Shaker Heights public meetings in 2025

Records Commission

The Records Commission will meet to approve the records retention schedule for City Council. The body will also review minutes from October 4, 2024, and receive updates from the Law Department.

• Approval of Records Retention Schedule - Council
• Approval of October 4, 2024 meeting minutes
• Law Department updates

Architectural Board of Review

The Shaker Heights Architectural Board of Review will meet remotely to review nine items, including resubmissions for a City Hall addition, new houses, and siding, as well as preliminary reviews for roof colors and additions.

• Approval of December 1, 2025 meeting minutes
• Resubmission: City Hall Addition at 3400 Lee Road
• Resubmission: New House at 3378 Sutton Road
• Resubmission: New House at 3382 Sutton Road
• Preliminary Review: Addition at 3199 Van Aken Boulevard

The Architectural Board of Review approved several project designs, each with specific conditions, including the City Hall addition at 3400 Lee Road and new houses on Sutton Road. It declined a proposed shake‑siding change at 16205 Fernway Road, limiting siding to dormers only. Other items, such as window alterations and roof color reviews, were continued for further information. The meeting also approved the minutes from the December 1, 2025 session.

• Approved minutes from the December 1, 2025 meeting
• Approved 3400 Lee Road City Hall addition design with brick detail condition
• Approved Park Drive Doan Brook Restoration pending pedestrian bridge design after bid
• Approved 3378 Sutton Road new house with eight specified conditions
• Approved 3382 Sutton Road new house with seven specified conditions
• Declined shake‑siding change at 16205 Fernway Road; allowed only on dormers
• Approved 2942 Fontenay Road addition; Board suggested removing shutters
• Continued review of 17314 Lomond Boulevard window alteration pending detailed drawings

City Council

The Shaker Heights City Council will meet on December 15, 2025, at 11:30 am via Zoom. In a special executive session, council members will discuss imminent or pending litigation.

• Executive session to discuss imminent or pending litigation

The council moved, and seconded, a motion to go into an executive session to discuss imminent or pending litigation. The motion was carried with all seven members voting in favor and none against. No further business was taken before the mayor adjourned the meeting.

• Entered executive session to discuss pending litigation (7-0)

City Council

The Shaker Heights City Council will vote on several emergency contracts, including a $280,841.62 agreement with FirstEnergy to relocate a high‑voltage line under the Van Aken District. It will also consider a $160,000 senior‑transportation contract, a $25,000 amendment to a sewer‑engineering contract, and new pay plans with a 2.75% cost‑of‑living increase and a $600 bonus for non‑bargaining employees. Additional emergency appropriations for equipment and the 2026 street‑resurfacing program are also on the agenda.

• Authorize a $160,000 contract with Senior Transportation Connection for senior transportation services (2026).
• Amend the DLZ Ohio contract with an added cost not‑to‑exceed $25,000, bringing total to $324,815.26 for the Lomond/Lynnfield sanitary sewer overflow project.
• Authorize a $280,841.62 contract with FirstEnergy Corp. to relocate a high‑voltage electric line under a City‑owned property in the Van Aken District.
• Adopt a new classification and pay plan for regular non‑bargaining city employees, including a 2.75% cost‑of‑living increase and a $600 one‑time bonus payable January 2026.
• Approve emergency appropriations for equipment purchases and the 2026 Street Resurfacing Program from the General Capital Fund.

The council unanimously adopted Resolution No. 25-125 honoring Council member Anne Williams and Resolution No. 25-126 honoring Council member Ifeolu Claytor. It also confirmed the mayor’s reappointment of Dr. Donna Whyte and appointment of Michael Mears to the Landmark Commission, reappointed James Neville and Hans Walter to the Architectural Board of Review, and appointed Kim Bixenstine, Sean Malone, Patti Barz and Earl Williams to the Board of Appeals.

• Adopted Resolution No. 25-125 honoring Anne Williams (unanimous)
• Adopted Resolution No. 25-126 honoring Ifeolu Claytor (unanimous)
• Confirmed reappointment of Dr. Donna Whyte and appointment of Michael Mears to Landmark Commission (unanimous)
• Confirmed reappointment of James Neville and Hans Walter to Architectural Board of Review (unanimous)
• Confirmed appointments of Kim Bixenstine (regular) and Sean Malone (alternate) and reappointment of Patti Barz and Earl Williams to Board of Appeals (unanimous)

Fair Housing Review Board

The Fair Housing Review Board will meet to approve the program budget and review financial reports. The board will also discuss complaint updates, education and outreach, and potential 2026 training and meeting dates.

• Approval of budget and financial report
• Complaint update
• Discussion of possible Spring 2026 fair housing training for Ohio FHAP's
• Determination of 2026 meeting dates
• Possible executive session regarding pending litigation

Sustainability Committee

The Sustainability Committee will approve the minutes from the November 13, 2025 meeting. It will receive an update on the Service Center solar system and hear reports from the stormwater and greenspace, energy, and city schools sustainability subcommittees. The meeting includes chairperson remarks and discussion of any old or new business.

• Approve November 13, 2025 meeting minutes
• Update on Service Center solar system
• Stormwater and Greenspace subcommittee report
• Energy subcommittee report
• Shaker Heights City Schools sustainability updates

The Sustainability Committee approved the November 13, 2025 meeting minutes by unanimous vote. No other formal actions were taken; the meeting provided updates on the Service Center solar project, stormwater and greenspace work, the Grow Not Mow planting program, and the citywide composting initiative. Chair Kim Bixenstine noted this was her final meeting as chair.

• Approved November 13, 2025 meeting minutes (unanimous)

City Council

City Council will hold a work session to receive updates on the Forward Together initiative and the Lee Road Action Plan. The meeting includes an executive session to discuss public employee compensation and bargaining negotiations.

• Forward Together update from School District Superintendent and Public Library Director
• Lee Road Action Plan update from Planning and Economic Development directors
• Executive session regarding public employee compensation and bargaining

At 12:56 p.m., Council members moved and seconded a motion to enter an executive session. The session will cover preparation, conduct, or review of negotiations with public employees about compensation and terms, as well as real‑property transactions where early disclosure could be disadvantageous. The motion carried unanimously with all members voting aye and no nays.

• Approved executive session on employee negotiations and property matters (7-0)

Finance Committee

The Finance Committee is reviewing several contract requests and fund establishments. Key items include infrastructure agreements for Doan Brook and transportation services for seniors.

• Single source bid to First Energy Corp. for $280,841.62 to relocate a high voltage electrical line at the Van Aken District
• Agreements with NEORSD and City of Cleveland Heights for the Doan Brook Restoration Project at Horseshoe Park
• Contract with Senior Transportation Connections (STC) for 2026 not to exceed $160,000
• Contract amendment for DLZ regarding the Lynnfield / Lomond SSO 11 project for $25,000
• Establishment of Custodial Fund No. 761 for the Shaker Historical Society

The committee approved the minutes from the November 17, 2025 meeting. It unanimously approved agreements for the Doan Brook Restoration Project, a single‑source bid to FirstEnergy for a high‑voltage line relocation, an amendment to the DLZ contract for the Lynnfield/Lomond SSO project, a one‑year contract with Senior Transportation Connection, and the creation of Custodial Fund 761 for the Shaker Historical Society. All items were approved without dissent.

• Approved November 17, 2025 meeting minutes (unanimously)
• Approved Doan Brook Restoration construction agreement between NEORSD, Shaker Heights and Cleveland Heights (unanimously)
• Approved Doan Brook Restoration maintenance agreement between Shaker Heights and Cleveland Heights (unanimously)
• Approved single‑source bid to FirstEnergy for high‑voltage line relocation, $280,841.62 (unanimously)
• Approved amendment to DLZ contract for Lynnfield/Lomond SSO project, increasing total to $129,724 (unanimously)
• Approved one‑year contract with Senior Transportation Connection, up to $160,000 (unanimously)
• Approved establishment of Custodial Fund 761 for the Shaker Historical Society (unanimously)

Safety & Public Works Committee

The Safety and Public Works Committee is meeting to discuss several infrastructure and utility contracts. The agenda includes a single source bid for First Energy and restoration agreements for Horseshoe Park.

• Authorization to award a single source bid to First Energy
• Horseshoe Park - Doan Brook Restoration contracts with NEORSD and Cleveland Heights
• Lynnfield / Lomond SSO 11 project contract amendment with DLZ Ohio

Board of Zoning Appeals & City Planning Commission

The Board of Zoning Appeals and City Planning Commission will hold public hearings on several YRM Corporation single‑family house site plan reviews, including variances for tree replacement and preservation on Hildana Road. They will also consider Five Iron Golf's request to modify a conditional use permit for an outdoor putting course at 20040 Van Aken Boulevard, which includes parking, fence and lighting variances. The meeting includes a work session on proposed zoning map and text amendments and the approval of minutes from the November 5, 2025 meeting.

• Item #2322 – variance to tree replacement requirements for a new three‑bedroom house at 3540 Hildana Road
• Item #2325 – variance to tree preservation requirements for a new three‑bedroom house at 3606 Hildana Road
• Item #2330 – modification to conditional use permit for an outdoor putting course at 20040 Van Aken Boulevard, with parking, fence and lighting variances
• Work session – proposed zoning map and text amendments
• Approval of minutes from the November 5, 2025 meeting

The Board of Zoning Appeals and City Planning Commission approved site‑plan reviews and required variances for seven new single‑family houses on Hildana Road, each with conditions such as a 40‑foot front‑yard setback and tree‑protection fencing. All motions were carried with unanimous affirmative votes; Commissioner Russell abstained on four of the items. No other substantive actions were taken at this meeting.

• Approved 3540 Hildana Rd site plan and tree‑preservation variance (Ayes: Weiss, Malone, Ganning, Lamb; Nays: none) – Motion carried
• Approved 3550 Hildana Rd site plan (Ayes: Weiss, Malone, Ganning, Lamb; Nays: none) – Motion carried
• Approved 3589 Hildana Rd site plan with house moved 2‑3 ft north (Ayes: Weiss, Malone, Ganning, Lamb; Abstain: Russell) – Motion carried
• Approved 3606 Hildana Rd site plan and tree‑preservation variance (Ayes: Weiss, Malone, Ganning, Lamb; Abstain: Russell) – Motion carried
• Approved 3658 Hildana Rd site plan with garage moved 2 ft south (Ayes: Weiss, Malone, Ganning, Lamb; Abstain: Russell) – Motion carried
• Approved 3662 Hildana Rd site plan (Ayes: Weiss, Malone, Ganning, Lamb; Abstain: Russell) – Motion carried
• Approved 3666 Hildana Rd site plan (Ayes: Weiss, Malone, Ganning, Lamb; Abstain: Russell) – Motion carried

Architectural Board of Review

The Shaker Heights Architectural Board of Review will meet remotely to review building additions, window alterations, and signage requests. The agenda includes the approval of minutes from the previous meeting.

• Approval of November 17, 2025 meeting minutes
• Resubmission: City Hall Addition at 3400 Lee Road
• Sign: HQ at 16104 Chagrin Boulevard
• Front Window Alterations at 3647 Rolliston Road
• Preliminary Review: Roof Material Color at 21142 South Woodland Road

The Architectural Board of Review approved the front‑window alteration at 3647 Rolliston Road, a residential addition with vinyl siding at 19913 Shelburne Road, a replacement lettering sign at 16832 Chagrin Boulevard, and a basement window replacement with required vertical grids at 3134 Chadbourne Road. The Board asked for revised detailed plans for the City Hall addition at 3400 Lee Road and for to‑scale sign drawings for the HQ sign at 16104 Chagrin Boulevard. No other substantive decisions were made.

• Approved front window alteration at 3647 Rolliston Road
• Approved addition with vinyl siding at 19913 Shelburne Road
• Approved replacement lettering sign at 16832 Chagrin Boulevard
• Approved basement window replacement with two vertical grids at 3134 Chadbourne Road
• Requested revised detailed plans for City Hall addition at 3400 Lee Road
• Requested to‑scale sign drawings for HQ sign at 16104 Chagrin Boulevard

Civil Service Commission

The Shaker Heights Civil Service Commission will review and vote on several personnel matters. Items include approving the September 24, 2025 meeting minutes, an update on fire department recruitment, a recommendation to remove names from the police lateral eligibility list, and certification of the police sergeant eligibility list. The meeting will be held via Zoom.

