November 7, 2023 at 7:00 PM - Combined Committee of the Whole and Special 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 Village Special Board Meetings of the Board of Trustees on Tuesday, October 10, 2023, and  Tuesday, October 24, 2023.

6. Oaths, Reports, Proclamations, Announcements and Appointments

7. COMMITTEE OF THE WHOLE AGENDA ITEMS:

8. Finance Management Reports:

8.A. Financial Analysis for the month ending September 30, 2023.

8.B. Financial Report in the amount of $1,448,236.03

9. Village President's Report

9.A.1) KTJ Memorandum - TENTATIVE VILLAGE OF MAYWOOD FISCAL ADOPTION SCHEDULE FOR 2023 REAL ESTATE TAX LEVY AND 2024/2025 OPERATING BUDGET, dated October 4, 2023

9.A.2) RESOLUTION DETERMINING THE ESTIMATED VILLAGE OF MAYWOOD REAL ESTATE TAX LEVY FOR YEAR 2023

9.A.3) NOTICE OF PROPOSED REAL ESTATE TAX LEVY PUBLIC HEARING FOR THE VILLAGE OF MAYWOOD FOR YEAR 2023

9.A.4) AGENDA FOR TRUTH IN TAXATION PUBLIC HEARING ON THE PROPOSED 2023 REAL ESTATE TAX LEVY

9.A.5) ORDINANCE OF THE BOARD OF TRUSTEES OF THE VILLAGE OF MAYWOOD, COOK COUNTY, ILLINOIS PROVIDING FOR THE LEVY, ASSESSMENT AND COLLECTION OF TAXES FOR THE YEAR 202223 TAX LEVY, with Certification of Compliance with Truth in Taxation Law

 

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: LICENSE AND RELEASE, HOLD HARMLESS AND INDEMNIFICATION AGREEMENTS FOR NON-EXCLUSIVE, TEMPORARY USE PERMIT FOR USE OF VILLAGE-OWNED PROPERTY (Village Property: Gym at 200 South 5th Avenue Building) for: Danka's Basketball League; Warriors Semi-Pro Basketball Team; Mason; Shafar Boxing; Dawgpound Football; Destiny Volleyball; and Flames Cheerleading). See, Village Attorney Memo dated November 1, 2023. (Motion listed below under the Omnibus Portion of the Agenda

11.C. Status Report regarding: Approval of an Invoice No. 500844 dated October 12, 2023 from CDS Office Technologies of Springfield, Illinois for Purchase and Installation of Certain Police Squad Computer Equipment in the Amount of $20,382.00 and an Invoice No. 102247 dated September 19, 2023 from Public Safety Direct, Inc. of Crestwood, Illinois for Purchase and Installation of Certain Police Squad Safety Lights in the Amount of $13,979.99 for Three New Maywood Police Department Squads with a Bid Waiver. See, Memo dated October 18, 2023 from Acting Police Chief (Motion listed below under the Omnibus Portion of the Agenda

11.D. Status Report regarding: Approval of Quotes dated September 29, 2023 from Automatic Control Services of Naperville, Illinois for Purchase of SCADA Upgrades to the Village Water Pump House Systems in the Amount of $29,872.00 with a Bid Waiver. See, Memo dated October 13, 2023 from Village Engineer and Village Attorney Memo dated November 1, 2023 (Motion listed below under the Omnibus Portion of the Agenda

11.E. Status Report regarding: Approval of Quote dated ________, 2023 from [CONTRACTOR NAME TO BE INSERTED AT VILLAGE BOARD MEETING] for Emergency Water Main Repair Work along State Routes including 1st Avenue at Green Street, 1st Avenue and Roosevelt Road, and 10th Avenue and Roosevelt Road in the Amount of $75,000.00 Payable from the General Fund and/or the Water Fund with a Bid Waiver. See, Memo dated November 7, 2023 from Village Engineer (Motion listed below under the Omnibus Portion of the Agenda).

