July 18, 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 Tuesday, June 4, 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 $3,368,500.10 for June 2024.

9. Village President's Report: None

10. Village Manager's Report:  

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

10.B. Status Report regarding: Approval of An Invoice Payable to Cook County Emergency Telephone System Board (ETSB) for the Acquisition of Portable and Mobile Radios for Use by the Village of Maywood in the Amounts of $19,345.29 (Village Payment #1 Payable to Village of Broadview) and $48,582.60 (Village Payment #2 Payable to Cook County ETSB) Pursuant to a Memorandum of Understanding for Cost Sharing Entered Into With Other Regional Village Fire Departments and Fire Protection Districts as Approved by Village Resolution No. R-2023-69: Resolution Authorizing The Approval And Execution Of A Memorandum Of Understanding (MOU) With Participating Regional Fire Departments And Fire Protection Districts Relative To The Multiple Fire Department Joint Application For Purchase Of New Portable Radios. (Funding Source: 2022 FEMA Assistance to Firefighter Grant Fund.) See Village Staff Memo dated June 21, 2024. (Motion listed below under the Omnibus portion of the Agenda).

10.C. Status Report regarding: Approval of a Quotation dated July 3, 2024 and issued by O’Leary’s Contractors Equipment and Supply of Chicago, Illinois in the Amount of $92,984.00 for the Purchase of Four (4) Light Towers (Wanco WLTT-4MK 106K Compact Diesel Light Tower Model with Kubota D1005 Engine and 6k W Generator with Optional Upgrades – 350W LED Floodlights) and Two (2) Message Boards (Wanco WVTM(A) Mini Matrix Message Boards with Hydraulic Lifts with Full Matrix Display with Display Area of 55 inches x 96 inches) as Requested by the Maywood Department of Homeland Security, with a Bid Waiver.  (Source of Funds: ARPA Funds.) See Village Staff Memo dated July 18, 2024. (Motion listed below under the Omnibus portion of the Agenda).

10.D. Status Report regarding: Approval of a Purchase of Two (2) Replacement Ford Explorer AWD Police Squad Vehicles from Asia Motors of Melrose Park, Illinois (One 2020 Ford Explorer AWD at a Purchase Price of $28,795) and Chicago Motors, Inc. of Chicago, Illinois (One 2021 Ford Explorer AWD at a Purchase Price of $29,995) with additional costs related to transfer fees and installation of the emergency lights and equipment ($6,221.84 per vehicle) and decal marking and striping ($1,100.00 per vehicle) for a Total Purchase Price of $73,433.68. After the application of the funds received for the damaged vehicles, the adjusted total cost to the Village to purchase the two (2) replacement vehicles will be $17,558.24. The vehicle replacements are necessary due to the total loss of use of Two (2) Ford Explorer Police Squad Vehicles involved in accidents. The Village received $26,025.00 and $29,850.00 from IPMG, the Village’s third party claims administrator, as a payout of the remaining value of the damaged vehicles. The Purchase will be subject to a Bid Waiver. (Source of Funds: General Funds.) See Village Staff Memo dated July 18, 2024. (Motion listed below under the Omnibus portion of the Agenda).

10.E. Status Report regarding: Approval of a Proposal from McGrath Consulting Group, Inc. regarding Comprehensive Appraisal of Maywood Fire Department Operations dated January 2024, with a Consultant Fee of $34,875.00. (Source of Funds: General Funds.) See Village Staff Memo dated July 18, 2024. (Motion listed below under the Omnibus portion of the Agenda).

10.F. Status Report regarding: Approval of a Proposal / Construction Contract with G.A. Paving, LLC of Bellwood, Illinois for the Pavement of Alleys Within the Village of Maywood and Approval of Expenditure of ARPA Funds to Pay for the Project Work With a Waiver of the Competitive Bidding Process (Contract Price: $850,000.00). (Source of Funds: ARPA Funds.) See Village Staff Memo dated July 11, 2024 and Village Attorney Memo dated July 10, 2024. (Ordinance listed below under the Omnibus portion of the Agenda).

10.G. Status Report regarding: Approval of Demolition Contract Proposals With Low Bidder Master Guys Demolition, Inc. Of Hickory Hills, Illinois To Demolish Vacant, Severely Dilapidated Village-Owned Structures At The 1101 South 1st Avenue Property And The 1105 South 1st Avenue Property Located Within The Madison Street / Fifth Avenue TIF District with Bid Waiver In Lieu Of Solicitation Of Competitive Proposals. Demolition Contract Price of $35,600.00 for 1101 South 1st Avenue Property and Demolition Contract Price of $35,600.00 for 1105 South 1st Avenue Property. (Source of Funds: Madison Street / Fifth Avenue TIF District Funds.) See Village Staff Memo dated July 18, 2024 and Village Attorney Memo dated July 10, 2024. (Ordinance listed below under the Omnibus portion of the Agenda).