• Approve minutes from the 9/24/25 meeting
• Update on fire recruitment (Exhibit A)
• Recommendation to remove candidates from the Police Lateral Eligibility List (PDF)
• Certify Police Sergeant Eligibility List (Memo and Exhibit B)
• Schedule next meeting

The commission unanimously approved the minutes from the September 24, 2025 meeting. Commissioners voted to remove non‑responsive candidates from the police lateral eligibility list. They also approved the sergeant eligibility list and certified its top three candidates.

• Approved September 24, 2025 meeting minutes (unanimous)
• Approved removal of non‑responsive candidates from police lateral eligibility list (motion passed)
• Approved the sergeant eligibility list (motion passed)
• Certified the top three candidates on the sergeant eligibility list (motion passed)

City Council

The Shaker Heights City Council and Finance Committee will hold a joint work session to examine the 2026 General Fund Operating Budget, the 2026 Capital Budget, and the 2026 Other Funds Budgets. Presentation materials include three PDF exhibits covering expenditures, fund descriptions, revenue sources, and other fund budgets. The public will be invited to comment on all three budget packages. No specific dollar amounts or decisions are listed in the agenda.

• Review of the 2026 General Fund Operating Budget
• Review of the 2026 Capital Budget
• Review of the 2026 Other Funds Budgets
• Presentation of PDF Exhibit 1 – 2026 Expenditures Transfers Budget
• Public comment on the 2026 operating, capital, and other funds budgets

The council met in a work session and heard presentations on the 2026 General Fund Operating Budget, Capital Budget, other fund budgets, a proposal to address Health and Human Services and the Youth Collaborative, and an update on the Shaker Square proposal. No motions, votes, or approvals were recorded. The meeting was adjourned at 8:35 p.m.

City Council

City Council and the Finance Committee will conduct a work session regarding the 2026 Capital Budget and a 10-year capital plan. The regular meeting includes votes on a cybersecurity program, grant funding, and a property easement.

• Adoption of the City’s Cybersecurity Program per Ohio Revised Code Section 9.64
• Permanent access easement for CarTeCor at 3639 Lee Road for the Lee Road Complete Street Project
• $10,000 grant from University Hospitals of Cleveland for OVI traffic enforcement patrols
• $84,214.96 grant for the Shaker Heights Municipal Court to hire a full-time Victim Advocate
• Execution of Then and Now Certificates for various purchase order payments

The council approved Ordinance 25-120 adopting the City’s Cybersecurity Program, suspending the three‑day reading rule and enacting it as read. It also enacted Ordinance 25-121 granting a permanent easement to CarTeCor, Ordinance 25-122 accepting a $10,000 traffic‑enforcement grant, and Ordinance 25-123 accepting an $84,214.96 grant to fund a full‑time victim advocate. All motions carried unanimously.

• Adopted Cybersecurity Program (Ordinance 25-120) – Motion carried (6‑0)
• Granted permanent access easement to CarTeCor (Ordinance 25-121) – Motion carried (6‑0)
• Authorized acceptance of $10,000 OVI Task Force grant (Ordinance 25-122) – Motion carried (6‑0)
• Authorized acceptance of $84,214.96 VOCA grant and creation of Victims of Crime Fund (Ordinance 25-123) – Motion carried (6‑0)
• Approved minutes of Oct. 14, 2025 special meeting – Motion carried (5‑0, 1 abstain)
• Approved minutes of Oct. 27, 2025 regular meeting – Motion carried (5‑0, 1 abstain)

Culture & Engagement Committee

The Culture and Engagement Committee will meet to receive updates on two city initiatives. The discussion focuses on the 2026 Community Empowerment Grant and the 2026 Martin Luther King Jr. Citywide Celebration.

• 2026 Community Empowerment Grant update
• Martin Luther King Jr. Citywide Celebration 2026 update

Public Art Task Force

The Shaker Heights Public Art Task Force will discuss updates on several public art installations, including the Hear, Here installation at Van Aken, the Woven Edge fabrication for Hildana Park, and the Lee Road Murals. The meeting will also consider the repair and redesign of the Reeds of Light project at Shaker Town Center. No formal decisions are indicated; the agenda focuses on project status reports.

• Reeds of Light repair & redesign – Shaker Town Center
• Hear, Here installation – Van Aken Public Realm
• Woven Edge fabrication – Hildana Park
• Lee Road Murals – Snack Break Studio & Darius Steward

City Council

The Shaker Heights and Cleveland Heights City Councils will hold a joint work session to hear a presentation by Ohio Department of Natural Resources staff about the Lower Lake Dam. The session includes a technical overview of dam operations and classification, followed by a period for public comment. No formal actions or votes are scheduled.

• Lower Lake Dam presentation by ODNR Project Manager Keith Banachowski, Program Manager Mia Kannik, and Legal Counsel Cynthia Frazzini
• Public comment on the Lower Lake Dam presentation

The Shaker Heights City Council met jointly with Cleveland Heights via Zoom for a work session on the Lower Lake dam. Ohio Department of Natural Resources staff presented information on dam safety and the recent recommendation to remove the dam. Public comments were received by email and through the Zoom Q&A. The meeting was adjourned with no formal decisions, approvals, or votes recorded.

Architectural Board of Review

The Architectural Board of Review will meet via Zoom to review various residential and institutional design requests. The board is considering several new house resubmissions and various exterior alterations including siding, windows, and porches.

• Resubmissions for new houses at 3662, 3670, 3589, 3550 Hildana Road and 2768 Landon Road
• Entry canopy request for Laurel School at 43 Lyman Circle
• Solar panel installation at 2895 Weymouth Road
• New garage construction at 3659 Riedham Road
• Porch alterations at 3580 Chelton Road and 14605 South Woodland Road

The Architectural Board of Review approved the entry canopy replacement at 43 Lyman Circle, requiring sandstone infill and cleaning of the stone surround. It conditionally approved the addition at 2688 Cranlyn Road with the siding color set to Rich Espresso. It approved the new house at 2768 Landon Road, suggesting removal of shutters on two south‑corner windows. It approved the vinyl siding project at 3714 Riedham Road with detailed material and window‑grid conditions and asked for revised plans. It also approved porch alterations at 3580 Chelton Road (hardwood painted railing) and the vinyl shake siding at 16205 Fernway Road with specific siding and porch‑detail requirements. Other items on the agenda were discussed but no formal decision was recorded.

• Approved entry canopy at 43 Lyman Circle – sandstone infill and stone surround cleaning required
• Approved addition at 2688 Cranlyn Road – siding must be Rich Espresso color
• Approved new house at 2768 Landon Road – suggested removal of shutters on two south‑corner windows
• Approved vinyl siding at 3714 Riedham Road – multiple conditions on window heights, trim width, siding detail, pergola attachment, and colonial grid windows; submit revised plans
• Approved porch alteration at 3580 Chelton Road – hardwood railing painted to match
• Approved vinyl shake siding at 16205 Fernway Road – shake siding on specified dormers, lap siding elsewhere, and provide rear porch details; submit revised plans

Finance Committee

The Shaker Heights Finance Committee will approve the minutes from its October 20 meeting. It will consider accepting a $10,000 annual reimbursement grant from the University Hospitals of Cleveland OVI Taskforce for impaired‑driving enforcement. It will also consider accepting an $82,214.96 Victims of Crime Act (VOCA) grant and creating a new Fund #212 to manage those funds. Contact information for ADA accommodation requests is provided.

• Approve minutes of the October 20, 2025 regular meeting
• Consider accepting a $10,000 OVI enforcement grant from University Hospitals of Cleveland
• Consider accepting an $82,214.96 VOCA grant and establishing Fund #212 "Victims of Crime Act (VOCA) Fund"
• Provide ADA accommodation contact details (City ADA Coordinator 216‑491‑1440, Ohio Relay 711)

The committee approved the minutes from the October 20, 2025 meeting unanimously. It also unanimously approved a $10,000 annual reimbursement grant from University Hospitals for the OVI Task Force. Additionally, the committee unanimously approved an $84,214.96 grant from the U.S. Department of Justice for the municipal court’s Victims of Crime Act program. No other actions were taken.

• Approved October 20, 2025 meeting minutes (unanimous)
• Approved $10,000 OVI Task Force grant from University Hospitals (unanimous)
• Approved $84,214.96 VOCA grant for municipal court (unanimous)

Sustainability Committee

The Shaker Heights Sustainability Committee will approve the minutes from its October 9, 2025 meeting. It will hear an update on the Service Center Solar System and reports from its Stormwater and Greenspace, Energy, and City Schools sustainability subcommittees. The meeting also includes the chairperson’s remarks and discussion of old and new business.

• Approval of the October 9, 2025 meeting minutes
• Update on the Service Center Solar System
• Stormwater and Greenspace subcommittee report
• Energy subcommittee report
• Shaker Heights City Schools sustainability updates

The Sustainability Committee approved the draft minutes from the October 9, 2025 meeting by a unanimous vote. An update was given on the Service Center solar panel project, noting installation began on November 12 and roof work is expected to finish by the end of November. Subcommittee reports on stormwater, greenspace, and energy initiatives were presented, but no additional actions were voted on.

• Approved October 9, 2025 meeting minutes (unanimous)

Tree Advisory Board

The Shaker Heights Tree Advisory Board will approve the minutes from the August 12 meeting, present the Heritage Tree Award, and discuss a proposed landscape concept for Lee Road. The agenda also includes a forester’s report and a chairperson’s report.

• Approval of August 12th Meeting Minutes
• Heritage Tree Award Presentation
• Proposed Landscape Concept for Lee Rd.
• Forester’s Report
• Chairperson's Report

The Tree Advisory Board approved the April 8, 2025 meeting minutes. The forester reported that 1,475 trees were pruned, 317 removals and 301 plantings were completed, and a grant of up to $25,000 was received for tree maintenance. The board decided not to adopt the proposed managed natural landscape ordinance and will restart the effort by amending related ordinances, with further input from committees. No other actions were taken.

• Approved April 8, 2025 meeting minutes (motion approved)
• Decided to restart and amend the managed natural landscape ordinance (no vote recorded)

Administration Committee

The Administration Committee will consider approving the minutes from the October 14, 2025 meeting. It will also review the city's Cyber Security Program as outlined in the memo and exhibit documents. The meeting is held remotely via Zoom.

• Approval of the October 14, 2025 meeting minutes
• Review of the Cyber Security Program (memo and Exhibit A)

City Council

City Council and the Finance Committee will hold a work session to review 2025 expenditure projections and the 2026 General Fund budget. A special meeting will be held to accept tax rates from the Budget Commission and authorize necessary tax levies. An executive session is scheduled to discuss real property transactions.

• 2025 General Fund Expenditures and Transfers Projections
• 2026 General Fund Expenditures and Transfers Budget
• Authorization of tax levies and certification of rates to the County Fiscal Officer
• Executive session regarding purchase, sale, or development of real property

The council approved Resolution No. 25-119, which accepts the tax amounts and rates set by the County Budget Commission and adds a five‑year property‑tax levy to fund the Shaker Historical Society Museum. The motion to suspend the three‑day ordinance‑reading rule for this resolution was also adopted. The council then moved into an executive session to discuss real‑property matters.

• Adopted Resolution No. 25-119 authorizing SHM tax levy – unanimous (all members ayes, no nays)
• Suspended three‑day ordinance reading rule for Resolution 25-119 – unanimous (all members ayes, no nays)
• Entered executive session to discuss purchase, sale, or development of real property – unanimous (all members ayes, no nays)

Safety & Public Works Committee

The Safety & Public Works Committee will discuss a presentation from Cuyahoga County Job and Family Services on federal SNAP and Medicaid policy changes and their impact on Shaker Heights. The committee will consider the Cartecor Drive easement document. The committee will review the University Hospitals of Cleveland OVI Taskforce grant award for 2026.

• September meeting minutes
• October meeting minutes
• Cuyahoga County Job and Family Services presentation on federal SNAP and Medicaid policy changes
• Cartecor Drive easement
• University Hospitals of Cleveland OVI Taskforce grant award (2026)

The Safety & Public Works Committee unanimously approved the September and October meeting minutes. It voted to forward a recommendation for a legal access easement for Cartacore across the city parking lot to Finance and Council. The committee also unanimously approved acceptance of a $10,000 University Hospitals OVI Taskforce grant. All votes were unanimous.

