the Ottawa Project

Advisory Committee - Minutes of Meetings

October 15, 1999

Present: Joyce Snarr, Dr. Rebecca McDermot, Hubert Frenken, Dr. Campbell Lamont, Lucie Essiambre, Sylvie Anderson, Alex Cullen, Margaret Labarge, Joan Skene, Cal Martell.

1. Welcome and Introductions
Sylvie Anderson welcomed everyone to the meeting. The members of the group introduced themselves.

2. Approval of the Agenda
The Agenda was approved. Moved by Joan Skene and seconded by Campbell Lamont.

3. Organization and Management of the Coordinating Committee
1) Appointing of a Chair. Alex Cullen informed the group that a Chair needed to be appointed for the Steering Committee. Alex Cullen asked if there were any nominations. Margaret Labarge nominated Campbell Lamont and Joan Skene seconded the nomination. The group discussed briefly the role of the Coordinating Committee as the members looked over the terms of references, the work plan and the activities. After reviewing these materials, Campbell Lamont accepted the position as Chair. It was decided that Campbell Lamont would Chair the rest of the meeting.
2) Appointing of members for Sub-Committees: Outreach / Participation, Communications, Evaluation and Methodology Sylvie Anderson informed the group that the Toronto Coordinating Committee had created sub-groups to work on particular tasks. Sylvie Anderson informed the group that we could also form sub-groups. The group felt that it wasn't necessary to form sub-groups. Members will volunteer to work on particular tasks as we go along.

4. Discussion of Terms of Reference
The group reviewed and discussed the Terms of Reference. Hubert Frenken requested that periodic statements of the local budget be brought to the meetings. The group agreed. Sylvie Anderson agreed to bring the local budget sheet to the next meeting. The Terms of Reference were accepted with the possibility of amendment in the future.

5. Membership of the Steering Committee
Sylvie Anderson informed the group that she had been looking to expand the Coordinating Committee but that she now felt that it was large enough. The group agreed that it had enough members and that there was a good representation of seniors on the Committee. It was decided that consulting members could be included in the future if the need emerged. The group asked Sylvie who was on the Advisory Committee. Sylvie informed the group that the following members were on the Advisory Committee: Maureen Murphy, Florence Kelner, Marie Loyer, Murdo Murchison, Rick Wilson. The group requested that a list of the Advisory Committee members be brought to the next meeting. Sylvie Anderson agreed to provide this list at the next meeting.

6. Update on the Toronto Project
Sylvie Anderson informed the group that the Toronto Project has finished round 1 of their focus groups. In this round, the facilitator asked the Advisory Committee members to identify factors that affect seniors health and well-being. The factors identified in round 1 will be re-addressed in individual focus groups in round 2. For example, if transportation was identified as a factor in the round 1 focus group, a focus group in round 2 will be held on this topic. The Toronto group will have a total of 15 focus groups in round 2. They are starting their round 2 focus groups in November and will finish in mid-February.

1) Update on the Ottawa Project
Sylvie informed members of the group that a total of 10 focus groups will be done: 7 with seniors, 2 with service providers and 1 with municipal representatives. Sylvie informed the group that she would like to have 2 of the 7 focus groups with Francophone seniors. Sylvie also informed the group that there is a possibility that a Carleton University student could be used to do the following tasks: facilitate the focus groups, collect the data and write the reports. This University student could use this study for his or her thesis. Sylvie informed the group that she is waiting to get some feedback from Ivan Brown (Project Manager) to see if it's O.K. to use a student and to start the focus groups in January 2000. The members of the group felt that a University student might not be experienced enough to facilitate the focus groups. The members of the group asked Sylvie whether or not this student was a Masters student or an Honors student. Sylvie agreed to check with Florence Kelner. The members of the group asked Sylvie to follow-up on finding an experienced facilitator to run the focus groups. The group discussed the membership of the focus groups. It was suggested that a focus group be held with frail seniors in order to get a good representation of seniors. The group discussed the need to take this project further than just identifying factors that affect seniors health. The members emphasized the need to use the focus groups to go a step further in identifying how changes can be made on the policy level and in service delivery.

7. Discussion of Work Plan and Revision of Activities
The group looked over the work plan and the activities. The group asked Sylvie to bring an updated work plan to next meeting.

8. Date of Next Meeting
The next meeting will be held on November 18, 1999 at 9:30 AM at the Council on Aging. The following meeting will be held on December 16, 1999 at 9:30 AM at the Council on Aging.

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November 8, 1999

Present: Maureen Murphy, Florence Kelner, Rick Wilson, Murdo Murchison and Sylvie Anderson.
Regrets: Marie Loyer

1. Welcome and Introductions

Sylvie Anderson welcomed everyone to the meeting. The members of the group introduced themselves.

2. Approval of the Agenda

The Agenda was approved.

