Guidance

VAPC south west England: meeting minutes 13 November 2023

Updated 4 December 2024

Meeting time

10am

Meeting location

Mount House, Taunton, Somerset

Attendance

Committee members attending:

• Jeff Spencer (Chair) (JS)
• Chris Rose (Vice Chair) (CR)
• Anica Alvarez Nishio (AAN)
• Guy Williams (GW)
• Hamilton Elliott (HE)
• Duncan Tilley (DT)
• Kieran Bird (KB)
• Emlyn Phennah (EP)
• Rachael Brannagan (co-opted) (RB)
• Helen Bridle (co-opted) (HB)
• Tony Thompson (TT) (minute taker)

Welcome, introductions and apologies: JS

JS welcomed all attendees. There were no guests in attendance.

Apologies for absence were received from six members: Philip Orr, Franklin Owusu-Antwi, Andrew Ottaway, Michael Bryan, David Wood, and Ben Obese-Jesty.

JS thanked GW for making the domestic arrangements for the meeting.

Conflicts of interest

In the interests of accountability and transparency it is incumbent on members to inform the Committee of any real or perceived potential conflicts of interest relating to their membership of the VAPC. In every case where a potential or perceived conflict may arise, members must inform the Committee as to whether they are acting as representatives of the VAPC Committee or in a personal capacity.

DT informed the Committee that he had been appointed as a member of the management committee of Lady Grover’s Fund, an incorporated friendly society that was established in 1911. The Fund provides health care support to the officer community across all armed forces, including serving and former officers. The VAPC Committee noted the appointment and congratulated DT accordingly. There were no perceived conflicts identified.

TT informed the Committee that he had accepted an invitation to become an associate member of WhistleblowersUK (WBUK), a not-for-profit company limited by guarantee. WBUK was established in 2014 and is the voice for change to organisational practices, national policy and the law, ensuring that change is delivered effectively. WBUK promotes ethical standards of conduct and compliance with the law in the public and private sectors. It also supports whistleblowers offering expert, compassionate, practical advice and guidance and refers them to trusted legal and other professional services when needed.

TT explained that he now chairs WBUK’s uniformed services focus group, taking account of his previous military and police service. He will be taking part in the Whistleblowers Awareness Week in Parliament on 28/29 November 2023 (which is supported by the MOD) and on 28 November will be a panellist in a closed session of the All-Party Parliamentary Group (APPG) considering ‘official secrets, journalism and whistleblowing’. The APPG is currently gathering evidence which will be presented to the Government’s Whistleblowing Framework Review due to report in early 2024.

WBUK supports the APPG for Whistleblowing and its work to create the Office of the Whistleblower which will provide protection for every citizen, ensure that concerns are investigated and that those responsible are held to account. Its overarching objective will be to engage in a full public education programme ensuring that every citizen is aware of their rights.

The Committee noted TTs role with WBUK and did not consider there were any conflicts of interest.

Review of Actions Outstanding from Previous Meeting (held 11th July 2023)

There were no outstanding date-specific actions.

Chair’s overview and recruiting update

The new VAPC Act

JS noted that the Veterans Advisory and Pensions Committees Act 2023 had received Royal Assent and passed into UK law on 18th September 2023. Work will soon commence on developing new regulations that will set out in detail the enhanced role of the regional committees and how they will add value to the veterans and the veterans’ community. It had been agreed at ministerial level that VAPCs will be invited to form part of the working group that will develop the secondary legislation.

Recruitment of VAPC Members

JS provided an overview of the arrangements for recruiting new members for the VAPC South West and a discussion ensued about the most effective methods for ‘onboarding’ new members once the interview process had been completed in December 2023 and formal appointments had been made by a minister. It was noted from current members’ previous experience of the recruitment process that there was a significant delay between selection and approval at ministerial level. This was obviously beyond the control of individual VAPCs, but the process would be scrutinised, and appropriate comments given to the MOD as constructive feedback. Six applicants have been shortlisted for interview by a VAPC selection panel and interviews are scheduled to take place on 12th/13th December 2023.

