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Public consultation minutes

For consultations and community meetings: who took part, what concerns and proposals came up and how the organization responded.

Free, no sign-up. Opens in Word, Google Docs or LibreOffice.

What must not be left out

What anyone reading or signing the minutes will check.

  • How many people attended and which groups were represented.
  • Concerns grouped by topic, in people’s own words where possible.
  • What the organization answered and committed to, kept apart from what the community asked for.
  • The disagreements, not just the consensus: they make the minutes credible.
  • When and where the results will be published.

Filled-in example

Fictional data, so you can see how each section turns out.

MINUTES OF THE PUBLIC CONSULTATION

Subject of the consultation
Redesign of Villa Nueva Central Park
Date and time
October 12, 2026, 18:00
Place
Villa Nueva School
Responsible organization
City Council, Public Works Department
Facilitator
Isabel Navarro
Number of attendees
64 people

1. Purpose and context

Gather residents’ views on the park redesign before the final project is approved. The budget is already allocated; the consultation sets the priorities.

2. Groups represented

  1. Villa Nueva residents’ association
  2. Business owners’ association
  3. Youth sports league
  4. Older people from the day center

3. Concerns and proposals

TopicWhat participants raised
SafetyPoor lighting at night; several asked for cameras and more streetlights. This came up most often.
SportThe youth league asked to keep the court and improve its surface.
AccessibilityRamps and benches with backrests for older people.
TreesOpposition to cutting down the large trees on the north side.

4. Responses and commitments of the organization

The Public Works Department commits to LED lighting across the park and to keeping the trees on the north side. The court stays, and a new surface will be assessed according to cost. Cameras are a police matter: the request will be passed on to them.

5. Agreement and disagreement

There was agreement on lighting, accessibility and trees. There was disagreement on closing time: business owners want the park open until 22:00, the residents’ association until 20:00.

6. Next steps

  1. Publish these minutes on the City Council website within 10 days.
  2. Present the revised project at a second meeting in December.
  3. Send the camera request to the police.
For the responsible organization

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