August 6, 2024 at 7:00 PM - Combined Committee of the Whole/Special Village Board Meeting

1. Call to Order

2. Roll Call

3. Invocation

4. Pledge of Allegiance to the Flag

5. Approval of minutes for the Committee of the Whole and the Special Board Meeting of the Board of Trustees on Thursday, July 18, 2024. 

6. Oaths, Reports, Proclamations, Announcements and Appointments

7. COMMITTEE OF THE WHOLE AGENDA ITEMS:

8. Finance Management Reports:

8.A. Financial Report in the amount of $2,146,667.16.

9. Village President's Report: None

9.A. Status Report regarding: 2024 Maywood Fest: Need for Approval of Ordinance Authorizing a Class “E” Special Event Liquor License for Applicant Village of Maywood for the Village’s 2024 Maywood Fest Special Event. See Village Attorney Memo dated July 31, 2024 (Ordinance listed below under the Omnibus portion of the Agenda). MTJ

10. Public Comments:

11. Village Manager's Report:  

11.A. Status Report regarding: Monthly Reports by Village Manager and Department Heads.

11.B. Status Report regarding: Approval of a Quote dated March 15, 2024 and issued by Science Solutions, LLC of Aurora, Illinois in the Amount of $9,600.00 for the Purchase of a L6Q Annual Support and Maintenance Agreement for Support of 15 License Plate Readers Operated by the Maywood Police Department (Term: One Year) and the Performance of an Initial Assessment and Evaluation of the 15 License Plate Readers and Locations with a Bid Waiver. (Source of Funds:  General Funds.) See Village Staff Memo dated June 17, 2024. (Motion listed below under the Omnibus portion of the Agenda).

11.C. Status Report regarding: Approval of a Quotation dated July 25, 2024 and issued by Traffic Logix Corporation of Spring Valley, New York for the Purchase of Six (6) Radar Speed Cameras for use by the Maywood Police Department in an Amount of $15,578.00 and Approval of a Proposal dated July 5, 2024 issued by SIGNCO of Melrose Park, Illinois for the installation of the radar guns in six (6) squad cars in an Amount of $3,300.00 for a Total Purchase Price of $18,878.00, subject to a Bid Waiver. (Source of Funds: ARPA Funds.) See Village Staff Memo dated July 23, 2024. (Motion listed below under the Omnibus portion of the Agenda).

11.D. Status Report regarding: Approval of Disposal of Surplus Personal Property In the Possession of the Maywood Police Department (Miscellaneous Personal Property). See Village Staff Memo dated June 24, 2024. (Ordinance listed below under the Omnibus portion of the Agenda).

11.E. Status Report regarding: Approval of an Invoice dated July 19, 2024 and issued by Gino’s Heating & Plumbing, Inc. of Broadview, Illinois in an Amount of $10,177.50 for emergency water main repair work within the 7th Avenue right-of-way adjacent to 719 North 7th Avenue property with a Bid Waiver. (Source of Funds: General Fund or Water and Sewer Fund.) See Village Staff Memo dated July 22, 2024. (Motion listed below under the Omnibus portion of the Agenda).

11.F.  Status Report regarding: Approval of Motion to Waive Competitive Bidding and Authorize and Approve the Execution of an Invoice dated July 23, 2024 and issued by Gino’s Heating & Plumbing, Inc. of Broadview, Illinois in an Amount of $15,694.13 for emergency water main repair work within the Madison Street and 17th Avenue right-of-way with a Bid Waiver. (Source of Funds: General Fund or Water and Sewer Fund.) See Village Staff Memo dated July 29, 2024. (Motion listed below under the Omnibus portion of the Agenda).

11.G. Status Report regarding: Approval of Proposal dated July 23, 2024 and issued by Wireless CCTV, LLC of Richardson, Texas in an Amount of $12,400.00 for the short-term rental of two (2)  mobile Wireless CCTV Surveillance Video Camera Trailers (Owl Nightvision Security Camera Trailers) for use by the Maywood Police Department from September 1, 2024 to October 31, 2024 for use at the 2024 Maywood Fest and then to be placed within the Village at strategic locations  to enhance security and surveillance with a Bid Waiver. (Source of Funds: Maywood Police Department Asset Forfeiture Account Funds ($6,200.000 - 50% of the total rental cost) and General Fund (Public Works Department Budget Line Item) ($6,200.00 – 50% of the total rental cost). See Village Staff Memo dated July 23, 2024. (Motion listed below under the Omnibus portion of the Agenda).