• Approved September and October meeting minutes (unanimous)
• Forwarded recommendation for Cartacore Drive easement to Finance and Council (unanimous)
• Approved acceptance of $10,000 UH OVI Taskforce grant (unanimous)
• Forwarded Southerly Park garbage receptacle request to Public Works (unanimous)

Board of Zoning Appeals & City Planning Commission

The Board of Zoning Appeals and City Planning Commission will hold public hearings regarding a school renovation and a new residential construction. The body will review site plans and variance requests for two specific properties.

• Public hearing for a new three-bedroom house and two-car detached garage at 3621 Glencairn Road
• Continuation of public hearing for Woodbury School renovation at 15400 South Woodland Road
• Review of site lighting, signage, and parking lot plans for Woodbury School
• Variance request for three identification signs at Woodbury School (code allows two)

The Board approved the October 7, 2025 meeting minutes with corrections. It then approved JWall Homes LLC’s request for a lot‑size variance and site‑plan review for a new three‑bedroom house at 3621 Glencairn Road. No other substantive actions were recorded.

• Approved October 7, 2025 meeting minutes (5-0)
• Approved JWall Homes lot‑size variance and site‑plan review for 3621 Glencairn Road (5-0)

Parks & Recreation Committee

The committee will hold a work session to discuss several recreational programs and facility updates. Topics include youth sports, pool pass policies, and a rink study.

• Shaker Youth Baseball League Program discussion
• Youth Task Force update
• Non-residents purchasing indoor pool passes discussion
• Pool party reservations discussion
• Rink study update

The Recreation Committee considered a motion to approve the October 1, 2025 minutes. Council Member Carmella Williams moved the motion and Resident Member Derek Green seconded it. The minutes do not record a vote tally or final decision on the motion. No other actions were taken.

• Motion to approve October 2025 minutes moved (outcome not recorded)

Architectural Board of Review

The Architectural Board of Review will review a resubmission for renovations at Woodbury School. The board will also consider various residential requests including new garages, window alterations, and preliminary reviews for new houses.

• 15400 South Woodland Road: Woodbury School Renovations resubmission
• 3378 and 3382 Sutton Road: Preliminary reviews for new houses
• 2861 Broxton Road and 3295 Lansmere Road: New garage requests
• 3569 Lee Road: Shell Sign resubmission
• 17250 South Park Boulevard: Preliminary review for an addition

The Architectural Board approved the detailed design for the Woodbury School renovation at 15400 South Woodland Road, requiring a sample board of materials on site for review. It denied a window alteration without grids at 3581 Ingleside Road, approving windows with grids in the top sash and asking for a revised proposal. Several other projects were approved, including a pergola at 19516 Shelburne Road, new garages at 2861 Broxton Road and 3295 Lansmere Road (both with foundation finish conditions), a window replacement at 3296 Ingleside Road, and a porch alteration at 18007 Chagrin Boulevard. Additional approvals included a Shell sign at 3569 Lee Road with champagne trim and limited landscaping.

• Approved detailed design for Woodbury School renovation (15400 South Woodland Rd) with condition to assemble material sample board on site
• Denied window alteration without grids at 3581 Ingleside Rd; approved windows with grids in top sash and requested revised proposal
• Approved Shell sign at 3569 Lee Rd with champagne trim and landscaping limited to skirt height
• Approved pergola replacement of fabric awning at 19516 Shelburne Rd
• Approved new garage at 2861 Broxton Rd with 7‑inch horizontal siding; condition foundation rubbed smooth while green
• Approved new garage at 3295 Lansmere Rd; condition foundation rubbed smooth while green
• Approved window replacement with wood windows at 3296 Ingleside Rd (lead‑glass removal)
• Approved porch alteration at 18007 Chagrin Blvd

City Council

City Council and the Finance Committee will hold a work session on 2025 revenue projections and the 2026 General Fund Revenue Budget. The regular meeting includes a third reading of an ordinance regarding private property landscaping and tree lawn use, as well as several service contracts.

• Ordinance No. 25-79 to update landscaping requirements on private property and city tree lawns
• Contract with Singleton & Partners Ltd. for marketing and public relations not to exceed $210,000
• Contract with Cuyahoga County Board of Health for $263,773 in 2026 and $295,568 in 2027
• Proposed 0.25% COLA and $600 lump-sum bonus for non-bargaining employees for 2025
• $50,000 grant for stabilization and rehabilitation of the historic Lynnfield RTA Rapid Transit Station

The council approved the September 29 minutes and then enacted Ordinance 25-79 to update landscaping rules on private property and city right‑of‑way. It also approved emergency Ordinance 25-111 for a $66,903.25 LinkedIn Recruiter contract, Ordinance 25-112 adding a .25% COLA and a $600 lump‑sum bonus for non‑bargaining employees, and Ordinance 25-113 authorizing additions and renovations to City Hall.

• Approved September 29 minutes – Ayes: Kaus, Malone, Moore, Anne Williams, Carmella Williams, Bixenstine; Nays: none
• Enacted Ordinance 25-79 (landscaping updates) – Ayes: Kaus, Malone, Moore, Anne Williams, Carmella Williams, Bixenstine; Nays: none
• Enacted Ordinance 25-111 (LinkedIn Recruiter contract $66,903.25, emergency) – Ayes: Kaus, Malone, Moore, Anne Williams, Carmella Williams, Bixenstine; Nays: none
• Enacted Ordinance 25-112 (additional .25% COLA and $600 bonus, emergency) – Ayes: Kaus, Malone, Moore, Anne Williams, Carmella Williams, Bixenstine; Nays: none
• Enacted Ordinance 25-113 (City Hall addition and renovation) – Ayes: Kaus, Malone, Moore, Anne Williams, Carmella Williams, Bixenstine; Nays: none

Landmark Commission

The Shaker Heights Landmark Commission will meet virtually on October 22 at 7 pm. The agenda includes approval of minutes from the September 17, 2025 meeting and review of two Certificates of Appropriateness: a front stoop replacement at 19419 Winslow Road and a roof and gutter replacement at 18302 Scottsdale Boulevard. The commission will also consider staff approvals and any other or new business items.

• Approval of minutes from the September 17, 2025 meeting
• Certificate of Appropriateness for 19419 Winslow Road – proposed front stoop replacement (owners Lissette and Mike Piepenburg)
• Certificate of Appropriateness for 18302 Scottsdale Boulevard – proposed roof and gutter replacement (owners Joe and Raluca Weber)
• Staff approvals (items listed by staff)
• Other business and new business items

The commission unanimously approved the Certificate of Appropriateness for 19419 Winslow Road to replace the front stoop, stairs and patio with brick, mortar and sandstone as recommended by staff. It also unanimously approved the Certificate of Appropriateness for 18302 Scottsdale Boulevard to replace the roof, gutters and downspouts with asphalt shingles and matching brown half‑round gutters. Earlier, the September 17 2025 meeting minutes were approved unanimously.

• Approved Certificate of Appropriateness for 19419 Winslow Road front stoop replacement (unanimous)
• Approved Certificate of Appropriateness for 18302 Scottsdale Boulevard roof and gutter replacement (unanimous)
• Approved September 17, 2025 meeting minutes (unanimous)

Public Art Task Force

The Shaker Heights Public Art Task Force will discuss recent updates on several artworks: the repair and redesign of the Reeds of Light sculpture at Shaker Town Center, the Hear, Here installation in the Van Aken public realm, the Woven Edge fabrication for Hildana Park, and the Lee Road murals. No formal decisions are indicated; the meeting is for status reports and resident comments.

• Reeds of Light repair & redesign – Shaker Town Center (Manka Design Studio)
• Hear, Here installation – Krivanek + Breaux, Van Aken Public Realm
• Woven Edge fabrication – RAW Design, Hildana Park
• Lee Road Murals – Snack Break Studio & Darius Steward

Architectural Board of Review

The Architectural Board of Review will meet to discuss various residential property alterations and new construction requests. The agenda includes several resubmissions for new houses on Hildana Road and various home improvement projects.

• Resubmissions for new houses at 3658, 3662, 3666, 3670, 3606, 3589, 3550, and 3540 Hildana Road
• New house proposal at 2768 Landon Road
• Solar panel installations at 2998 Eaton Road and 3645 Lytle Road
• Rear addition at 2688 Cranlyn Road
• Window alterations at 3581 Ingleside Road and 2910 Warrensville Center Road

The Architectural Board approved several design changes, most with specific conditions on shutters, window heights, and brick detailing. Approvals included a porch alteration at 3120 Belvoir Road and multiple new‑house projects on Hildana Road. The only denial was for the proposed window alteration at 2910 Warrensville Center Road.

• Approved porch alteration at 3120 Belvoir Road – 10‑inch columns
• Approved new house at 3658 Hildana Road – second‑floor shutters 18 in, matching window head heights
• Approved new house at 3666 Hildana Road – side entry light head height, brick riser steps
• Approved new house at 3606 Hildana Road – side entry light head height, brick riser steps, allow more site room
• Approved new house at 3540 Hildana Road – second‑floor shutters 18 in, matching window head heights
• Approved porch alteration at 22700 South Woodland Road – window heads same height as doors, flat fascia, vertical siding, trim board
• Approved window/door alteration at 22300 Douglas Road
• Denied window alteration at 2910 Warrensville Center Road

Finance Committee

The Finance Committee is considering several service agreements and grant applications. These include contracts for public health services, city marketing, and recruitment tools.

• Contract with Cuyahoga County Board of Health for $263,773 in 2026 and $295,568 in 2027
• Marketing contract with Singleton & Partners for $70,000 per year from 2026 through 2028
• $50,000 grant application for exterior stabilization of the historic Lynnfield RTA Station
• Three-year contract with LinkedIn Recruiter for $66,903.25
• Vehicle maintenance agreement with Heights Hillcrest Technical Rescue Team at $100 per hour for labor

The committee unanimously approved the minutes of the September 15, 2025 meeting. It approved a $50,000 grant application and acceptance from the Cuyahoga County Department of Development to fund exterior stabilization of the historic Lynnfield RTA Station. It also unanimously approved several service contracts: a vehicle‑maintenance agreement with the Heights Hillcrest Technical Rescue Team at $100 per hour; a five‑year cloud video‑management contract with Spectrum Enterprises costing $54,190; a marketing services contract with Singleton & Partners for $70,000 per year; a three‑year LinkedIn Recruiter subscription for $66,903.25; and a two‑year public‑health services contract with the Cuyahoga County Board of Health costing $263,773 for 2026 and $295,568 for 2027.

• Approved September 15, 2025 minutes (unanimous)
• Approved $50,000 grant for Lynnfield RTA Station exterior stabilization (unanimous)
• Approved vehicle‑maintenance agreement with Heights Hillcrest Technical Rescue Team at $100/hr (unanimous)
• Approved five‑year Spectrum Enterprises cloud video‑management contract, $54,190 total (unanimous)
• Approved one‑year marketing contract with Singleton & Partners, $70,000 per year, option to renew (unanimous)
• Approved three‑year LinkedIn Recruiter contract, $66,903.25 total (unanimous)
• Approved two‑year public‑health services contract with Cuyahoga County Board of Health, $263,773 (2026) and $295,568 (2027) (unanimous)

City Council

The City Council is meeting for an executive session. The purpose of the meeting is a Council retreat.

Council member Mrs. Kaus moved, and Council member Mr. Claytor seconded, a motion for the City Council to go into an Executive Session for the purpose of a retreat. The minutes do not record a vote tally or the final outcome of the motion. The meeting was adjourned by the Mayor at 3:23 p.m.

• Motion to enter Executive Session for retreat moved by Mrs. Kaus, seconded by Mr. Claytor (outcome not recorded)

Culture & Engagement Committee

The Culture & Engagement Committee will discuss the timeline for the 2026 Community Empowerment Grant, including the application window, review process, and announcement plan. It will also consider the contributing amount and event participation for the 2026 Martin Luther King Jr. Citywide Celebration. The committee will explore a collaboration opportunity for a Healing Circle. Finally, it will review the United by Lee "Resilient Lee" initiative.

• Community Empowerment Grant – 2026 application window
• Community Empowerment Grant – 2026 review process
• Martin Luther King Jr. Citywide Celebration – 2026 contributing amount
• Healing Circle – collaboration opportunity
• United by Lee – Resilient Lee initiative

City Council

The Shaker Heights City Council will hold public comment on proposed amendments to several sections of the Administrative, General Offenses, Traffic, Building, and Housing Codes to update landscaping requirements on private property and tree lawns in the right‑of‑way. Council members will conduct a second reading of Ordinance No. 25‑79, which implements those landscaping changes. The council will consider a resolution of necessity to appropriate a property interest at 18720 Lomond Boulevard (Parcel 736‑19‑018) for the Lynnfield/Lomond SSO‑11 Control Project and to declare an emergency.

