City Council

Council Minutes August 25, 2025 CITY HALL COUNCIL CHAMBERS The Council of the City of Shaker Heights met in a regular session at 7:00 p.m., Mayor David E. Weiss presiding. Council Members Present: Mr. Claytor (arrived at 7:03 p.m.) Mrs. Kaus Mr. Malone Mrs. Moore Ms. Anne Williams (via Zoom) Ms. Carmella Williams Council Members Absent: Ms. Bixenstine * * * * Video of this meeting may be found here through August 25, 2028. * * * * It was moved by Mrs. Moore, and seconded by Mr. Malone, that the minutes of the regular meeting of July 28, 2025, be approved as recorded. Roll Call: Ayes: Mrs. Kaus, Mr. Malone, Mrs. Moore, Ms. Anne Williams, Ms. Carmella Williams Nays: None Motion Carried * * * * The Mayor asked the Clerk of Council to read into the record public comments received by email or phone on any of the agenda items. Clerk of Council Ms. Chaikin stated that no comments were received on agenda items by email or phone. The Mayor invited members of the audience and those participating via Zoom the opportunity to “raise their hand” to provide public comment. No comments were offered. * * * * Resolution No. 25-91, by Ms. Carmella Williams, expressing appreciation to JERI E. CHAIKIN for her decades of dedicated service and many contributions to the City of Shaker Heights and its residents. Mayor Weiss stated that Chief Administrative Officer Jeri E. Chaikin has given a date for retirement at the end of September, and this will be her last regular Council meeting where she will serve as Chief Administrative Officer and Clerk of Council. Council member Ms. Carmella Williams read aloud the resolution of appreciation for Ms. Chaikin. She also thanked Ms. Chaikin for her patience, wisdom, and knowledge, and for all the little things. Ms. Chaikin brought immense experience to the job for the residents of Shaker Heights. Ms. Chaikin seems to know everyone’s birthday and is one of the most organized people she has ever met. Council will miss her although they are in good hands with her replacement, Matthew Carroll. Council member Mr. Malone stated that it is fair to say that Ms. Chaikin has lived and breathed Shaker Heights for the last 25 years. He knows that she loves her job and that she cares very deeply about keeping the City a desirable place to work and live. On behalf of Council he stated she certainly has done that more than anyone. She hired great people, mentored them, and gave them opportunities to grow. She created a sense of family amongst City employees. She also helped the City stay financially stable during some very difficult times and helped start a modernization process moving the City to be more inclusive. It is also notable for someone who has been in the job as long as she has that she has been open to embracing change. That is not easy. She opened new departments and closed others. She managed improvements in City Hall and brought livestreaming. She served through COVID and through the recession. She also served through several administrations which is a significant example of public service. She is loyal to the institution of the City of Shaker Heights and not to any one elected official. He thanked her for her service to the community and the kindness she has shown to him and his family, as well as all the employees of Shaker Heights. He knows she will continue to be involved and he will probably see her in a meeting in the next week or so. Council will miss her very much and it will not be the same without her at the Council dais. Council member Mrs. Moore stated that she may have served on City Council almost as long as Ms. Chaikin has been in her job. It has been a pleasure every single year to know her. When she thinks of Ms. Chaikin she thinks of kindness with strength. It is never easy when you are clerk of council to deal with elected officials who do unexpected things. Ms. Chaikin has never hung them out to dry and it set an example for her that she constantly strives toward. She thanked Ms. Chaikin. Council member Mrs. Kaus stated that as the newest addition to Council having worked with Ms. Chaikin for a short time, she appreciates her mentoring. No question was too big or too small. She thanked Ms. Chaikin for everything she has done and wishes her the best of luck. Council member Ms. Anne Williams stated that it has been a pleasure to work with Ms. Chaikin since they started working together in 2010 when Ms. Williams was working on the Shaker Centennial. It was a great experience. Ms. Chaikin was wonderful to work with then and that has continued during her time as a Council member. Ms. Chaikin will be missed. She thanked Ms. Chaikin for all she has done. Council