February 6, 2024 at 7:00 PM - Committee of the Whole Board 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 the Village Board Meeting of the Board of Trustees on Tuesday, January 9, 2024, and the Special Board Meeting on Thursday, January 18, 2024.

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 January 2024. [Report will be prepared and provided in the March Agenda] 

8.B. Financial Report in the amount of $902,344.39.

9. Village President's Report

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: A Proposal from McGrath Consulting Group, Inc. regarding Comprehensive Appraisal of Maywood Fire Department Operations dated January 2024 (Cost: $34,875.00) See Village Manager Memo dated February 6, 2024, and the attached Proposal (Motion listed below under the Omnibus Portion of the Agenda).

11.C. Status Report regarding: Proposals from GovHR USA and Baker Tilly Regarding Village Manager Search (Options: Conduct Search for a Permanent Hire or an Interim Hire). See Village Manager Memo dated February 6, 2024, and the attached Proposals (Motion listed below under the Old Business Portion of the Agenda).

11.D. Status Report regarding: Independent Contractor Agreements for a Community Engagement Coordinator and certain Security Personnel to continue to work so that community engagement operations that have been on-going since the Village took back management control of the Maywood Masonic Temple Building at 200 South 5th Avenue, Maywood, Illinois continue to be provided. See, Village Manager Memo dated February 6, 2024 and Village Attorney Memo dated January 31, 2024 (Resolution listed below under the New Business Portion of the Agenda).

11.E. Status Report regarding: An Ordinance Approving Certain Amendments to Fiscal Year 2023/2024 (May 1, 2023 Through April 30, 2024) Village of Maywood Budget (Amendment No. 1 General Fund Expenditures). See Village Staff Memos dated February 6, 2024 and Village Attorney Memo dated January 31, 2024; (Budget Amendment document attached as Exhibit “A” to the Ordinance; Ordinance listed under New Business below).

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 January 9, 2024 COW / Village Board Meeting Agenda Packet (Discussion Item Only - Not an Action Item).

12.B. Status Report regarding: An Ordinance Amending Title XI (Business Regulations), Chapter 110 (Business Licenses), Section 110.13 (Fees) And Chapter 117 (Alcoholic Beverages), Section 117.23 (Classification; Fees; Number Of Licenses), Subsection 117.23(I)(2)(a) (Class I (Package Store - Beer And Wine Only) License Relative To Grocery And Convenience Store Licenses And Fees See, Village Attorney Memo dated January 31, 2024 (See, Ordinance listed below under the Omnibus Portion of the Agenda).

12.C. Status Report regarding: An Ordinance Approving And Authorizing The Execution Of A Term Sheet And Purchase And Sale Agreements With The County Of Cook, Illinois D/B/A Cook County Land Bank Authority For The Village Acquisition Of Real Properties Located Within The Village Of Maywood At 98 Legion Street, 1105 South 1st Avenue, 149 South 18th Avenue, 430 South 16th Avenue, 801 South 9th Avenue, 809 South 10th Avenue And 1615 South 6th Avenue, And Approving And Authorizing The Expenditure Of Madison Street / Fifth Avenue Tax Increment Financing District Funds And Illinois Housing Development Authority (IHDA) Strong Communities Program (SCP) Funds And The Waiver Of Village Liens And Other Monies Due To The Village From The Cook County Land Bank Authority To Allow The Property Acquisitions. Note: 98 Legion Street Property (Purchase Price: $5,350.00); 1105 South 1st Avenue Property (Purchase Price: $5,000.00); 149 South 18th Avenue Property (Purchase Price: $5,315.00); 430 South 16th Avenue Property (Purchase Price: $5,000.00); 801 South 9th Avenue Property (Purchase Price: $5,000.00); 809 South 10th Avenue Property (Purchase Price: $5,000.00); and 1615 South 6th Avenue Property (Purchase Price: $5,000.00) See, Village Attorney Memo dated January 31, 2024 (See, Ordinance listed below under the Omnibus Portion of the Agenda).

12.D. Status Report regarding:  An Ordinance Approving A Special Use For An Educational Facility (Vocational School) At 1010 Madison Street (Lumity-1010 Madison, LLC) and Related Plan Commission / Board of Zoning Appeals Recommendation. See, Village Attorney Memo dated January 31, 2024 (See, Ordinance listed below under the Omnibus Portion of the Agenda).

