April 15, 2024 at 7:00 PM - Committee of the Whole Meeting/Special Village Board Meeting/Public Hearing Fiscal Year 2024-2025 Budget

1. Call to Order

2. Roll Call

3. Invocation

4. Pledge of Allegiance to the Flag

5. Approval of minutes for Village Board Meeting of the Board of Trustees Tuesday, February 6, 2024 (Amended) and Tuesday, March 5, 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 $1,327,226.91.

9. Village President's Report

9.A. Status Report regarding: Possible Participation in Class Action Settlement with Respect to a Lawsuit Challenging the Setting of Credit Card Fees Charged by VISA and Mastercard. See attached Village Attorney Memo dated March 27, 2024. (Motion listed below under the New Business portion of the Agenda).

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: Repairs and Remodeling of First Floor Men’s Bathroom in Village Hall (40 Madison Street) per Low Cost Proposal dated February 21,2024 and submitted by F&J Dimensions in the amount of $43,000.00 with a Bid Waiver In Lieu of Solicitation of Competitive Proposals, Expenditure of General Funds to Pay for the Work and Use of Village Template VENDOR CONTRACT FOR GOODS, SUPPLIES AND SERVICES for this Proposal. See Village Staff Memo dated April 2, 2024 from Public Works Director with supporting documents (Motion listed below under the  Omnibus portion of the Agenda).

11.C. Status Report regarding: Insurance Renewal Program from Marsh McLennan Agency for Year 2024 to Year 2025, Blue Cross /Blue Shield HSA Program Proposal for 2024 to 2025. See Village Staff Memo dated April 2, 2024 from Village Manager relative to Renewal Recommendations for Insurance Coverages (Motion listed below under the New Business portion of the Agenda).

11.D. Status Report regarding: A Motion to Approve the Filing and Prosecution of an Unsafe Property – Debris Clean Up Court Abatement Lawsuit Relative to the Property located at 841 South 15th Avenue, Maywood, Illinois. See Village Staff Memo dated April 2, 2024 from Village Director of  Building & Code Department. (Motion listed below under the Omnibus portion of the Agenda).

11.E. Status Report regarding: Renewal of Independent Contractor Agreement For Certified, Responsible Water Operator In Charge Services To Assist Public Works and Water Department (Part-Time Employee: Paul Dowd). See, Village Manager Memo dated April 2, 2024 and  Village Attorney Memo dated March 27, 2024 (Resolution listed below under the Omnibus Portion of the Agenda).

11.F. Status Report regarding: A Change Order in the Amount of $4,422.00 with Impact Networking for Purchase of Fifteen (15) Updated Caselle/Sequel Server Licenses and One (1) Standard Caselle Server License. See, Village Manager Memo dated April 2, 2024. (Motion listed below under the Omnibus portion of the Agenda).

11.G. Status Report regarding: Purchase of a Canon GP 4600 Plotter Printer and Contex IQ Quattro X MFP Bundle with Warranties, Paper and Support. See, Village Staff Memo dated April 2, 2024 (Motion listed below under the Omnibus portion of the Agenda).

11.H. Status Report regarding: Approval of Payment for Assessment, Abatement and Clean-up to Spirit Wrecking and Excavation in the Amount of $18,900 paid from the Madison Street/5^th Avenue Tax Increment Financing District Fund for the Preparation of Demolition of Structures at 1201 S. 5^th Avenue, 1500 S. 1^st Avenue, 98 Legion Street, and 1510 Madison Street (Asbestos Testing and Removal). See, updated Village Staff Memo (Motion listed under the Omnibus portion of the Agenda).

