June 4, 2024 at 7:00 PM - Committee of the Whole Meeting/Special Board Meeting

1. Call to Order

2. Roll Call

3. Invocation

4. Pledge of Allegiance to the Flag

5. Approval of minutes for Combined Village Board Meeting of the Board of Trustees and the Public Hearing for West Regional Enterprise Zone Meeting on Wednesday, May 8, 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 $2,326,084.04 for May 31, 2024.

9. Village President's Report

9.A. Status Report regarding:  Maywood Police Department Presentation and Awards.

9.B. Status Report regarding:  Senior Homeowner Improvement Program

9.C. Status Report regarding:  Low Income Homeowner Improvement Program

9.D. Status Report regarding:  Primary Homeowner Improvement Program

9.E. Status Report regarding:  Home Camera Security + Police Partnership Program

*See, Villager Manager Memo dated June 4, 2024 and Village Attorney Memo dated May 29, 2024.  (Ordinances listed below under the Omnibus portion of the Agenda).
 

9.F. Consideration for updates to Police & Fire Commission.

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 Proposal from G.A. Paving, LLC of Bellwood, Illinois in the Amount of $120,00.00 for the Completion of Prairie Path Paving Work (HMA Restoration and PCC Restoration of Driveway Aprons, Sidewalks and ADA Panels) with a Bid Waiver. (Source of Funds: ARPA Funds.) See Village Staff Memo dated May 29, 2024. (Motion listed below under the Omnibus portion of the Agenda.)

11.C. Status Report regarding: Ratification of Payment of an Invoice for Installation of Park Equipment dated May 16, 2024 from Wolf Pack Enterprises, LLC of Mokena, Illinois in the Amount of $13,546.00 (Park at 1315 South 9th Avenue), an Invoice for Installation of Park Equipment dated May 16, 2024 from Wolf Pack Enterprises, LLC of Mokena, Illinois in the Amount of $31,200.00 (Park at 1901 South 22nd Avenue), an Invoice for Installation of Park Equipment dated May 16, 2024 from Wolf Pack Enterprises, LLC of Mokena, Illinois in the Amount of $28,450.00 (Park at 5th Avenue and Lexington Street), an Invoice for Installation of Park Equipment dated April 29, 2024 from Premium Contractor Services, Inc. of Chicago, Illinois in the Amount of $7,000.00, an Invoice for Installation of Park Equipment dated May 15, 2024 from Premium Contractor Services, Inc. of Chicago, Illinois in the Amount of $20,375.00 and an Invoice for Installation of Park Equipment dated May 28, 2024 from Premium Contractor Services, Inc. of Chicago, Illinois in the Amount of $9,600.00, with a Bid Waiver. (Source of Funds: ARPA Funds). See Village Staff Memo dated May 29, 2024. (Motion listed below under the Omnibus portion of the Agenda.)

11.D. Status Report regarding: Approval of a Client Proposal dated May 7, 2024 from Currie Motors of Frankfort, Illinois for the Purchase of a 2024 Ford Police Interceptor Utility (K8A) AWD at a Cost of $43,530.00 for Use by the Code Department and Approval of the Expenditure of ARPA Funds to Secure The Vehicle from the Above Vendor or Another Vendor who can Provide the Same Vehicle at the Same or Lower Pricing with a Bid Waiver. (Source of Funds: ARPA Funds.) See Village Staff Memo dated May 10, 2024. (Motion listed below under the Omnibus portion of the Agenda.)

11.E. Status Report regarding: Approval of a Proposal dated May 16, 2024 from Morrow Brothers Ford, Inc. of Greenfield, Illinois for the Purchase of a 2024 Ford Expedition (4 Door - 4 x 4) at a Cost of $59,788.00 for Use by the Village Manager and Approval of the Expenditure of ARPA Funds to Secure The Vehicle from the Above Vendor or Another Vendor who can Provide the Same Vehicle at the Same or Lower Pricing with a Bid Waiver. (Source of Funds: ARPA Funds.) See Village Staff Memo dated May 29, 2024. (Motion listed below under the Omnibus portion of the Agenda.)