3. Organization and Management of the Coordinating Committee

1) Appointing of a Chair Sylvie Anderson informed the group that a Chair needed to be appointed for the Advisory Committee. Sylvie Anderson asked if there were any nominations or volunteers. Florence Kelner was nominated and she accepted the position as Chair. It was decided that Florence Kelner would Chair the rest of the meeting.

4. Discussion of Terms of Reference

The group reviewed and discussed the Terms of Reference. The membership was reviewed and it was agreed that a representative from each area defined was present. The Terms of Reference were accepted.

5. Business Arising

5.1 Update on the Toronto Project
Sylvie Anderson informed the group that the Toronto Project has finished round 1 of their focus groups. In this round, the facilitator asked Advisory Committee members to identify factors that affect seniors health and well-being. The factors identified in round 1 will be re-addressed in individual focus groups in round 2. For example, if transportation was identified as a factor in the round 1 focus group, a focus group in round 2 will be held on this topic. The Toronto group will have a total of 15 focus groups in round 2. They are starting their round 2 focus groups in November and will finish in mid-February.

5.2 Update on the Ottawa Project
Sylvie informed members of the group that a total of 10 focus groups will be done: 7 with seniors, 2 with service providers and 1 with municipal representatives. Sylvie informed the group that the Coordinating Committee would like to have 2 of the 7 focus groups with Francophone seniors, one with frail seniors and the rest with seniors from different areas. Sylvie also informed the group that there is a possibility that a Carleton University Ph.D. student could be used to do the following tasks: facilitate the focus groups, collect the data and write the reports. The group reviewed the local budget and determined that $1800.00 is available to do the following: facilitate the focus groups, collect the data, analyze the data and write the reports. It was agreed that this was not enough money to do all these tasks. Maureen Murphy informed the group that she could help with funding and offered to give $1200.00. Florence Kelner will check with the Ph.D. student to see if she will accept a contract for $3000.00.

5.3 Focus Group Composition
The Advisory Committee discussed the focus group compositions. The following suggestions were made for focus groups with seniors: a church group, a seniors’ fitness group, Bronson Place, Le Patro, community centres, etc. Members of the committee felt that it was important to have different ethnical groups involved. However, they did not know how the translation could be handled. For the focus groups with Service Providers, the following suggestions were made: CCAC, RGAP, a home support program, community centres and health centres. For the focus group with municipal representative it was decided that it would be easier to conduct 2 or 3 individual interviews instead of focus groups. Sylvie is to check with Ivan Brown to see whom they are interviewing as municipal representatives. For instance, are they interviewing politicians?

6. Other

6.1 Focus Group Questions
The group reviewed and discussed the questions that were asked in round 1 and 2 of the focus groups held in Toronto. It was agreed that the questions needed to be asked in practical terms. Issues identified should relate to every day life experiences. For example: “Did you have problems making it on time to your appointments this week?” The group also discussed the difficulty of relating policy with the issues identified. In this case, the group used Toronto’s experience as an example: “You told me earlier that transportation is a problem for you. What kind of program would make it easier for you to get around? You are worried that the Old Age Pension Program might be eliminated. What could the government do about that?”

6.2 Facilitator
The group also agreed that the facilitator should be informed on seniors’ issues in order to probe the participants’ answers in depth. The facilitator should be able to move easily from issues identified to policy. It was also agreed that the facilitator should be well equipped with the tools provided from Toronto.

6.3 Regional Chair’s Forum on Seniors Issues
Maureen Murphy informed the group of a report entitled: “Regional Chair’s Forum on Seniors Issues”. This report documents issues affecting seniors’ health and well-being identified by seniors themselves. The group felt that it might be a good idea to use this report as a starting point. The issues identified in this report could be addressed in individual focus groups with seniors. Sylvie agreed to find the report and to send it to group members. This idea will be presented to the Coordinating Committee to see how they feel about it.

7. Date of Next Meeting
The next meeting will be held on December 6, 1999 at 3:00 PM at the Council on Aging.

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December 6, 1999

Present: Maureen Murphy, Florence Kelner, Kim Ford, Murdo Murchison, Marie Loyer, Jacquie Mansell and Sylvie Anderson.
Regrets: Rick Wilson

1. Welcome and Introductions

Sylvie Anderson welcomed everyone to the meeting. The new members of the group introduced themselves.

2. Approval of Minutes and Agenda

The amount offered by Maureen Murphy for the Ph.D. student is $1500.00 and not $1200.00. With this correction, the minutes were approved. The Agenda was approved.

3. Business Arising

3.1 Update on the Toronto Project
Sylvie Anderson informed members of the group of the Toronto Project. The Toronto Project has proceeded with Round 2 of their focus groups. In these focus groups, the six following issues were addressed: 1) Housing, 2) Acute Illness and Injury Care Supports, 3) Chronic Health Care Supports and Choices, 4) Income and Benefits Security, 5) Transportation and Mobility, 6) Promoting Healthy Lifestyles. These issues were addressed with seniors nominated by Advisory and Coordinating Committee members.

