April 18, 2023 at 7:00 PM - Committee of the Whole and 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, the Special Board Meeting and the Public Hearing FY 2023/2024 Budget of the Board of Trustees on Tuesday, March 14, 2023.

6. Oaths, Reports, Proclamations, Announcements and Appointments

7. Recess into Public Hearing - See Posted Agenda - 45 Day Extension of Temporary 180-Day Moratorium regarding the Location, Development, Installation, Construction, Licensing and Operation of New Barber Shops, Hair Salons, Nail Shops, Live Music Permits, Pop-up Retail Stores, Special Event Spaces, Tobacco Shops and Fast-Food Restaurants in the Village of Maywood (New Moratorium Expiration Date:  July 19, 2023).

8. COMMITTEE OF THE WHOLE AGENDA ITEMS:

9. Finance Management Reports:

9.A. Financial Analysis for the month ending March 31, 2023.

9.B. Financial Report in the amount of $2,805,264.93.

10. Village President's Report:

10.A. Cities Addressing Fees and Fines Equitably (CAFFE)

10.B. Approval of Fiscal Year 2023 / Fiscal Year 2024 Village of Maywood Budget (May 1, 2023 through April 30, 2024) under Omnibus Agenda (Public Hearing conducted on March 14, 2023).

10.C. Memorandum of Agreement with Safer Foundation Relative to the Road Home Grant (Austin) Program to Operate the Village of Maywood - Clean City Crew Program.

11. Public Comments:

12. Village Manager's Report:

12.A. Monthly report(s) by Village Manager.

12.B. Maintenance and Cleaning Proposal dated 9.15.2022 of the Police Department Shooting Range by Best Technologies (Contract Price: $5,110.00).  See, Village Staff Memo dated April 11, 2023.  (Listed below under the Omnibus Portion of the Agenda).

12.C. Status Report regarding: Purchase of Rain Gear for Public Works Employees per Quotation dated 3.24.2023 from Air One Equipment, Inc. (Contract Price: $6,336.00). See, Village Staff Memo dated April 4, 2023. (Listed below under the Omnibus Portion of the Agenda).

12.D. Status Report regarding: Purchase Lease Agreement with Tax Exempt Leasing Corp. of Libertyville, Illinois in the Amount of $568,940.00 for a New Vactor Combination Sewer Cleaning Truck with an International Chassis for use by the Water Department / Public Works Department with a Bid Waiver. See, Village Staff Memo dated April 11, 2023, and Authorizing Resolution from Klein, Thorpe and Jenkins, Ltd. (Listed below under the Omnibus Portion of the Agenda).

12.E. Status Report regarding: Purchase of Generac Generator per Quote dated 3.28.2023 from Penco Electric, Inc. of Niles, Illinois in the amount of $11,397.19 for installation and use at Maywood Fire Department Station No. 2. See Village Staff Memo dated April 18, 2023. (Listed below under the Omnibus Portion of the Agenda).

12.F. Status Report regarding: Purchase and Installation of Ethernet Wiring for 30 Madison Street (Village Hall), 200 South 5th Avenue Building, Police Station, Fire Station No, 1 and Fire Station No. 2  at a price not to exceed $31,950.00 using one or both contractors -- Tapped In Inc. and Proven IT – to do the work, with Bid Waiver (Proposals Solicited from Tapped In Inc. and Proven IT). See Village Staff Memo dated April 18, 2023. (Listed below under the Omnibus Portion of the Agenda).

12.G. Status Report regarding: Low Bid Response and Construction Agreement with Schroeder Asphalt Services, Inc. to complete the 2023 CDBG Roadway Improvements Project. Project Location: 19th Avenue from Van Buren Street to Winfield Scott Park, Huron Street from 5th Avenue to 4th Avenue, and 6th Avenue from Hugh Muir Lane to Walton Street; Project Cost: $324,125.80; Project Funding: CDBG Funds and General Corporate Funds. See Village Engineer Memo dated March 31, 2023, and Authorization Resolution and Cover Memo dated April 12, 2023 from Klein, Thorpe and Jenkins, Ltd.  (Authorization Resolution listed below under the Omnibus Portion of the Agenda).

12.H. Status Report regarding: Low Bid Response and Construction Agreement with Schroeder Asphalt Services, Inc. to Complete 2022 Roadway Improvements Project – Contract “B”. Project Location: Portions of 4th Avenue from Washington Boulevard to Oak Street; Project Cost: $805,058.50; Project Funding: Madison Street / 5th Avenue TIF District Funds. See Village Engineer Memo dated March 31, 2023, and Authorization Ordinance and Cover Memo dated April 12, 2023 from Klein, Thorpe and Jenkins, Ltd. (Authorization Ordinance listed below under the Omnibus Portion of the Agenda).

