City Council

This resolution formally adopts the updated City Council Policy No. C-9, which governs the city's Capital Improvement Program (CIP). The CIP is a five-year plan for prioritized investments in infrastructure and capital assets valued at $100,000 or greater with a useful life of more than 5 years. Key updates to the policy include:

• Enhanced Staff Analysis: Requiring the Public Works and Finance Departments to analyze and report on the city's organizational capacity to fund future maintenance of proposed CIP projects.
• Equity Consideration: Mandating that equity be considered in the CIP development process, ensuring equitable access to opportunities and shared benefits/impacts of capital projects.
• Reporting Requirements: Staff Review Committees will provide quarterly reports on CIP changes, completed projects, and budget-to-actual cost comparisons.
• Project Information: The CIP document must detail project title, description, neighborhood, ward, funding allocation by year, total estimated cost, funding sources, and prior funding amounts. Operating budget impacts will be included where possible.
• Public Outreach: A commitment to informing and educating the public on the CIP through various channels.

The policy also clarifies definitions of capital improvements, outlines responsibilities of various committees (Staff Review, Finance Committee), and details financial planning, funding sources, and asset management strategies. The policy is effective upon adoption on January 12, 2026.

This item concerns a grant agreement between the City of Salem (Recipient) and the Oregon Department of Administrative Services (State) for the Fairview Park Development Project. The agreement outlines the terms and conditions for the use of grant funds, including reporting requirements and events of default. The project aims to develop Fairview Park with various amenities such as a nature play area, community garden, basketball court, dog park, amphitheater, and pickleball courts. The development will be implemented in phases, with Phase 1 including landscape improvements, path lighting, pickleball courts, parking, a dog park, a main play area with a restroom, and shelter lighting. The conceptual design emphasizes universal accessibility, preservation of existing trees, and the establishment of a native prairie area. The grant agreement specifies that the Recipient must submit quarterly progress reports and comply with all applicable state regulations. The agreement is effective from the date of execution and continues for the Grant Term, with specific survival clauses for certain provisions.

The Salem Police Department's Domestic Violence Response Team (DVRT) is applying for a continuation grant under the Violence Against Women Act (VAWA) Formula Grant Program. This grant, administered by the Oregon Department of Justice Crime Victim and Survivor Services Division (ODOJ CVSSD), aims to support ongoing efforts to combat violence against women. The application is for the 2026 award period, from January 1, 2026, to December 31, 2026. The Salem PD DVRT is seeking $130,993 in funding. This grant will continue to fund the DVRT's role in providing immediate crisis intervention, resources, and safety planning to victims of domestic violence, sexual assault, and stalking at the time of police contact or offender arrest. The DVRT acts as a short-term advocacy program, linking victims with longer-term services and support. The application also highlights a Memorandum of Understanding (MOU) with partner agencies: Marion County District Attorney's Victim Assistance Division (MCVAD), Polk County District Attorney's Victim Assistance Division (PCVAD), and the Center for Hope & Safety (CHS). This MOU outlines collaborative efforts to ensure cohesive and effective direct services for victims, emphasizing sustainability, coordinated work plans, cross-training, and meeting reporting requirements.

This item presents a Council Liaison Framework recommended by the Boards and Commissions Appointments Committee (BCA) and presented to City Council on December 2, 2024. The framework outlines criteria for assigning a Councilor liaison to governance groups. A liaison acts as a connection between a governance group and the City Council.

Key Criteria for Assigning a Liaison:

• Complexity or nature of issues: Groups dealing with highly complex or technical issues, or those requiring funding or policy changes.
• Scope/impact on the community: Groups whose work has large-scale impacts or requires greater oversight.
• Alignment with Council priorities: Groups whose purpose and initiatives are strongly tied to Council's work.
• Council member capacity: Availability of a Council member to take on the liaison role.

Council has final approval, and requests can be resubmitted after six months if denied. Assignments will be re-evaluated annually. The BCA also recommended that staff develop a related Council Policy.

The City Council is considering a request from the North Santiam Watershed Council (NSWC) to appoint City Council representation to the Mill Creek–Waller Advisory Committee (WAC). This committee will guide planning and design for improved fish passage and habitat restoration at Waller Dam and nearby reaches of Mill Creek and the Mill Race. Waller Dam is a City-owned asset, primarily located in Ward 2, with Mill Creek flowing through Ward 1. The NSWC, a nonprofit focused on watershed health, is leading this project with NOAA funding. The WAC aims to integrate community values, safety, recreation, and flood resilience into the project. Council representation would ensure City priorities are reflected, support transparent communication, and link the committee's work to broader Council discussions on infrastructure and resilience. Committee members will serve in a voluntary advisory capacity, attending quarterly meetings and providing feedback.

This resolution initiates a Class 2 vacation of right-of-way in the vicinity of Landaggard Drive NW. The vacation is a condition of a land-use decision made by City Council on August 28, 2023 (Case No. SUB-UGA-SPR-ADJ-TRV-DR23-02). The legal description and maps of the proposed area to be vacated are attached as Exhibits A and B. A public hearing will be scheduled to comply with notice requirements. This resolution is effective upon adoption.