The Committee agreed that it would be advantageous for individual members to contribute to the onboarding process through mentoring and training, sharing their lived experience as current members. A programme would be created for delivery in 2024.

Outcomes and actions arising from three key reviews of veterans’ services

JS explained that there were wide range of actions emerging following the multiple reviews and recommendations that affect veterans and their families. These are being considered by the MOD and government and further information will be shared when details are known. Recommendations from the three key reviews have been amalgamated to ensure that a complete picture of what has been recommended and what has been accepted by government is captured so that effective action plans, monitoring and review can take place. The VAPCs should play an active role in engaging with veterans, local authorities and charities when the government’s actions are communicated to veterans and rolled out across the VAPC regions. These are expected to emerge in 2024 and we, in the South West Region, need to understand how the recommendations will benefit veterans, especially those who are struggling, and apply qualitative methods for capturing the evidence.

Restrictions on VAPC subsistence and travel expenses

The Committee noted with some concern the MOD’s requirement for a moratorium on travel expenses and subsistence across the Department because this approach has been applied to all VAPCs. Whilst recognising the understandable need for fiscal efficiency across government departments, VAPC members are unpaid volunteers who give up their time undertaking a wide range of tasks on behalf of veterans and the MOD, much of which goes unnoticed. There is a limit to how much can be achieved through online working and the Committee notes the ministerial thrust to get some Civil Servants back to office working rather than home working. VAPCs, and hence veterans and their families, should not be disadvantaged as a consequence of a blanket decision imposed without any consultation with VAPC Chairs.

It is not a huge burden on the MOD/government purse to subsidise four VAPC quarterly in-person meetings per year. It is evident that the MOD has not considered, nor asked for, any evidence to demonstrate the return on investment for funding the quarterly meetings. Individual VAPC members frequently personally fund their own travel arrangements to go to events and meet individuals without submitting claims for expenses. It is suggested that this should be quantified during 2024 and will be discussed at the next quarterly meeting.

The Armed Forces Covenant Trust Fund: Veterans’ Places, People and Pathways Programme (VPPP) update, funding and Board membership

HB provided an update on the VPPP with an overview of the programme at national (UK) and regional level. The Invictus Games Foundation (IGF), for whom HB is currently employed, is the portfolio lead for VPPP in SW England IGF has assembled eight member organisations in the SW region as part of its approach to developing regional partnerships and extending the IGF’s ‘Beyond the Games’ reach to support the wider military community. The VPPP has awarded grants to portfolios of projects.

The VPPP’s aim is to deliver improvements to how veterans with mental health and wellbeing needs can be supported in a coordinated and supported way, and an Interim Evaluation Report covering all regions on a region-by-region basis was published in Summer 2023. Information about VPPP South West Region can be accessed here.

An All-Stakeholder Evaluation Survey has been created and will close on 19 January 2024. It can be accessed here.

HB explained that whilst the initial focus of the various projects was on mental health and positive transitions from military to civilian life, the VPPP is now more open to projects that meet the general needs of the Armed Forces Community.

Invictus Games Foundation (IGF) update

HB explained that whilst the outcomes of the IGF projects are positive and supported by useful KPIs, ensuring a legacy of longevity is vital to ensure resilience. The IGF is currently assessing how best to achieve this and to ensure long-term funding. HB gave a brief overview of the successful Games in Dusseldorf, Germany earlier in 2023.

Following Dusseldorf 2023 the next Games will be in Canada in 2025, to be known as the Invictus Games Vancouver Whistler 2025. It will bring together over 500 competitors from over 20 nations to compete in adaptive sports, including the new winter sports: Alpine Skiing, Nordic Skiing, Skeleton, and Wheelchair Curling, in addition to the core Invictus Games sports of indoor rowing, sitting volleyball, swimming, wheelchair rugby and wheelchair basketball. Vancouver and Whistler were selected as the host cities by the Invictus Games Foundation following a competitive bid process.

JS thanked HB for her presentation.