11.J. Report regarding: Presentation by Community Engagement Department - Overview of Department Functions and Use of Village Facilities and Green Space relative to Fiscal Year 2024 / Fiscal Year 2025

11.K. Report regarding: Expenditure of ARPA Funds from Fiscal Year 2024 / Fiscal 2025 Annual Budget for the Installation of Park Equipment at Certain Village Parks: See Assistant Village Manager Memo’s dated April 9, 2024, and supporting documentation for items a. – d.. (Motion listed under the Omnibus portion of the Agenda

11.K.1) Approval of Bid Waiver and Payment of Proposal/Estimate #24-1852 from Wolf Pack Enterprises, LLC in the amount of $22,400.00 to Install Village Park Equipment at Lexington/Standard Park, 5^th and Lexington

11.K.2) Approval of Bid Waiver and Payment of Proposal/Estimate #24-1850 from Wolf Pack Enterprises in the amount of $25,400.00 to Install Village Park Equipment at Bataan Park 1901 S 22^nd Ave

11.K.3) Approval of Bid Waiver and Ratify Payment of Proposal/Quote #165549-09-01 from GameTime in the amount of $35,765.43 to Install Village Park Equipment at Water Works Park and the Purchase of ADA Required Materials for Multiple Village Parks

11.K.4)

1. Approval of Bid Waiver and Payment of Proposal/Estimate #1204 from Premium Contractor Services in the amount of $27,375.00 to Install Village Park Equipment at Tot Lot Park 415 N. 4^th Ave

See Village Manager Memo dated April 15, 2024 (Motions listed under the Omnibus portion of the Agenda). JK to provide invoices and Memo

11.L. Status Report regarding: A Motion to Approve Rates of Village-owned  Parks, facilities, and Green Space. (Motion listed below under the Old Business portion of the Agenda).

11.M. Status report regarding: Presentation on Letter of Intent and Proposal for Purchase of Land and Building and Redevelopment of Former Golf Driving Range Located at 30 Madison Street by JM3 Design & Development, Inc.

12. Village Attorney Report:

12.A. Status Report regarding: Proposed Adoption Schedule for Fiscal Year 2024/2025 Budget with Proposed April 2, 2024 Public Hearing Date and Draft Documents: Notice of Public Hearing on Fiscal Year 2024/2025 Budget, Agenda for Public Hearing on Fiscal Year 2024/2025 Budget and Ordinance Approving the Fiscal Year 2024/2025 Budget. See, Village Attorney Memo dated January 3, 2024 and Related Documents in the April 2, 2024 COW / Village Board Meeting Agenda Packet (See, Ordinance listed below under the New Business Portion of the Agenda).

12.B. Status Report regarding: An Ordinance Approving the 2024 Official Zoning Map of the Village of Maywood. See, Village Staff Memo dated April 2, 2024 and Village Attorney Memo dated March 27, 2024 and Staff Memo dated April 2, 2024 (See, Ordinance listed below under the Omnibus Portion of the Agenda).

12.C. Status Report regarding: Approval of an Ordinance Approving Front and Rear Yard Setback Variations for a Building Expansion/Addition on Property at 136 South 8^th Avenue, Maywood, Illinois – CXIV LLC d/b/a AVW Equipment Company, Inc. See, Village Attorney Memo dated March 27, 2024 and Staff Memo dated April 2, 2024 with attachments (Ordinance listed below under the Omnibus Portion of the Agenda).

12.D.  Status Report regarding: Issuance of a New Class "N" (Bar and Grill) Liquor License for New Era Restaurant, Inc. d/b/a New Era Restaurant to be located at the 15 North 5th Avenue Property. See, Village Attorney Memo dated March 27, 2024 (See, Ordinance listed below under the Omnibus Portion of the Agenda).

12.E. Status Report regarding: Approval of Ordinance for Extended Hours of Operation for a Class “N” (Bar and Grill) Liquor License for Legends Grill at 9 North 5th Avenue (Legends Grill, LLC d/b/a Legends Grill) See, Village Attorney Memo dated March 27, 2024 (Ordinance listed below under the Omnibus Portion of the Agenda).

12.F. Status Report regarding: Change Order No. 2 (Acqua Contractors Corp.) to Perform Certain Additional Storm Water Drainage Improvements Within the I-290 Corridor Storm Sewer Separation Project at 9th Avenue (at Congress Street and Van Buren Street), 3rd Avenue (at Harrison Street) and 7th Avenue (at Harrison Street) at a Cost of $489,770.44. See, Village Engineer Memo dated March 21, 2024 and Village Attorney Memo dated March 27, 2024. (Resolution listed below under the Omnibus Portion of the Agenda).