11.H. Status Report regarding: Approval of an Estimate dated July 3, 2024 and issued by Done Rite Paving & Seal Coating of Glenview, Illinois for the Installation of Custom Rubberized Speed Controls in an Amount of $10,000.00 with a Bid Waiver. (Source of Funds: ARPA Funds). See Village Staff Memo dated August 6, 2024. (Motion listed below under the Omnibus portion of the Agenda).

11.I. Status report regarding: Approval of a proposal dated July 20, 2023, and issued by The Sports Facilities Companies of Clearwater Florida for a full assessment of the sports facilities complex in the amount of $35,000.00 with a bid waiver (source of funds ARPA funds) See, Village Manager Memo dated August 2, 2024.

12. Village Attorney Report:   

12.A. Status Report regarding: Approval of ORDINANCE AMENDING SECTION 31.21 (BOARD OF FIRE AND POLICE COMMISSIONERS) OF TITLE III (ADMINISTRATION) OF THE MAYWOOD VILLAGE CODE RELATIVE TO THE COMPOSITION AND COMPENSATION OF THE BOARD OF FIRE AND POLICE COMMISSIONERS. See Village Attorney Memo dated July 31, 2024. (Ordinance listed below under the Omnibus portion of the Agenda).

12.B. Status Report regarding: Approval of Madison Street / Fifth Avenue TIF District Economic Incentive per the Village TIF Matching Grant Business Improvement Program Grant Request Filed by Exclusive Bar and Grill, LLC d/b/a Exclusive Bar and Grill for reimbursement of $25,000.00 of Building Rehabilitation and Parking Lot Improvements at the 406 to 408 South 5th Avenue Property. See Village Attorney Memo dated July 31, 2024. (Ordinance listed below under the Omnibus portion of the Agenda).

12.C. Status Report regarding: Approval of 2024 Asphalt Pavement Patching Program (the “Project”) -- Ordinance Authorizing Expenditures from the Madison Street / 5th Avenue Tax Increment Financing Redevelopment Project Area Fund and the General Corporate Fund to Pay For the Project And Award Of Contract To Low Bidder M&J Asphalt Paving Co., Inc. See Village Engineer Memo dated July 29, 2024 and Village Attorney Memo dated July 31, 2024. (Ordinance listed below under the Omnibus portion of the Agenda).

12.D. Status Report regarding: Approval of Resolution Approving The Content Of And  /Or Release Of Certain Closed Meeting Minutes Of The Combined Meetings Of The Committee Of The Whole And The President And Board Of Trustees Of The Village Of Maywood (2024 Half-Year Review). See Village Attorney Memo dated July 31, 2024. (Resolution listed below under the Omnibus portion of the Agenda).

12.E. Status Report regarding: Approval of Ordinance Approving a Special Use Permit for a Special Event Space at 50 Madison Street – AV Chicago, Inc. / 50 Madison LLC, with Findings Of Fact And Recommendation Of The Plan Commission/Zoning Board Of Appeals (attached as Exhibit “A” to the Special Use Ordinance), and Memo And Supporting Materials From Staff Relative To The Plan Commission/Zoning Board Of Appeals Public Hearing And Ordinance Discussion. See Village Attorney Memo dated July 31, 2024. (Ordinance listed below under the Omnibus portion of the Agenda).

12.F. Status Report regarding: Approval of Addendum to 2023 Invest in Cook Grant Program - Subrecipient Agreement Per American Rescue Plan Act (“ARPA”) – State And Local Fiscal Recovery Funds (Assistance Listing Number 21.027) -- South Maywood Drive Improvements Project (West Village Limits to 19th Avenue) See Village Attorney Memo dated July 31, 2024. (Ordinance listed below under the Omnibus portion of the Agenda).

12.G. Status Report regarding: Approval of Low Bid Award of $28,688.00 and Approval of Agreement with Denler, Inc. of Joliet, Illinois for the 2024 Crack Filling Program. See Village Engineer Memo dated July 29, 2024 and Village Attorney Memo dated July 31, 2024. (Resolution listed below under the Omnibus portion of the Agenda).

12.H. Status Report regarding: Approval of  Low Bid Award of $78,935.94.00 and Agreement with Pipe View America of Chicago, Illinois for the 2024 Sewer Cleaning and Televising Project and the Authorizing Expenditures from the Madison Street / 5th Avenue Tax Increment Financing Redevelopment Project Area Fund and the General Corporate Fund to Pay For the Project. See Village Engineer Memo dated July 29, 2024 and Village Attorney Memo dated July 31, 2024. (Resolution listed below under the Omnibus portion of the Agenda).

