Feedback from the meeting held in the Civic Suite on April 20th 2009 to discuss voluntary sector representation on strategic boards. See below for a copy of Kevin Sheehan's presentation and for details of who currently sits on which strategic boards.

VCS Representation Consultation – 20 April 2009

Meeting Notes

Chair: Jennifer Laing, Assistant Director, VAL
Brian Wagenbach, Change UP Co-ordinator, VAL
Kate English, Development Officer for CYP, VAL

In attendance:  Bridget Gobbe – Bench Outreach, Pauline O’Hare – NDRP, Sinnathwamby Vethasuntharam – Tamil Elders, M. Tharmalingam – Tamil Elders, K Sattee – Lewisham Pensioners Forum, E Pascal – LEMP, Tim Walker – Sydenham Garden, Liam Carlisle – Lewisham Plus Credit Union, Gloria Copeland – REAL, Jane Haines – Crossroads, Carol Webley-Brown – Under Pressure, Cllr Mike Keogh – LBL/BTCV

1.   Jennifer Laing welcomed everyone and gave background information:

• Previously the election of VCS Reps was the responsibility of LCN but with the loss of funding the LCN had to close in March last year. 
• The last elections for VCS Reps was held in July 2004, now time for us to take a fresh look at the electorate, the process for elections and to nominate places.  VAL has been given the responsibility by the Lewisham Strategic Partnership for the election of VCS reps.
• It was noted that all points from today would be considered and taken seriously and once the structure and process for elections have been determined, elections will be arranged.  Final decisions on all aspects will be made by VAL Exec.

2.   Kevin Sheehan, Head of Strategy Lewisham Borough Council:

• Gave an overview of the 6 thematic partnership boards and explained that the LSP was a multi-agency group chaired by the Mayor, Sir Steve Bullock that looked at the long term vision for the area.  For more on the agencies see attached information or visit the LSP website: www.lewishamstrategicpartnership.org.ukmember_list_board.asp. The partnership aims to be inclusive and goes beyond agencies and into the community at large.
• VCS Reps sit on all Boards and particular Boards like the Enterprise Board included agencies such as Lewisham College, Job Centre Plus, North Downham College, all helping to tackle issues like worklessness and economic prosperity for the citizens of Lewisham.  He noted that the LSP’s strategic document, “Shaping Our Future” was the long term strategy for the partnership.   This contained 2 underlying principles to address issues of equity and outcomes in order to narrow the gap for citizens. 
• He also noted the priorities for the LSP were contained in the 35 Local Area Agreement targets including health, employment, housing, climate change and gave the focus for the next 3 years.
• He noted that in light of the current recession, Lewisham has seen an increase in the numbers on Job Seekers Allowance, more people having problems with mortgages, and in response to this the Mayor has agreed a 10 point plan geared up to provide support for the area.   An Apprenticeship Scheme is also being planned working with Job Centre Plus.
• Kevin noted that there was commitment to work in partnership and to work together including looking at how services are commissioned by the Council and PCT and how they can work together to deliver better outcomes.

3.   Kevin Sheehan: Q&A Session

Suggestion to input information in Lewisham Life regarding Representation.

4. What Does VCS Representation Mean to You?

Kate led on this discussion, and noted that we needed to have an effective structure for working with voluntary sector reps.  She asked everyone to come up with ideas to make this a strong working structure and asked what sort of questions this raised for people, as follows:

Questions VCS posed
•    How can our group contribute and what can we get to create stronger communities?
•    Are the aims of the LSP still relevant?
•    How can we be more inclusive?
•    What effort does each Board make to include VCS?
•    How is work and decisions communicated?
•    Do VCS Reps have equal status on power balance? Or are we a tick box?
•    How do we enable VCS?
•    How do we channel Local Authorities energy?
•    How do we promote VCS expertise?
•    How do we ensure we are representative of the diversity of Lewisham’s cultures/communities?
•    How can an individual represent the Sector?
•    What resources are available?
•    How is the LSP structured?
•    How much does it cost?
•    How does this work in other boroughs?
•    Innovate!
•    How do we negotiate diverse needs?
•    What are current arrangements?
•    Where do pensioners fit into this?
•    What support is available for Reps to carry out roles?  Resources, training, support?
•    Are the aims of LSP (from 2001) still relevant?
•    How is the LSP structured? (Main board? Sub-Committees?  Forums/discussion group)
•    Does the LSP still work,?  Is it relevant?  Local voice is much more meaningful.