member Mr. Claytor echoed the sentiments of his colleagues. He thanked Ms. Chaikin for her guidance. Her availability and opportunity to hear feedback and think about things differently although she has been a stalwart is important and valuable to the City. It helps us to be stronger as a City and she Council Meeting August 25, 2025 Page 146 is an institution here. Her plethora of knowledge, advice, and discretion helps them all to be stronger and more effective as members of Council and great public servants. Mayor Weiss then read aloud a proclamation issued by County Executive Chris Ronayne. Mayor Weiss personally thanked Ms. Chaikin. He noted that there will be several other opportunities to thank Ms. Chaikin for her service to the City. Ms. Chaikin thanked everyone for allowing her the honor of serving as the Chief Administrative Officer for 24 years. She never thought she would stay in the same job for 24 years, but this job was different every single day. She used to say she had the best government job, but she was wrong, she had the best job. She thanked everyone for allowing her to be a part of Shaker Heights. It was moved by Ms. Carmella Williams, and seconded by Mr. Claytor, that the rule requiring ordinances to be read on three different days be suspended and Resolution No. 25-91 be placed upon its final enactment. Roll Call: Ayes: Mr. Claytor, Mrs. Kaus, Mr. Malone, Mrs. Moore, Ms. Anne Williams, Ms. Carmella Williams Nays: None Motion Carried Moved by Ms. Carmella Williams, and seconded by Mr. Claytor, that Resolution No. 25-91 be enacted as read. Roll Call: Ayes: Mr. Claytor, Mrs. Kaus, Mr. Malone, Mrs. Moore, Ms. Anne Williams, Ms. Carmella Williams Nays: None Resolution Adopted * * * * Ordinance No. 25-92, by Mr. Claytor, authorizing the application for and acceptance of a grant from the Ohio History Connection Certified Local Government Grant (CLG) Program in the amount of $25,000 for the stabilization of the Historic Lynnfield RTA Station, and declaring an emergency. Planning Director Joyce Braverman stated that this item is for authorization of a grant application and acceptance for exterior improvements to the Lynnfield RTA Station from the Ohio History Connection Certified Local Grant (CLG) program. This station is located on Van Aken at Parkland and Lynnfield. The grant application is for the maximum amount of $25,000 with a requirement of a 40% match made up from a future Community Development Supplemental Grant (CDSG), other partnerships and City capital funds. We have previously used CLG funds many times, most recently in 2023 to restore 57 grave Council Meeting August 25, 2025 Page 147 stones at the Warrensville History West Cemetery. The Lynnfield station is located within the Shaker Village National Register Historic District and is also a local landmark. It was constructed in 1922 and originally marked the final stop on the rapid line, which later was extended to Warrensville. The grant will be used to stabilize the station that has been in disrepair, and may include projects such as masonry, tuckpointing and restoration, roof repair, window restoration, foundation work and site work. This item is requested as an emergency with a suspension of the rules so we may conform to the grant timeline. Applications are due on September 5. Council member Ms. Anne Williams stated that this item was reviewed and unanimously supported by the Safety and Public Works Committee. Council member Mrs. Moore stated that this item was reviewed and unanimously supported by the Finance Committee. She thanked the Administration and Planning Department on behalf of the Landmark Commission. The Lynnfield RTA Station is one of the iconic symbols of Shaker Heights. It is so gratifying to know that the building will be restored, stabilized and not deteriorate. It will be appreciated by every resident. If we receive this grant it will not only be because of the merit of the application but because of the reputation statewide of the Shaker Heights Planning Department, which is beyond compare. Council member Mr. Claytor echoed the sentiments of Council member Mrs. Moore on the excellence of the City Planning Department. It was moved by Mr. Claytor, and seconded by Mrs. Moore, that the rule requiring ordinances to be read on three different days be suspended and Ordinance No. 25-92 be placed upon its final enactment. Roll Call: Ayes: Mr. Claytor, Mrs. Kaus, Mr. Malone, Mrs. Moore, Ms. Anne Williams, Ms. Carmella Williams Nays: None Motion Carried Moved by Mr. Claytor, and seconded by Mrs. Moore, that Ordinance No. 25-92 be enacted as read. Roll Call: Ayes: Mr. Claytor, Mrs. Kaus, Mr. Malone, Mrs. Moore, Ms. Anne