11.F. Status Report regarding: Approval of a Client Proposal dated April 25, 2024 from Currie Motors of Frankfort, Illinois for the Purchase of a 2024 Ford Police Interceptor at a Cost of $41,782.00 and a 2024 Ford F-150 Supercrew FX4 Police Responder Pickup Truck at a Cost of $56,960.00 and the Purchase of Vehicle Equipment and Accessories at a Cost of $24,782.00 and Installation Costs of $23,782.00 from CDS Office Technologies for a Total Cost of $147,306.00 and Approval of the Expenditure of ARPA Funds in an Amount Not to Exceed $150,000.00.00 to Secure These Purchases from the Above Vendors or Other Vendors who can Provide the Same Vehicles and Equipment and Accessories and Installation at the Same or Lower Pricing with a Bid Waiver. (Source of Funds: ARPA Funds.) See Village Staff Memo dated May 9, 2024. (Motion listed below under the Omnibus portion of the Agenda.)

11.G. Status Report regarding: Approval of a Client Proposal dated September 28, 2023 from Currie Motors of Frankfort, Illinois and Approval of Funding Option #5 (5-Year Lease to Own Payment Plan with a 6.260% Interest Payment) Under a Lease / Finance Agreement (Formal Proposal) dated May 16, 2024 and issued by KS State Bank (Baystone Government Finance) of Manhattan, Kansas in the Amount of $134,745.24 for the Purchase of One (1) Ford F450 Snow Fighter Truck (With Upfitting) for Use by the Public Works Department and Land and Buildings Department and Approval of the Expenditure of General Funds in an Amount of $30,316.79 to Pay the First Year Lease to Own Payment with a Bid Waiver. (Source of Funds: General Funds.) See Village Staff Memo dated June 4, 2024. (Motion listed below under the Omnibus portion of the Agenda.

11.H. Status Report regarding: Approval of an Equipment Invoice dated April 29, 2024 from McCann of Carol Stream, Illinois and Approval of Funding Option #5 (5-Year Lease to Own Payment Plan with a 6.260% Interest Payment) Under a Lease / Finance Agreement (Formal Proposal) dated May 16, 2024 and issued by KS State Bank (Baystone Government Finance) of Manhattan, Kansas in the Amount of $193,675.00 for the Purchase of 2024 Case 521G Wheel Loader for Use by the Public Works Department and Land and Buildings Department and Approval of the Expenditure of ARPA Funds in an Amount of $43,575.59 to Pay the First Year Lease to Own Payment with a Bid Waiver. (Source of Funds: ARPA Funds.) See Village Staff Memo dated June 4, 2024. (Motion listed below under the Omnibus portion of the Agenda.)

11.I. Status Report regarding: Approval of an Invoice dated April 22, 2024 from Runnion Equipment Company of Hodgkins, Illinois for the Purchase of a New Versalift VST-40 High Lift (Bucket Truck) for Use by the Public Works Department and Land and Buildings Department and Approval of the Expenditure of ARPA Funds in the Amount of $198,201.68 to Make the Purchase with a Bid Waiver. See Village Staff Memo dated May 28, 2024. (Motion listed below under the Omnibus portion of the Agenda.)

11.J. Status Report regarding: Approval of an Equipment Quote dated February 13, 2024 from Standard Equipment Company of Elmhurst, Illinois for the Purchase of a 2010 Elgin Pelican NP Street Sweeper (Stock Number Z001687) for Use by the Public Works Department and Land and Buildings Department and Approval of the Expenditure of ARPA Funds in the Amount of $98,500.00 to Make the Purchase with a Bid Waiver and with Trade-In Credit of $5,000.00 for an old Village Street Sweeper. See Village Staff Memo dated May 28, 2024. (Motion listed below under the Omnibus portion of the Agenda.)

11.K. Status Report regarding: Approval of Content Management Proposal dated October 19, 2023 and issued by Proven IT of Tinley Park, Illinois for initial Phase 1 implementation of a document management software system and related professional services for the Village Clerk’s Office for retention of all existing and future Village records utilizing the Laserfische Cloud Services in the Amount of $16,275.00 with a Bid Waiver. NOTE: Second year of software licensing and support services will cost $4,338.62. (Source of Funds: ARPA Funds). See Village Staff Memo dated June 4, 2024. (Motion listed below under the Omnibus portion of the Agenda.)

11.L. Status Report regarding: Approving an Ordinance Authorizing the Disposal of Surplus Property in the Possession of the Maywood Police Department (Bicycles, Mini-Bikes and Scooters). See Village Staff Memo dated June 4, 2024 and Village Attorney Memo dated May 29, 2024. (Ordinance listed below under the Omnibus portion of the Agenda.)