• Amendments to multiple code sections (Administrative, General Offenses, Traffic, Building, Housing) to update landscaping requirements on private property and tree lawns
• Ordinance No. 25‑79, 2nd reading, introduced by Nancy Moore to adopt the landscaping updates
• Resolution of necessity to appropriate property interest at 18720 Lomond Boulevard for the Lynnfield/Lomond SSO‑11 Control Project (emergency declaration)

The council reviewed proposed amendments to Ordinance No. 25‑79 covering landscaping, tree lawns, and related codes. Committees had approved the changes, and the council planned a third reading on Oct 27, 2025. No public comments were offered and no vote or formal adoption occurred at this meeting.

Administration Committee

The Administration Committee will first approve the minutes from the August 12, 2025 meeting. It will then discuss supporting a contract with the Cuyahoga County Board of Health. The committee will consider a personal services contract with the marketing firm Singleton & Partners. Finally, it will consider a recommendation for a LinkedIn Recruiter contract.

• Approve August 12, 2025 meeting minutes
• Consider support for Cuyahoga County Board of Health contract
• Recommend personal services contract with Singleton & Partners
• Recommend LinkedIn Recruiter contract

Safety & Public Works Committee

The Safety and Public Works Committee will discuss a service agreement with Spectrum for a gigabit circuit. The body will also review a maintenance agreement for the Heights-Hillcrest Technical Rescue Team and a CDSG Grant.

• Spectrum Enterprise monthly service agreement for gigabit circuit
• Heights-Hillcrest Technical Rescue Team Maintenance Agreement
• CDSG Grant

The Safety & Public Works Committee approved three items. It expanded the Heights Hillcrest Technical Rescue Team mechanic agreement to cover the regional rescue fleet. It authorized a $50,000 grant application to stabilize the historic Lynnfield RTA Station. It also approved a five‑year service agreement with Spectrum Enterprise for a police cloud‑video system.

• Approved expansion of Heights Hillcrest Technical Rescue Team mechanic agreement (unanimous)
• Approved $50,000 Cuyahoga County Supplemental Grant application for Lynnfield Station stabilization (unanimous)
• Approved five‑year Spectrum Enterprise service agreement ($54,190 plus $250 fee, $899/month) for police video system (unanimous)

Sustainability Committee

The Sustainability Committee will review draft goals for 2026 and the citywide composting budget for the same year. The body will also receive updates on the Service Center solar system and an air quality monitoring program.

• Citywide Composting Budget for 2026
• Draft 2026 Committee Goals
• Service Center Solar System update
• Air Quality Monitoring Program goals for Lower Lake
• Shaker Heights City Schools Sustainability updates

The Sustainability Committee unanimously approved the September 11, 2025 meeting minutes and the draft committee goals, including LEED recertification and a citywide composting program. It decided not to add the Dealership, Nature Center, or Unitarian church sites to the composting program, set a 2026 composting budget of $135,000‑$140,000, and will obtain mapping data to identify underserved areas. The committee also agreed to discontinue the air quality monitoring pilot and rely on Ohio EPA data.

• Approved September 11, 2025 meeting minutes (unanimous)
• Approved draft committee goals (unanimous)
• Did not add Dealership, Nature Center, or Unitarian church composting sites
• No decision made on adding Ludlow, Sussex, Malvern, or Middle School sites
• Budgeted $135,000‑$140,000 for composting program in 2026
• Requested mapping data from Rust Belt Riders to identify underserved areas
• Discontinued the air quality monitoring program

Board of Zoning Appeals & City Planning Commission

The Board of Zoning Appeals and City Planning Commission will first approve the minutes from the September 2, 2025 meeting. It will then hold a public hearing on the City’s request to improve public land by adding a 1,900‑square‑foot addition and interior renovation to City Hall at 3400 Lee Road. The Commission will review the proposal and forward it to the City Council for action.

• Approval of minutes from the September 2, 2025 meeting
• Public hearing on City Hall improvements at 3400 Lee Road
• Proposed interior renovation and 1,900‑sq ft addition to former fire‑house bays
• Council action required on the public‑land improvement request

The Board approved the September 2, 2025 meeting minutes. A public hearing on the City Hall addition received no public comments. The Board voted to recommend City Council approve the addition, requiring a final detailed landscape plan and suggesting a walkway from Clayton Boulevard.

• Approved September 2, 2025 meeting minutes (4-0)
• Recommended City Council approve City Hall addition with conditions: final landscape plan and walkway suggestion (4-0)

Architectural Board of Review

The Architectural Board of Review will meet virtually to consider 18 items, including school renovations, new garages, and exterior alterations. The meeting will also cover the approval of minutes from the previous session.

• Approval of September 15, 2025 meeting minutes
• Resubmission of Woodbury School renovations
• New garage at 3289 Daleford Road
• Solar panels at 24079 Shelburne Road
• Preliminary review of addition at 18016 Parkland

The Architectural Board of Review approved the minutes from the September 15 meeting. It approved the new garage project at 3289 Daleford Road, requiring a slate‑colored asphalt shingle roof and raised panel doors. It also approved a door alteration at 17317 Lomond Blvd, a sign at 20100 Walker Road, a window alteration at 2712 Inverness Road, and a new house at 3621 Glencairn Road, each with specific conditions. Several items were sent back for revised plans.

• Approved minutes from September 15, 2025 meeting
• Approved new garage at 3289 Daleford Rd with conditions: slate‑color asphalt shingle roof and raised panel doors
• Approved door infill at 17317 Lomond Blvd with conditions on brick work and mortar, and required revised railing design
• Approved sign at 20100 Walker Rd with condition that backer board width matches the beam
• Approved window alteration at 2712 Inverness Rd
• Approved new house at 3621 Glencairn Rd with conditions on front entry door, asphalt shingle roofing, stone element height, retaining wall, and massing study
• Approved roof material resubmission for 22275 Byron Rd to continue investigation of alternative roofing materials

Parks & Recreation Committee

The Shaker Heights Recreation Committee will approve the draft minutes from April, June, and September 2025. It will then hold a work session to discuss the follow‑up ice rink study and the youth field hockey program.

• Approve April 2025 draft minutes
• Approve June 2025 draft minutes
• Approve September 2025 draft minutes
• Discuss follow‑up ice rink study
• Discuss youth field hockey program

The Recreation Committee approved the minutes from the April, June, and September 2025 meetings as written. The committee then held a work session to discuss a follow‑up rink study and the youth field hockey program, but no decisions were made. The meeting adjourned at 6:50 p.m.

• Approved April 2025 minutes
• Approved June 2025 minutes
• Approved September 2025 minutes

Board of Appeals

The Shaker Heights Board of Appeals will consider two public nuisance housing appeals. One appeal involves Berkshire Hathaway at 2924 Brighton Road (Case No. BA-25-05-NAHC). The other appeal involves Andrew and Kali Bryant at 3714 Normandy Road (Case No. BA-25-06-NAHC). The meeting will also approve the September 3, 2025 minutes and adopt a schedule of future meetings.

• Consider Appeal of Berkshire Hathaway, Case No. BA-25-05-NAHC, 2924 Brighton Road (Notice of Public Nuisance – Housing)
• Consider Appeal of Andrew and Kali Bryant, Case No. BA-25-06-NAHC, 3714 Normandy Road (Notice of Public Nuisance – Housing)
• Approve minutes from the September 3, 2025 Board of Appeals meeting
• Adopt schedule of future Board of Appeals meetings (Nov 5 2025 – Apr 1 2026)

The Board approved the September 3, 2025 meeting minutes by a 4‑0 vote. It entered executive session to discuss two appeals, also voting 4‑0. The Board denied the Bryant appeal, directing the city to maintain contact and lift the vacate order once lead‑hazard clearance is received, vote 4‑0. It partially denied and partially granted the Berkshire Hathaway appeal, upholding the code violation and granting the owner an extension to comply by December 31, 2025, vote 4‑0.

• Approved September 3, 2025 meeting minutes (4‑0)
• Entered executive session to discuss appeals (4‑0)
• Denied Bryant appeal with conditions for city contact and vacate order lift (4‑0)
• Partially denied Berkshire Hathaway appeal, upheld code violation, and granted compliance extension to Dec 31 2025 (4‑0)

City Council

The Shaker Heights City Council will approve minutes from recent meetings and consider several emergency items. Items include contracts for the 2025‑2026 Deer Management Program, labor agreements for recreation employees and police officers, a right‑of‑way dedication for the Lee Road Complete Street project, a $150,000 NOACA grant, and a $769,439 payment agreement with GCRTA for maintenance of transit‑adjacent grounds.

• Approve $81,000 personal services contract with Precision Wildlife Management for Deer Management
• Authorize labor agreement with International Association of Machinists Local 1363 (2025‑2027)
• Dedicate portions of 3450, 3400 and 3355 Lee Road as public right‑of‑way for Lee Road Complete Street project
• Accept $150,000 NOACA grant for Lee Road Complete Street Improvements
• Approve $769,439 agreement with GCRTA for payment for maintenance of grounds adjacent to rapid transit lines

The Shaker Heights City Council approved three ordinances related to deer management: an $81,000 culling contract (Ordinance 25-99), a $31,340 sterilization contract (Ordinance 25-100), and a labor agreement with the International Association of Machinists for the Recreation Department (Ordinance 25-101). All three were adopted unanimously. No vote record was provided for the labor agreement with the Fraternal Order of Police (Ordinance 25-102), so its status is not documented in these minutes.

• Ordinance 25-99 (deer culling contract $81,000) enacted – unanimous approval
• Ordinance 25-100 (deer sterilization contract $31,340) enacted – unanimous approval
• Ordinance 25-101 (IAM labor agreement for Recreation staff) enacted – unanimous approval
• Ordinance 25-102 (FOP labor agreement for Police) no vote recorded in minutes

Civil Service Commission

The Shaker Heights Civil Service Commission will approve the April 14, 2025 meeting minutes and discuss the police entry‑level examination process. Items include a recommendation to eliminate the current police entry‑level eligibility list, a recommendation and approval of a testing company for that exam, and updates on the police sergeant promotional process and the fire entry‑level process.

• Approve the April 14, 2025 Civil Service Commission minutes
• Recommendation to abolish the Police Entry‑Level Eligibility List
• Recommendation and approval of a testing company for the Police Entry‑Level Process (exam cost comparison provided)
• Update on the Police Sergeant promotional process
• Update on the Fire entry‑level process

The commission approved the minutes from the April 14, 2025 meeting. It unanimously voted to abolish the current police entry‑level eligibility list and create a new one. The commission also unanimously approved Industrial/Organizational Solutions (IOS) as the exam provider and authorized IOS to continue administering the police entry‑level testing cycle.

• Approved April 14, 2025 meeting minutes (unanimous)
• Abolished existing police entry‑level eligibility list to establish a new list (unanimous)
• Approved Industrial/Organizational Solutions (IOS) as exam provider for police entry‑level testing (unanimous)
• Authorized IOS to continue administering the police entry‑level examination process (unanimous)

Landmark Commission

The Landmark Commission will meet to discuss a Certificate of Appropriateness for a proposed addition to City Hall. The body will also review minutes from the August 27, 2025 meeting.

• Certificate of Appropriateness for proposed City Hall addition at 3400 Lee Road

The commission approved the August 27, 2025 meeting minutes by unanimous vote. It then approved the Certificate of Appropriateness for the proposed 1,900‑sq‑ft addition to City Hall at 3400 Lee Road, with the condition that final design details be reviewed by the Architectural Board of Review at a future meeting. The staff approval report was also accepted without objection.

• Approved August 27, 2025 meeting minutes (Ayes: All, Nays: None)
• Approved Certificate of Appropriateness for 3400 Lee Road City Hall addition (Ayes: All, Nays: None)
• Approved staff approval report (Ayes: All, Nays: None)

City Council

The City Council will hold an executive session to discuss personnel matters such as appointments, employment actions, compensation, and related negotiations. The session will also cover real‑property transactions, including purchase, sale, or development, where disclosure could affect competitive or public interests.