12.I. Status Report regarding: Low Bid Response and Agreement with Comprehensive Construction Solutions, LLC for Sewer Cleaning and Televising Services Relative to 2023 Sewer Cleaning and Televising Project; Project Funding: Madison Street / 5th Avenue TIF District Funds and Village General Corporate Funds; Project Cost: $75,297.00; Project Description: Cleaning and Televising of Combined Sewers. See Village Engineer Memo dated March 31, 2023, and Authorization Ordinance and Cover Memo dated April 12, 2023 from Klein, Thorpe and Jenkins, Ltd. (Authorization Ordinance listed below under the Omnibus Portion of the Agenda).

12.J. Status Report regarding: Low Bid Response and Agreement with Denler, Inc. for 2023 Crack Filling Program. Project Location: Roadways Throughout the Village; Project Cost: $25,050.00; Project Funding: General Corporate Funds. See Village Engineer Memo dated March 31, 2023, and Authorization Resolution and Cover Memo dated April 12, 2023 from Klein, Thorpe and Jenkins, Ltd. (Authorization Resolution listed below under the Omnibus Portion of the Agenda).

12.K. Status Report regarding: Low Bid Response and Agreement with Homer Tree Care, Inc. for 2023 Tree Removal Program. Project Location: Throughout the Village; Project Cost: $63,000.00; Project Funding: General Corporate Funds. See Village Engineer Memo dated March 31, 2023, Authorization Resolution and Cover Memo dated April 12, 2023 from Klein, Thorpe and Jenkins, Ltd. (Authorization Resolution listed below under the Omnibus Portion of the Agenda).

12.L. Status Report Regarding: Low Bid Response and Agreement with Schroeder Asphalt Services, Inc. for the 2023 Asphalt Pavement Patching Program.  Project Location:  Throughout the Village; Project Cost:  $61,101.50; Project Funding:  General Corporate Funds.  See Village Engineer Memo dated March 31, 2023, and Authorization Resolution and Cover Memo dated April 12, 2023 from Klein, Thorpe and Jenkins, Ltd.  (Authorization Resolution listed below under the Omnibus Portion of the Agenda).

12.M. Status Report regarding: Low Bid Response and Construction Agreement with M&J Asphalt Paving Co., Inc. for 2023 Concrete Pavement Patching Program (Project Cost: $108,207.20; Project Description: Concrete Street Pavement Patching Work Throughout the Village) See Village Engineer Memo dated April 2, 2023, and Authorization Ordinance and Cover Memo dated April 12, 2023 from Klein, Thorpe and Jenkins, Ltd. (Authorization Ordinance listed below under the Omnibus Portion of the Agenda). 

12.N. Status Report regarding: Change to Mitigation Rates for Structure and Vehicle Fire Incidents to Services Agreement with Fire Recovery USA, LLC. See Authorization Resolution and Cover Memo dated April 12, 2023 from Klein, Thorpe and Jenkins, Ltd. (Authorization Resolution listed below under the Omnibus Portion of the Agenda).

12.O. Status Report regarding: Village Photocopier Lease Program: Current Photocopier Lease Program with Konica Minolta expired March 19, 2023, now as a month-to-month contract arrangement; Solicitation of Competitive Proposals by Village Resulted in Proposals being Submitted from Three (3) Chicagoland Area Firms. Village Staff Recommendation: Reject all Bids / Proposals, Purchase 16 Photocopiers from Konica Minolta that are Part of the Village’s Current Konica Minolta Photocopier Lease Program and Waive the Competitive Bidding Process and Authorize the Village Manager to Solicit and Negotiate Proposals for Lease Agreement for Three (3) High Volume Photocopiers, Service Agreements for E-Fax and File Storage Platforms, and Maintenance Agreement for Purchased Photocopiers / Printers for Village Board Approval. See Village Staff Memo dated April 18, 2023. (Listed below under the Omnibus Portion of the Agenda).

12.P. Status Report regarding: Renewal of Employee Health and Benefits Insurance Plan, Property and Casualty (Comprehensive Liability) Insurance Coverage, and Workers Compensation Insurance Coverage. See Village Staff Memo dated April 18, 2023 (Listed below under the Omnibus Portion of the Agenda).

12.Q. Moratorium Information Packet  - Plan Commission.