12. Village Attorney Report:

12.A. Status Report regarding: Approval of Maywood Village Code Amendments: AN ORDINANCE AMENDING THE TEXT OF THE MAYWOOD ZONING ORDINANCE RELATIVE TO FRONT YARD FENCING FOR CERTAIN TYPES OF PROPERTY. See, Village Attorney Memo dated May 29, 2024. (Ordinance listed below under the Omnibus Portion of the Agenda.)

12.B. Status Report regarding: Approval of Maywood Village Code Amendments: AN ORDINANCE AMENDING TITLE XV (LAND USAGE) OF THE MAYWOOD VILLAGE CODE TO ADD A NEW CHAPTER 161 (SENIOR HOMEOWNER IMPROVEMENT PROGRAM), A NEW CHAPTER 162 (LOW INCOME HOMEOWNER IMPROVEMENT PROGRAM), A NEW CHAPTER 163 (PRIMARY HOMEOWNER IMPROVEMENT PROGRAM) AND A NEW CHAPTER 164 (HOME CAMERA SECURITY + POLICE PARTNERSHIP PROGRAM) FOR PURPOSES OF ADOPTING AND APPROVING THOSE PROGRAMS. See, Village Attorney Memo dated May 29, 2024. (Ordinance listed below under the Omnibus Portion of the Agenda.)

12.C. Status Report regarding: Approval of Resignation And Retirement Agreement And Release Of All Claims For Joseph Escamilla, And Authorizing The Payment Of Compensation. See, Village Attorney Confidential Memo dated May 29, 2024. (Resolution listed below under the Omnibus Portion of the Agenda.)

12.D. Status Report regarding: Approval of RESOLUTION AUTHORIZING AND APPROVING A DISTRACTIVE DRIVING POLICY (POLICY NO. 601) AND A SEXUAL ABUSE POLICY (POLICY NO. 602) FOR THE VILLAGE OF MAYWOOD. See, Village Attorney Memo dated May 29, 2024. (Resolution listed below under the Omnibus Portion of the Agenda.)

12.E. Status Report regarding: Approval of RESOLUTION APPROVING A WAIVER FROM THE REQUEST FOR QUALIFICATION PROCESS UNDER SECTION 8 OF THE LOCAL GOVERNMENT PROFESSIONAL SERVICES SELECTION ACT, AND APPROVING AND AUTHORIZING THE HIRING OF _______[INSERT ARCHITECT / FIRM AT VILLAGE BOARD MEETING] AND PAYMENT OF A FEE PROPOSAL IN AN AMOUNT NOT TO EXCEED $____ [INSERT AMOUNT AT VILLAGE BOARD MEETING] FOR THE PERFORMANCE OF ARCHITECTURAL DESIGN AND CONSTRUCTION PLAN SERVICES IN ACCORDANCE WITH THE PROFESSIONAL SERVICES AGREEMENT DATED _______ [INSERT DATE] REGARDING THE PROPOSED 1100 SOUTH 11TH AVENUE BUILDING RENOVATION PROJECT (FORMER CEASEFIRE BUILDING), AND THE APPROPRIATION AND EXPENDITURE OF AMERICAN RESCUE PLAN ACT (“ARPA”) – STATE AND LOCAL FISCAL RECOVERY FUNDS TO PAY FOR THE SERVICES. See Village Attorney Memo dated May 29, 2024. (Resolution listed below under the New Business portion of the Agenda.)

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

12.K. 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.L. 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: No 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 $2,326,084.04.

14.B. Motion to Approve the Warrant List #200550 dated 6-04, 2024, in the amount of $2,068,958.07.

14.C. Motion to Waive Competitive Bidding and Approval of a Client Proposal dated May 7, 2024 from Currie Motors of Frankfort, Illinois for the Purchase of a 2024 Ford Police Interceptor Utility (K8A) AWD at a Cost of $43,530.00 for Use by the Code Department and Approval of the Expenditure of ARPA Funds to Secure The Vehicle from the Above Vendor or Another Vendor who can Provide the Same Vehicle at the Same or Lower Pricing.