12.I. Status Report regarding: Approval of Low Bid Award of $23,625.00 and Approval of Construction Agreement with  Traffic Control Company of South Chicago Heights, Illinois for the 2024 Pavement Striping Program. See Village Engineer Memo dated July 29, 2024 and Village Attorney Memo dated July 31, 2024. (Resolution listed below under the Omnibus portion of the Agenda).

12.J. Status Report regarding: Formation of Four (4) New TIF Districts: Updated TIF Adoption Schedules and Public Meeting Dates / Times / Location.

12.J.1) Maywood North Area #1 TIF District (Main Street to North Village Limits):

12.J.1)a. Public Meeting Date:  February 21, 2024

12.J.1)b. Anticipated Joine Board of Review Meeting Date:  TBD

12.J.1)c. Anticipated Public Hearing Date: TBD

12.J.1)d. TIF Plan was made available to the public on March 22, 2024 and is available on the Village’s website: search “maywood-il.gov” and then click on the “Community” heading and then click on “New Maywood TIF District Formation” or at the Community Development Office or the Village Clerk’s Office.

12.K. Maywood Middle Area #2 TIF District (Northern Boundary of Union Pacific Railroad Limits to Madison Street):

12.K.1) Public Meeting Date: April 30, 2024.

12.K.2) Anticipated Joint Board of Review Meeting Date: TBD

12.K.3) Anticipated Public Hearing Date: TBD

12.K.4) TIF Plan will be made available to the public by TBD

12.L. Maywood Mid-South Area #3 TIF District (Maywood Drive to Harrison Street):

12.L.1) Public Meeting Date: February 21, 2024.

12.L.2) Anticipated Joint Board of Review Meeting Date: TBD

12.L.3) Anticipated Public Hearing Date: TBD

12.L.4) TIF Plan was made available to the public on March 22, 2024 and is available on the Village’s website: search “maywood-il.gov” and then click on the “Community” heading and then click on “New Maywood TIF District Formation” or at the Community Development Office or the Village Clerk’s Office.

12.M. Maywood South Area #4 TIF District (Bataan Drive to Roosevelt Road):

12.M.1)  Public Meeting Date: April 30, 2024.

12.M.2) Anticipated Joint Board of Review Meeting Date: TBD

12.M.3) Anticipated Public Hearing Date: TBD

12.M.4) TIF Plan will be made available to the public by TBD

12.N. Public Meetings will commence at either 6:00 p.m. or 7:30 p.m., as posted, and be held in the Maywood Masonic Temple Building at 200 South 5th Avenue, Maywood, Illinois.

12.O. Public Hearings will commence at either 7:00 p.m. or 7:30 p.m., as posted, and be held in the Village Board Council Chambers at 125 South 5th Avenue, Maywood, Illinois.
*(No Documents – Discussion Item Only – Not an Action Item).

13. Trustee Committee Reports:

13.A. Community Policing & Public Safety Committee:   No Report

13.B. Engagement & Communications Committee: No Report.  

13.C. Fiscal Accountability & Government Transparency Committee.  See Report

13.D. Infrastructure & Sustainability Committee: No Report

13.E. Ordinance & Policy Committee:  No Report

13.F. Planning & Development Committee:  No Report

14. Omnibus Agenda Items:

14.A. Motion to Approve the Monthly Financial Report in the amount of $2,146,667.16.

14.B. Motion to Approve the Warrant List #200552 dated July 31, 2024, in the amount of $3,992.079.83.

14.C. Motion to Authorize and Approve the Execution of a Quote dated March 15, 2024 and issued by Science Solutions, LLC of Aurora, Illinois in the Amount of $9,600.00 for the Purchase of a L6Q Annual Support and Maintenance Agreement  for Support of 15 License Plate Readers Operated by the Maywood Police Department (Term: One Year) and the Performance of an Initial Assessment and Evaluation of the 15 License Plate Readers and Locations with a Bid Waiver.

14.D. Motion to Waive Competitive Bidding and Authorize and Approve the Execution of a Quotation dated July 25, 2024 and issued by Traffic Logix Corporation of Spring Valley, New York for the Purchase of Six (6) Radar Speed Cameras for use by the Maywood Police Department in an Amount of $15,578.00 and a Proposal dated July 5, 2024 issued by SIGNCO of Melrose Park, Illinois for the installation of the radar guns in six (6) squad cars in an Amount of $3,300.00 for a Total Purchase Price of $18,878.00, and Approval of the Expenditure of ARPA Funds to Purchase The Equipment.