Defence Relationship Manager update and next steps

JS explained to the Committee that, on behalf  of the VAPC South West - and all other VAPC regions - JS and TT had taken part in a very helpful online introductory meeting with the Defence Relationship Manager (DRM) on 28 September 2023 as means of fostering improved regional relationships. The DRM is a new role funded by the MOD and based in London. We will develop the relationship which is now embedded within the DRM project as we head into 2024 and use this to help us construct our action plan for South West England.

Armed Forces Covenant Trust Fund and Portal

The Committee briefly discussed the Armed Forces Covenant Trust Fund and noted the various major projects that are being supported, including the Major Capital Grants Programme, the Veterans’ Career Development Fund and the Veterans’ Capital Housing Fund.

2024 SW Plan: introduction

The Committee discussed a range of options and recognised the value of identifying networks that are making, or will make, a difference to the veteran community in the region. Members were invited to consider what their individual contributions might be when we head into the new year and with new members joining the Committee.

Ideas as to what areas should form part of the plan were invited and members were requested to bring suggestions forward to the January 2024 meeting.

KB suggested examining how the Committee could explore how best to promulgate Healthwatch and its feedback service to the veteran community in the region.

DT identified the need for effective VAPC branding and improved communication so that the veteran community is better placed to identify and communicate with VAPCs.

TT endorsed DT’s suggestion and added the need for an associated media strategy to ‘get the VAPC out there’ in a more public way.

Functional Groups/CIG updates and CIG future direction

The previously named ‘functional groups’ that operate across all VAPC regions have been rebranded as Community Interest Groups (or CIGs). This is a temporary arrangement until the new role of the VAPCs has been agreed and enshrined in secondary legislation following the passing into law of the VAPC Act 2023.

CIGs covering elements of the Veterans Strategy currently exist – for example, Transition, Veterans and the Criminal Justice System, together with Secretarial Support and Communications, However, the likelihood of a refreshed VAPC structure and enhanced role meant that some activities are understandably on pause. TT reported that a forthcoming meeting of the Veterans and the Criminal Justice CIG of which he is a member has been postponed until 2024 until there is some clarity of the VAPC role.

SW Regional Surges

The ‘regional surges’ are roadshows led by the Army Engagement Team that travel to key locations around the regions to engage with local communities and leaders to promote its role and the value the service brings.  There is an element of recruitment encouragement integrated within the roadshows. VAPCs are regularly invited as they provide ideal engagement, liaison and networking opportunities. RB informed the Committee that the next one in the South West will be in Cheltenham in 2024 and she will circulate further information when known.

AFCRPB: feedback – next dates - attendance

The VAPC attends the Armed Forces Covenant Regional Partnership Board (AFCRPB) and TT and DT have taken part. It is considered by the Committee that the Board, which comprises many of the Armed Forces Champions from South West local authorities, could play a more prominent strategic role in 2024 and beyond, particularly when the government announces the promised improvements to veterans’ welfare services having accepted the majority of the recent independent review. The Committee will consider how the VAPC can better support the AFCRPB at its next quarterly meeting in January 2024.

Association of Service Drop-In Centres (ASDICs)/ Armed Forces breakfast clubs

ASDIC has a mission to ‘maximise the sustainability, resilience, effectiveness and delivery of Drop-In Centres, and improve liaison with Breakfast Clubs, across the United Kingdom to ensure that all vulnerable veterans receive swift and empathetic support and that their needs are appreciated at higher levels’. The Committee understood that funding to support breakfast clubs may be terminating at the end of 2024. Further enquires will be made and discussed at the next Committee meeting. Breakfast clubs have grown across the region and have become very popular. TT has attended one in Weston-super-Mare and there are now some 250 members with typically some 40-50 attending each month.

The Committee agreed that an approach would be made to the ASDIC ‘regional commander’ and COBSEO - the Confederation of Service Charities – to establish the exact position.

Advocacy updates

There had been no formal requests for veteran support directed to the VAPC South West from Veterans UK since the previous meeting.

