not been possible to open an account with HSBC; Shirley, Lionel and Donald will approach Lloyds.

Finance Group A loan from the Community Fund is likely to be offered. Applications to national funding bodies have been made, but details were not available.

There is concern that we should expect that a large number of people may attend the event, (7,500 leaflets have been sent to local households).

It is expected, however, that many people may wish to just record their views, and not join a discussion group. A questionnaire will be produced, for this purpose.

There will need to be a clear code for recording the views and comments of the discussion groups, with the opportunity to express points outside the parameters.

There is training available for facilitators; who will need to be prepared to deal with conflict, and people who may try to dominate the discussion groups.

The parameters will need to be clearly outlined in the introduction to each session. The facilitators will have received a clear briefing to help them to keep the groups focussed constructively. There will also be support from Shirley, Susie, Dave, Donald and Pruw during the discussion groups.

We also need to be aware that although people may agree with the issue of affordable housing in principle, they may not want it on the site.

Also we need to consider the financial implications of affordable housing; that the scheme provides land free for socially rented housing, and other affordable housing at a lower land price than the open market housing.

It is important to ensure a good attendance of 18-35 year olds (who will be needing the affordable housing) at the event. Invtations will be sent to sports and youth clubs.

We should recommend that anyone who fills in a questionnaire should first look at the Exhibition, and read the whole questionnaire before filling it in.

It will need to be designed carefully; avoiding leading questions, and not misleading people’s expectations.

Collation Should we do this ourselves? Do we have access to an optical reader, and would this be appropriate?

Alan will e’mail the questionnaires used at the surgery in December, in case they are of help.

We will approach Plymouth University to see if any support is available there.

Pruw will find out how the Community Appraisal was done.

Di and Bill will be consulted.

Recommended that it should be short: 4 sides A4 maximum. And should include demographic data.

These have been sent to the Totnes Town Councillors. They will also be sent to SHDC councillors and officers (Alan has supplied a list); representation from DCC; Anthony Steen; and other key people with an involvement in the site.

Businesses in Totnes, including the industrial estate, will receive a letter and leaflet about the Event. In addition they will be sent a questionnaire shortly after the Event.

Publicity Shirleyand Clare Madron are drafting a press release, and inviting reporters to the Event.

Display boards Shirley will visit Nick Hodgeson to see what is available from SHDC. Also Donald has offered 20 table standing display boards, 4’ by 2’.

Previous plans for the site will also be at the exhibition.

A public meeting is to be scheduled for early August, and advertised at the Event. The purpose of this is to let the community know the outcome of the consultation fairly soon after the Event.

A cash flow statement is to be made available for the next meeting.

4. Totnes S.A. Working Group A meeting is planned with DOS; it was agreed that the best time for this would be during the week following the Event, (5-9^th July).

The Town Council will be meeting on 5^th July; Pruw will arrange for a presentation from DOS of 20 mins.

We need to identify what support we need from the SHDC print room.

Typing up the report from the Event: it was agreed that the feedback should be simplified, so it can most effective for the Briefing Note, which will be given to Peter Sutton and Bill Brown.