At 12:08 p.m., Council member Mrs. Moore moved, and Ms. Bixenstine seconded, a motion to go into executive session to discuss personnel matters. The motion passed unanimously with five ayes and no nays. No other business was taken before the meeting adjourned at 1:16 p.m.

• Motion to enter executive session on personnel matters – approved (5‑0)

Architectural Board of Review

The Architectural Board of Review will meet to discuss various residential and commercial property alterations. The agenda includes a proposal for a City Hall addition and several resubmissions for new houses on Hildana Road.

• 3400 Lee Road: City Hall Addition
• Multiple new house resubmissions on Hildana Road (3540, 3550, 3589, 3606, 3658, 3662, 3666, 3670)
• 3606 Lytle Road: New House resubmission
• 19501 South Woodland Road: Second Story Addition
• 3398 Tuttle Road: Sign for Well Stocked

The Architectural Board of Review approved the preliminary design for the City Hall addition at 3400 Lee Road, requiring final design details to be submitted. It also approved multiple residential projects—including porch, siding, window, door, and sign alterations—each with specific conditions. Several applications were sent back for additional information or revised drawings before final approval.

• Approved preliminary design Option 1 for 3400 Lee Road City Hall addition, pending final design details, materials, and colors
• Approved 22650 Rye Road porch alteration with lighter metal panel connections and flat panel infill
• Approved vinyl siding for 19629 Lomond Blvd with matching blue corner boards and required color‑sample photo
• Approved rear second‑floor window alteration at 19629 Lomond Blvd; front façade windows need additional proportion and grid details
• Approved replacement of leaded glass windows at 3575 Lytle Rd, requiring diamond grids on the four casement windows
• Approved door alteration at 3329 Dorchester Rd
• Approved sign at 3398 Tuttle Rd with revised external‑illumination light fixtures
• Approved porch alteration at 2661 Belvoir Rd, condition windows have grids in the upper sash

Finance Committee

The Shaker Heights Finance Committee will meet to approve contracts for RTA rail right-of-way maintenance, a $500,000 NOACA grant for Lee Road improvements, and a wildlife management contract. The body will also consider property tax rates and tax incentive agreements.

• Authorize RTA agreement for $769,439 (2026-2027)
• Authorize NOACA grant up to $500,000 for Lee Road
• Authorize Siemens contract increase to $302,881
• Authorize wildlife management contract for $112,340
• Approve Tax Year 2025 property tax rates

The committee unanimously approved the 2025 property tax rate of 9.9 mils for the 2026 collection year. It also approved a $500,000 grant application for Lee Road Complete Streets, a contract increase to $302,881 for the police and court fire alarm system, and a $769,439 two‑year agreement with the RTA for grounds upkeep. Additional approvals included accepting the Tax Incentive Review Council’s recommendations, joining the County Tax Advance Program, and authorizing finance certificates for pending contracts.

• Approved grant application for up to $500,000 TLCI grant for Lee Road Complete Streets improvements (unanimous)
• Approved increase of Siemens contract from $207,615 to $302,881 for police & court fire alarm system upgrade (unanimous)
• Approved two‑year $769,439 agreement with RTA for upkeep of grounds adjoining rail right‑of‑ways (unanimous)
• Approved acceptance of TIRC recommendations to continue all city tax incentive agreements (unanimous)
• Approved participation in County Tax Advance Program for 2026 property tax receipts (unanimous)
• Approved 2025 property tax rate of 9.9 mils for collection year 2026 (unanimous)
• Approved execution of finance certificates and payment of amounts due on certain contracts (unanimous)

Sustainability Committee

The committee will approve the minutes from the August 14, 2025 meeting. It will receive updates on the Citywide Composting Program, the Service Center Solar System, and the Lower Lake project. Subcommittee reports on Stormwater and Greenspace and on Shaker Heights City Schools Sustainability will be presented. The meeting also includes the chairperson’s remarks and consideration of old and new business.

• Approve August 14, 2025 meeting minutes
• Update on Citywide Composting Program
• Update on Service Center Solar System
• Lower Lake update
• Subcommittee reports: Stormwater and Greenspace; Shaker Heights City Schools Sustainability

The Sustainability Committee approved the August 14, 2025 meeting minutes by a unanimous vote. No other formal actions, approvals, or denials were recorded during the September 11, 2025 meeting. The remainder of the session consisted of program updates and discussion items.

• Approved August 14, 2025 meeting minutes (unanimous)

City Council

The council moved into an executive session to discuss specialized security details that could not be disclosed publicly. No other substantive actions or votes were recorded.

• Entered executive session to discuss security arrangements (motion by Mr. Claytor, seconded by Mrs. Moore)

Safety & Public Works Committee

The Safety & Public Works Committee approved contracts for deer culling and sterilization services, increasing the fire alarm system contract to $302,881, and recommended the city apply for a NOAA TLCI grant of up to $500,000. It also approved a three‑year RTA maintenance agreement worth $769,439. A request for additional deer‑crossing signage was sent to the Police Department.

• Approved deer management contracts: $81,000 for culling and $30,640 for sterilization (motion carried; 1 opposed, 1 abstention)
• Approved fire alarm system contract amendment, raising total to $302,881 (unanimous)
• Recommended Council authorize NOAA TLCI grant application up to $500,000 (unanimous)
• Approved three‑year RTA maintenance agreement totaling $769,439 (unanimous)
• Transmitted deer crossing signage request to Police Department for follow‑up

Parks & Recreation Committee

The Recreation Committee could not approve the April 2 and June 4, 2025 minutes because a quorum was not present. No votes were taken on any agenda items. The meeting proceeded to a work session discussion but no formal actions were adopted.

Board of Appeals

The Board of Appeals will meet to review a specific property appeal. The board will also approve minutes from the August 6, 2025 meeting and set a future meeting schedule.

• Appeal of LaVera Wingfield (Case No. BA-25-04-NAPW) regarding a Notice of Public Nuisance - Grass at 15812 Scottsdale Boulevard

The Board approved the minutes from the August 6, 2025 meeting by a 4‑0 vote. It then voted 4‑0 to enter executive session to discuss the appeal. In executive session the Board voted 3‑1 to deny LaVera Wingfield’s high‑grass nuisance abatement appeal.

• Approved August 6, 2025 meeting minutes (4-0)
• Entered executive session to discuss appeal (4-0)
• Denied LaVera Wingfield high‑grass nuisance appeal (3-1)

Architectural Board of Review

The Shaker Heights Architectural Board of Review will hold a virtual meeting to review requests for window alterations, new siding and roofing, decks, landscape elements, and solar panels. The board will also approve minutes from previous meetings.

• Approval of minutes from August 4, 2025
• Approval of minutes from August 18, 2025
• Window alteration at 2880 Woodbury Road
• New siding and roofing at 22175 Byron Road
• Solar panels at 21049 Colby Road

The board approved several project requests, including window alterations, decks, a pergola, siding, a landscape element, and solar panels, each with specific material or finish conditions. The standing seam metal roof for the colonial revival house at 22175 Byron Road was denied. One application (3575 Lytle Road) was not reviewed because the applicant was absent.

• Approved window alteration at 2880 Woodbury Rd – all windows must be double‑hung or casement with matching grids
• Approved pergola at 23538 Duffield Rd – no exterior treated lumber; posts wrapped, cedar finish required
• Approved vinyl siding at 22175 Byron Rd with window‑trim and bracket detail conditions; standing seam metal roof denied
• Approved deck at 3299 Avalon Rd – second‑story porch rail and first‑floor corner post must be painted white
• Approved deck at 3288 Norwood Rd – dark brown Trex deck with black aluminum railing
• Approved window alteration at 24000 Duffield Rd – matches existing double‑hung window details
• Approved landscape element at 14320 Larchmere Blvd – roof must be dark brown
• Approved solar panels at 21049 Colby Rd – panel arrangement acceptable

Board of Zoning Appeals & City Planning Commission

The Board of Zoning Appeals & City Planning Commission unanimously approved three items. It granted a variance for a circular driveway at 22850 South Woodland Road with landscaping and tree‑protection conditions. It approved a site‑plan review, lot consolidation, and garage and tree‑preservation variances for 3606 Lytle Road, also with several conditions. Finally, it approved the subdivision of city‑owned parcels at 3400 Lee Road and recommended that the City Council dedicate the new right‑of‑way for the Lee Road Action Plan, pending a final plat filing.

• Approved Mergler Residence circular‑driveway variance with revised landscape plan and tree‑protection fencing (4-0)
• Approved Schuerger Residence site‑plan, lot consolidation, attached‑garage and tree‑preservation variances with detailed landscape, tree‑replacement, fencing and other conditions (4-0)
• Approved subdivision of city parcels at 3400 Lee Road and recommended right‑of‑way dedication, conditioned on final plat submission (4-0)

Landmark Commission

The Landmark Commission will conduct a preliminary review of a proposed addition to City Hall. The commission will also vote on the approval of minutes from the April 23, 2025 meeting.

• Preliminary review of proposed addition at 3400 Lee Road (City Hall)
• Approval of April 23, 2025 meeting minutes

The Landmark Commission unanimously approved the December 4, 2024 meeting minutes. The commission reviewed the preliminary design for a new 1,900‑sq‑ft addition to City Hall and, following staff recommendation, approved moving forward with the preliminary design pending final design and material review. No objections were raised to the Staff Approval Report. The next meeting is scheduled for September 17, 2025.

• Approved December 4, 2024 meeting minutes (unanimous)
• Approved staff recommendation to proceed with preliminary City Hall addition design (no vote recorded)
• No objections to Staff Approval Report (accepted)
• Scheduled next Landmark Commission meeting for September 17, 2025

City Council

The council adopted Resolution 25-91 honoring longtime Clerk Jeri Chaikin. It enacted Ordinances 25-92 and 25-93, authorizing $25,000 and $20,000 grants respectively for the stabilization of the historic Lynnfield RTA Station. It also passed Ordinance 25-94, increasing the police training appropriation from $100,000 to $160,000.

• Resolution 25-91 (appreciation for Jeri Chaikin) adopted – unanimous
• Ordinance 25-92 authorizing $25,000 grant for Lynnfield RTA Station enacted – unanimous
• Ordinance 25-93 authorizing $20,000 grant for Lynnfield RTA Station enacted – unanimous
• Ordinance 25-94 increasing police training appropriation to $160,000 enacted – unanimous

Fair Housing Review Board

The Fair Housing Review Board will review financial reports, complaint updates, and education and outreach efforts. The board will also discuss the 2025 HUD grants work plan and potential fair housing training for property owners and managers.

• Update on HUD grants and work plan for 2025
• Sponsorship opportunity for Fair Housing Center for Rights & Research Fall 2025 Lecture Series
• Proposed fall fair housing training for property owners and managers
• Review of financial report dated 8-20-25
• Approval of minutes from May 15, 2025 and June 25, 2025 meetings

The Fair Housing Review Board approved the minutes from the May 15, 2025 meeting, adding a spelling correction, and also approved the minutes from the June 25, 2025 special meeting with a minor correction. Both motions were moved by Councilmember Claytor, seconded by Ms. Millette, and passed unanimously. No other substantive actions were decided at this meeting.

• Approved May 15, 2025 meeting minutes (unanimous)
• Approved June 25, 2025 special meeting minutes (unanimous)

Architectural Board of Review

The Architectural Board of Review approved the two proposed window options for the addition at 16619 Aldersyde Drive. The applicant must submit final window detail plans for administrative review. Several other projects received approvals with conditions or were sent back for revised plans.

• Approved both window options for 16619 Aldersyde Drive addition; final plans to be submitted
• Approved 2893 Huntington Road porch addition conditional on matching stucco exterior
• Approved window and door alterations at 17616 Parkland Drive
• Approved new siding at 22132 Byron Road with required trim and shutter conditions
• Approved revised entry design at 3219 Somerset Road
• Submitted revised plans for 20040 Van Aken Boulevard sign for Board review
• Submitted revised plans for 3120 Belvoir Boulevard porch columns for Board review
• Submitted revised plans for 3400 Lee Road City Hall addition for further study

Finance Committee

The Finance Committee approved the July 21, 2025 meeting minutes and authorized two historic preservation grants—$25,000 and $20,000—for exterior stabilization of the Lynnfield RTA Station. It also increased the Local Law Enforcement Trust Fund by $60,000 for police training, approved a $1 purchase agreement for five city parcels to build single‑family infill homes, and accepted a two‑year excess insurance contract for $235,094.