Williams, Ms. Carmella Williams Nays: None Ordinance Enacted * * * * Ordinance No. 25-93, by Mrs. Moore, authorizing the application for and acceptance of a grant from the Ohio History Connection History Fund Grant Program in the amount of $20,000 for the stabilization of the Historic Lynnfield RTA Station, and declaring an emergency. Council Meeting August 25, 2025 Page 148 Planning Director Joyce Braverman stated that this item is for authorization of a grant application and acceptance for improvements to the Lynnfield RTA Station in the maximum amount of $20,000 which requires a 40% match made up from a future Community Development Supplemental Grant (CDSG), other partnerships and City capital funds. This is an interesting grant source. It is a competitive, crowd- funded source made possible from residents of the State of Ohio. This item is requested as an emergency with a suspension of the rules to meet the grant deadline of September 9. Council member Ms. Anne Williams stated that this item was reviewed and unanimously supported by the Safety and Public Works Committee. There was one question which was referenced in the memo distributed for this item. Council member Mrs. Moore stated that this item was reviewed and unanimously supported by the Finance Committee. It was moved by Mrs. Moore, and seconded by Mr. Claytor, that the rule requiring ordinances to be read on three different days be suspended and Ordinance No. 25-93 be placed upon its final enactment. Roll Call: Ayes: Mr. Claytor, Mrs. Kaus, Mr. Malone, Mrs. Moore, Ms. Anne Williams, Ms. Carmella Williams Nays: None Motion Carried Moved by Mrs. Moore, and seconded by Mr. Claytor, that Ordinance No. 25-93 be enacted as read. Roll Call: Ayes: Mr. Claytor, Mrs. Kaus, Mr. Malone, Mrs. Moore, Ms. Anne Williams, Ms. Carmella Williams Nays: None Ordinance Enacted * * * * Ordinance No. 25-94, by Mr. Claytor, amending Ordinance 24-107 making appropriations for the current expenses and other expenditures of the City of Shaker Heights, Ohio for the year ending December 31, 2025, as amended by Ordinance No. 25-10, to amend appropriations in Fund No. 701, Law Enforcement Trust Fund Local, and declaring an emergency. Police Commander Tim Kohanski stated that on January 27 Council approved an appropriation for $100,000 for basic and advanced training for the Shaker Heights Police Department (SHPD) from the Local Law Enforcement Trust Fund. A recent review of the account showed the SHPD has exhausted the budget appropriation and are requesting that Council recommend increasing the appropriation amount to $160,000, a $60,000 increase. The additional funds are requested for the increased training to Council Meeting August 25, 2025 Page 149 ensure department members stay current with law enforcement and community engagement trends. The funds for the increase are available in the Local Law Enforcement Trust fund. This item is requested as an emergency with a suspension of the rules so that the SHPD may continue to utilize the training funds. Council member Mr. Malone asked if more officers were being trained. Commander Kohanski stated that many officers attended advanced training, along with a community engagement forum. The SHPD increased the amount of training and the number of officers attending. Council member Ms. Anne Williams stated that this item was reviewed and unanimously approved by the Safety and Public Works Committee. Council member Mrs. Moore stated that this item was reviewed and approved by the Finance Committee. It was moved by Mr. Claytor, and seconded by Ms. Carmella Williams, that the rule requiring ordinances to be read on three different days be suspended and Ordinance No. 25-94 be placed upon its final enactment. Roll Call: Ayes: Mr. Claytor, Mrs. Kaus, Mr. Malone, Mrs. Moore, Ms. Anne Williams, Ms. Carmella Williams Nays: None Motion Carried Moved by Mr. Claytor, and seconded by Ms. Carmella Williams, that Ordinance No. 25-94 be enacted as read. Roll Call: Ayes: Mr. Claytor, Mrs. Kaus, Mr. Malone, Mrs. Moore, Ms. Anne Williams, Ms. Carmella Williams Nays: None Ordinance Enacted * * * * Ordinance No. 25-95, by Mr. Claytor, authorizing a Purchase and Development and Use Agreement with K&W Ohio Construction LLC for the sale of City-owned properties in Northern and Southern Moreland, for a purchase price of $1.00 for each property, for the construction of new homes, authorizing the disposition of City-owned property without competitive bidding, and declaring an emergency. Neighborhood Development Specialist Sharra Thomas stated that this item is for a development and use agreement between the City and K&W Ohio Construction LLC for the