Guidance

VAPC south west England: meeting minutes 16 January 2024

Updated 27 June 2024

Meeting time

10am to 3pm

Meeting location

Mount Site, Taunton, Somerset

Attendance

Committee members attending:

• Jeff Spencer (Chair) (JS)
• Chris Rose (Vice Chair) (CR)
• Anica Alvarez Nishio (AAN)
• Andrew Ottaway (AO)
• Duncan Tilley (DT)
• Emlyn Phennah (EP)
• Guy Williams (GW)
• Hamilton Elliott (HE)
• Kieran Bird (KB)
• Tony Thompson (TT)
• Ash Jones (AJ co-opted)
• Iain Henderson (IH co-opted)
• Leigh Bowen (LB co-opted)
• Natasha Mason (NM co-opted)

Virtually:

• Rachael Brannagan (RB co-opted)
• Barry FIRTH (BF co-opted)

Apologies

Apologies for absence were received from 6 members and co-opted: Ben Obese-Jecty (BOJ co-opted), David Wood (DW), Franklin Owusu-Antwi (FOA), Garry Pither (GP co-opted), Michael Bryan (MB - academic secondment in the USA), and Philip Orr (PO).

Invited speakers

Helen Bridle (HB – VPPP)

Chatham House rules

The rules were reiterated, with a request that the intended confidentiality of anything discussed as being ‘off the record’ or of an intrinsically sensitive nature be respected as such, and if mentioned outside the VAPC perimeter should not be attributed to VAPC or an individual attendee of this meeting.

Conflicts of interest

While the SW VAPC recognises the importance of avoiding conflicts of interest, it also recognises benefits drawn from the lived experience of its members. We, therefore, operate a policy of naming and noting any activities or experiences which could be considered conflicts, while concurrently drawing upon the widest experiences of its members to inform its work.

At all times we endeavour to clarify explicitly when members are acting on behalf of the committee and when they are acting as private individuals.

Welcome: JS

JS welcomed all attendees, including those joining virtually, and hoped all had had the opportunity to study the pre-reading and agenda. 

JS explained that 6 new members were still in the recruitment phase, and that they were currently co-opted to the committee but yet to be confirmed by the Minister. Should the Minister confirm their recruitment to the SW VAPC, then their formal induction will start officially.

It was noted that all co-opted new members had been allocated a current member to act as a ‘buddy’ in the next few months. New co-opted members were encouraged to take full advantage of this, and both new and existing member buddies to provide feedback on how successful this initiative had been.

JS provided an update on National strategic issues, and noted his satisfaction that CR had been confirmed as Vice Chair (England) to the national Chairs group. It was added that the group were to become more cohesive and formally established in the VAPC Secondary Legislation currently being drafted, allowing individual chairs to retain their autonomy and properly represent their regions.

Review of minutes of the last meeting (13 November 2023): JS

Actions outstanding not covered elsewhere were noted and remarked upon by JS, but otherwise set aside in light of the 2024 plan and new paradigm.

Meeting dates (quarterly, monthly and weekly drop-in): GW/AAN

It was expected that all members will make every effort to attend SW VAPC quarterly meetings in person. Members are able to join via video link if necessary, but this facility is not guaranteed. 

Quarterly meetings are full-day SW VAPC conferences. Going forward, the dates will move from the third Tuesday to the third Wednesday of said months to facilitate booking of the main meeting room in the RFCA building, and ease pressure on the Mount car park.

Members travelling more than 90 minutes to Taunton (and invited guest speakers, if appropriate) would be able to arrange hotel accommodation for the previous Monday night, keeping within MOD travel and subsistince guidance.  This was confirmed by JS as being strictly necessary, both to enable a full working day to be programmed on the Wednesday and for achievement of VAPC primary tasking (networking). 

All members would be invited to meet informally on the Tuesday night in Taunton to network with other members and speakers.

