The following were present in an advisory capacity:

Apologies for Absence:

Before the meeting proper began there was a discussion about finances, and in particular how funds from SHDC might be made available to DOS now that DOS has a bank account (with Lloyds). Nick agreed that while SHDC might be able to pay future invoices directly (provided they had been approved by the DOS Finance Sub-Committee) expenses already incurred should be handled by submitting an expense claim, with a schedule of payments and documentary evidence that they had been paid. Dave agreed to pay the outstanding Phone and Electricity bills, add them to the previously paid items and submit a claim via Nick.

It was also agreed that the DOS Finance Committee should produce cash-flow projections based on three possible outcomes:

1. A minimal cost outcome - assuming further public meetings and exhibitions, but with little or no professional fees
2. A median outcome - as (1) but assuming an indicative scheme, with professional fees kept to a minimum
3. An outline scheme - as (2), but with the necessary professional fees to ensure viability of the scheme

Under the general heading of matters arising, the following items were discussed:

1. Alan Robinson's point about the additional cost of to SHDC of affordable housing (grants etc), over and above the cost of the land
2. The business rates issue (for the DOS Office) was still open. An informal application has been made to SHDC for Discretionary Charitable Relief. Donald proposed that a formal letter be sent.
3. The presentation (15 minutes or so) to Totnes Town Council on 5^th July was confirmed. Susie will probably do it.
4. The presentation to the SHDC Southern Area Working Group on 15^th July was also confirmed. Susie regretted that she would be unable to attend, but Shirley, Dave and Donald would all be available.
5. It was agreed that a Public Meeting should be held some time in August to present the 'work in progress' that will have followed on from the 'Big Event'. It was agreed that before dates were set we should check the availability of Bill Brown and Peter Sutton who were likely to have to play a major role in this.

The meeting them turned to the planning of next week's event. 100 copies of the Questionnaire (for those who visited the exhibition but could not attend any of the Planning Sessions) were delivered to the office during the meeting. The leaflet publicising the event had not been distributed as expected by Mailbox NationWide, though it was hoped that this would improve over the next few days. As a result, more posters were being put up and it was agreed that a banner across the High Street (just below the Market Square) was a good idea. Dave reported that it was likely to cost around 100 pounds. The meeting agreed on the words to be displayd and Dave agreed to progress the matter (getting the necessary approvals, arranging for the production and erection of the banner). An Ad should also be appearing in the Totnes Times that day (it did).

Susie confirmed that invitations to the 'Private View' on Tuesday (5-6.30pm) had almost all been sent out. Savilles were to be invited.

Susie confirmed that the Press Release was almost completed and she was co-ordinating it with Claire Madron at SHDC. It had earlier been suggested that a 'photo opportunity' should be arranged for the opening of the exhibition. Anthony Steen MP could only make the Monday, so it was agreed to stage the 'opening' on that day. An invitation was being sent to Jim Parkes (Mayor of Totnes) and Nick agreed to see who could attend from SHDC.

The meeting then turned to the exhibition itself. Nick noted that the SHDC displays for earlier schemes would be delivered to the DOS Office later in the week (which they were).

There was some discussion as to how the questionnaire results would be collated. Pruw had got a quote from someone at Devon County Council (around 500-600 pounds for 500-1000 questionnaires). Di Parkin had suggested that Plymouth University could do the work.

The question of whether the DOS Office should be kept open after the event was raised. It was agreed that the Business Rates issue was the determining factor. If the only cost was the rent and utility bills it was almost certainly worthwhile, since space would be needed for meetings and for storing exhibition materials and documents. Donald emphasised the need to collect, identify and collate the outputs from the Big Event properly. It was agreed that the facilitators should do the initial collection, but proper filing was important if the material was to have any long-term usefulness.

The meeting closed at 10.45. The next meeting will be held on 7^th July at 9.45.