HomeMy WebLinkAbout02/22/2000 Work Session
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MINUTES OF THE WORK SESSION MEETING OF
THE SPRINGFIELD CITY COUNCIL HELD
TUESDAY, FEBRUARY 22,2000
The Springfield City Council met in Work Session at Springfield City Hall, Jesse Maine Room,
225 Fifth Street, Springfield, on Tuesday, February 22,2000, at 6:37 p.m. with Council President
Anne Ballew presiding.
ATTENDANCE
Present were Councilors Ballew, Fitch, Hatfield, Leiken and Simmons. Mayor Weathers and
Councilor Lundberg were absent (excused). Also present were City Manager Michael Kelly,
Assistant City Manager Gino Grimaldi, City Attorney Joe Leahy, Senior Management Analyst
Rosie Pryor, Administrative Coordinator Shari Higgins, City Recorder Kim Krebs, Fire Chief
Dennis Murphy, Deputy Chief/EMS John Garitz, Jean Lum FireMed Program Coordinator, and
members of staff.
1. Request for Proposal Award for FireMed Public Information and Education Campaign.
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Deputy Chief/EMS John Garitz was present for the staff report. Mr. Garitz informed council the
purpose of the work session was to review the proposed contract with Inovar Advertising and
Design, and to authorize City Manager Mike Kelly to sign the contract in the amount of
$119,181.00, for the annual FireMed ambulance membership public information and education
campaign. Mr. Garitz gave a brief overview of how the selection process was handled, and
informed council Inovar Advertising and Design was the lowest proposed bid by approximately
$15,000.00.
Mr. Garitz advised council of the highlights of the upcoming FireMed Campaign. The plan, as in
previous years, is to begin the campaign by sending out renewal notices to all current members in
April 2000. In May and June the open membership campaign will begin by providing public
education, marketing and advertising throughout the community. Something new this year with
the help of US West, will be to obtain new residential telephone listings of residents that are
moving from outside Lane County into the Eugene/Springfield area. The plan is to provide these
new residents with information about the membership program and allow them an opportunity to
sign up anytime throughout the year, even if it is not during the open enrollment campaign. Mr.
Garitz also spoke to the issue of a late enrollment option, and gave council a brief explanation
about how the option works. There is always the opportunity to become a member. He spoke
about the June 30 membership deadline that gives citizens a "call to action" so they will respond
and not delay in mailing their memberships in. Staff is sensitive to the fact that they should not
turn people away who are contacting them to join. He felt the program has a good balance and
works very well.
Councilor Simmons inquired about the outreach program and asked if they provided alternative
language brochures to the new residents. Mr. Garitz responded that the actual design of the
outreach program had not been finalized yet, but, it is certainly an alternative that would be
considered.
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Councilor Fitch suggested bilingual brochures be provided specifically targeting the hispanic
residents of the community.
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Springfield City Council
Work Session - 2/22/00
Page 2
Councilor Simmons asked who Lane Transit District (L TD) and Sacred Heart Medical Center use
as their advertising provider, since they were two ofthe participants on the evaluation team who
reviewed the Request For Proposals (RFP). Jean Lum, FireMed Program Coordinator responded
each agency uses Cappelli, Miles and Wiltz.
. Councilor Ballew asked during the campaign if information is available at the hospitals. Mr.
Garitz responded brochures are available at both McKenzie Willamette and Sacred Heart
Hospital's, as well as at all of the fire stations including the rural fire districts. There will be an
option of signing up online over the internet, or via the telephone and brochures and information
will be enclosed in the Kidsports packets to allow the Kidsports families the opportunity to sign
up early this year.
Councilor Ballew asked if the campaign had always been handled in the same format. Mr. Garitz
said the program was initiated in 1986, but each year they try to refine the process a little. He
said he felt like last year's campaign was not as successful as it could have been based on what
the advertising vendor last year wanted to do. There was also a problem with the air-ambulance
provider marketing their membership program at the same time, and he felt it may have caused
some confusion. He said they are trying to learn from the past and move forward. Mr. Garitz
commented that Springfield's program is modeled after the program in the State of Louis ana, and
would follow up with them to determine if they have any alternative language issues that may be
of help to Springfield.
By concenus council agreed to authorize the City Manager to sign a contract with Inovar
Advertising and Design in the amount of$119,181.00 for the annual FireMed Ambulance
Membership Public Information and Education Campaign.
ADJOURNMENT
The meeting was adjourned at 6:50 p.m.
Minutes Recorder - Kim Krebs
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Anne Ballew, Council President