13. Village Attorney Report:   

13.A. Status Report regarding: Maywood Public Library District Payment Request for its share of the State Personal Property Replacement Taxes ($270,718.72) Relative to Allocations for Years 2021, 2022 and 2023. See Authorizing Resolution and Cover Memo dated April 12, 2023 from Klein, Thorpe and Jenkins, Ltd. (Authorization Resolution listed below under the Omnibus Portion of the Agenda).

13.B. Status Report regarding: Code Amendment Ordinance to Address Fly Dumping and Penalties for Fly Dumping (Fines and Vehicle Impoundments). See Ordinance and Cover Memo dated April 12, 2023 from Klein, Thorpe and Jenkins, Ltd. (Ordinance listed below under the Omnibus Portion of the Agenda). 

13.C. Status Report regarding: First Amendment to Redevelopment Agreement for Sale and Redevelopment of Real Property Commonly Known as 1000 South 19th Avenue Pursuant to the Maywood Tax Reactivation Program (Purchaser: 1900 Maywood LLC). See Village Staff Memo dated April ___, 2023 and Memo dated April 12, 2023 from Klein, Thorpe and Jenkins, Ltd. (Listed below under the Omnibus Portion of the Agenda). MAM

13.D. Status Report regarding: Economic Incentive and Tax Increment Allocation Financing Development Agreement with 1700-1704 S 1st, LLC (Vequity) for Redevelopment of 1700 to 1718 South 1st Avenue Properties for Land Acquisition, Building Rehabilitation, and Parking Lot Improvements at 1700 to 1718  South 1st Avenue Properties for Single Tenant Retail / Restaurant Use with Drive-Thru Facility. See Village Staff Memo dated April 11, 2023 and Cover Memo dated April 12, 2023 from Klein, Thorpe and Jenkins, Ltd.  

13.E. Status Report regarding: Village Board Turnover and Oaths of Office Based on April 4, 2023 Municipal Elections. See, Memo dated April 12, 2023 from Klein, Thorpe and Jenkins, Ltd.

14. Trustee Committee Reports:

14.A. Community Policing & Public Safety Committee: 

14.A.1) Status Report regarding: Code Amendment Ordinance to Increase Fines and Impose Impoundment of Vehicle Penalty on Fly Dumping. See cover memo dated April 12, 2023 from Klein, Thorpe and Jenkins, Ltd. (Listed below under the Omnibus Portion of the Agenda).

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. SPECIAL VILLAGE BOARD MEETING AGENDA ITEMS:

16. Omnibus Agenda Items:

16.A. Motion to Approve the Monthly Financial Report in the amount of $2,805,264.93.

16.B. Motion to Approve the Warrant List #200536 dated through April 12, 2023 in the amount of $2,092,398.79.

16.C. Motion to Approve and Authorize Expenditure of Village General Corporate Funds for Payment of Police Department Gun Range Maintenance and Cleaning Proposal dated 9.15.2022 from Best Technologies of Plainfield, Illinois in the amount of $5,110.00.

16.D. Motion to Approve and Authorize Expenditure of Village General Corporate Funds for Payment of Quotation dated 3.24.2023 from Air One Equipment, Inc. of South Elgin, Illinois in the amount $6,336.00 for Rain Gear for Public Works Employees.

16.E. Motion to Waive the Competitive Bidding Process and Approve and Authorize Expenditure of Village General Corporate Funds in the amount not to exceed $31,950.00 for the Purchase and Installation of Ethernet Wiring for 30 Madison Street (Village Hall), 200 South 5th Avenue Building, Police Station, Fire Station No, 1 and Fire Station No. 2  with direction to the Village Manager to use one or both contractors (Tapped In Inc. and Proven IT) to do the work.

16.F. Motion to Approve and Authorize Expenditure of Village General Corporate Funds for Purchase of a Generac Generator from Penco Electric, Inc. of Niles, Illinois in the amount of $11,397.19 for installation and use at Maywood Fire Department Station No. 2.

16.G. Motion to Reject all Bids / Proposals, Purchase 16 Photocopiers from Konica Minolta that are Part of the Village’s Current Konica Minolta Photocopier Lease Program and Waive the Competitive Bidding Process and Authorize the Village Manager to Solicit and Negotiate Proposals for Lease Agreement for 3 High Volume Photocopiers, Service Agreements for E-Fax and File Storage Platforms and Maintenance Agreement for Purchased Photocopiers / Printers for Village Board Approval.