• Approved July 21, 2025 minutes (unanimous)
• Authorized $25,000 CLG grant for Lynnfield RTA station exterior stabilization (unanimous)
• Authorized $20,000 History Fund grant for Lynnfield RTA station exterior stabilization (unanimous)
• Increased Fund 701 appropriation by $60,000 for police training (unanimous)
• Approved purchase agreement for five city parcels at $1 each for infill homes (unanimous)
• Accepted USI Insurance proposal and authorized two‑year excess insurance contract for $235,094 (unanimous)

Sustainability Committee

The Sustainability Committee will meet to discuss proposed revisions to the landscape ordinance. The body will also receive updates on the citywide composting program and the Service Center solar system.

• Discussion of Proposed Landscape Ordinance Revisions (Cod Ord Amend 25-79)
• Update on Citywide Composting Program
• Update on Service Center Solar System
• Stormwater and Greenspace subcommittee report
• Shaker Heights City Schools sustainability updates

The Sustainability Committee approved the July 10, 2025 meeting minutes by unanimous vote. No other formal actions, approvals, or denials were recorded during the meeting.

• Approved July 10, 2025 meeting minutes (unanimous)

Neighborhood and Economic Development

The Neighborhood & Economic Development Committee discussed an application from K&W Ohio Construction to acquire five city‑owned vacant parcels for single‑family infill homes. Because a quorum was not present, the committee could not vote to approve the acquisition and recorded only informal support. The matter will be forwarded to the Finance Committee or another council committee that can achieve a quorum for a formal vote.

• No formal approval of K&W Ohio Construction acquisition of five vacant parcels (no quorum)
• Committee expressed informal support for the application
• Resident notification letters were sent for the Hildana, Colwyn, and Sutton parcels

Tree Advisory Board

The Tree Advisory Board approved the minutes from the April 8, 2025 meeting after a motion and second. The board decided to discard the current Managed Natural Landscape ordinance proposal and will rewrite it after input from the Safety and Public Works, Tree Advisory Board, and Sustainability committees. No other motions were taken.

• Approved April 8, 2025 meeting minutes (motion passed)
• Decided to abandon and rewrite the Managed Natural Landscape ordinance after committee feedback

Administration Committee

The Administration Committee will review a request to amend the codified ordinances regarding funeral leave. The body will also consider a proposal and contract with USI Insurance Services for excess insurance for the Self-Insured Workers Compensation Program.

• Proposed amendment to Section 135.04(c) of the Codified Ordinances regarding funeral leave
• Contract proposal with USI Insurance Services for Self-Insured Workers Compensation Program excess insurance
• Approval of May 13, 2025 meeting minutes

The committee approved the May 13, 2025 meeting minutes with a unanimous vote. A request was made to amend Section 135.04(c) of the ordinance to broaden the definition of immediate family for funeral leave, and a recommendation was presented to approve a contract with USI Insurance Services for excess workers' compensation coverage, but no final decisions were recorded on those items.

• Approved May 13, 2025 meeting minutes (unanimous)

City Council

City Council will consider ordinances to appoint Matthew P. Carroll as Chief Administrative Officer and Clerk of Council. The meeting also includes a joint work session with Cleveland Heights regarding the Lower Lake Dam.

• Ordinance to appoint Matthew P. Carroll as Chief Administrative Officer effective September 3, 2025
• Appointment of Matthew P. Carroll as Clerk of Council
• Designation of Director of Law and Assistant Directors of Law as Clerks of Council Pro Tem
• Joint work session with Cleveland Heights on Lower Lake Dam recommendations from the Northeast Ohio Regional Sewer District

The Shaker Heights City Council approved Ordinance 25-89, appointing Matthew P. Carroll as Chief Administrative Officer effective September 3, 2025. The Council also approved Ordinance 25-90, affirming Carroll as Clerk of Council for the remainder of the current term and designating law staff as temporary clerks. Both ordinances were enacted after motions to suspend the three‑day reading rule, with unanimous 7‑0 votes. No other business was taken.

• Approved Ordinance 25-89 appointing Matthew P. Carroll as CAO (7-0)
• Approved Ordinance 25-90 affirming Matthew P. Carroll as Clerk of Council (7-0)

Safety & Public Works Committee

The Safety & Public Works Committee unanimously approved the June 5 minutes. It approved a recommendation for the council to submit two historic preservation grant applications, including a $20,000 Ohio History Fund grant. The committee also approved increasing the police training appropriation from $100,000 to $160,000. Members voiced support for revised landscaping ordinance amendments and will forward their comments to council.

• Approved June 5, 2025 meeting minutes (unanimous)
• Approved recommendation to submit $20,000 historic grant application (unanimous)
• Approved police training appropriation increase to $160,000 (unanimous)
• Supported landscaping ordinance amendments and will forward comments to council

Board of Appeals

The Board approved the May 7, 2025 meeting minutes by a 4‑0 vote. It then entered executive session with a 5‑0 vote. Both the Brittany Holmes and Virginia Carter grass nuisance appeals were denied by 5‑0 votes.

• Approved May 7, 2025 minutes (4-0)
• Entered executive session to discuss appeals (5-0)
• Denied Brittany Holmes appeal (5-0)
• Denied Virginia Carter appeal (5-0)

Architectural Board of Review

The Architectural Board of Review approved the Doan Brook Restoration design for Park Drive, adding five specific conditions. It also approved landscape elements at 23500 Laureldale Road and an addition at 2996 Falmouth Road, each with required follow‑up details. The board denied the conversion of historic casement windows to sliders at 3466 Colton Road. It approved the removal of the front chimney at 3110 Keswick Road, requesting revised drawings.

• Approved Doan Brook Restoration design (ABR25-000189) with five conditions
• Approved landscape elements at 23500 Laureldale Road (ABR25-000155) pending wing‑wall sketch and pergola trim details
• Approved addition at 2996 Falmouth Road (ABR25-000165) requiring slate roof material
• Denied conversion of casement windows to sliders at 3466 Colton Road (ABR25-000167)
• Approved chimney removal and façade redesign at 3110 Keswick Road (ABR25-000170) with revised drawings required

City Council

The council adopted Resolution No. 25-88, amending Resolution 25-59 to place a 0.3‑mill property tax levy for the Shaker Historical Society’s Museum on the ballot. The motion passed with six ayes and one nay. The council also suspended the rule requiring ordinances to be read on three separate days for this resolution. A unanimous vote approved entering an executive session to discuss personnel matters.

• Suspended three‑reading rule for Resolution 25-88 (6-1)
• Adopted Resolution 25-88 to place museum tax levy on ballot (6-1)
• Approved executive session to discuss personnel matters (7-0)

City Council

The council approved the amendment to the Suburban Maintenance & Construction contract, raising the total to $150,000. A motion to suspend the ordinance three‑day reading requirement was carried, allowing Ordinance No. 25‑80 to be enacted immediately. The minutes from the June 23, 2025 meeting were approved unanimously. Ordinance No. 25‑79 on landscaping updates was placed on first reading for further review.

• Approved June 23, 2025 minutes (7‑0)
• Placed Ordinance No. 25‑79 on first reading (remains on first reading)
• Approved amendment to Suburban Maintenance & Construction contract, increasing total to $150,000 (Ordinance No. 25‑80) (7‑0)
• Suspended three‑day reading rule for Ordinance No. 25‑80, allowing final enactment (7‑0)

Architectural Board of Review

The Architectural Board of Review approved several window alteration projects, a retaining wall, a signage design, and a landscape fence. It denied slider‑window requests in two cases and required revisions for the City Hall addition, asking for revised plans. Several approvals were conditional on design details.

• Requested revised plans for City Hall addition (ABR25-000162)
• Approved front picture window with equal‑width lites; denied slider windows (ABR25-000152)
• Approved window alteration at 2844 Weybridge Road (ABR25-000153)
• Denied slider windows; approved double casement or picture window with simulated check rail (ABR25-000128)
• Approved three front/rear window divisions and two side divisions (ABR25-000126)
• Approved fence and gate landscape elements at 20101 Shelburne Road (ABR25-000156)
• Approved retaining wall at 20726 Byron Road (ABR25-000164)
• Approved signage for Cleveland Dental with size and illumination conditions (ABR25-000160)

Finance Committee

The committee unanimously approved a $150,000 amendment to the SMCI contract for a protective pedestrian canopy, a $5,670 amendment to the Kravanek + Breaux public art shade contract, and the appropriation of a $5,000 Ohio Arts Council ArtsRISE grant for a Lee Road mural. It also approved a $225,000 Vision Loan to RDL Architects for office build‑out. The June 16 meeting minutes were approved unanimously.

• Approved $150,000 amendment to SMCI contract for pedestrian canopy (unanimous)
• Approved $5,670 amendment to Kravanek + Breaux contract for public art shade (unanimous)
• Approved appropriation of $5,000 ArtsRISE grant for Lee Road mural (unanimous)
• Approved $225,000 Vision Loan to RDL Architects for office build‑out (unanimous)
• Approved June 16, 2025 meeting minutes (unanimous)

City Council

At 7:51 p.m. Council member Claytor moved, and Williams seconded, a motion to go into an executive session to discuss preparing for, conducting, or reviewing negotiations with public employees about compensation or other terms. All five members present voted aye and none voted nay. The motion was carried, allowing the council to enter executive session.

• Motion to enter executive session on public employee negotiations carried (ayes: Williams, Bixenstine, Claytor, Kaus, Malone; nays: none)

Sustainability Committee

The Sustainability Committee approved the June 12, 2025 meeting minutes after a motion by Nancy Moore and a second by Tenille Kaus. The approval was unanimous. No other substantive decisions, approvals, or denials were recorded during the meeting.

• Approved June 12, 2025 meeting minutes (unanimous)

Neighborhood and Economic Development

The committee approved the June 11, 2025 meeting minutes unanimously. It voted to enter an executive session, also unanimously. It then recommended that the City Council amend the SMCI contract for the protective pedestrian canopy at 3756 Lee Road to a total of $150,000. No vote was recorded on the Vision Loan request.

• Approved June 11, 2025 meeting minutes (unanimous)
• Entered executive session (unanimous roll‑call)
• Recommended Council amend SMCI contract to $150,000 for protective canopy (unanimous)

Architectural Board of Review

The Shaker Heights Architectural Board of Review approved a series of residential alteration applications, each with specific conditions. Approvals covered a portico redesign, window upgrades, a solar pergola, a chicken coop accessory structure, two new garages, and two solar‑panel installations. Each decision required revised drawings or material specifications to be submitted for further review.

• Approved portico alteration at 3219 Somerset Rd with conditions on gable fascia, soffit detail, and removal of mail slot
• Approved window alteration at 3133 Chadbourne Rd with condition that new windows have vertically proportioned grids
• Approved solar pergola at 2733 Wicklow Rd with condition to use cedar or other non‑treated lumber and black solar panels/frame
• Approved chicken coop accessory structure at 19300 Shaker Blvd with condition to add landscape screening location to site plan
• Approved new garage at 2876 Woodbury Rd with condition that foundation curb be rubbed smooth while green and garage door specs submitted
• Approved new garage at 3694 Chelton Rd with conditions: white vinyl siding, raised panel service door swinging away, centered overhead door, and smooth green foundation
• Approved solar panels at 20699 South Woodland Rd with condition that conduit be white on walls and black on roof
• Approved solar panels at 3654 Townley Rd with condition to move two rear panels to front, center the array, and use dark brown conduit on brick wall

Board of Zoning Appeals & City Planning Commission

The Board of Zoning Appeals & City Planning Commission approved a garage variance for a new home at 23425 Bryden Road, a conditional use permit and parking variance for Willia Arms Adult Day Support at 3689 Lee Road (pending council confirmation), and two land‑subdivision requests: one for city‑owned property at Sutton Place and Westbury Road, and another for the Murphy residence at 3075 Ludlow Road. Each action was approved unanimously (4‑0) with specific conditions attached.

• Approved garage variance for 23425 Bryden Road (4-0) with tree‑protection fencing and condenser review conditions
• Approved conditional use permit and parking variance for Willia Arms Adult Day Support at 3689 Lee Road (4-0), pending council confirmation
• Approved subdivision of city‑owned lot at Sutton Place and Westbury Road (4-0) with condition to submit and record final plat
• Approved subdivision to combine 3075 Ludlow Road with adjacent vacant lot (4-0) with condition to submit and record final plat

Fair Housing Review Board

The board held a special meeting to consider a conciliation agreement in the Rose Carter case. After moving into executive session, the board returned and voted to approve the agreement, with all members voting yes. The chair asked staff to send the executed agreement to all parties and HUD. The meeting adjourned at 2:16 p.m.

