Committee advances chamber-use policy and ordinance edits, refers both to full Salem City Council

The Salem City Government Services Committee on Sept. 16, 2025 approved edits to a proposed ordinance and a draft policy that set rules for use of the City Council Chambers and then voted to refer both documents to the full Salem City Council with a positive recommendation.

The committee’s draft amends Salem Code Chapter 2, Section 10 to reference an internal policy governing use of the council chambers and anterooms and adds an explicit accessibility requirement: “Access through city council chambers shall be ADA compliant at all times,” a provision Councilor Stott supported during the discussion.

The policy text viewed by the committee emphasizes that the primary use of the chambers is official City Council business and lists allowable secondary uses when not in conflict with council work: mayor’s office events (flag raisings, visiting dignitaries), election-department needs (pre-election and election-day overflow), public-safety swearing-in ceremonies, city-staff events requested by the HR director or mayor, and weddings performed by the Salem City Clerk’s office or a justice of the peace subject to an additional wedding policy endorsed by the council.

Committee members discussed practical scheduling and operational rules in detail. Key procedural items agreed or discussed include: - Reservation timelines: requests must be submitted to the city clerk and be made at least two weeks in advance; bookings may be made up to two months ahead. The clerk retains final scheduling authority when conflicts arise and will attempt to reschedule users when the chambers are needed for urgent city business. - Capacity and conduct: the committee debated guest limits for weddings and similar small ceremonies (one speaker argued that an allowance of up to 10 guests is too high and suggested a limit of five, excluding the officiant). The transcript shows committee members expressing concern about crowding, noise, and blocking egress. - Accessibility and access routes: the committee directed that doorways, access to mayoral offices and restrooms, and circulation routes must remain clear; the policy ties these obligations to the Americans with Disabilities Act accessibility guidelines and standards. - Use rules: no decorations that affix to paint, windows or furnishings; no cakes, confetti, or similar celebratory items in the chambers or on the hall stairs; city-owned audio-visual equipment may be used only with clerk permission; alcoholic beverages and illegal drugs are prohibited; pets allowed only if they are service animals.

Councilor Merkel noted data supplied by the city clerk showing that from June to December 2024 the clerk’s office recorded more than 100 weddings, a volume she said informed the need for clearer rules on scheduling and enforcement. Committee members also discussed the practical challenge of enforcing rules when council members are not present and asked that the clerk and mayor’s office coordinate responsibilities for policing events and responding to staff complaints about disruptions.

Committee members asked the city clerk to prepare a stand-alone wedding policy for review; several members said weddings could remain an allowable use only when a clear, endorsed wedding policy and enforceable rules are in place. The committee discussed the immediate scheduling question of Halloween, with one councilor offering to work with the clerk to try to have a policy or temporary conditions in place for Oct. 31.

Votes at a glance: the committee recorded two formal motions on the draft ordinance and policy. First, Councilor Marcello moved to accept the edits discussed to the ordinance and policy; Councilor Stott seconded, and the motion carried (4-0). Second, Councilor Marcello moved to refer the ordinance and the city council chambers policy to the full City Council with a positive recommendation; Councilor Stott seconded, and that motion also carried (4-0).

Next steps: the committee plans a short meeting before the next full council session to review a wedding policy drafted by the clerk and to finalize language before the ordinance and policy reach the full council. The city solicitor, Beth Renard, participated in drafting and reviewing language and will remain engaged as the documents move forward.

The changes and referral will appear on the full Salem City Council agenda for further consideration and potential formal ordinance amendment.