12.E. Status Report regarding:  An Ordinance Creating A New Section 125.11 (Electronic Sweepstake Games Prohibited) And Amending Sections 125.01 (Authorizations) And 125.02 (Definition) Of Title XI (Business Regulations) of the Maywood Village Code Relative to Electronic Sweepstakes Machines. See, Village Attorney Memo dated January 31, 2024 (See, Ordinance listed below under the Omnibus Portion of the Agenda).

12.F. Status Report regarding: A Resolution Approving The Content Of And/Or Release Of Certain Closed Meeting Minutes Of The Combined Meetings Of The Committee Of The Whole And  President And Board Of Trustees Of The Village Of Maywood (2023 Full Year Review). See, Village Attorney Memo dated January 31, 2024 (See, Resolution listed below under the Omnibus Portion of the Agenda).

12.G. Status Report regarding: A Resolution Approving And Authorizing The Execution Of A Professional Engineering Services Agreement With Edwin Hancock Engineering Company For The Performance Of Preliminary And Design Engineering Services And Certain Subcontractor Professional Services Consisting Of Landscape Architect Design (Hitchcock Design Group), Environmental Engineering (True North Consultants), Geotechnical Engineering (Testing Service Corporation) And Surveying (Krisch Land Surveying, LLC) Necessary To Complete The 5th Avenue And Lake Street Business Corridor Streetscape Enhancement Project As Part Of The Rebuild Downtowns & Main Streets Capital Grant Program. See, Village Engineer Memo dated January 25, 2024 and Village Attorney Memo dated January 31, 2024  (Resolution listed below under the Omnibus Portion of the Agenda).

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

12.H.1) Maywood North Area #1 TIF District (Northern Boundary of Union Pacific Railroad Limits to South Main Street to North Village Limits): Public Meeting Date: February 21, 2024.

12.H.2) Maywood Middle Area #2 TIF District (Northern Boundary of Union Pacific Railroad Limits to Madison Street): Public Meeting Date: March 19, 2024.

12.H.3) Maywood Mid-South Area #3 TIF District (Maywood Drive to Harrison Street): Public Meeting Date: February 21, 2024.

12.H.4) Maywood South Area #4 TIF District (Bataan Drive to Roosevelt Road): Public Meeting Date: March 19, 2024.

12.H.5) Each Public Meeting will commence at 6:30 p.m. and be held in the Maywood Masonic Temple Building at 200 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:

• Proposal from McGrath Consulting Group, Inc. regarding Comprehensive Appraisal of Maywood Fire Department Operations dated January 2024.

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

13.C. Fiscal Accountability & Government Transparency Committee: 

13.D. Infrastructure & Sustainability Committee:

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 $902,344.39.

14.B. Motion to Approve the Warrant List #200545 dated December 31, 2023, in the amount of $2,557,032.26.

14.D. ORDINANCE AMENDING TITLE XI (BUSINESS REGULATIONS), CHAPTER 110 (BUSINESS LICENSES), SECTION 110.13 (FEES) AND CHAPTER 117 (ALCOHOLIC BEVERAGES), SECTION 117.23 (CLASSIFICATION; FEES; NUMBER OF LICENSES), SUBSECTION 117.23(I)(2)(a) (CLASS I (PACKAGE STORE - BEER AND WINE ONLY) LICENSE RELATIVE TO GROCERY AND CONVENIENCE STORE LICENSES AND FEES.

14.E. ORDINANCE APPROVING AND AUTHORIZING THE EXECUTION OF A TERM SHEET AND PURCHASE AND SALE AGREEMENTS WITH THE COUNTY OF COOK, ILLINOIS D/B/A COOK COUNTY LAND BANK AUTHORITY FOR THE VILLAGE ACQUISITION OF REAL PROPERTIES LOCATED WITHIN THE VILLAGE OF MAYWOOD AT 98 LEGION STREET, 1105 SOUTH 1ST AVENUE, 149 SOUTH 18TH AVENUE, 430 SOUTH 16TH AVENUE, 801 SOUTH 9TH AVENUE, 809 SOUTH 10TH AVENUE AND 1615 SOUTH 6TH AVENUE, AND APPROVING AND AUTHORIZING THE EXPENDITURE OF MADISON STREET / FIFTH AVENUE TAX INCREMENT FINANCING DISTRICT FUNDS AND ILLINOIS HOUSING DEVELOPMENT AUTHORITY (IHDA) STRONG COMMUNITIES PROGRAM (SCP) FUNDS AND THE WAIVER OF VILLAGE LIENS AND OTHER MONIES DUE TO THE VILLAGE FROM THE COOK COUNTY LAND BANK AUTHORITY TO ALLOW THE PROPERTY ACQUISITIONS.