10.H. Status Report regarding: Approval of Demolition Contract Proposals With Low Bidder Master Guys Demolition, Inc. Of Hickory Hills, Illinois To Demolish Vacant, Unsafe and Severely Dilapidated Privately Owned Structures At the 1412 South 7th Avenue Property, 31 North 8th Avenue Property, 623 South 16th Avenue Property and 149 South 18th Avenue Property. Demolition Contract Price of $35,600.00 for 1412 South 7th Avenue Property, Demolition Contract Price of $35,600.00 for 31 North 8th Avenue Property, Demolition Contract Price of $35,600.00 for 623 South 16th Avenue Property and Demolition Contract Price of $27,100.00 for 149 South 18th Avenue Property. (Source of Funding: Illinois Housing Development Authority’s Strong Communities Program Grant Funds.) See Village Staff Memo dated July 18, 2024 and Village Attorney Memo dated July 10, 2024. (Resolution listed below under the Omnibus portion of the Agenda).

10.I. Status Report regarding: Approval of Invoice dated July 9, 2024 and issued by F&J Dimensions of Northlake, Illinois in an Amount of $23,500.00 for the remodeling of the women’s washroom located on the Second Floor of Village Hall with a Bid Waiver. (Source of Funds: General Fund.) See Village Staff Memo dated July 10, 2024. (Motion listed below under the Omnibus portion of the Agenda).

10.J. Status Report regarding: Approval of Invoice dated July 9, 2024 and issued by F&J Dimensions of Northlake, Illinois in an Amount of $25,250.00 for the remodeling of the men’s washroom located on the Second Floor of Village Hall with a Bid Waiver. (Source of Funds: General Fund.) See Village Staff Memo dated July 10, 2024. (Motion listed below under the Omnibus portion of the Agenda).

10.K. Status Report regarding: Approval of Job Proposal dated June 23, 2024 and issued by Gino’s Heating & Plumbing, Inc. of Broadview, Illinois in an Amount of $19,337.10 for emergency sewer repair work within the 2nd Avenue right-of-way adjacent to 212 North 2nd Avenue property with a Bid Waiver.  (Source of Funds: General Fund or Water and Sewer Fund.) See Village Staff Memo dated July 9, 2024. (Motion listed below under the Omnibus portion of the Agenda).

10.L. Status Report regarding: Approval of Job Proposal dated July 3, 2024 and issued by Gino’s Heating & Plumbing, Inc. of Broadview, Illinois in an Amount of $43,949.23 for emergency water main repair work within the 17th Avenue right-of-way adjacent to the 1006 South 17th Avenue property with a Bid Waiver. (Source of Funds: General Fund or Water and Sewer Fund.) See Village Staff Memo dated July 9, 2024. (Motion listed below under the Omnibus portion of the Agenda).

10.M. Status Report regarding: Approval of Invoice dated July 8, 2024 and issued by Rz Services Inc. of Palos Hills, Illinois in an Amount of $57,112.23 for HVAC Unit Repair Work at the Maywood Water Pump Station with a Bid Waiver. (Source of Funds: General Fund or Water and Sewer Fund.) See Village Staff Memo dated July 9, 2024. (Motion listed below under the Omnibus portion of the Agenda).

10.N. Status Report regarding: Approval of Invoice dated July 9, 2024 and issued by F&J Dimensions of Northlake, Illinois in an Amount of $27,000.00 for the remodeling of the interior of the Maywood Water Pump Station to comply with IEPA inspection items with a Bid Waiver. (Source of Funds: General Fund or Water and Sewer Fund.) See Village Staff Memo dated July 10, 2024. (Motion listed below under the Omnibus portion of the Agenda).

10.O. Status Report regarding: Approval of Contract Proposal dated May 24, 2024 and issued by TWiG Technologies, LLC of Shorewood, Illinois in an Amount not-to-exceed $35,000.00 for the performance of a streetlight audit and assessment to prepare an inventory and database of Village streetlights and other Village light fixtures for the purpose of developing a scope of work and schedule for Village-owned light fixture replacement. (Source of Funds: ARPA Funds.) See Village Staff Memo dated July 10, 2024. (Motion listed below under the Omnibus portion of the Agenda).