3.2 Update on the Ottawa Project Sylvie Anderson informed the group that the Coordinating Committee had agreed that the issues identified in the Regional Chair’s Forum on Seniors’ Issues report should be used as the topics for the focus groups. Jacquie Mansell asked whether or not the issues identified in this report had been predetermined. If so, it’s possible that the issues identified don’t reflect accurately what seniors consider as being important issues. 

Sylvie Anderson informed the group that when she checked with Ivan Brown about using these issues for the focus groups, he suggested that the focus groups should allow space for seniors to add issues they feel are missing. The group agreed that using the issues identified in the report acknowledges the work that has been done in Ottawa-Carleton. Allowing seniors to add to the issues identified in the report ensures that the topics addressed in the focus groups reflect issues that are important to seniors. 

Sylvie Anderson informed the group of the information she had sent to Toronto for the Web Page.

3.3 Ph.D. Student
Sylvie Anderson informed the group that Kim Ford, the Ph.D. student has agreed to accept the contract. After informing the Coordinating Committee about Kim Ford’s experience in facilitating focus groups, the Coordinating Committee agreed that she would be a good candidate for the job. 

Sylvie Anderson informed Kim Ford that Maureen Murphy from the RMOC had offered to contribute $1500.00 for her salary. This makes a total of $3300.00 for the full contract. 

Sylvie Anderson is preparing a contract for Kim Ford. Sylvie Anderson has also prepared and information package for Kim Ford and for another student who is interested in doing some volunteer work for the project.

4. Revision of Focus Group Questions

Sylvie Anderson informed the group that she had prepared some draft questions for the 7 focus group topics. She also informed the group that she was a bit worried about the length of the focus groups. It is generally recommended that focus groups last no longer than two hours. If all seven topics are to be addressed in one focus group, it is possible that the focus group will be too long. 

The Advisory Committee had agreed that all seven issues would be addressed in each focus group. In doing so, the selected seniors wouldn’t have to worry about transportation. If separate focus groups were held for all seven topics, the Committee would have to assure that each focus group is heterogeneous. 

Kim Ford suggested that some of the questions be amalgamated. Kim Ford agreed to revise the questions. Sylvie Anderson and Kim Ford will meet on December 14, 1999 to go over the focus group questions and to sign the contract. Jacquie Mansell will also meet with Sylvie and Kim to determine what kind of support she can offer to the project. Jacquie Mansell has extensive experience with focus groups, which will prove to be helpful to the project.

5. Revision of Focus Group Compositions

Sylvie Anderson passed around a draft of the focus group compositions to members of the group. These compositions were elaborated with the suggestions of the Advisory Committee members and the Coordinating Committee members. 

Group members made suggestions on the group compositions. Marie Loyer suggested we add the Canadian Mental Health to the service providers’ section. Jacquie Mansell suggested we add the Psychogeriatric Outreach Team. The group also suggested we add the Elisabeth Bruyère Day program. 

Jacquie Mansell asked what the Committee was doing about ethnicity. Sylvie Anderson informed the group that this was something the Committee wanted to do but wasn’t sure how to go about it. The project doesn’t have the resources to do focus groups in other languages besides French. The group suggested that ethnicity be addressed in the focus groups with the service providers. Representatives from the Villa Marconi, the Ottawa-Carleton Immigrant Services, the Catholic Immigrant Centre and the Yet Keen Day Centre will be included on the list of service providers. This way, factors and issues that are important to seniors of different ethnicity will be brought forward. 

For the seniors’ focus group compositions, it was decided that the Committee needed to be more specific with the selection criteria. For example, which seniors will represent the more frail seniors? Both Committees had agreed on the following selection criteria: physical mobility and independence, socio-economic levels, language and culture, social activities. Having reviewed these criteria, the Committee suggested the Glebe Centre instead of the E-B. Day Hospital for frail seniors. The group also suggested replacing the Sandy Hill Community Centre with the Good’s Companion Centre. 

As for Municipal Representatives, Sylvie Anderson informed the group that Alex Cullen has suggested we have a focus group instead of 2 interviews. The group agreed. Sylvie Anderson informed the group that the Committee could select a representative from the following cities: Ottawa, Nepean, Kanata, Gloucester, Vanier, Cumberland, Osgood, Rideau and West Carleton. The group discussed this and felt that it might not be necessary to have a representative from all of the cities. The group felt the municipal representatives should be selected after a few focus groups have been done. At this point, it will be easier to determine which municipal representatives will be helpful in the action phase of the project. It was agreed that the Committee will select decision-makers after 3 or 4 focus groups have been done.

6. Date of Next Meeting

The Committee discussed when they should have the next Advisory Committee meeting. It was decided that the next meeting will take place after 3 or 4 focus groups. The next meeting will be scheduled at the call of the Chair.

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