12.G. Status Report regarding: Third Party Administrator Agreement with Insurance Program Managers Group Claims Management Services, L.L.C. Relative to the Village’s General Liability (Property and Casualty) Program and Workers’ Compensation Program (Term: May 1, 2024 to May 1, 2025). See Village Attorney Memo dated March 27, 2024 (Resolution listed below under the Omnibus Portion of the Agenda).

12.H. Status Report regarding: Orientation conducted by Village Attorney for Elected and Appointed Village Officials and Employees – Selection of Date and Time for Orientation Session. (To be held in the Village Council Chambers at 125 South 5th Avenue Building).

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

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

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

12.I.1)b. Anticipated Joint Board of Review Meeting Date: April 30, 2024

12.I.1)c. Anticipated Public Hearing Date: June 4, 2024

12.I.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.I.1)e. See, Ordinance Calling For A Public Hearing And A Joint Review Board Meeting To Consider The Designation Of A Redevelopment Project Area And The Approval Of A Redevelopment Plan And Program under the Omnibus Agenda below and enclosed Village Attorney Memo dated March 27, 2024

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

12.I.2)a. Public Meeting Date: April 30, 2024

12.I.2)b. Anticipated Joint Board of Review Meeting Date: July 9, 2024

12.I.2)c. Anticipated Public Hearing Date: August 20, 2024

12.I.2)d. TIF Plan will be made available to the public by May 24, 2024

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

12.I.3)a. Public Meeting Date: February 21, 2024

12.I.3)b. Anticipated Joint Board of Review Meeting Date: April 30, 2024

12.I.3)c. Anticipated Public Hearing Date: June 4, 2024

12.I.3)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.I.3)e. See, Ordinance Calling For A Public Hearing And A Joint Review Board Meeting To Consider The Designation Of A Redevelopment Project Area And The Approval Of A Redevelopment Plan And Program under the Omnibus Agenda below and enclosed Village Attorney Memo dated March 27, 2024

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

12.I.4)a. Public Meeting Date: April 30, 2024

12.I.4)b. Anticipated Joint Board of Review Meeting Date: July 9, 2024

12.I.4)c. Anticipated Public Hearing Date: August 20, 2024

12.I.4)d. TIF Plan will be made available to the public by May 24, 2024

12.I.5)

1. 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 5^th Avenue, Maywood, Illinois.

(No Documents – Discussion Item Only – Not an Action Item

12.J. Status Report regarding: A Resolution Authorizing the Approval and Execution of Amendment No. 1 to the Memorandum of Understanding (MOU) Between the Village of Maywood and the Regional Transportation Authority for Transit-Oriented Development Zoning Code Updates. See, Village Attorney memo dated March 27, 2024. (Resolution listed below under the Omnibus Portion of the Agenda).

12.K. Status Report regarding: An Ordinance Approving Extended Hours of Operation of the Class “A-1” (Full Service Restaurant with Video Gaming) Liquor License for AWSB Holdings I, LLC d/b/a S2 City Grill & Daquiri Bar at the 1001 West Roosevelt Road Property.

12.L. Status Report regarding: Resolution Approving And Authorizing The Execution Of An Updated Exhibit A To Employee Leasing Agreement For Interim Village Manager With GOVTEMPSUSA, LLC For An Extended One-Month Term (May 4, 2024 To MAY 31, 2024), With Option For Bi-Weekly Term  (James Krischke), with a copy of the Updated Exhibit A to the Agreement attached to the Resolution as Exhibit “1”. See, Village Attorney memo dated April 10, 2024. (Resolution listed below under the Omnibus Portion of the Agenda).

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: No Report.

13.D. Infrastructure & Sustainability Committee: No Report
 

13.E. Ordinance & Policy Committee:  No Report.

13.F. Planning & Development Committee: No Report.