11.F. Status Report regarding: Approval of “Agreement Between the Village of Maywood and Service Employee International Union Local 73 – Technical Support Bargaining Unit (Term: December 1, 2022 - November 30, 2025)”. See, Memo dated November 1, 2023 from Village Attorney (Resolution listed below under the Omnibus Portion of the Agenda

12. Village Attorney Report:  

12.A. Status Report regarding: Approval of an Updated Engagement Letter with Klein, Thorpe And Jenkins, Ltd. For Calendar Years 2024 and 2025 (Motion listed below under the Omnibus Portion of the Agenda

12.B. Status Report regarding: Approval of Code Amendment Ordinance Updating Chapter 153 (Billboards) of Title XV (Land Usage) of the Maywood Village Code Relative to Billboard Conditions of Approval and Public Notice. See, Village Attorney Memo dated November 1, 2023. (See, Ordinance listed below under the Omnibus Portion of the Agenda

12.C. Status Report regarding: Approval of Code Amendment Ordinance Updating Various Sections of Chapter 150 (Building Regulations) of Title XV (Land Usage) Pertaining to the Adoption of the 2018 International Building Code Series and the 2017 National Electrical Code. See, Village Attorney Memo dated November 1, 2023. (See, Ordinance listed below under the Omnibus Portion of the Agenda

12.D. Status Report regarding: Approval of Professional Engineering Agreement With Edwin Hancock Engineering Company For The Performance Of Design Engineering Services Necessary For The Village Of Maywood To Prepare And Submit The Required IEPA Lead Service Line Inventory. See, Village Engineer Memo dated October 27, 2023 and Village Attorney Memo dated November 1, 2023. (See, Resolution listed below under the Omnibus Portion of the Agenda

12.E. Status Report regarding: Approval of Professional Services Agreement With M.E. Simpson Co., Inc. For The Performance Of Lead Water Service Line Location and Inspection Services Necessary For The Village Of Maywood To Prepare And Submit The Required IEPA Lead Service Line Inventory. See, Village Engineer Memo dated October 27, 2023 and Village Attorney Memo dated November 1, 2023. (See, Resolution listed below under the Omnibus Portion of the Agenda

12.F. Status Report regarding: Approval of Professional Services Agreement with Edwin Hancock Engineering Company for Preliminary and Design Engineering Services and the Construction Engineering Services for 2024 Roadway Improvements Project. See, Village Engineer Memo dated October 25, 2023 and Village Attorney Memo dated November 1, 2023. (See, Resolution listed below under the Omnibus Portion of the Agenda

12.G. Status Report regarding: Approval of Village Lien Waiver Requests by Cook County Land Bank Authority for Title Transfer of 1602 Madison Street Property ($5,706.00 lien waivers and $1,324.56 water account waiver for a total waiver of $7,030.56), 914 St. Charles Road Property ($18,840.92 water account waiver), 134 South 19th Avenue Property ($10,600.00 lien waivers and $15,766.92 water account waiver for a total waiver of $26,366.92), 1830 South 20th Avenue Property ($15,900.93 water account waiver) and 420 South 5th Avenue Property ($15,350.00 lien waivers and $102.42 water account waiver for a total waiver of $15,452.02). See, and Village Attorney Memo dated November 2, 2023. (See, 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: Update on Completion and Delivery to Village by Village Auditor Baker Tilly of:

1.  Fiscal Year 2021 Comprehensive Financial Audit Report.

2.  Fiscal Year 2021 Audit for Madison Street – Fifth Avenue TIF District.

3.  Fiscal Year 2021 Audit for Roosevelt Road TIF District.

4.  Fiscal Year 2021 Audit for St. Charles Road TIF District

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 $1,448,236.03.

14.B. Motion to Approve the Warrant List #200543 dated November 2, 2023, in the amount of $2,794,336.90.

14.C.  Motion to Approve Quote dated ________, 2023 from [CONTRACTOR NAME TO BE INSERTED AT VILLAGE BOARD MEETING] for Emergency Water Main Repair Work along State Routes including 1st Avenue at Green Street, 1st Avenue and Roosevelt Road, and 10th Avenue and Roosevelt Road in the Amount of $75,000.00 Payable from the General Fund and/or the Water Fund with a Bid Waiver.

