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The Van Aken District: Fit Out Information

Resources for Tenants, Design Teams, and Contractors

Here you will find helpful information about the process of fitting out retail, restaurant, and office spaces in the Van Aken District. For questions not answered here, please This email address is being protected from spambots. You need JavaScript enabled to view it. or call the Building Department at 216-491-1461. We look forward to working with you.

Learn more about:


Tenant Mailing Addresses
The Van Aken District includes three new streets: Walker, Tuttle, and Meade. The Building Department is working with the U.S. Postal Service to create mailing addresses for these streets. Your specific mailing address will be assigned by RMS. Please refer to the Master Mailing Address List (maintained by RMS).

It is critical that all communications, including permit applications and plan submissions, reference the specific mailing address for the tenant location. Office tenants must also include their suite number.


Review of Storefront Systems and Signage
Storefront systems, signage, and any other exterior modifications require review by the City's Architectural Board of Review (ABR). We strongly recommend you get your application in early. ABR meets the first and third Monday of every month and may require several re-submissions before granting approval.

Download the ABR schedule, submission requirements, fees, and other information.


Building Plan Review Process

Drop-Off Location

City Hall, Building Department, 3400 Lee Rd.

Application for Plan Approval

A completed application with drawings is required.

Fees

No payment is due at the time of submission. You will be required to pay your plan review fees when your permits are issued.

Note: Plan review fees are the actual costs charged by the City's commercial plans examiner consultant.

Number of Sets

Click here to find out how many sets of your plans you are required to submit. All sets must be dropped off at the Building Department and will be routed accordingly (Fire, Plans Examiner, etc.).

Response Time

Reviews can take up to 30 days, though we strive to turn around small submissions in 10 business days. If we do not approve your plans the first time, you will be required to re-submit them. In general, we recommend design teams get their plans in as early as possible to accommodate necessary re-submissions.

Review Status

Click here to check the status of your plan review. You can learn more about how to use this log here.


Food Licenses
Food licenses are issued through the Cuyahoga County Board of Health. You are responsible for obtaining this license. Learn more about the County's food licensing process.


Contractor Registration Requirements
All contractors, including sub-contractors, are required to be registered with the City of Shaker Heights. Registration is $125 per trade and must be renewed each calendar year. Click here for more information.


Permits

Permits Required

Permits are required for your project. No work may start until permits are issued, even if you have submitted your plans.

Note: If you intend to make changes to your plan after your permits have been issued, you must submit your revised plans for another round of review and approval.

These rules are strictly enforced. Any work performed without the proper permit is subject to a penalty of double the permit fee.

Permit Applications

Download here.

Fees

Refer to the fee schedule to calculate your payment. All tenant fit outs for the Van Aken District are considered "New Construction." Please add state tax of 3 percent to your fee total. As noted, you will also be expected to pay the costs of your plan review when your permits are issued.

If you need help calculating fees, please contact the Building Department at 216-491-1461.

Approved Plans

When your permits are issued, you will also get a set of approved plans. Please keep these plans on site for inspectors to reference.

Operational Permits

You may be required to obtain an operational permit from the Shaker Heights Fire Department. Examples of locations requiring an operational permit include places of assembly, locations with open flames (including candles), and the use of flammable liquids. Please contact Assistant Fire Chief Wayne Johnson to determine whether you will need an operational license. This email address is being protected from spambots. You need JavaScript enabled to view it. or call Chief Johnson at 216-491-1205.


Fire Extinguishers
As you near completion of your project, please contact the Fire Department for guidance with the placement of fire extinguishers. This email address is being protected from spambots. You need JavaScript enabled to view it. or call Assistant Fire Chief Wayne Johnson at 216-491-1205.


Inspections

Fire Protection Systems: Please This email address is being protected from spambots. You need JavaScript enabled to view it. or call Assistant Fire Chief Wayne Johnson at 216-491-1205. The Fire Department will coordinate with the Building Department to ensure a Building Inspector is also present for this inspection. Please schedule your inspection at least 48 hours in advance.

Food Licenses: Please contact the Cuyahoga County Board of Health at 216-201-2000 to schedule your pre-licensing inspection. Please call at least one week prior to your anticipated opening date. Learn more about the County's food licensing process.

Building, Electrical, HVAC, Plumbing, and All Other Inspections: This email address is being protected from spambots. You need JavaScript enabled to view it. or call the Building Department at 216-491-1461. Be sure to include the address, type of inspection you require, and your requested time frame. Inspections must be scheduled 24 hours in advance.


Fire Protection Acceptance Tests
The Assistant Fire Chief will need to be present for all fire protection acceptance tests. To schedule your test, please This email address is being protected from spambots. You need JavaScript enabled to view it. or call Assistant Fire Chief Wayne Johnson at 216-491-1205. A minimum of 48 hours advance notice is required for acceptance tests.


Work Hours

Any construction work that creates a noise disturbance in a residential area is not permitted during the following times:

Monday–Friday, 7 pm to 7 am

Saturday and Sunday, 5 pm to 9 am

Under certain circumstances, a variance to work outside of the permitted hours may be granted on a case-by-case basis. To request a variance, please This email address is being protected from spambots. You need JavaScript enabled to view it. or call Shaker Heights Police Commander Mike Rowe at 216-491-1245. Include dates and hours for the work, equipment used, location, and a justification for your request.


Contractor Parking

Do Park:

  • Street parking on adjacent streets.
  • First row of parking spots next to the Rapid tracks in Shaker Plaza.
  • Municipal Farnsleigh Rd. parking lot. (Note: most of this lot is controlled by Marous Brothers. One row is available to the public and/or other non-Marous Brothers contractors.)
  • Thornton Park. Two lots are available; one lot is accessible from Warrensville Center Rd., and the other is accessible from Farnsleigh Rd.
  • As directed by RMS and Turner Construction (temporary parking may become available).

Do Not Park:

  • Any row other than the first row next to the Rapid tracks in Shaker Plaza.
  • Ohio Savings or Key Bank.
  • Any other private property.

Business License - Commercial Occupancy Permit Requirements
To open for business, you will need to obtain a Business License - Commercial Occupancy Permit. All other permits must be finaled out before we issue the Commercial Occupancy Permit.

Submit your application for the Business License - Commercial Occupancy Permit to the Building Department with the required $100 fee.

As part of this process, please schedule the final life safety check of your space by calling the Building Department at 216-491-1461. The Assistant Fire Chief and a Building Inspector will conduct this inspection, which takes 30 minutes on average. Food operators must also provide a copy of the food license at this inspection. If everything checks out, your Commercial Occupancy Permit will be issued and you may open for business.

 

Saturday, November 25, 2017

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