5. Key points emerging from discussion

The relationship between the Boards will hopefully through the work we do become more effective.  The LSP has developed and is coming together to deliver.

In terms of enabling VCS to provide feedback, not everyone feels comfortable to say, especially when you know you’re not equal. 

More time needs to be spent on relationship building as this is what it’s all about.  Look at the softer skills that are needed to make better relationships.

VAL provides information/guidance on what’s happening, there is a need to be creative about things in order to get a say and to meet outside of the formal structure.

Local Assemblies have an excellent way of engaging, vibrant and inclusive and maybe we need to replicate this.

Don’t try to change things if they are working, work on aspects that don’t work.

Don’t have to be at a meeting to get your voice heard!

There are organisations that have not been included but developed on their own.  Reaching a wider audience, more locally is important , those groups not involved have a chance to get involved.  Bottom up approach works best.

Some find it difficult to sit on Boards and hold their own.  Resources needed to support training and time, may not be something VCS or VAL can deliver.

Boards need to resource a paid post to support delivery, most felt that it should not be a Council post.

A couple of organisations felt they weren’t represented in any of the partnership board themes (Tamil Elders, where do pensioners fit? & organisations like BTCV).

We need to have themes and local reps delivering local events.

What happens in other boroughs?  Is it done in a different way elsewhere?

Bellingham & Downham still most deprived areas and should be considered.

6. Kate English: Presentation on the C&YP Model of Representation

CYP Representation on Strategic Boards

click on the image to view it full size (opens in a new window)

Two VCS Reps are democratically elected onto each Board/Working Group annually by the CYP Forum.

Jane Haines, CYP Forum Rep on the Disability Multi-Agency Group: all Boards have Terms of Reference and all C&YP Reps were inducted together in order to allow group bonding.  She also noted that although the Board she attended was not functioning this allowed her to discuss problems with Forum members.  Feedback from Reps takes place at quarterly meetings and Rep meetings take place twice a year.  All Reps have a handbook and jargon buster.

Kate noted that communication is really important, Reps are required to complete a form detailing key points raised and points they want to take forward to the Forum.  That information is collected and distributed the challenge is that when all the Boards meet it means collating a lot of information, hence the need to keep it brief.  All information is made available on VAL website.  Forums are an opportunity for organisations to meet and Reps lead on discussions and get dialogue going on what’s happening.  Organisations can contact Reps directly or speak to Kate.

VCS asked about whether the model was working. This can be hard to evidence. Anecdotally, we have had strong input to Lewisham’s new CYP Plan this year as a result of strong representation.   As the process has only been in place since January it is too early to say.  As the project develops we can determine targets achieved and whether changes are sustained.  Suggestion given – Feedback form with evidence could be completed and forwarded to VAL. There is work being done at a regional level to develop evaluation systems to monitor the success of VCS engagement in Children’s Trusts.

Jane Haines noted that she could not do the role without VAL eg snapshot information was given to keep her up to date. Impossible to take on the role without this.

VCS noted that this work couldn’t be done without funds to support a post, VCS asked if there were funds within the Boards that could pay for this support.

7. Developing Systems to Support Effective Representation: Q&A

Q What is the Reps role in representing the VCS?  Could each of the Boards change their work practice and deliver VCS impact assessments detailing VCS engagement?

Discussion took place on the length of the Rep role.  Suggestion that it be 3yrs with 1/3 on 1/3 off.  If it’s only a year does create a lot of work in terms of election processes, and disempowers Reps who are there on a very short term basis.

Question of 2nd Tier organisations represented – it was noted that 2nd Tier should be represented on each of the Boards and that there needs to be more diversity reflected on each of the Boards.

Suggestion that LSP main Board have an Advisory group which would consider policy and resources for consultation, act as the expert body and take issues to main Board.  Must have ability to call meetings as needed, maybe have thematic, time bound working groups.    This would enable important questions to go forward to LSP.

VCS requested information on who sits on each Board and a copy of Kevin Sheehan’s presentation.