14.D.1) LICENSE AND RELEASE, HOLD HARMLESS AND INDEMNIFICATION AGREEMENT FOR NON-EXCLUSIVE, TEMPORARY USE PERMIT FOR USE OF VILLAGE-OWNED PROPERTY (Village Property: Gym at 200 South 5th Avenue Building) (Danka's Basketball League

14.D.2) LICENSE AND RELEASE, HOLD HARMLESS AND INDEMNIFICATION AGREEMENT FOR NON-EXCLUSIVE, TEMPORARY USE PERMIT FOR USE OF VILLAGE-OWNED PROPERTY (Village Property: Gym at 200 South 5th Avenue Building) (Warriors Semi-Pro Basketball Team

14.D.3) LICENSE AND RELEASE, HOLD HARMLESS AND INDEMNIFICATION AGREEMENT FOR NON-EXCLUSIVE, TEMPORARY USE PERMIT FOR USE OF VILLAGE-OWNED PROPERTY (Village Property: Gym at 200 South 5th Avenue Building) (Mason

14.D.4) LICENSE AND RELEASE, HOLD HARMLESS AND INDEMNIFICATION AGREEMENT FOR NON-EXCLUSIVE, TEMPORARY USE PERMIT FOR USE OF VILLAGE-OWNED PROPERTY (Village Property: Gym at 200 South 5th Avenue Building) (Shafar Boxing

14.D.5) LICENSE AND RELEASE, HOLD HARMLESS AND INDEMNIFICATION AGREEMENT FOR NON-EXCLUSIVE, TEMPORARY USE PERMIT FOR USE OF VILLAGE-OWNED PROPERTY (Village Property: Gym at 200 South 5th Avenue Building) (Dawgpound Football

14.D.6) LICENSE AND RELEASE, HOLD HARMLESS AND INDEMNIFICATION AGREEMENT FOR NON-EXCLUSIVE, TEMPORARY USE PERMIT FOR USE OF VILLAGE-OWNED PROPERTY (Village Property: Gym at 200 South 5th Avenue Building) (Destiny Volleyball

14.D.7) LICENSE AND RELEASE, HOLD HARMLESS AND INDEMNIFICATION AGREEMENT FOR NON-EXCLUSIVE, TEMPORARY USE PERMIT FOR USE OF VILLAGE-OWNED PROPERTY (Village Property: Gym at 200 South 5th Avenue Building) (Flames Cheerleading

14.E. Motion to Approve Updated Engagement Letter with Klein, Thorpe And Jenkins, Ltd. For Calendar Years 2024 and 2025

14.F. Motion to Approval Invoice No. 500844 dated October 12, 2023 from CDS Office Technologies of Springfield, Illinois for Purchase and Installation of Certain Police Squad Computer Equipment in the Amount of $20,382.00 and Invoice No. 102247 dated September 19, 2023 from Public Safety Direct, Inc. of Crestwood, Illinois for Purchase and Installation of Certain Police Squad Safety Lights in the Amount of $13,979.99 for Three New Maywood Police Department Squads with a Bid Waiver

14.G.  ORDINANCE AMENDING VARIOUS SECTIONS OF CHAPTER 150 (BUILDING REGULATIONS) OF TITLE XV (LAND USAGE) PERTAINING TO THE ADOPTION OF THE 2018 INTERNATIONAL BUILDING CODE SERIES AND THE 2017 NATIONAL ELECTRICAL CODE

14.H. ORDINANCE AMENDING VARIOUS SECTIONS OF CHAPTER 153 (BILLBOARDS) OF TITLE XV (LAND USAGE) OF THE MAYWOOD VILLAGE CODE RELATIVE TO THE APPROVAL AND OPERATION OF BILLBOARDS