10.P. Status Report regarding: Acceptance of the Village Manager’s Recommendation to Award the Performance of Phase III Construction Engineering Services for the 19th Avenue Improvements Project Under the Federal Surface Transportation Program (“STP”) to the highest ranked, qualified, responsive submitter, Hancock Engineering Company, after the Completion of a QBS (RFQ) Evaluation Process and to Direct Hancock Engineering Company to Provide a Professional Services Agreement for Village Board Approval to Ratify the Award of the Phase III Construction Engineering Services for the Project. (Source of Funds: STP Funds.) See Village Staff Memo dated July 11, 2024. (Motion listed below under the Omnibus portion of the Agenda).

10.Q. Status Report regarding: Approval of an Invoice dated July 11, 2024 and issued by Premium Contractor Services, Inc. of Chicago, Illinois in an Amount not-to-exceed $35,000.00 for the purchase and installation of dog park fence and gates, ground cover, benches and shade areas, water stations, waste stations, signage and smart access hardware for the dog park to be constructed at Water Works Park with a Bid Waiver. (Source of Funds: ARPA Funds and other available grant funds and Village funds Funds.) See Village Staff Memo dated July 11, 2024. (Motion listed below under the Omnibus portion of the Agenda).

11. Village Attorney Report:   

11.A. Status Report regarding: Approval to Direct Edelson Law Firm, on behalf of the Village of Maywood, to complete the “Opt-In” Registration and complete and submit a Proof of Claim form in the National Opioid Settlement with Kroger Co. so that the Village can participate in and receive apportioned funds according to the Illinois Allocation Agreement. (Motion listed below under the Omnibus Portion of the Agenda).

11.B. Status Report regarding: Approval of Maywood Village Zoning Code Amendment Ordinance updating Spacing Requirements for Personal Care Establishment Regulations. See Village Attorney Memo dated July 10, 2024. (Ordinance listed below under the Omnibus portion of the Agenda).

11.C. Status Report regarding: Approval of Settlement Agreement between Jane R. Flanagan, Director of Labor and Illinois Department of Labor v. Village of Maywood – Maywood Fire Department, IDOL File 17095. (Resolution listed below under the Omnibus portion of the Agenda).

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

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

11.D.1)a. Public Meeting Date:  February 21, 2024

11.D.1)b. Anticipated Joine Board of Review Meeting Date:  TBD

11.D.1)c. Anticipated Public Hearing Date: TBD

11.D.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.

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

11.E.1) Public Meeting Date: April 30, 2024.

11.E.2) Anticipated Joint Board of Review Meeting Date: TBD

11.E.3) Anticipated Public Hearing Date: TBD

11.E.4) TIF Plan will be made available to the public by TBD

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

11.F.1) Public Meeting Date: February 21, 2024.

11.F.2) Anticipated Joint Board of Review Meeting Date: TBD

11.F.3) Anticipated Public Hearing Date: TBD

11.F.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.

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

11.G.1)  Public Meeting Date: April 30, 2024.

11.G.2) Anticipated Joint Board of Review Meeting Date: TBD

11.G.3) Anticipated Public Hearing Date: TBD

11.G.4) TIF Plan will be made available to the public by TBD

11.H. 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.

11.I. 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).

12. Public Comments:

13. SPECIAL VILLAGE BOARD MEETING AGENDA ITEMS:

14. Trustee Committee Reports:

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

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

14.C. Fiscal Accountability & Government Transparency Committee.  No Report

14.D. Infrastructure & Sustainability Committee: No Report

14.E. Ordinance & Policy Committee:  No Report

14.F. Planning & Development Committee:  No Report

15. Omnibus Agenda Items:

15.A. Motion to Approve the Monthly Financial Report in the amount of $3,368,500.10.

15.B. Motion to Approve the Warrant List #200551 dated June 30, 2024, in the amount of $2,558,787.66.

15.C. Motion to Authorize and Direct the Edelson Law Firm, on behalf of the Village of Maywood, to complete the “Opt-In” Registration and complete and submit a Proof of Claim form in the National Opioid Settlement with Kroger Co. so that the Village can participate in and receive apportioned funds according to the Illinois Allocation Agreement

15.D. Motion to Authorize and Approve the Execution of An Invoice Payable to Cook County Emergency Telephone System Board (ETSB) for the Acquisition of Portable and Mobile Radios for Use by the Village of Maywood in the Amounts of $19,345.29 (Village Payment #1 Payable to Village of Broadview) and $48,582.60 (Village Payment #2 Payable to Cook County ETSB) Pursuant to a Memorandum of Understanding for Cost Sharing Entered Into With Other Regional Village Fire Departments and Fire Protection Districts as Approved by Village Resolution No. R-2023-69 (Resolution Authorizing The Approval And Execution Of A Memorandum Of Understanding (MOU) With Participating Regional Fire Departments And Fire Protection Districts Relative To The Multiple Fire Department Joint Application For Purchase Of New Portable Radios).