• Motion to enter executive session – approved unanimously
• Motion to approve conciliation agreement – approved unanimously

City Council

The Shaker Heights City Council unanimously adopted Resolution 25-70, adopting the 2026 tax budget and submitting it to the Cuyahoga County Budget Commission. The council also enacted Ordinances 25-71, 25-72, and 25-73 for park improvements and a grant for the historic Lynnfield RTA station, and approved a $102,542.34 donation for the Ludlow Community Playground. All actions were taken with a suspension of the three‑day reading rule and recorded as unanimous votes.

• Adopted 2026 Tax Budget (Resolution 25-70) – unanimous (7-0)
• Enacted Doan Brook Restoration Project ordinance (Ordinance 25-71) – unanimous (7-0)
• Enacted Hildana Park improvements ordinance (Ordinance 25-72) – unanimous (7-0)
• Authorized $50,000 grant for Lynnfield RTA station (Ordinance 25-73) – unanimous (7-0)
• Approved $102,542.34 donation for Ludlow Playground equipment (Resolution 25-74) – unanimous (7-0)
• Approved minutes of May 27, 2025 meeting – unanimous (7-0)

Architectural Board of Review

The Architectural Board of Review gave preliminary design approval for the Woodbury School renovation (ABR24-000228) and listed eight conditions the project must address. The board also approved a garage alteration at 18750 North Park Boulevard, window alterations at 3160 Courtland Boulevard and 3618 Glencairn Road, and a new garage at 3698 Pennington Road with the condition that the service door swing outward. Several items were continued for additional information, and the proposal for slider windows at 21075 Almar Road was denied.

• Preliminary design approval granted with eight conditions (ABR24-000228)
• Approved garage alteration at 18750 North Park Boulevard (ABR25-000024)
• Approved window alteration at 3160 Courtland Boulevard (ABR25-000117)
• Approved new garage at 3698 Pennington Road with door‑swing condition (ABR25-000118)
• Continued for future color‑scheme plan at 21500 Shelburne Road (ABR25-000119)
• Continued for roof‑color sample at 2584 Cheshire Road (ABR25-000121)
• Approved window alteration at 3618 Glencairn Road (ABR25-000108)
• Denied slider windows at 21075 Almar Road; request for revised casement windows (ABR25-000126)

Finance Committee

The committee unanimously approved a donation agreement of $102,542.34 for the Ludlow Community Playground. It also approved authorizing a $50,000 grant application and acceptance for the Lynnfield Station stabilization. Finally, the 2026 tax budget for the fiscal year beginning Jan. 1, 2026 was unanimously approved.

• Approved $102,542.34 donation agreement for Ludlow Community Playground (unanimous)
• Authorized $50,000 grant application and acceptance for Lynnfield Station stabilization (unanimous)
• Approved 2026 tax budget for fiscal year starting Jan. 1, 2026 (unanimous)
• Approved minutes of May 19, 2025 meeting (unanimous)

Sustainability Committee

The Sustainability Committee approved the May 8 2025 meeting minutes after a motion by Nancy Moore and a second by Tenille Kaus, with a unanimous vote. The meeting included updates on the Service Center solar contract, a discussion of a potential natural‑landscapes rebate program, air‑quality monitor data, and various subcommittee activities, but no additional formal actions were taken.

• Approved May 8 2025 meeting minutes (unanimous)

Neighborhood and Economic Development

The committee approved the May 14, 2025 meeting minutes after correcting the back‑tax forgiveness amount to less than $113,000. It also approved an amendment to the city’s housing code to explicitly prohibit short‑term rentals of less than 30 days. Both actions passed with no opposition.

• Approved May 14, 2025 meeting minutes (motion by Kim Bixenstine, seconded by Anne Williams, unanimous)
• Approved amendment adding explicit short‑term rental prohibition to housing code (motion by Kim Bixenstine, seconded by Anne Williams, unanimous)

Safety & Public Works Committee

The Safety & Public Works Committee approved the minutes from the May 1, 2025 meeting by unanimous vote. The committee also voted unanimously to recommend that Shaker Heights adopt and support the Cuyahoga County 2026‑2040 Solid Waste Management Plan.

• Approved May 1 minutes (unanimous)
• Recommended adoption of Cuyahoga County 2026‑2040 Solid Waste Management Plan (unanimous)

Parks & Recreation Committee

The Recreation Committee could not approve the April 2, 2025 minutes because a quorum was not present. A donation agreement of $102,542.34 for the Ludlow Community Playground could not be voted on for referral to the Finance Committee due to the same lack of quorum. The committee held a brief work session to discuss youth sports connections and task force space, but no formal actions were taken.

• Quorum not met; no vote taken on minutes approval
• Quorum not met; donation agreement not voted on

Board of Zoning Appeals & City Planning Commission

The Board approved the May 6 and May 13 2025 meeting minutes. A motion to approve Option B for the driveway variance failed (2‑3 vote). A subsequent motion to approve a revised combined plan (18‑ft at the sidewalk widening to 21‑ft, no landscaping requirement, with one foot added on the west side) passed unanimously. No decision was made on the Doan Brook restoration request.

• Approved May 6, 2025 meeting minutes (5‑0)
• Approved May 13, 2025 meeting minutes (5‑0)
• Motion to approve Option B driveway variance failed (Ayes: Weiss, Malone; Nays: Ganning, Lamb, Russell)
• Motion to approve revised combined driveway plan carried (Ayes: Weiss, Malone, Ganning, Lamb, Russell; Nays: none)

Architectural Board of Review

The Architectural Board of Review approved solar panel installations at 18575 Parkland Drive and 3133 Chadbourne Road, with a condition that panels at Chadbourne Road be installed as one rectangular form. It also approved window alteration requests at 2964 Courtland Road, 14620 Shaker Boulevard (black grids), 17715 Shaker Boulevard (painted to match dormers), and 23759 Wimbledon Road (size and grids matching the top sash). The Board asked for elevation drawings for the 3708 Warrensville Center Road window alteration and for updated plans for the 2887 Kingsley Road vinyl siding project. No vote tallies were recorded.

• Approved solar panels at 18575 Parkland Drive (10 front‑roof modules)
• Approved solar panels at 3133 Chadbourne Road, condition panels installed in one rectangular orientation
• Approved window alteration at 2964 Courtland Road, rustic bronze grids
• Approved window alteration at 14620 Shaker Boulevard with black grids
• Approved window alteration at 17715 Shaker Boulevard, condition windows painted same color as dormers
• Approved window alteration at 23759 Wimbledon Road, condition size and grids match top sash
• Requested elevation drawings for 3708 Warrensville Center Road window alteration
• Requested updated plans for 2887 Kingsley Road vinyl siding project

City Council

The council approved the April 28 minutes, suspended the rule requiring ordinances to be read on three days, and enacted Ordinance No. 25‑57 authorizing a design‑build solar agreement with 21C LLC d/b/a Compass Energy Platform for up to $1,596,254 as an emergency. All three actions passed unanimously (7‑0). No other substantive decisions were recorded.

• Approved April 28 minutes (7-0)
• Suspended three‑day reading rule for ordinances (7-0)
• Enacted Ordinance No. 25‑57 authorizing $1,596,254 solar contract (7-0)

Architectural Board of Review

The Architectural Board of Review approved a majority of the applications, including window, siding, wall, gazebo, sign, and addition requests, often with conditions for revised drawings or details. It denied a standing‑seam metal roof for a historic house and rejected covering Tudor details with vinyl siding, allowing only limited vinyl application. Several approvals required the applicant to submit additional photos or revised plans for further review.

• Approved 15‑lite casement window at 2885 Litchfield Rd
• Approved low curved wall at 16850 South Woodland Rd (suggested code‑compliant location)
• Denied standing‑seam metal roof at 20438 Almar Rd
• Denied full vinyl covering of Tudor details at 3604 Gridley Rd; approved vinyl only on wood sections with 5‑inch profile
• Approved siding installation at 3219 Somerset Rd with condition for revised drawings; entry portico details pending
• Approved slider windows with grids on 3722 Sudbury Rd front façade; smaller sliders to be replaced with fixed or awning windows
• Approved gazebo on 3299 Lee Rd
• Approved new one‑story addition at 2757 Landon Rd

Finance Committee

The Finance Committee approved the minutes of the regular meeting held on April 21, 2025, with a unanimous vote. The committee then received an extensive update on the Service Center Roof & Solar Project, discussing costs, tax credits, and reserve impacts on the budget. No formal vote or decision was taken on the solar project during this meeting.

• Approved April 21, 2025 meeting minutes (unanimous)

Fair Housing Review Board

The board approved the February 20, 2025 meeting minutes by unanimous vote. No other motions were adopted; the board discussed the 2025 budget, complaint updates, outreach activities, and upcoming meeting dates without formal decisions.

• Approved February 20, 2025 meeting minutes (unanimous)

Neighborhood and Economic Development

The Neighborhood & Economic Development Committee approved the meeting minutes from March 12 and April 9, 2025. Members then voted to recommend that the City transfer a small parcel of land to the Cuyahoga County Land Bank as a gift (for $1) to resolve back‑tax liabilities. The motion passed unanimously.

• Approved March 12, 2025 meeting minutes (unanimous)
• Approved April 9, 2025 meeting minutes (unanimous)
• Approved transfer of city parcel to County Land Bank as a $1 gift (unanimous)

Board of Zoning Appeals & City Planning Commission

The Board of Zoning Appeals and City Planning Commission approved the request for site‑plan review and variances needed to renovate Woodbury School into a middle‑years school. The approval followed a public hearing, staff recommendations, and discussion of traffic and parking impacts. The motion passed unanimously with five votes in favor and none against.

• Approved Woodbury School site‑plan review and variances (5‑0)

Administration Committee

The Administration Committee approved the March 11, 2025 meeting minutes. It voted to recommend that City Council approve two GCRTA transfer and easement agreements. It also voted to recommend restoring a $100‑per‑month compensation for Planning Commission and Civil Service Commission members. Both motions passed without opposition.

• Approved March 11, 2025 meeting minutes (unanimous)
• Recommended City Council approve GCRTA Loop & Yard Easement and Tuttle Road encroachment agreements (unanimous)
• Recommended City Council approve $100/month compensation for Planning Commission and Civil Service Commission members (unanimous)

City Council

At 7:42 p.m., Council members moved and seconded a motion to go into executive session to discuss real‑property transactions and public‑employee compensation matters. All seven members voted aye and none voted nay, so the motion carried. The council later adjourned the meeting at 9:24 p.m.

• Entered executive session – motion carried unanimously (7-0)

Sustainability Committee

The committee unanimously approved the minutes from the April 17, 2025 meeting. It then passed a unanimous motion recommending that City Council approve the $2.4 million roof replacement and solar installation contract for The Service Center once the contract is in substantially final form, with a goal to have council approval by the end of May.

• Approved April 17, 2025 meeting minutes (unanimous)
• Recommended City Council approve solar roof replacement contract when substantially final (unanimous)

Board of Appeals

The Board approved the minutes from the November 13, 2024 meeting by a 5‑0 vote. It then voted 5‑0 to enter executive session to discuss the appeal. In executive session, the Board voted 5‑0 to deny the appeal of Michael and Elizabeth Layton regarding a sidewalk violation.

• Approved November 13, 2024 minutes (5-0)
• Voted to enter executive session (5-0)
• Denied Layton sidewalk violation appeal (5-0)

Board of Zoning Appeals & City Planning Commission

The Board of Zoning Appeals and City Planning Commission approved a variance to enlarge the Ludlow School pre‑school playground with community equipment, adding trees, bike racks, and a walkway. It also approved a front‑yard parking turnaround variance at 2880 Warrensville Center Road (Option 1) with a condition that no overnight parking be allowed. Finally, the board approved a variance for a 3‑foot tall open picket fence at 3625 Pennington Road, set three feet from the Hampstead Road sidewalk.