14.E. Motion to Waive Competitive Bidding and Authorize and Approve the Execution of an Proposal dated July 23, 2024 and issued by Wireless CCTV, LLC of Richardson, Texas in an Amount of $12,400.00 for the short-term rental of two (2)  mobile Wireless CCTV Surveillance Video Camera Trailers (Owl Nightvision Security Camera Trailers) for use by the Maywood Police Department from September 1, 2024 to October 31, 2024 during the 2024 Maywood Fest and then to be placed within the Village at strategic locations  to enhance security and surveillance.

14.F. Motion to Waive Competitive Bidding and Authorize and Approve the Execution of an Invoice dated July 19, 2024 and issued by Gino’s Heating & Plumbing, Inc. of Broadview, Illinois in an Amount of $10,177.50 for emergency water main repair work within the 7th Avenue right-of-way adjacent to 719 North 7th Avenue property.

14.G. Motion to Waive Competitive Bidding and Authorize and Approve the Execution of an Invoice dated July 23, 2024 and issued by Gino’s Heating & Plumbing, Inc. of Broadview, Illinois in an Amount of $15,694.13 for emergency water main repair work within the Madison Street and 17th Avenue right-of-way.

14.H. ORDINANCE AUTHORIZING THE DISPOSAL OF SURPLUS PROPERTY IN THE POSSESSION OF THE MAYWOOD POLICE DEPARTMENT (Miscellaneous Personal Property), with Inventory List of Surplus Property attached as Exhibit “A".

14.I. ORDINANCE AUTHORIZING THE CREATION AND ISSUANCE OF A CLASS "E" LIQUOR LICENSE (TEMPORARY LICENSE TO SELL OR TRANSFER LIQUOR ON MUNICIPALLY OWNED PROPERTY) (2024 Maywood Fest: September 6 Through 8, 2024).

14.J. ORDINANCE AMENDING SECTION 31.21 (BOARD OF FIRE AND POLICE COMMISSIONERS) OF TITLE III (ADMINISTRATION) OF THE MAYWOOD VILLAGE CODE RELATIVE TO THE COMPOSITION AND COMPENSATION OF THE BOARD OF FIRE AND POLICE COMMISSIONERS.

14.K. ORDINANCE AUTHORIZING THE APPROVAL OF AN APPLICATION FOR A VILLAGE TIF MATCHING BUSINESS IMPROVEMENT PROGRAM GRANT FILED BY EXCLUSIVE BAR AND GRILL, LLC D/B/A EXCLUSIVE BAR AND GRILL FOR BUILDING REHABILITATION AND PARKING LOT IMPROVEMENTS AT 406 to 408 SOUTH 5TH AVENUE PROPERTY LOCATED WITHIN THE MADISON STREET / FIFTH AVENUE TAX INCREMENT FINANCING DISTRICT, AND FOR THE APPROPRIATION AND EXPENDITURE OF MADISON STREET / FIFTH AVENUE TAX INCREMENT FINANCING DISTRICT FUNDS IN AN AMOUNT EQUAL TO $25,000.00 FOR TIF ELIGIBLE REDEVELOPMENT COSTS RELATED TO THE GRANT APPLICATION (Applicant: Exclusive Bar and Grill, LLC d/b/a Exclusive Bar and Grill - Darian Wilbert), with a copy of the Application attached to the Ordinance as Exhibit “A".

14.L. ORDINANCE APPROVING A SPECIAL USE PERMIT FOR A SPECIAL EVENT SPACE IN THE C-4 TOWN CENTER COMMERCIAL ZONING DISTRICT AT 50 MADISON STREET, MAYWOOD, ILLINOIS (AV CHICAGO, INC./50 MADISON, LLC.

14.M. ORDINANCE AUTHORIZING THE APPROVAL AND EXECUTION OF A LOW BID RESPONSE AND A CONSTRUCTION AGREEMENT WITH M&J ASPHALT PAVING CO., INC. FOR COMPLETION OF THE 2024 ASPHALT PAVEMENT PATCHING PROGRAM AND THE APPROPRIATION AND EXPENDITURE OF MADISON STREET / 5TH AVENUE TIF DISTRICT FUNDS AND VILLAGE GENERAL CORPORATE FUNDS TO PAY FOR THE WORK (Project Cost: $85,502.00; Project Description: Asphalt Street Pavement Patching Work Throughout Village), with a copy of the Agreement attached to the Ordinance as part of Group Exhibit “A".