sale of City-owned vacant residential parcels in the Moreland neighborhood to build single-family homes to sell to owner occupants. Council Meeting August 25, 2025 Page 150 The developers combined have over 28 years of home building experience, including luxury homes in the Rocking Horse Trail Development in Kirtland Ohio, extensive property renovations throughout Cuyahoga County, and infill builds within the City of Cleveland, as well as the waterproofing project for the Shaker Heights Community Center and Library in 2004-2005. The developers have expressed a desire to build high quality homes that align with the character and standards of our community. The proposal is to acquire 5 City-owned parcels to build 5 new homes: 2 on Colwyn; 2 on Sutton and 1 on Hildana in the price range of $339,000 to $379,000. If approved by Council with other City approvals, they anticipate starting construction in late 2025. The preliminary designs for the 5 lots are colonial-style homes with around 2,000 square feet, 3 bedrooms, 2.5 baths, full basements, and 2 car garages. Designs, materials and plans will be reviewed and approved by the City Planning Commission and the Architectural Board of Review. There are no plans to build beyond the 5 selected lots for this proposal, but they are looking to structure the development and use agreement consistent with those of prior developers to allow the City to convey additional vacant lots for future development projects to K&W Ohio Construction LLC. This item is requested as an emergency with a suspension of the rules in order to allow K&W to begin submitting preliminary plans to the City and reduce the use of City resources to maintain vacant lots. Council member Mrs. Moore thanked K&W for any measures they are able to take to preserve mature trees when possible. Council member Mr. Claytor stated that although there was no quorum, this item was presented to the Neighborhood and Economic Development Committee and supported by the members present. Council member Mrs. Moore stated that this item was reviewed and unanimously approved by the Finance Committee. It was moved by Mr. Claytor, and seconded by Mrs. Moore, that the rule requiring ordinances to be read on three different days be suspended and Ordinance No. 25-95 be placed upon its final enactment. Roll Call: Ayes: Mr. Claytor, Mrs. Kaus, Mr. Malone, Mrs. Moore, Ms. Anne Williams, Ms. Carmella Williams Nays: None Motion Carried Moved by Mr. Claytor, and seconded by Mrs. Moore, that Ordinance No. 25-95 be enacted as read. Roll Call: Ayes: Mr. Claytor, Mrs. Kaus, Mr. Malone, Mrs. Moore, Ms. Anne Williams, Ms. Carmella Williams Nays: None Ordinance Enacted * * * * Council Meeting August 25, 2025 Page 151 Ordinance No. 25-96, by Mr. Claytor, accepting a proposal and authorizing a contract with USI Insurance Services for the purchase of excess insurance coverage for the City’s self-insured Workers Compensation Program through Midwest Employers Casualty, in the total amount of $235,094 for a 24 month period beginning September 1, 2025, and declaring an emergency. Human Resources Senior Analyst Monica Hayes stated that in September 2008 Council authorized self- insurance for the workers’ compensation program. To protect the City we have excess insurance. The City uses USI as the broker who sought proposals and Midwest was selected to provide the excess insurance to protect the City from catastrophic claims above $750,000 for safety forces, and $500,000 for other employees. Midwest’s proposal is for a 24-month agreement beginning September 1, 2025 and ending August 31, 2027 in the amount of $235,094. This item is requested as an emergency with a suspension of the rules as the prior contract ends August 31, 2025. Council member Mrs. Kaus stated that this item was reviewed and approved by the Administration Committee. Council member Mrs. Moore stated that this item was reviewed and unanimously approved by the Finance Committee. It was moved by Mr. Claytor, and seconded by Mrs. Kaus, that the rule requiring ordinances to be read on three different days be suspended and Ordinance No. 25-96 be placed upon its final enactment. Roll Call: Ayes: Mr. Claytor, Mrs. Kaus, Mr. Malone, Mrs. Moore, Ms. Anne Williams, Ms. Carmella Williams Nays: None Motion Carried Moved by Mr. Claytor, and seconded by Mrs. Kaus, that Ordinance No. 25-96 be enacted as read. Roll Call: Ayes: Mr. Claytor, Mrs. Kaus, Mr. Malone, Mrs. Moore, Ms. Anne Williams, Ms. Carmella Williams Nays: None Ordinance Enacted * * * * Ordinance No. 25-97, by Mr. Claytor, amending Section 135.04(c) of the Administrative Code of the Codified Ordinances of the City of Shaker Heights to