14.I. ORDINANCE AUTHORIZING CERTAIN EXPENDITURES FROM THE MADISON STREET / 5TH AVENUE TAX INCREMENT FINANCING REDEVELOPMENT PROJECT AREA FUND TO PAY FOR THE MAYWOOD PUMP STATION - SCADA UPGRADE PROJECT AND AWARD OF CONTRACT TO AUTOMATIC CONTROL SERVICES WITH A WAIVER OF THE COMPETITIVE BIDDING PROCESS (Contract Price: $29,872.00

14.J. RESOLUTION DETERMINING THE ESTIMATED VILLAGE OF MAYWOOD REAL ESTATE TAX LEVY FOR YEAR 2023

14.K. RESOLUTION AUTHORIZING AND APPROVING THE EXECUTION OF THE AGREEMENT BETWEEN THE VILLAGE OF MAYWOOD AND SERVICE EMPLOYEE INTERNATIONAL UNION LOCAL 73 - TECHNICAL SUPPORT BARGAINING UNIT (TERM: DECEMBER 1, 2022 - NOVEMBER 30, 2025

14.L. RESOLUTION APPROVING AND AUTHORIZING THE EXECUTION OF A PROFESSIONAL ENGINEERING SERVICES AGREEMENT WITH EDWIN HANCOCK ENGINEERING COMPANY FOR THE PERFORMANCE OF DESIGN ENGINEERING SERVICES NECESSARY FOR THE VILLAGE OF MAYWOOD TO PREPARE AND SUBMIT THE REQUIRED IEPA LEAD SERVICE LINE INVENTORY

14.M. RESOLUTION APPROVING AND AUTHORIZING THE EXECUTION OF A PROFESSIONAL SERVICES AGREEMENT WITH M.E. SIMPSON CO., INC. FOR THE PERFORMANCE OF LEAD WATER SERVICE LINE LOCATION AND INSPECTION SERVICES NECESSARY FOR THE VILLAGE OF MAYWOOD TO PREPARE AND SUBMIT THE REQUIRED IEPA LEAD SERVICE LINE INVENTORY

14.N. RESOLUTION APPROVING THE AGREEMENT BETWEEN THE VILLAGE OF MAYWOOD AND THE EDWIN HANCOCK ENGINEERING COMPANY FOR FURNISHING OF PROFESSIONAL ENGINEERING SERVICES FOR THE 2024 ROADWAY IMPROVEMENTS PROJECT IN MAYWOOD, ILLINOIS AND FOR THE APPROPRIATION AND EXPENDITURE OF MADISON STREET / 5TH AVENUE TAX INCREMENT FINANCING DISTRICT FUNDS, TO PAY FOR THE PRELIMINARY AND DESIGN ENGINEERING SERVICES AND CONSTRUCTION ENGINEERING SERVICES RELATED TO THE PROJECT

14.O. RESOLUTION APPROVING THE SETTLEMENT AGREEMENT AND GENERAL RELEASE AND AUTHORIZING THE PAYMENT OF SETTLEMENT FUNDS IN THE McDANIEL V. VILLAGE OF MAYWOOD, ET AL. LITIGATION (Federal Court Case No. 23 CV 4138

14.P. RESOLUTION APPROVING AND AUTHORIZING THE WAIVER OF VILLAGE LIENS AND OTHER MONIES DUE TO THE VILLAGE FROM THE COUNTY OF COOK, ILLINOIS D/B/A COOK COUNTY LAND BANK AUTHORITY TO ALLOW THE COOK COUNTY LAND BANK AUTHORITY TO ACQUIRE THE REAL PROPERTIES COMMONLY KNOWN AS 1602 MADISON STREET PROPERTY, 914 ST. CHARLES ROAD PROPERTY, 134 SOUTH 19TH AVENUE PROPERTY, 1830 SOUTH 20TH AVENUE PROPERTY AND 420 SOUTH 5TH AVENUE PROPERTY LOCATED WITHIN THE VILLAGE OF MAYWOOD, ILLINOIS.

15. New Business Agenda Items:  None

16. Old Business Agenda Items:  None

17. Board of Trustee Comments:  

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