14.N. RESOLUTION APPROVING THE CONTENT OF AND/OR RELEASE OF CERTAIN CLOSED MEETING MINUTES OF THE COMBINED MEETINGS OF THE COMMITTEE OF THE WHOLE AND THE PRESIDENT AND BOARD OF TRUSTEES OF THE VILLAGE OF MAYWOOD (2024 HALF-YEAR REVIEW).

14.O. RESOLUTION AUTHORIZING THE APPROVAL AND EXECUTION OF AN ADDENDUM TO A SUBRECIPIENT AGREEMENT FOR AMERICAN RESCUE PLAN ACT (“ARPA”) – STATE AND LOCAL FISCAL RECOVERY FUNDS (ASSISTANCE LISTING NUMBER 21.027) TO BE ENTERED INTO BETWEEN THE COUNTY OF COOK AND THE VILLAGE OF MAYWOOD TO ALLOCATE TO THE VILLAGE OF MAYWOOD AN ADDITIONAL $200,000.00 OF ARPA FUNDS FOR THE CONSTRUCTION OF THE SOUTH MAYWOOD DRIVE IMPROVEMENTS PROJECT (WEST VILLAGE LIMITS TO 19TH AVENUE) AND FOR THE APPROPRIATION AND EXPENDITURE OF SUCH FUNDS TO PAY FOR THE CONSTRUCTION OF THE PROJECT.

14.P. RESOLUTION APPROVING THE SETTLEMENT AGREEMENT AND GENERAL RELEASE, AND AUTHORIZING THE PAYMENT OF SETTLEMENT FUNDS IN THE POTENTIAL LAWSUIT OF DEMARCUS ROBINSON V. VILLAGE OF MAYWOOD, ET AL. (Village Share of Settlement Amount: $12,500.00).

14.Q. RESOLUTION AUTHORIZING AND APPROVING THE EXECUTION OF A LOW BID RESPONSE AND AGREEMENT BETWEEN THE VILLAGE OF MAYWOOD AND DENLER, INC. IN THE AMOUNT OF $28,688.00 TO COMPLETE THE 2024 CRACK FILLING PROGRAM AND AUTHORIZING THE EXPENDITURE OF VILLAGE GENERAL CORPORATE FUNDS TO PAY FOR THE WORK.

14.R. ORDINANCE AUTHORIZING THE APPROVAL AND EXECUTION OF A LOW BID RESPONSE AND AGREEMENT WITH PIPE VIEW AMERICA FOR SEWER CLEANING AND TELEVISING SERVICES RELATIVE TO THE 2024 SEWER CLEANING AND TELEVISING PROJECT, AND THE APPROPRIATION AND EXPENDITURE OF MADISON STREET / 5TH AVENUE TIF DISTRICT FUNDS AND VILLAGE GENERAL CORPORATE FUNDS TO PAY FOR THE PROJECT (Project Cost: $78,935.94.00; Project Description: Cleaning and Televising of Combined Sewers).

14.S. ORDINANCE AUTHORIZING THE APPROVAL AND EXECUTION OF A LOW BID RESPONSE AND AGREEMENT WITH TRAFFIC CONTROL COMPANY FOR THE PERFORMANCE OF THE 2024 PAVEMENT STRIPING PROGRAM, AND THE APPROPRIATION AND EXPENDITURE OF MADISON STREET / 5TH AVENUE TIF DISTRICT FUNDS AND VILLAGE GENERAL CORPORATE FUNDS TO PAY FOR THE PROJECT WORK (Program Cost: $23,625.00).

14.T. Motion to Waive Competitive Bidding and Authorize and Approve the Execution of an Estimate dated July 3, 2024 and issued by Done Rite Paving & Seal Coating of Glenview, Illinois for the Installation of Custom Rubberized Speed Controls in an Amount of $10,000.00 and Authorize the Expenditure of ARPA Funds to Pay for the Work.

14.U. Motion to waive the competitive bidding process and approve a proposal dated July 20, 2023, and issued by The Sports Facilities Companies of Clearwater Florida in the amount of $35,000.00 for the performance of a comprehensive assessment of the Village's sports facilities complex and authorize the expenditure of ARPA funds to pay for the proposal.

15. New Business: None

16. Old Business:

17. Board of Trustees Comments/Information

18. Closed Meeting Session  

18.A. Pending Litigation (5 ILCS 120/2(c)(11)).

18.B. Probable and Imminent Litigation (5 ILCS 120/2(c)(11)). 

18.D. “The purchase or lease of real property for use by the Village (5 ILCS 120/2(c)(5))”

19. Adjournment