14. PUBLIC HEARING  

14.A. PUBLIC HEARING REGARDING THE VILLAGE OF MAYWOOD'S FISCAL YEAR 2024/2025 BUDGET (MAY 1, 2024 THROUGH APRIL 30, 2025)
 

14.A.1) Agenda For Public Hearing for Fiscal Year 2024/2025 Budget (May 1, 2024 Through April 30, 2025)
1. Call To Order
2. Roll Call
3. Acknowledgment Of The Public Hearing Notice Published In A Newspaper.
4. Presentation On The Proposed Fiscal Year 2024/2025 Operating Budget
(May 1, 2024 Through April 30, 2025) By Village Manager And Finance Director). 
A. Discussion Of An Ordinance Approving The Fiscal Year 2024/2025 Village Of Maywood Budget (May 1, 2024 Through April 30, 2025.
5. Questions And Comments By Board Members.
6. Questions By The Public And Public Comment.
7. Final Questions And Comments By Board Members.
8. Motion To Recommend Approval Of An Ordinance Approving The Fiscal Year 2024/2025 Village Of Maywood Budget (May 1, 2024 Through April 30, 2025.
9. Motion To Close The Public Hearing.
RETURN TO THE AGENDA FOR THE APRIL 15, 2024 COMBINED COMMITTEE OF THE WHOLE / VILLAGE BOARD MEETING

15. Omnibus Agenda Items:

15.A. Motion to Approve the Monthly Financial Report in the amount of $1,327,226.91..

15.B. Motion to Approve the Warrant List #200548 dated March 30, 2024, in the amount of $1,727,262.05.

15.C. Motion to Approve Repairs and Remodeling of First Floor Men’s Bathroom in Village Hall (40 Madison Street) per Low Cost Proposal dated February 21, 2024 and submitted by F&J Dimensions in the amount of $43,000.00 with a Bid Waiver In Lieu of Solicitation of Competitive Proposals, Expenditure of General Funds to Pay for the Work and Use of Village Template VENDOR CONTRACT FOR GOODS, SUPPLIES AND SERVICES for this Proposal.

15.D. Motion to Approve the Filing and Prosecution of an Unsafe Property – Debris Clean Up Court Abatement Lawsuit Relative to the Property located at 841 South 15th Avenue, Maywood, Illinois.

15.E. Motion to Approve a Change Order in the Amount of $4,422.00 with Impact Networking for Purchase of Fifteen (15) Updated Caselle/Sequel Server Licenses and One (1) Standard Caselle Server License.

15.F. Motion to Waive Competitive Bidding and Approve the Purchase of a Canon GP 4600 Plotter Printer and Contex IQ Quattro X MFP Bundle with Warranties, Paper and Support in the Total Amount of $15,000.

15.G. Motion to Approve Payment for Assessment, Abatement and Clean-up to Spirit Wrecking and Excavation in the Amount of $18,900 paid from the Madison Street/5th Avenue Tax Increment Financing District Fund for the Preparation of Demolition of Structures at 1201 S. 5th Avenue, 1500 S. 1st Avenue, 98 Legion Street, and 1510 Madison Street (Asbestos Testing and Removal).

15.H. ORDINANCE APPROVING FRONT AND REAR YARD SETBACK VARIATIONS FOR A BUILDING EXPANSION/ADDITION ON PROPERTY AT 136 SOUTH 8TH AVENUE, MAYWOOD, ILLINOIS – CXIV LLC D/B/A AVW EQUIPMENT COMPANY, INC.

15.I. ORDINANCE APPROVING THE 2024 OFFICIAL ZONING MAP OF THE VILLAGE OF MAYWOOD AS INCORPORATED INTO SECTION 151.02 (OFFICIAL PLAN) OF THE MAYWOOD VILLAGE CODE.

15.J. ORDINANCE AUTHORIZING THE CREATION AND ISSUANCE OF A CLASS “N” (BAR AND GRILL) LIQUOR LICENSE FOR NEW ERA RESTAURANT, INC. D/B/A NEW ERA RESTAURANT LOCATED AT 15 NORTH 5TH AVENUE, MAYWOOD, ILLINOIS.

15.K. ORDINANCE APPROVING EXTENDED HOURS OF OPERATION FOR THE CLASS “N” (BAR AND GRILL) LIQUOR LICENSE ISSUED TO LEGENDS GRILL, LLC D/B/A LEGENDS GRILL AT THE 9 NORTH 5TH AVENUE PROPERTY.

15.L. ORDINANCE APPROVING CHANGE ORDER NUMBER 2 IN THE AMOUNT OF $489,770.44 TO THE CONSTRUCTION CONTRACT BETWEEN THE VILLAGE OF MAYWOOD AND ACQUA CONTRACTORS CORP. FOR A NEW PROJECT CONTRACT PRICE OF $6,974,810.10 FOR THE COMPLETION OF THE I-290 CORRIDOR STORM SEWER SEPARATION PROJECT.