The Salem Area Chamber of Commerce presented a report to the City Council detailing the challenging economic conditions faced by Salem's small businesses. Key issues include rising operating costs, slower consumer spending, workforce shortages, and increased sensitivity to local taxes, fees, and permitting delays. The Chamber advocates for a "do no harm" approach, urging the City Council to commit to no new business-related taxes or fee increases for the coming year. They also emphasize the need for improved permitting efficiency, predictability, and processing timelines, and the importance of maintaining safe and functional commercial areas. This perspective aligns with statewide economic analyses and Governor Tina Kotek's "New Prosperity Initiative," which stresses regulatory streamlining and economic competitiveness.

This agenda item approves administrative purchases totaling $3,173,196.39 made between November 1, 2025, and November 30, 2025. The purchases are categorized into two groups:

Category I: Current Fiscal Year Procurement Contracts ($3,003,103.58)
This category includes various projects and services, such as:

• Athletic Courts Improvements: $42,246.16 (Emery & Sons Construction Group LLC)
• Environmental Services for Safe Streets for All / 20-is-Plenty Project: $99,831.00 (HDR Engineering, Inc.)
• Bridge Strengthening Project: $49,213.30 (HP Civil, Inc.)
• Variable Frequency Drives for Geren Island: $230,006.78 (North Coast Electric)
• New Vehicle Lifts for Fleet Services: $728,210.18 (Northwest Lift and Equipment)
• Geer Park Sports Field Improvements and Dog Park: $26,340.38 (Pihl)
• Housing Navigation for Homeless Families Grant: $85,000.00 (St. Francis Shelter)
• Riverfront Park Playground Equipment Purchases: $62,378.40, $73,509.45, and $232,271.00 (Highwire, Inc.; Northwest Playground Equipment, Inc.; Park n Play Northwest LLC)
• Vehicle Purchases (3 Ford Mavericks): $105,673.71 (Dick's Auto Group)
• Compact Construction Equipment: $115,966.59 (Peterson CAT)
• Digital Forensics Desktop for Police: $29,638.05 (Sumuri)
• City Website Upgrade: $50,884.00 (Granicus LLC)
• Police Citation Software: $26,934.58 (Tyler Technologies)
• Skyways Joined Sails for Parks: $45,000.00 (Gilbert House Children's Museum)
• General Contractor of Record (FY 25/26): $1,000,000.00 (Gelco Construction Co.)

Category II: Annual Requirement Contracts ($170,092.81)
These are non-exclusive, one-year contracts that may be renewed for up to four additional one-year periods. They include:

• AMANDA Maintenance (FY 25/26): $91,438.00 (Granicus, LLC)
• Board (Budget) Software Renewal: $29,527.26 (Neubrain)
• FileOnQ (Evidence Software) Renewal: $19,007.55 (FileOnQ, Inc.)
• Police - Other Income related software: $30,120.00 (FileOnQ, Inc.)

The Hearings Officer has approved a zone change request for properties located at 5042, 5052, and 5092 Hayesville Drive NE. The zone change reclassifies the approximately 4.59-acre property from RM-I (Multiple Family Residential) to RM-II (Multiple Family Residential). This change is intended to allow for higher density residential development, consistent with the Salem Area Comprehensive Plan's goals for housing diversity and efficient urban development. The decision was made after reviewing criteria related to comprehensive plan consistency, public facilities, and transportation impacts. The decision is effective January 13, 2026, unless appealed by January 6, 2026.

The Hearings Officer has approved a Conditional Use Permit for a short-term rental at 3130 Eagle Ray Court NW. This decision allows Linh Tran and Bong Dang to operate a short-term rental in their existing three-bedroom single-family dwelling, zoned RS (Single-Family Residential).

Key Conditions of Approval:

• Guest Limit: Maximum of six guests, with children under 12 not counting towards the limit.
• Single Group Rental: The property can only be rented to one group at a time.
• Use Limitation: The property is restricted to lodging only; no events, parties, or commercial activities are permitted.
• Noise Restrictions: No noise beyond the property boundaries between 10 PM and 8 AM.
• Bicycle Parking: Required bicycle parking spaces must be developed according to SRC 806.060 before a license is issued.

The approval is effective January 13, 2026, and must be exercised by January 13, 2028, or it will be void. An appeal can be filed with the City of Salem Planning Division by January 6, 2026.

This item concerns the proposed annexation of approximately 1.91 acres of territory located at 4952 Center St NE. The property is situated in Ward 6, represented by Councilor Vang, within the ELNA neighborhood. The annexation is categorized under the "Welcoming and Livable Community" result area. The legal description details the precise boundaries of the parcel, referencing existing Marion County Deed Records and City of Salem Ordinances. A map visually represents the property's location relative to existing city limits and surrounding streets.

This agenda item concerns the annexation of an approximate 48.02-acre territory located at 3741 Langley Street SE and the 3700 to 3800 Blocks of Langley Street SE and Timbet Drive SE. The territory includes public street right-of-way. This annexation falls within Ward 3 and is associated with Councilor Matthews and the Southeast Mill Creek Association neighborhood. The expected result area for this annexation is a "Welcoming and Livable Community".