provide a broader definition of immediate family for the purpose of employee funeral leave, and declaring an emergency. Human Resources Senior Analyst Monica Hayes stated that in 2011 the City updated the non-bargaining employee manual which had not been done since 1992. Several policies and procedures were added and Council Meeting August 25, 2025 Page 152 the funeral leave section was updated. In the current ordinance, funeral leave is granted for immediate family members: parent; grandparent; mother-in-law; father-in-law; spouse; child; brother; or sister. In the employee manual we worked to broaden that definition of immediate family to reflect today’s family structures, now listing parent; grandparent; spouse; child; grandchild; stepchild; brother; sister and corresponding in laws. This change reflects a more inclusive understanding of today’s family dynamics. This item is requested as an emergency with a suspension of the rules. Council member Mrs. Kaus stated that this item was reviewed and approved by the Administration Committee. They were glad to see the City considering diversity, equity, and especially inclusion as we expand our broader definition of family to model how current family structures look. It was moved by Mr. Claytor, and seconded by Ms. Carmella Williams, that the rule requiring ordinances to be read on three different days be suspended and Ordinance No. 25-97 be placed upon its final enactment. Roll Call: Ayes: Mr. Claytor, Mrs. Kaus, Mr. Malone, Mrs. Moore, Ms. Anne Williams, Ms. Carmella Williams Nays: None Motion Carried Moved by Mr. Claytor, and seconded by Ms. Carmella Williams, that Ordinance No. 25-97 be enacted as read. Roll Call: Ayes: Mr. Claytor, Mrs. Kaus, Mr. Malone, Mrs. Moore, Ms. Anne Williams, Ms. Carmella Williams Nays: None Ordinance Enacted * * * * Ordinance No. 25-98, by Mr. Claytor, amending Section 141.03 of the Administrative Code of the Codified Ordinances of the City of Shaker Heights to increase the threshold amount established pursuant to the City Charter for competitive bidding and approval of certain purchases by Council. Finance Director John Potts stated that the City Charter lists the Finance Director as the Purchasing Director, who is responsible for ensuring that all City departments follow purchasing policies and procedures. His department is also responsible for the purchasing manual. Some policies and thresholds within the manual have not been updated in over 20 years. They review the manual periodically and make changes per best practices. The current threshold has been in place for over 20 years for purchases of $25,000 or more that require formal public bidding. There are exceptions as listed. $1 in 2004 is equivalent to $1.70 today, so. $25,000 in 2004 is almost $43,000 today. He conducted a survey of many municipalities Council Meeting August 25, 2025 Page 153 to get an idea of thresholds elsewhere. The Finance Department also compiled a comprehensive analysis of over 2500 purchase orders made in the last 5 years and the difference between the $25,000 threshold and a $50,000 threshold. It equates to 73 purchase orders that would have not needed formal bidding. This item would increase the $25,000 threshold to $50,000 and would also increase the request for proposals/quotes threshold, personal contract threshold, and emergency purchases threshold. The rationale includes efficiencies with staff time and effort spent on some of the bid process, and time and effort of preparing to go through committees and Council. We have a very strong Management Team who understand the purchasing policies and his office makes sure the policies are met. Law Director William Ondrey Gruber stated that they are really talking about using one type of competitive process and no longer using a different type. It does not mean that contractors will be chosen for supplies and services without a competitive process. Some of the things that have changed over the years that justify a higher threshold include the cost of bidding which blocks formal competitive bidding to some small businesses who find it difficult to provide a required bid bond; there are no changes or negotiation after bidding; sealed bids are submitted; and it requires 2 weeks of advertising in addition to the time it takes to create the formal bid specs. It is a lengthy process which can take several months depending on the complexity and we will still have many complicated, large cost items through this process. However, professional services and some other contracts up to $50,000 will no longer come to Council. Council has already approved through other ordinances certain contracts bid by the