2024 Plan 1 - VAPC working groups (WG): GW/AAN

National Common Interest Groups (CIGs)

Formerly the Veterans Strategy themes (housing, medical/wellbeing, finance, justice, community, transition/employment).

There are a number of CIGs established by the UK Committee of VAPC Chairs (UKCVC) which can be multi-regional or national (UK or England), endorsed by the Chairs of VAPC. It was noted by JS that these CIGs and the SW VAPC’s new WGs cover common themes in some cases, and that some CIGs are supported by nominated SW members, but that other CIGs are more conceptual than real, being less active or in abeyance. 

The fact that CIGs and WGs do not directly align is therefore accepted but not concerning. All members were asked to consider attending one CIG if they have the capacity to do so.

Nomination of members to WGs

The proposals set out in the SW VAPC ‘People Plan’ document (provided as pre-reading) were discussed. WGs had been initially populated in accordance with individuals’ expressed areas of interest and/or where JS believed members have the associated skill or expertise.  This did not imply that everyone with associated skills must be involved in that WG, but that there is a need to evenly spread the workload and available capacity across the WGs.

During the discussion, the lead member for the Armed Forces Compensation Scheme (AFCS) changed to JS for the time being.

WG sessions and reports

A column for recording when individual VAPC members’ current term of office will expire.

AFCS: JS

It was agreed to investigate and identify current AFCS process which appears to be inefficient, or that fails to produce acceptable responses to legitimate requests for information.

Additionally, to review and comment on the draft recommendations from the AFCS review when it is released to VAPC, as agreed by the Rt Hon Dr Andrew Murrison MP (Con.SW Wilts - PUS (MOD)) at a recent National Chairs’ meeting.

Coordination: AAN

AAN will develop the onboarding document through feedback from members and other regions. It was agreed to ensure that future meetings are planned well ahead, including pre-reading, confirming minute-takers and inviting guest speakers to enable efficient and effective achievement of the 2024 SW VAPC Plan.

Health

Mesothelioma

There are concerns that civilian and service personnel exposed to and displaying symptoms of mesothelioma may be treated differently with regard to compensation.

This issue was reported verbally at the National Chairs meeting with Dr Murisson. He expressed surprise at the inequity and tasked his staff to report to him.

Female and LBGTQ+ veterans

Female and LBGTQ+ veterans are under-represented in healthcare data for several reasons, including certain experiences during their careers.

Efforts are ongoing to improve engagement and ensure they are correctly ‘coded’ within the healthcare record, in addition to making extensive efforts to encourage veterans to ensure that their GP is aware of their status.

Op COURAGE

The veterans NHS mental health service received a refresh on 9 January 2024, with media output to encourage veterans and service personnel approaching transition to seek assistance.

Op RESTORE

The veterans NHS physical health service provision is continuing to see an increase in referrals, and there is a range of media available supporting veterans who need to contact their GP for a referral.

Local authorities (LA): DT

All group members are to coordinate with other members within their County/Unitary authority and liaise with ‘top tier’ LA Armed Forces Covenant (AFC) leads in their geographical area, attending AFC meetings and passing feedback to DT as the lead.

Co-opted members could likewise play a significant part through their ‘day job’, for example RB through RFCA’s region-wide interactions with LAs and the Regional Partnership Board.

Benchmarking LAs was understood to mean sharing best practice and influencing in less advanced LAs. 

It was agreed that measuring LAs objectively or comparatively was inappropriate, as well as to attempt to rank them against each other in any way.

Networking

It was recognised that networking influences and would be influenced by all other WGs, and the SW VAPC and pan-VAPC landscape as a whole.

It was also noted that networking means reaching:

• internally
• nationally - through VAPC National Chairs and similar non-VAPC AF community or veteran entities, such as the Office for Veterans’ Affairs (OVA)
• with regional or national organisations aligned with AFC needs
• with national organisations not aligned with AFC needs

Strategy: JS

It was agreed to closely monitor the work of the SW VAPC to ensure that, wherever possible, SW VAPC operates in consort with the evolving national strategy, the Ministers’ direction and the best interests of veterans.