15.M. RESOLUTION APPROVING AND AUTHORIZING THE EXECUTION OF AN INDEPENDENT CONTRACTOR AGREEMENT FOR CERTIFIED, RESPONSIBLE WATER OPERATOR IN CHARGE SERVICES TO ASSIST THE PUBLIC WORKS AND WATER DEPARTMENT (Independent Contractor: Paul Dowd) with the signed Agreement attached as Exhibit “1".

15.N. RESOLUTION APPROVING AND AUTHORIZING THE EXECUTION OF A THIRD PARTY ADMINISTRATOR AGREEMENT BETWEEN THE VILLAGE OF MAYWOOD AND INSURANCE PROGRAM MANAGERS GROUP CLAIMS MANAGEMENT SERVICES, L.L.C. RELATIVE TO THE VILLAGE’S GENERAL LIABILITY (PROPERTY AND CASUALTY) PROGRAM AND WORKERS’ COMPENSATION PROGRAM (TERM: MAY 1, 2024 TO MAY 1, 2025).

15.O. RESOLUTION AUTHORIZING THE APPROVAL AND EXECUTION OF AMENDMENT NO. 1 TO THE MEMORANDUM OF UNDERSTANDING (MOU) BETWEEN THE VILLAGE OF MAYWOOD AND THE REGIONAL TRANSPORTATION AUTHORITY FOR TRANSIT-ORIENTED DEVELOPMENT ZONING CODE UPDATES.

15.P. AN ORDINANCEAPPROVING EXTENDED HOURS OF OPERATION FOR THE CLASS "A-1" (FULL SERVICE RESTAURANT WITH VIDEO GAMING) LIQUOR LICENSE ISSUED TO AWSB HOLDINGS I, LLC D/B/A S2 CITY GRILL & DAQUIRI BAR AT 1001 WEST ROOSEVELT ROAD.

15.W. A Motion to Approve Rates of Village-owned  Parks, facilities, and Green Space. (Motion listed below under the Old Business portion of the Agenda).

16. New Business:

16.A. ORDINANCE APPROVING THE FISCAL YEAR 2024/2025 VILLAGE OF MAYWOOD BUDGET (MAY 1, 2024 THROUGH APRIL 30, 2025).

16.B. Motion to Approve the Insurance Renewal Program from Marsh McLennan Agency for Year 2024 to Year 2025 in the total dollar amount of $1,453,347.00.

16.C. Motion to Approve the Blue Cross /Blue Shield HSA Program Proposal for 2024 to 2025 to Provide Village with the Option to Participate in an HSA Program.

16.D. Motion to Approve Participation in Class Action Settlement with Respect to a Lawsuit Challenging the Setting of Credit Card Fees Charged by VISA and Mastercard either through the Sonnenschein Groupe or through the Village filing its own claim via class action settlement portal.

16.E. ORDINANCE CALLING FOR A PUBLIC HEARING AND A JOINT REVIEW BOARD MEETING TO CONSIDER THE DESIGNATION OF A REDEVELOPMENT PROJECT AREA AND THE APPROVAL OF A REDEVELOPMENT PLAN AND PROGRAM FOR THE VILLAGE OF MAYWOOD NORTH AREA #1 TAX INCREMENT FINANCING (TIF) DISTRICT. [Note: Trustees Jones and Sanchez do not participate in discussion or vote on this Ordinance]

16.F. ORDINANCE CALLING FOR A PUBLIC HEARING AND A JOINT REVIEW BOARD MEETING TO CONSIDER THE DESIGNATION OF A REDEVELOPMENT PROJECT AREA AND THE APPROVAL OF A REDEVELOPMENT PLAN AND PROGRAM FOR THE VILLAGE OF MAYWOOD MID-SOUTH AREA #3 TAX INCREMENT FINANCING (TIF) DISTRICT.

17. Old Business: None

18. Board of Trustees Comments/Information

19. For Information Only

20. Closed Meeting Session  

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

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

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

21. Adjournment