15.E. Motion to Waive Competitive Bidding and Authorize and Approve the Execution of a Quotation dated July 3, 2024 and issued by O’Leary’s Contractors Equipment and Supply of Chicago, Illinois in the Amount of $92,984.00 for the Purchase of Four (4) Light Towers (Wanco WLTT-4MK 106K Compact Diesel Light Tower Model with Kubota D1005 Engine and 6k W Generator with Optional Upgrades - 350W LED Floodlights) and Two (2) Message Boards (Wanco WVTM(A) Mini Matrix Message Boards with Hydraulic Lifts with Full Matrix Display with Display Area of 55 inches x 96 inches) as Requested by the Maywood Department of Homeland Security and Approval of the Expenditure of ARPA Funds to Purchase The Equipment

15.F. Motion to Waive Competitive Bidding and Authorize and Approve the Execution of the Purchase of Two (2) Replacement Ford Explorer AWD Police Squad Vehicles from Asia Motors of Melrose Park, Illinois (One 2020 Ford Explorer AWD at a Purchase Price of $28,795) and Chicago Motors, Inc. of Chicago, Illinois (One 2021 Ford Explorer AWD at a Purchase Price of $29,995), with additional costs related to transfer and installation fees for the emergency lights and equipment ($6,221.84 per vehicle) and decal marking and striping ($1,100.00 per vehicle) for a Total Purchase Price of $73,433.68

15.G. ORDINANCE AUTHORIZING A WAIVER OF THE COMPETITIVE BID PROCESS IN LIEU OF SOLICITATION OF COMPETITIVE PROPOSALS AND AUTHORIZING THE APPROVAL AND EXECUTION OF A LOW BID PROPOSAL AND CONSTRUCTION AGREEMENT WITH THE LOW BIDDER G.A. PAVING, LLC OF BELLWOOD, ILLINOIS FOR THE COMPLETION OF THE 2024 MAYWOOD ALLEY IMPROVEMENT PROJECT, AND THE APPROPRIATION AND EXPENDITURE OF AMERICAN RESCUE PLAN ACT (“ARPA”) – STATE AND LOCAL FISCAL RECOVERY FUNDS (ASSISTANCE LISTING NUMBER 21.027) PROVIDED UNDER A 2024 SUBRECIPIENT AGREEMENT THROUGH THE INVEST IN COOK (“IIC”) PROGRAM TO PAY FOR THE ALLEY IMPROVEMENTS (Project Cost: $850,000.00).

15.H. ORDINANCE AUTHORIZING A WAIVER OF THE COMPETITIVE BID PROCESS IN LIEU OF SOLICITATION OF COMPETITIVE PROPOSALS, AND AUTHORIZING THE APPROVAL AND EXECUTION OF DEMOLITION CONTRACT PROPOSALS WITH LOW BIDDER MASTER GUYS DEMOLITION, INC. OF HICKORY HILLS, ILLINOIS TO DEMOLISH VACANT, SEVERELY DILAPIDATED VILLAGE-OWNED  STRUCTURES AT THE 1101 SOUTH 1ST AVENUE PROPERTY AND THE 1105 SOUTH 1ST 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 TO PAY FOR TIF ELIGIBLE REDEVELOPMENT COSTS RELATED TO THE DEMOLITION WORK (Demolition Contract Price of $35,600.00  for the 1101 South 1st Avenue Property and Demolition Contract Price of $35,600.00  for the 1105 South 1st Avenue Property).

15.I. ORDINANCE AMENDING SUBSECTION 11.3.T. (GENERIC USE STANDARDS; PERSONAL CARE ESTABLISHMENTS) OF THE MAYWOOD ZONING ORDINANCE RELATIVE TO SPACING REQUIREMENTS FOR PERSONAL CARE ESTABLISHMENTS

15.J. RESOLUTION AUTHORIZING AND APPROVING THE EXECUTION OF THE SETTLEMENT AGREEMENT FOR FLANAGAN, DIRECTOR OF LABOR AND ILLINOIS DEPARTMENT OF LABOR V. VILLAGE OF MAYWOOD – MAYWOOD FIRE DEPARTMENT, IDOL FILE 1709556 (OSHA CITATION)