14.D. Motion to Waive Competitive Bidding and Approval of a Proposal dated May 16, 2024 from Morrow Brothers Ford, Inc. of Greenfield, Illinois for the Purchase of a 2024 Ford Expedition (4 Door - 4 x 4) at a Cost of $59,788.00 for Use by the Village Manager and Approval of the Expenditure of ARPA Funds to Secure The Vehicle from the Above Vendor or Another Vendor who can Provide the Same Vehicle at the Same or Lower Pricing.

14.E. Motion to Waive Competitive Bidding and Approval of a Client Proposal dated April 25, 2024 from Currie Motors of Frankfort, Illinois for the Purchase of a 2024 Ford Police Interceptor at a Cost of $41,782.00 and a 2024 Ford F-150 Supercrew FX4 Police Responder Pickup Truck at a Cost of $56,960.00 and the Purchase of Vehicle Equipment and Accessories at a Cost of $24,782.00 and Installation Costs of $23,782.00 from CDS Office Technologies for a Total Cost of $147,306.00 and Approval of the Expenditure of ARPA Funds in an Amount Not to Exceed $150,000.00 to Secure These Vehicle Purchases from the Above Vendors or Other Vendors who can Provide the Same Vehicles and Equipment and Accessories and Installation at the Same or Lower Pricing.

14.F. Motion to Waive Competitive Bidding and Approval of an Equipment Quote dated February 13, 2024 from Standard Equipment Company of Elmhurst, Illinois for the Purchase of a 2010 Elgin Pelican NP Street Sweeper (Stock Number Z001687) for Use by the Public Works Department and Land and Buildings Department and Approval of the Expenditure of ARPA Funds in the Amount of $98,500.00 to Make the Purchase with Bid Waiver and with Trade-In Credit of $5,000.00 for an old Village Street Sweeper.

14.G. Motion to Waive Competitive Bidding and Approval of a Client Proposal dated September 28, 2023 from Currie Motors of Frankfort, Illinois and Approval of Funding Option #5 (5-Year Lease to Own Payment Plan with a 6.260% Interest Payment) Under a Lease / Finance Agreement (Formal Proposal) dated May 16, 2024 and issued by KS State Bank (Baystone Government Finance) of Manhattan, Kansas in the Amount of $134,745.24 for the Purchase of One (1) Ford F450 Snow Fighter Truck (With Upfitting) for Use by the Public Works Department and Land and Buildings Department and Approval of the Expenditure of General Funds in an Amount of $30,316.79 to Pay the First Year Lease to Own Payment.

14.H. Motion to Waive Competitive Bidding and Approval of an Equipment Invoice dated April 29, 2024 from McCann of Carol Stream, Illinois and Approval of Funding Option #5 (5-Year Lease to Own Payment Plan with a 6.260% Interest Payment) Under a Lease / Finance Agreement (Formal Proposal) dated May 16, 2024 and issued by KS State Bank (Baystone Government Finance) of Manhattan, Kansas in the Amount of $193,675.00 for the Purchase of 2024 Case 521G Wheel Loader for Use by the Public Works Department and Land and Buildings Department and Approval of the Expenditure of ARPA Funds in an Amount of $43,575.59 to Pay the First Year Lease to Own Payment.

14.I. Motion to Waive Competitive Bidding and Approval of an Invoice dated April 22, 2024 from Runnion Equipment Company of Hodgkins, Illinois for the Purchase of a New Versalift VST-40 High Lift (Bucket Truck) for Use by the Public Works Department and Land and Buildings Department and Approval of the Expenditure of ARPA Funds in the Amount of $198,201.68 to Make the Purchase.

14.J. Motion to Waive Competitive Bidding and Approval of Content Management Proposal dated October 19, 2023 and issued by Proven IT of Tinley Park, Illinois for initial Phase 1 implementation of a document management software system and related professional services for the Village Clerk’s Office for retention of all existing and future Village records utilizing the Laserfische Cloud Services in the Amount of $16,275.00 and Approval of the Expenditure of ARPA Funds to Make the Purchase.

14.K. Motion to Waive Competitive Bidding and Approval of a Proposal from G.A. Paving, LLC of Bellwood, Illinois in the Amount of $120,00.00 for the Completion of Prairie Path Paving Work (HMA Restoration and PCC Restoration of Driveway Aprons, Sidewalks and ADA Panels) and Approval of the Expenditure of ARPA Funds to Pay the Proposal.