Veterans: EP

The WG discussed leading on the major challenges that veterans routinely bring up with members when gathered together.

Veterans’ Places, People and Pathways Programme (VPPP) SW VAPC plans and regional army surges for 2024: HB/RB

As HB had been unable to attend on this occasion, VPPP was briefly recapped by JS who outlined what was known of the planning for VPPP in the SW. 

It was noted that HB was relocating to Scotland. It was not known who would take on the role in 2024.

Actions:

• DT to check in with HB
• HB confirmed via the group chat that data gathering is continuing but currently stalled as Invictus Games Foundation (IGF) works towards VPPP 2.0

West Country surges

RB reported that, except for the current surge into Gloucestershire (now and until early Spring), army surge planning has not been promulgated.

Actions:

• members to check their diaries and consider representing VAPC at Cheltenham Racecourse on Tuesday 27 February - contact JS/RB if able to attend
• RB requested to update VAPC on future surge plans when possible

Association of Service Drop-In Centres (ASDICs)/ Armed Forces (AF) breakfast club updates and plans: DT/AII

DT had nothing to report regarding ASDIC plans, in the SW or nationally. 

After the first 2 annual national ASDIC conferences in 2022 and 2023, it was possible that the ASDIC CEO would decide that a bi-annual conference would be more realistic, with the next being in 2025. NM had attended the 2023 conference, representing a third party, but was not convinced that it had been a productive event for her organisation.

Actions:

• DT to liaise with CEO ASDIC and report at next meeting
• DT to contact SW ASDIC Regional Coordinator and SW ASDIC-affiliated drop-in centres, with a view to visiting all 2024 - progress report at next meeting

Members reported that AF breakfast clubs were thriving across the region, and that there were possible benefits to be gained from SW members attending their local clubs to hear first-hand the voice of veterans; collate issues frequently raised; improve awareness of VAPC and sign-post individuals if appropriate.

Actions:

• all to discover where the AF breakfast clubs are located in their area and consider liaising informally
• if appropriate, attending breakfasts on behalf of VAPC

Members noted that the VAPC and SW VAPC public relations briefing material, such as presentation slide packs and back pocket briefs, were inadequate or not generally available. It was requested that strategy and/or networking WGs consider refreshing and re-printing these assets to reflect current and future VAPC paradigms.

Casework, advocacy updates: HE/EP/TT/AII

The meeting heard updates from those members who are involved in supporting casework, much of which is extremely detailed and time-consuming, but also raises some common themes which might be considered for the Annual Report to Minister. This was supported by LL with specific cases that illustrate the problems veterans and advocates encounter to desk officers at OVA and elsewhere in Government.

Regional AFC update and training: RB

Reporting via a temperamental video link, RB gave an overview of the Regional AFC activity and plans, noting that JS has a forthcoming meeting with the new Head of Wessex RFCA to exchange views, and seek even more opportunities for co-operation to mutual benefit.

Any other business

Timeline for the Annual Report to Minister in September

AAN drew attention to the dates for first actions, noting that the first iteration of this new annual cycle needs to culminate in a SW VAPC Annual Report being provided to National Chairs in mid-June 2024.

Actions:

• WG leads to provide to JS, CR and AAN a single paragraph confirming WG targets, clarifying group leadership and intended course of action (by 13 February)
• AAN has taken the lead on establishing WG WhatsApp groups and announcement channels to facilitate this trial - anyone needing guidance or advice or encountering ‘show-stopper’ difficulties before the next meeting is requested to contact AAN in the first instance

Dates of next meeting

Quarterly in-person meetings

1. Monday 15 July 2024
2. Monday 21 October 2024

JS said that it is expected all members will prioritise attending SW VAPC quarterly meetings in person if possible.

Members’ suggestions are sought for guest speaker(s) at monthly & quarterly meetings.