14.F. ORDINANCE APPROVING A SPECIAL USE FOR AN EDUCATIONAL FACILITY (VOCATIONAL SCHOOL) AT 1010 MADISON STREET (Lumity-1010 Madison, LLC).

14.G. ORDINANCE CREATING A NEW SECTION 125.11 (ELECTRONIC SWEEPSTAKE GAMES PROHIBITED) AND AMENDING SECTIONS 125.01 (AUTHORIZATIONS) AND 125.02 (DEFINITION) OF TITLE XI (BUSINESS REGULATIONS) OF THE MAYWOOD VILLAGE CODE RELATIVE TO ELECTRONIC SWEEPSTAKES MACHINES.

14.H. RESOLUTION APPROVING THE CONTENT OF AND/OR RELEASE OF CERTAIN CLOSED MEETING MINUTES OF THE COMBINED MEETINGS OF THE COMMITTEE OF THE WHOLE AND PRESIDENT AND BOARD OF TRUSTEES OF THE VILLAGE OF MAYWOOD (2023 FULL YEAR REVIEW).

14.I. RESOLUTION APPROVING AND AUTHORIZING THE EXECUTION OF A PROFESSIONAL ENGINEERING SERVICES AGREEMENT WITH EDWIN HANCOCK ENGINEERING COMPANY  FOR THE PERFORMANCE OF PRELIMINARY AND DESIGN ENGINEERING SERVICES AND CERTAIN SUBCONTRACTOR PROFESSIONAL SERVICES CONSISTING OF LANDSCAPE ARCHITECT DESIGN  (HITCHCOCK DESIGN GROUP), ENVIRONMENTAL ENGINEERING (TRUE NORTH CONSULTANTS), GEOTECHNICAL ENGINEERING (TESTING SERVICE CORPORATION) AND SURVEYING (KRISCH LAND SURVEYING, LLC) NECESSARY TO COMPLETE THE 5TH AVENUE AND LAKE STREET BUSINESS CORRIDOR STREETSCAPE ENHANCEMENT PROJECT AS PART OF THE REBUILD DOWNTOWNS & MAIN STREETS CAPITAL GRANT PROGRAM.

15. New Business: 

15.A. ORDINANCE AUTHORIZING CERTAIN AMENDMENTS TO THE FISCAL YEAR 2023/2024 (MAY 1, 2023 THROUGH APRIL 30, 2024) VILLAGE OF MAYWOOD BUDGET (Amendment No. 1 – General  Fund Expenditures).

15.B. RESOLUTION RATIFYING THE USE, APPROVAL AND EXECUTION OF INDEPENDENT CONTRACTOR AGREEMENTS FOR A COMMUNITY ENGAGEMENT COORDINATOR AND CERTAIN SECURITY PERSONNEL FOR CONTINUED COMMUNITY ENGAGEMENT OPERATIONS AT THE MAYWOOD MASONIC TEMPLE BUILDING LOCATED AT 200 SOUTH 5TH AVENUE, MAYWOOD, ILLINOIS, with the attached template Independent Contractor Agreements as Exhibit 1-A and Exhibit 1-B.

16. Old Business:

16.A. Motion to Accept Proposal of:

16.A.1) GovHR USA Regarding Village Manager Search (Options: Conduct Search for a Permanent Hire or an Interim Hire) at a cost of $TBD (to be determined at Village Board meeting).

16.A.2) Baker Tilly Regarding Village Manager Search (Options: Conduct Search for a Permanent Hire or an Interim Hire) at a cost of $TBD (to be determined at Village Board meeting).

17. Board of Trustees Comments/Information

18. Closed Meeting Session  

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

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

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

19. Adjournment