TT reported that he had been dealing with a number of cases where he had approached Veterans UK for help with information for veterans, notably from veterans in the prison system who were scheduled for release. Veterans UK was helpful in agreeing to provide information, albeit their response was usually very slow. TT will report separately on this. TT is currently representing an individual who is claiming a miscarriage of justice following a conviction for murder in 1989. The individual remains in prison. The case is being investigated by the Criminal Cases Review Commission and TT has arranged a meeting with the Commission in January 2024 to discuss the case.

VAPC SW – Secretary volunteers/management

The Committee discussed how best to manage the various administrative and secretarial tasks (such as taking minutes and other key functions associated with running the Committee). In the absence of any indication of potential support being provided by the current VAPC sponsor department (MOD/Veterans UK) it will be necessary to seek volunteers from within the Committee and operate on a rotating basis. This will be considered in more detail once the new members are appointed and ‘onboarded’.

Defence Employer Recognition Scheme (ERS)

The ERS is a government scheme that encourages employers to support defence and inspire other organisations to do the same. The scheme encompasses Bronze, Silver and Gold awards for employer organisations that pledge, demonstrate or advocate support to defence and the armed forces community, and align their values with the Armed Forces Covenant. Lists of each award holder are published on the government’s website in Microsoft Excel spreadsheet format giving (1) name of the organisation; (2) Industry; (3) Region (where the head office is located); (4) year of award; and (5) whether the award has been renewed.

The criteria for each of the three awards varies from self-nomination for the Bronze award through separate application processes for Silver and Gold awards.

The ERS is designed primarily to recognise private sector support although public sector organisations such as the emergency services, local authorities, NHS trusts and executive agencies are also eligible to be recognised.

The 2024 Silver Award nomination online window opens on 1st December 2023 and closes on 18 March 2024.

The 2024 Gold Award nomination online window opens on 1st December 2023 and closes on 13 February 2024.

The Committee discussed whether the ERS was being suitably monitored and assessed for compliance with the standards of eligibility for which they were initially awarded. This is particularly important for the Silver and Gold Awards. Some concern was expressed as to whether organisations who have ‘fallen’ below the standard they originally achieved are actively working to elevate their standards or ‘handing back’ their awards or ‘dropping to a lower level’ where they meet the criteria. This is an area for further investigation and the Committee will consider what action can and should be taken at its next meeting.

Any other business

National Service of Remembrance at the Cenotaph, London

TT reported that he had taken part in the Cenotaph march and service in Whitehall the previous day, Sunday 12 November. He was part of the International Police Association marching contingent, with places allocated by the Royal British Legion. He was able to secure his place by linking his military and police service with that of VAPC member.

National Homelessness Advice Service (NHAS)

KB informed the Committee of the NHAS whose services are fully funded by the Department for Levelling Up, Housing and Communities to deliver services to organisations in England that provide housing or homelessness advice to their service users. These include:

• Citizens Advice
• a local authority
• a voluntary organisation
• a public authority – such as prisons, probation, jobcentres or health services

This is not a public-facing service, but eligible professionals seeking housing, homelessness, housing debt or benefits advice to resolve a client issue, can contact an adviser on the NHAS webchat service or by calling on 0300 330 0517. The Committee noted that this information may be useful to a VAPC member providing individual advocacy within the veteran community.

TT will discuss with his contacts at HMP Leyhill because he is aware that veterans are sometimes being discharged from prison as ‘no fixed abode’.

Future SW VAPC meeting dates – 2024 and SW VAPC calendar

Dates of future meetings:

Online monthly (Zoom) meetings:

28 November 2023, 5pm via Zoom

Quarterly (in-person) meetings:

Tuesday 16 January 2024, Mount House, Taunton: 10am to 3pm

2024 proposed meeting dates – subject to confirmation and availability of meeting room at Mount House, Taunton, Somerset. All meetings are timetabled to start at 10am and conclude at 3pm.

In-person (quarterly)

1. Tuesday 16 January 2024
2. Tuesday 16 April 2024
3. Monday 15 July 2024
4. Monday 21 October 2024