15.K. RESOLUTION AUTHORIZING A WAIVER OF THE COMPETITIVE BID PROCESS IN LIEU OF SOLICITATION OF COMPETITIVE PROPOSALS AND AUTHORIZING THE APPROVAL AND EXECUTION OF EMERGENCY DEMOLITION BIDS AND DEMOLITION CONTRACT WITH LOW BIDDER MASTER GUYS DEMOLITION, INC. TO DEMOLISH CERTAIN ABANDONED, DILAPIDATED STRUCTURES AND APPROVING THE USE OF GRANT FUNDS FROM THE ILLINOIS HOUSING DEVELOPMENT AUTHORITY’S STRONG COMMUNITIES PROGRAM TO PAY FOR THE DEMOLITION WORK (Demolition Contract Price of $35,600.00 for the 1412 South 7th Avenue Property, Demolition Contract Price of $35,600.00 for the 31 North 8th Avenue Property, Demolition Contract Price of $35,600.00 for the 623 South 16th Avenue Property and Demolition Contract Price of $27,100.00 for the 149 South 18th Avenue Property).

15.L. Motion to Waive Competitive Bidding and Authorize and Approve the Execution of an Invoice dated July 9, 2024 and issued by F&J Dimensions of Northlake, Illinois in an Amount of $23,500.00 for the remodeling of the women’s washroom located on the Second Floor of Village Hall

15.M. Motion to Waive Competitive Bidding and Authorize and Approve the Execution of an Invoice dated July 9, 2024 and issued by F&J Dimensions of Northlake, Illinois in an Amount of $25,250.00 for the remodeling of the men’s washroom located on the Second Floor of Village Hall

15.N. Motion to Waive Competitive Bidding and Authorize and Approve the Execution of a Job Proposal dated June 23, 2024 and issued by Gino’s Heating & Plumbing, Inc. of Broadview, Illinois in an Amount of $19,337.10 for emergency sewer repair work within the 2nd Avenue right-of-way adjacent to 212 North 2nd Avenue property

15.O. Motion to Waive Competitive Bidding and Authorize and Approve the Execution of a Job Proposal dated July 3, 2024 and issued by Gino’s Heating & Plumbing, Inc. of Broadview, Illinois in an Amount of $43,949.23 for emergency water main repair work within the 17th Avenue right-of-way adjacent to the 1006 South 17th Avenue property

15.P. Motion to Waive Competitive Bidding and Authorize and Approve the Execution of an Invoice dated July 8, 2024 and issued by Rz Services Inc. of Palos Hills, Illinois in an Amount of $57,112.23 for HVAC Unit Repair Work at the Maywood Water Pump Station

15.Q. Motion to Waive Competitive Bidding and Authorize and Approve the Execution of an Invoice dated July 9, 2024 and issued by F&J Dimensions of Northlake, Illinois in an Amount of $27,000.00 for the remodeling of the interior of the Maywood Water Pump Station to comply with IEPA inspection items

15.R. Motion to Waive Competitive Bidding and Authorize and Approve the Execution of a Contract Proposal dated May 24, 2024 and issued by TWiG Technologies, LLC of Shorewood, Illinois in an Amount not-to-exceed $35,000.00 for the performance of a streetlight audit and assessment to prepare an inventory and database of Village streetlights and other Village light fixtures for the purpose of developing a scope of work and schedule for Village-owned light fixture replacement

15.S. Motion to Accept the Village Manager’s Recommendation to Award the Performance of Phase III Construction Engineering Services for the 19th Avenue Improvements Project Under the Federal Surface Transportation Program to the highest ranked, qualified, responsive submitter, Hancock Engineering Company, after the Completion of a Request For Proposal Evaluation Process and to Direct Hancock Engineering Company to Provide a Professional Services Agreement for Village Board Approval to Ratify the Award of the Phase III Construction Engineering Services for the Project.

15.T. Motion to Waive Competitive Bidding and Authorize and Approve the Execution of an Invoice dated July 11, 2024 and issued by Premium Contractor Services, Inc. of Chicago, Illinois in an Amount not-to-exceed $35,000.00 for the purchase and installation of a dog park fence and gates, ground cover, benches and shade areas, water stations, waste stations, signage and smart access hardware for the dog park to be constructed at Water Works Park and the expenditure of ARPA Funds and other available grant funds and Village funds to pay for the Project.

16. New Business: None

17. Old Business:

17.A. Motion to Authorize and Approve the Execution of a Proposal from McGrath Consulting Group, Inc. regarding Comprehensive Appraisal of Maywood Fire Department Operations dated January 2024 with a Consultant Fee of $34,875.00

18. Board of Trustees Comments/Information

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