City Council

City of Salem, Massachusetts “Know Your Rights Under the Open Meeting Law, M.G.L. c. 30A ss. 18-25 and City Ordinance Sections 2-2028 through 2-2033.” The City Council Committee on Government Services co-posted with the Committee of the Whole met in the Council Chamber on _May 13, 2026 _______________________ at _______6:00 PM_________ for the purpose of discussing the matters(s) listed below. Notice of this meeting was posted on __________________April 30, 2026______________________ at ______12:27_ P.M._________________ (This meeting is being recorded) ATTENDANCE GS – Turowski (Chair), Sydoriak, Varela. COW – Hapworth, Prosniewski, Merkl, Holappa. From the city – Ilene Simons. ABSENT WERE: GS – King & Flynn. COW – Davis & Smith. SUBJECT(S) #190 The City Council Chamber Policy and Reservation Form. Turowski – This policy was put in place recently. After some time in practice, there are some modifications that we want to make. Simons – First, I would like to change the after hours and weekend allowable uses of the chambers to only city departments and not for use of the public. I spoke with the building department and they don’t have the personelle or the time for the public to use the chambers after hours or on weekends. Next, due to an issue a few weeks ago during a sub-committee meeting, where they couldn’t get the zoom to work for the meeting because our video equipment was used for a meeting that was just prior to the sub-committee meeting. During that earlier meeting, they logged out of our access, and we had trouble getting back into it for the sub-committee meeting. We want to make it clear that other groups are not allowed to use our equipment, they will need to get a loaner laptop or bring their own laptop to use the video display. If there is an issue with the loaner or their laptop, then they wouldn’t be able to use the video display. They also need to give IT at least 48 hours’ notice, because sometimes IT only gets 10 minutes notice before a meeting. We discussed the possibilities of viruses, but they would be using an HDMI cable to connect therefore there wouldn’t be any connection to our internet at City Hall. I want to update the reservation form using the correct language. We also need some tweaks on the City Council Chambers Allowable Uses and Usage Policy on page 2 under the rules for the use of the Council Chambers as well as on the reservation form for use on weekends and nights. Turowski – Everyone has a copy of the policy and the reservation form. We just need to be sure that any changes we make to the policy are reflected on the reservation form. Merkl – I was in the City Clerk’s office when Bobbi from IT stopped in to discuss the issue that happened in the committee meeting and she explained what happens when someone else uses our equipment. She suggested that we add to our reservation form that the IT department needs to be contacted at least 48 hours prior to the scheduled meeting by calling the IT service desk. She also stated that the equipment in the council chambers is proprietary to the City Council and users must bring their own laptop for use. Plus, when an HDMI cable has been moved from a device that it needs to be moved back after the meeting. Since our committee meetings aren’t held during a time when staff is available, it becomes challenging if the equipment is not set up and connected properly. Varela – I agree with the changes. I was the committee chair during the meeting that was mentioned and even with the help of Holappa and Hapworth, we couldn’t figure out how to re-connect the laptop. So, the first change under allowable uses that the City Clerk must be notified 24 hours prior to use of the PA system. Second would be that the applicant is required to use their own laptop and finally that the HDMI cable must be re-connected after the meeting. Merkl – There should be a correction that the IT department needs to be notified and not the City Clerk. Also, they should get 48 hours’ notice not 24. Varela – I would like to amend it to notification to the IT department 48 hours prior to the meeting. Simons – The IT department would be turning the equipment on for these meetings and they will be switching it back over after, that is why they need 48 hours’ notice, so they can make sure that they have someone available so the person that is requesting the meetings isn’t responsible for our equipment. Turowski – Varela motions to amend the reservation form as noted and it is seconded by Sydoriak. Motion carries 3-0. Varela – For our City Clerk, were there changes that need to be made to the policy itself? Simons – Yes, the changes have come to me via the building department. They don’t have the staff to cover meetings for the public that are after hours or on weekend so we would like to make that change on the ordinance as well as on the reservation form. And Michael Crounse suggested if they need to use a room on the weekend, it would be better to open the Annex instead of the City Council Chambers where they could have access to all of City Hall. Varela – So we are just eliminating the question on the reservation form that asks if the event will be in the evening or on weekends? Simons – We discussed that and we think that we should keep that in in case it is the mayor’s office, elections, public safety or the HR department, but we would re-write it for the public access, so no outside organization for after hours or weekends. Varela – In order to get the motion right, are we saying that if the public wants to use the building after hours or on weekends, that they will be responsible for covering the costs or are we saying that they can’t use the building at all during that time? Simons – It should say that they can’t use the building at all after hours or on weekends, if that is the will of the body, because it would be a hardship on the building department’s office to have someone here. Turowski – We did discuss striking the second bullet and adding into the policy that the chambers are only open for use during business hours unless you are in one of those categories 1-4 which would cover the mayor’s office, elections, public safety and HR. Sydoriak – If someone fails to comply, are there repercussions or is this just guidance? Turowski – I was thinking we could add language where is discusses food and drink as well as the use of the equipment that the applicant would be responsible for any damages. Prosniewski – We need to include that no one should be touching or using the city equipment. That should be off limits. Merkl – As far as adding liability language, we should run it by the City Solicitor if we are adding that type of language because what if it is an employee that is using the equipment? Holappa – If we just make it part of the policy that someone that is trained is the one that touches the wires and we avoid the liability issue. Hapworth – I am not sure how we would hold someone liable, but I think that if we make it clear and put a sign up that the equipment is not to be used by the public it will eliminate a lot of those issues. And if it becomes an issue, then we can write something up with the help of the City Solicitor, because I don’t know how we write the language or enforce it. Varela – Motion to add #6 to the allowable uses section that says the chamber shall only be used during business hours with the exception of use for official city business. Seconded by Sydoriak. Motion carries 3-0. Does that cover everything that the City Clerk would like to be changed? Simons – I asked that you delete the second bullet on the Rules for Use of City Council Chambers and remove the italicized language on the reservation form. Varela – Motion to strike the second paragraph under rules for the City Council Chambers. Seconded by Sydoriak. Motion carries 3-0. Turowski – I would like to fix a couple clerical errors to change “chamber” to “chambers”. Varela – Motion to correct any clerical errors where it states “chamber” to change it to “chambers”. Seconded Sydoriak. Motion carries 3-0. Turowski – The City Clerk wanted us to remove the italicized language on the reservation form since we aren’t allowing uses to the public outside of business hours. Varela – Motion to remove the italicized language on the reservation form. Seconded by Sydoriak. Motion carries 3-0. Motion to make a positive recommendation for the changes to the City Council Chamber’s reservation form and the City Council Allowable Uses Policy. Seconded Sydoriak. Motion carries 3-0. On the motion of C. Varela, the meeting adjourned at 6:32 P.M. Erin Turowski. MBC (Chairperson)