State of Ohio, federal government, Schools Council and Cuyahoga County. It does take a long time to go through committees and Council with many checks and balances through the procurement process. Those are the reasons why it is a good idea to change the threshold. Changes in the ordinances include adding, in specific cases, language in the ordinance from the Charter. We are taking out the language requiring newspaper advertising to instead say, public advertising in a manner most likely to provide notice to the public, as newspapers may not always be the best way to reach people and companies. Having the Chief Administrative Officer as one of the required approvals is a substitute for going to the entire Council. The practice for emergency purchases will be codified for situations which require immediate action. Council member Mrs. Moore stated that this item was reviewed and unanimously supported by the Finance Committee. It was a very helpful discussion from the citizen members who had extensive, life- long experience in business who spoke about the negative impact and how difficult it was to approach policy revisions of this nature in business. In addition, she credited Vice Mayor Ms. Carmella Williams who commented on how Council would not have purview over the $25,000 - $50,000 range of purchases. Director Potts suggested providing a quarterly update to Council on purchases and projects in that range with statistics on MBE/FBE including the number of informal/formal bids. Director Gruber added that some contracts will not come before Council but the vast majority of competitively bid contracts never reach Council. The Charter and the current legislation accepts contracts up to $25,000 if they are formally, competitively bid which is why they are additionally reviewed and approved by the Mayor, Chief Administrative Officer and Finance Director. Chief Administrative Officer Jeri E. Chaikin added that there are occasions when the recommendation is not the lowest dollar bid, but the lowest and best bid. The Mayor does often recommend to Council that those contracts are voted upon by Council. Council member Mr. Malone stated that he believes this is a very sensible proposal. It obviously has been well researched and vetted and seems to balance transparency with efficiency. It is helpful to see comparisons with other communities of comparable size in a similar range. Those still requiring council Council Meeting August 25, 2025 Page 154 approval for contracts of $25,000 appear to be in communities smaller than Shaker Heights. He thanked Director Potts for his hard work. Council member Mr. Claytor stated that he wanted to remind directors as we seek bids to remember diversity in the staffing of contractors. He has full faith and confidence in the directors and City staff who are incredibly qualified and professional. It was moved by Mr. Claytor, and seconded by Mrs. Moore, that the rule requiring ordinances to be read on three different days be suspended and Ordinance No. 25-98 be placed upon its final enactment. Roll Call: Ayes: Mr. Claytor, Mrs. Kaus, Mr. Malone, Mrs. Moore, Ms. Anne Williams, Ms. Carmella Williams Nays: None Motion Carried Moved by Mr. Claytor, and seconded by Mrs. Moore, that Ordinance No. 25-98 be enacted as read. Roll Call: Ayes: Mr. Claytor, Mrs. Kaus, Mr. Malone, Mrs. Moore, Ms. Anne Williams, Ms. Carmella Williams Nays: None Ordinance Enacted * * * * Motion for Liquor Permit Renewal of All Liquor Permits Law Director William Ondrey Gruber stated that liquor permit renewals are brought to Council for consideration. This item has been reviewed by City departments who have no objections. No objections were voiced by Council. * * * * Motion for Liquor Permit Chic N Batter LLC 20132 Van Aken Blvd. Law Director William Ondrey Gruber stated that this is for a new liquor permit. This item has been reviewed by City departments who have no objection. No objections were voiced by Council. * * * * Council Meeting August 25, 2025 Page 155 The Mayor asked the Clerk of Council to read into the record public comments received by email or phone on other items. Clerk of Council Ms. Chaikin stated that no comments were received on other items by email or phone. The Mayor invited members of the audience and those participating via Zoom the opportunity to “raise their hand” to provide public comment. No comments were offered. * * * * There being no further business before Council, the Mayor adjourned the meeting at 8:09 p.m. _________________________________________ DAVID E. WEISS, Mayor _________________________________________ JERI E. CHAIKIN, Clerk of Council Council Meeting August 25, 2025 Page 156