16.H. Motion to Approve and Authorize Expenditure of Village General Corporate Funds for Renewal of Employee Health and Benefits Insurance Plan at a variable cost of $4,021,359.00 and Property and Casualty (Comprehensive Liability) Insurance Coverage, Workers Compensation Insurance Coverage, and Excess Liability Insurance at a premium cost in an amount not to exceed $1,366,750.00, per Village Insurance Broker’s Report dated April 2023.

16.I. RESOLUTION AUTHORIZING AND APPROVING THE EXECUTION OF A LOW BID RESPONSE AND CONSTRUCTION AGREEMENT BETWEEN THE VILLAGE OF MAYWOOD AND SCHROEDER ASPHALT SERVICES, INC. IN THE AMOUNT OF $324,125.80 TO COMPLETE THE 2023 CDBG ROADWAY IMPROVEMENTS PROJECT AND AUTHORIZING THE EXPENDITURE OF COMMUNITY DEVELOPMENT BLOCK GRANT PROGRAM FUNDS AND VILLAGE GENERAL CORPORATE FUNDS TO PAY FOR THE CONSTRUCTION WORK.

16.J. 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 $25,050.00 TO COMPLETE THE 2023 CRACK FILLING PROGRAM AND AUTHORIZING THE EXPENDITURE OF VILLAGE GENERAL CORPORATE FUNDS TO PAY FOR THE WORK.

16.K. RESOLUTION AUTHORIZING AND APPROVING THE EXECUTION OF A LOW BID RESPONSE AND AGREEMENT BETWEEN THE VILLAGE OF MAYWOOD AND HOMER TREE CARE, INC. IN THE AMOUNT OF $63,000.00 TO COMPLETE THE 2023 TREE REMOVAL PROGRAM AND AUTHORIZING THE EXPENDITURE OF VILLAGE GENERAL CORPORATE FUNDS TO PAY FOR THE WORK.

16.L. RESOLUTION AUTHORIZING AND APPROVING THE EXECUTION OF A LOW BID RESPONSE AND AGREEMENT BETWEEN THE VILLAGE OF MAYWOOD AND SCHROEDER ASPHALT SERVICES, INC. IN THE AMOUNT OF $61,101.50 TO COMPLETE THE 2023 ASPHALT PAVEMENT PATCHING PROGRAM AND AUTHORIZING THE EXPENDITURE OF VILLAGE GENERAL CORPORATE FUNDS TO PAY FOR THE WORK.

16.M. RESOLUTION AUTHORIZING AND APPROVING THE PAYMENT REQUEST OF MAYWOOD PUBLIC LIBRARY DISTRICT FOR ITS SHARE OF THE STATE PERSONAL PROPERTY REPLACEMENT TAXES IN THE AMOUNT OF $270,718.72 RELATIVE TO ALLOCATIONS FOR YEAR 2021 (AUGUST, OCTOBER, AND DECEMBER), YEAR 2022 (JANUARY, MARCH, APRIL, MAY, JULY, AUGUST, OCTOBER, AND DECEMBER) AND YEAR 2023 (JANUARY AND MARCH).

16.N. RESOLUTION APPROVING AND AUTHORIZING THE EXECUTION OF AN UPDATED EXHIBIT A (MITIGATION RATES FOR STRUCTURE AND VEHICLE FIRE INCIDENTS) TO SERVICES AGREEMENT WITH FIRE RECOVERY USA, LLC.

16.O. RESOLUTION AUTHORIZING A WAIVER OF THE COMPETITIVE BID PROCESS FOR THE PURCHASE OF ONE (1) NEW VACTOR COMBINATION SEWER CLEANER TRUCK WITH AN INTERNATIONAL CHASSIS, AND APPROVING AND AUTHORIZING THE EXECUTION OF A PURCHASE LEASE AGREEMENT WITH TAX-EXEMPT LEASING CORP. IN THE AMOUNT OF $568,940.00 FOR THE PURCHASE, CONSTRUCTION AND DELIVERY OF THE VACTOR COMBINATION SEWER CLEANER TRUCK.

16.P. RESOLUTION APPROVING THE FIRST AMENDMENT TO REDEVELOPMENT AGREEMENT FOR SALE AND REDEVELOPMENT OF REAL PROPERTY COMMONLY KNOWN AS 1000 SOUTH 19th AVENUE PURSUANT TO THE MAYWOOD TAX REACTIVATION PROGRAM (Purchaser: 1900 Maywood LLC). 