14.L. Motion to Waive Competitive Bidding and Ratification of Payment of an Invoice for Installation of Park Equipment dated May 16, 2024 from Wolf Pack Enterprises, LLC of Mokena, Illinois in the Amount of $13,546.00 (Park at 1315 South 9th Avenue), an Invoice for Installation of Park Equipment dated May 16, 2024 from Wolf Pack Enterprises, LLC of Mokena, Illinois in the Amount of $31,200.00 (Park at 1901 South 22nd Avenue), an Invoice for Installation of Park Equipment dated May 16, 2024 from Wolf Pack Enterprises, LLC of Mokena, Illinois in the Amount of $28,450.00 (Park at 5th Avenue and Lexington Street), an Invoice for Installation of Park Equipment dated April 29, 2024 from Premium Contractor Services, Inc. of Chicago, Illinois in the Amount of $7,000.00, an Invoice for Installation of Park Equipment dated May 15, 2024 from Premium Contractor Services, Inc. of Chicago, Illinois in the Amount of $20,375.00, and an Invoice for Installation of Park Equipment dated May 28, 2024 from Premium Contractor Services, Inc. of Chicago, Illinois in the Amount of $9,600.00, and Approval of the Expenditure of ARPA Funds to Pay the Invoices.

14.M. ORDINANCE AUTHORIZING THE DISPOSAL OF SURPLUS PROPERTY IN THE POSSESSION OF THE MAYWOOD POLICE DEPARTMENT (BICYCLES, MINI-BIKES AND SCOOTERS).

14.N. ORDINANCE AMENDING THE TEXT OF THE MAYWOOD ZONING ORDINANCE RELATIVE TO FRONT YARD FENCING FOR CERTAIN TYPES OF PROPERTY

14.O. ORDINANCE AMENDING TITLE XV (LAND USAGE) OF THE MAYWOOD VILLAGE CODE TO ADD A NEW CHAPTER 161 (SENIOR HOMEOWNER IMPROVEMENT PROGRAM), A NEW CHAPTER 162 (LOW INCOME HOMEOWNER IMPROVEMENT PROGRAM), A NEW CHAPTER 163 (PRIMARY HOMEOWNER IMPROVEMENT PROGRAM) AND A NEW CHAPTER 164 (HOME CAMERA SECURITY + POLICE PARTNERSHIP PROGRAM) FOR PURPOSES OF ADOPTING AND APPROVING THOSE PROGRAMS.

14.P. RESOLUTION AUTHORIZING AND APPROVING THE EXECUTION OF THE RESIGNATION AND RETIREMENT AGREEMENT AND RELEASE OF ALL CLAIMS FOR JOSEPH ESCAMILLA, AND AUTHORIZING THE PAYMENT OF COMPENSATION (JOSEPH ESCAMILLA).

14.Q. RESOLUTION AUTHORIZING AND APPROVING A DISTRACTIVE DRIVING POLICY (POLICY NO. 601) AND A SEXUAL ABUSE POLICY (POLICY NO. 602) FOR THE VILLAGE OF MAYWOOD.

15. New Business:

15.A. RESOLUTION APPROVING A WAIVER FROM THE REQUEST FOR QUALIFICATION PROCESS UNDER SECTION 8 OF THE LOCAL GOVERNMENT PROFESSIONAL SERVICES SELECTION ACT, AND APPROVING AND AUTHORIZING THE HIRING OF _______ [INSERT ARCHITECT / FIRM AT VILLAGE BOARD MEETING] AND PAYMENT OF A FEE PROPOSAL IN AN AMOUNT NOT TO EXCEED $____ [INSERT AMOUNT AT VILLAGE BOARD MEETING] FOR THE PERFORMANCE OF ARCHITECTURAL DESIGN AND CONSTRUCTION PLAN SERVICES IN ACCORDANCE WITH THE PROFESSIONAL SERVICES AGREEMENT DATED _______ [INSERT DATE] REGARDING THE PROPOSED 1100 SOUTH 11TH AVENUE BUILDING RENOVATION PROJECT (FORMER CEASEFIRE BUILDING), AND THE APPROPRIATION AND EXPENDITURE OF AMERICAN RESCUE PLAN ACT (“ARPA”) – STATE AND LOCAL FISCAL RECOVERY FUNDS TO PAY FOR THE SERVICES

16. Old Business: None

17. Board of Trustees Comments/Information

18. For Discussion Only Items:

19. Closed Meeting Session  

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

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

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

20. Adjournment