• Approved Ludlow School playground enlargement variance (5‑yes, 0‑no)
• Approved front‑yard parking turnaround variance at 2880 Warrensville Center Rd, Option 1, with no overnight parking (4‑yes, 1‑no)
• Approved 3‑ft fence variance at 3625 Pennington Rd, 3 ft from sidewalk (5‑yes, 0‑no)

Architectural Board of Review

The Architectural Board of Review approved multiple applications for home alterations, such as porch repairs, solar panel installations, window replacements, and new siding. Several approvals included specific conditions regarding materials, colors, and warranties. One application was not reviewed, and another was sent back for further study.

• Approved 3622 Lindholm Road front porch alteration with conditions: treated wood, dark brown paint, 10-year warranty
• Approved 2948 Claremont Road solar panel installation with conditions: panels set back from edge and black mounts
• Approved awning/casement window alteration at 3722 Sudbury Road; original glider windows denied
• Approved rear and side window replacements at 3591 Lytle Road; front façade leaded glass windows require future review
• Approved new vinyl siding at 3346 Braemar Road with condition that corner posts be Marine Blue
• Approved solar roofing material installation at 3365 Braemar Road
• Approved rear porch door addition at 19801 Van Aken Boulevard #10
• Approved window replacement at 3435-37 Ashby Road with condition: grids required on front elevation top sash

Safety & Public Works Committee

The Safety & Public Works Committee unanimously approved the acceptance of a $584,000 Safe Streets and Roads for All federal grant. It also approved using $387,411 from the NEORSD Community Cost Share fund to purchase a sewer inspection camera truck. Finally, the committee approved a $192,135 contract with GPD Group for Lee Road relief sewer design. The April 3, 2025 meeting minutes were also unanimously approved.

• Approved acceptance of $584,000 Safe Streets grant (unanimous)
• Approved use of $387,411 Community Cost Share funds for sewer camera truck (unanimous)
• Approved $192,135 design contract with GPD Group for Lee Road sewer project (unanimous)
• Approved April 3, 2025 meeting minutes (unanimous)

City Council

The council confirmed William McRae's appointment to the Civil Service Commission. It enacted Ordinance 25‑52 to hire CPL Architects and Sixmo Architecture for master plan examiner services, and Ordinance 25‑53 to modify the Point of Sale housing program. The council also adopted Resolution 25‑54 proclaiming May 2025 as Bike Month.

• Confirmed William McRae appointment to Civil Service Commission (7 Ayes, 0 Nays)
• Approved March 25, 2025 special meeting minutes (6 Ayes, 0 Nays, 1 abstain)
• Approved March 31, 2025 regular meeting minutes (6 Ayes, 0 Nays, 1 abstain)
• Enacted Ordinance 25‑52 for master plan examiner contracts (7 Ayes, 0 Nays)
• Enacted Ordinance 25‑53 amending the Point of Sale housing program (7 Ayes, 0 Nays)
• Adopted Resolution 25‑54 declaring May 2025 Bike Month (7 Ayes, 0 Nays)

Landmark Commission

The commission unanimously approved the December 4, 2024 meeting minutes. It also unanimously approved the certificate of appropriateness for the proposed exterior sign at 17300 Van Aken Boulevard, with staff‑recommended design conditions. Staff approvals were accepted with no objections, and no other business was raised.

• Approved December 4, 2024 meeting minutes (unanimous)
• Approved certificate of appropriateness for 17300 Van Aken Blvd sign (unanimous)
• Accepted staff approvals with no objections (unanimous)
• No other business items raised (none)

City Council

At 12:07 p.m., Councilmember Claytor moved, and Councilmember Moore seconded, a motion to go into executive session to discuss specialized security arrangements. The motion was carried with all seven members voting aye and none voting nay. The session was convened to protect sensitive information that could affect law enforcement investigations.

• Motion to enter executive session on security arrangements carried (7-0)

Architectural Board of Review

The Architectural Board of Review approved the GCRTA wall renovation on Lee Road, pending detailed drawings. It also approved residential projects at 14600 Shaker Boulevard, 3471 Milverton Road, 2683 Green Road, 3711 Townley Road, and 3380 Milverton Road, each with specific conditions. Several other applications were tabled or sent back for additional material samples and plan revisions.

• Approved 14600 Shaker Boulevard addition with conditions on dentil detail, black laminate, setback, mortar match, and double‑hung windows
• Approved 3420 Lee Road GCRTA wall renovation pending detailed wall‑face drawings
• Approved 3471 Milverton Road siding as‑built with conditions to straighten front stoop gutters and detail rear porch as approved
• Approved 2683 Green Road vinyl siding with conditions to retain window trim and wrap front frieze board in aluminum
• Approved 3711 Townley Road siding with condition that new siding be white and bay window painted white
• Approved 3380 Milverton Road rear porch with condition for wider trim between three windows and 4‑inch siding around new openings
• Tabled 2946 Manchester Road siding pending clarification of window‑trim details, color confirmation, drop‑height confirmation, and grey corner boards
• Requested additional material and color samples and revised plans for 23425 Bryden Road new house; no approval granted

Finance Committee

The committee unanimously approved the March 17 minutes. It also unanimously accepted a $300,000 grant from the George Gund Foundation for the First CALL program. The committee approved three‑year contracts (with two optional one‑year extensions) with CPL Architects and Sixmo Architecture for master plans examiner services, each not to exceed $130,000. Finally, it unanimously approved the first phase of point‑of‑sale changes: more partial disbursements, 24‑month certificate validity, and buyer‑named escrow accounts.

• Approved March 17 minutes (unanimous)
• Approved $300,000 grant from George Gund Foundation for First CALL program (unanimous)
• Approved three‑year contracts with CPL Architects and Sixmo Architecture for master plans examiner services, not‑to‑exceed $130,000 each (unanimous)
• Approved first phase of point‑of‑sale changes – increase partial disbursements, extend certificate validity to 24 months, require buyer‑named escrow accounts (unanimous)

Sustainability Committee

The committee unanimously approved the March 13, 2025 meeting minutes. The City Council approved a $2.4 million roof replacement contract for the Service Center, the first step toward installing solar panels. The Stormwater & Greenspace subcommittee approved the list of invasive species to be posted on the City website. No other formal actions were taken.

• Approved March 13, 2025 meeting minutes (unanimously)
• Approved $2.4M roof replacement contract for the Service Center (no vote tally provided)
• Approved list of invasive species for City website (subcommittee decision)

Civil Service Commission

The commission unanimously approved using Clancy & Associates for the written exam and IACP for the assessment center. It also approved a 40/60 weighting between the exam and assessment, and limited the assessment to the top ten candidates. Additionally, the commission unanimously approved the removal of three and seven candidates from the police lateral eligibility lists and approved the September 10, 2024 meeting minutes.

• Approved September 10, 2024 meeting minutes (unanimously)
• Motion to remove three candidates from police lateral eligibility list passed
• Approved Clancy & Associates for written exam (unanimously)
• Approved contract with IACP for assessment center (unanimously)
• Approved 40% exam / 60% assessment weighting (unanimously)
• Approved limiting assessment center to top ten candidates (unanimously)
• Approved removal of seven candidates from police lateral eligibility list (unanimously)

City Council

On April 14, 2025 the Shaker Heights City Council met in a work session. Representatives from the Shaker Historical Museum presented a request for a property tax levy. No other business was taken and the meeting was adjourned. No decisions, approvals, or votes were recorded.

Neighborhood and Economic Development

The Neighborhood & Economic Development Committee did not have a quorum (four members required) and therefore could not take a formal vote on the recommended three‑year contract with CPL Architects and Sixmo Architecture. The three members present expressed support but the recommendation was recorded only as a note. The committee also reviewed proposed changes to the point‑of‑sale escrow program, but no vote or decision was taken on those changes.

Board of Zoning Appeals & City Planning Commission

The Board of Zoning Appeals and City Planning Commission held a public hearing on the Woodbury School site‑plan and variance request. Members reviewed the proposed design, parking layout, and landscaping and offered comments. The City indicated no action on the site plan or variances will be taken at this meeting.

Tree Advisory Board

The Tree Advisory Board approved the minutes from the February 11, 2025 meeting after a motion by Tim Kalan and a second by Reid Coffman. No other formal actions were adopted. The board discussed tree maintenance, upcoming planting events, and a proposed natural‑landscape ordinance, directing further comments to Councilwoman Moore.

• Approved February 11, 2025 meeting minutes (motion passed)

City Council

The City Council met in a work session on April 8, 2025 via Zoom. Planning staff presented the Recreation Plan Update. No further business was taken and the meeting was adjourned at 1:07 p.m. No decisions, approvals, or votes were recorded.

Architectural Board of Review

The Architectural Board of Review approved several project applications, including a porch alteration at 2926 Fontenay Road with specific brick and mortar conditions, and a signage update for Tony’s Burger Shop at 3403 Tuttle Road. It denied the proposed glider windows for 3671 Lytle Road, approving instead casement windows with colonial grids or awning windows. Additional approvals were given for door/window alterations at 3315 Ardmore Road, window alterations at 3619 Townley Road, and storefront alterations at 3407 Tuttle Road.

• Approved porch alteration at 2926 Fontenay Road with condition brick toothed in and matching mortar
• Approved signage for Tony’s Burger Shop at 3403 Tuttle Road
• Denied glider windows for 3671 Lytle Road; approved casement windows with colonial grids or awning windows
• Approved door/window alteration at 3315 Ardmore Road with condition infill panel painted house trim color
• Approved window alteration at 3619 Townley Road
• Approved storefront alteration for Xhibition at 3407 Tuttle Road

Safety & Public Works Committee

The Safety & Public Works Committee approved a resolution proclaiming May 2025 as Bike Month, passing unanimously. The committee also approved acceptance of a $300,000 grant from The George Gund Foundation for the First CALL program, also unanimously. Discussion of proposed landscaping ordinance amendments was held, but no action was taken. The March 6, 2025 meeting minutes were approved without a recorded vote tally.

• Approved Bike Month Resolution (unanimous)
• Accepted $300,000 grant for First CALL program (unanimous)
• Approved March 6, 2025 meeting minutes (no vote recorded)
• Discussed landscaping ordinance amendments – no decision made

Parks & Recreation Committee

The Recreation Committee approved the February 5, 2025 minutes as written. It also approved the March 5, 2025 minutes as written. No other actions were taken and the meeting was adjourned at 7:00 p.m.

• Approved February 5, 2025 minutes as written
• Approved March 5, 2025 minutes as written

Board of Zoning Appeals & City Planning Commission

The Board approved a variance allowing a 4‑foot ornamental aluminum fence at 3555 Sutherland Road, with a unanimous 4‑0 vote. It also approved a side‑yard setback variance for an elevator addition at 21176 Brantley Road, adding two landscaping conditions, also by a 4‑0 vote. The front‑yard parking/turnaround request for 2880 Warrensville Center Road was continued for further review.

• Approved 4‑ft ornamental fence variance at 3555 Sutherland Rd (4-0)
• Approved side‑yard setback variance for elevator at 21176 Brantley Rd with landscaping conditions (4-0)
• Continued front‑yard parking/turnaround variance request for 2880 Warrensville Center Rd (no vote)

City Council

The City Council met via Zoom for a work session. Finance Director John Potts presented on Transformational Projects, Sources and Uses. No further business was taken and the meeting was adjourned.

City Council

The council approved the minutes from the February 24, 2025 meeting. It voted to suspend the rule that ordinances must be read on three separate days. The council enacted Ordinance No. 25‑22, authorizing the issuance and sale of $2,000,000 of notes to fund sanitary sewer improvements. All votes were unanimous.

• Approved February 24, 2025 meeting minutes (6‑0)
• Suspended rule requiring ordinances be read on three days (6‑0)
• Enacted Ordinance No. 25‑22 authorizing $2,000,000 notes for sewer improvements (6‑0)

City Council

The council moved to suspend the rule requiring ordinances to be read on three separate days, and the motion passed unanimously. The council then enacted Ordinance No. 25‑21, appropriating $2,425,000 from the General Capital Fund for the roof replacement at the City’s Service Center. Both actions received six ayes and no nays.

• Suspended three‑reading rule for Ordinance No. 25‑21 (6‑0)
• Enacted Ordinance No. 25‑21 appropriating $2,425,000 for Service Center roof replacement (6‑0)

City Planning Commission Working Group

The Planning Commission moved to recommend that City Council approve a contract with ZoneCo to perform the Lee Road Zoning Code Update. The motion was carried unanimously with all five members voting aye. The Finance Committee had previously recommended approval on March 17, 2025.

• Recommended contract with ZoneCo for Lee Road Zoning Code Update approved (5-0)