16.Q. RESOLUTION APPROVING AND AUTHORIZING THE EXECUTION OF A MEMORANDUM OF UNDERSTANDING (MOU) WITH SAFER FOUNDATION RELATIVE TO THE ROAD HOME GRANT (AUSTIN) PROGRAM TO OPERATE THE VILLAGE OF MAYWOOD - CLEAN CITY CREW PROGRAM.

16.R. ORDINANCE AUTHORIZING THE APPROVAL AND EXECUTION OF A LOW BID RESPONSE AND CONSTRUCTION AGREEMENT WITH SCHROEDER ASPHALT SERVICES, INC. FOR THE COMPLETION OF THE 2022 ROADWAY IMPROVEMENTS PROJECT – CONTRACT “B” AND THE APPROPRIATION AND EXPENDITURE OF MADISON STREET / 5TH AVENUE TIF DISTRICT FUNDS TO PAY FOR THE PROJECT (Project Cost: $805,058.50; Project Locations: Portions of 4th Avenue from Washington Boulevard to Oak Street).

16.S. ORDINANCE AUTHORIZING THE APPROVAL AND EXECUTION OF A LOW BID RESPONSE AND AGREEMENT WITH COMPREHENSIVE CONSTRUCTION SOLUTIONS, LLC FOR SEWER CLEANING AND TELEVISING SERVICES RELATIVE TO THE 2023 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: $75,297.00; Project Description: Cleaning and Televising of Combined Sewers).

16.T. ORDINANCE APPROVING THE FISCAL YEAR 2023/2024 VILLAGE OF MAYWOOD BUDGET (MAY 1, 2023 THROUGH APRIL 30, 2024).

16.U. ORDINANCE APPROVING A 45-DAY EXTENSION TO THE TEMPORARY 180-DAY MORATORIUM REGARDING THE LOCATION, DEVELOPMENT, INSTALLATION, CONSTRUCTION, LICENSING AND OPERATION OF NEW BARBER SHOPS, HAIR SALONS, NAIL SHOPS, LIVE MUSIC PERMITS, POP-UP RETAIL STORES, SPECIAL EVENT SPACES, TOBACCO SHOPS AND FAST FOOD RESTAURANTS IN THE VILLAGE OF MAYWOOD (MORATORIUM EXPIRATION DATE: JULY 19, 2023).

16.V. 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 2023 CONCRETE 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: $108,207.20; Project Description: Concrete Street Pavement Patching Work Throughout Village).

16.W. ORDINANCE AMENDING TITLE IX (GENERAL REGULATIONS), CHAPTER 99 (TOWING OF VEHICLES) OF THE MAYWOOD VILLAGE CODE TO ADD A NEW SECTION 99.27 (DUMPING OF GARBAGE UPON REAL PROPERTY; IMPOUNDMENT) AND TO REVISE CHAPTER 92 (HEALTH AND SANITATION; NUISANCES), SECTION 28 (GARBAGE AND REFUSE) REGARDING IMPOUNDMENT OF VEHICLES USED TO COMMIT THE OFFENSE OF DUMPING OF GARBAGE UPON REAL PROPERTY.

16.X. ORDINANCE AUTHORIZING THE APPROVAL AND EXECUTION OF AN ECONOMIC INCENTIVE AND TAX INCREMENT ALLOCATION FINANCING DEVELOPMENT AGREEMENT WITH DEVELOPER 1700-1704 S 1^ST AVE, LLC (VEQUITY) FOR THE REDEVELOPMENT OF 1700 TO 1718  SOUTH 1ST AVENUE PROPERTIES LOCATED WITHIN THE MADISON STREET / FIFTH AVENUE TAX INCREMENT FINANCING DISTRICT AND FOR THE APPROPRIATION AND EXPENDITURE OF A PORTION OF MADISON STREET / FIFTH AVENUE TAX INCREMENT FINANCING DISTRICT FUNDS TO PAY FOR TIF ELIGIBLE REDEVELOPMENT COSTS RELATED TO THE PROJECT (Project: Building Rehabilitation, Land Acquisition and Parking Lot Improvements at 1700 to 1718  South 1st Avenue Properties for Single Tenant Retail / Restaurant Use with Drive-Thru Facility).

17. New Business:  None

18. Old Business:  None

19. Board of Trustee Comments:  

20. For Discussion Only Items:  

21. Closed Meeting Session  

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

21.B. Probable and Imminent Litigation (5 ILCS 120/2(c)(11)). [Consideration of Filing of Property Code Enforcement / Chronic Public Nuisance Lawsuit].

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

22. Adjournment