February 4, 2025 at 7:00 PM - Combined Commitee 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 Village Board Meeting of the Board of Trustees Tuesday, December 10, 2024 and Tuesday, January 7, 2025.

6. Oaths, Reports, Proclamations, Announcements and Appointments

7. COMMITTEE OF THE WHOLE AGENDA ITEMS

8. Finance Management Reports:

8.A. Finance Report in the amount of $1,435,787.83.

8.B. Warrant List #200556 dated January 31, 2024, in the amount of $1,435,787.83

9. Village President's Report

9.A. Status Report regarding:  Discussion of FY 2024/2025 Budget Admendment Process and FY 2025/ FY 2026 Annual Budget Process.

9.A.1) Draft NOTICE OF PUBLIC HEARING REGARDING THE VILLAGE OF MAYWOOD'S FISCAL YEAR 2025/2026 BUDGET (MAY 1, 2025 THROUGH APRIL 30, 2026).

9.A.2) Draft AGENDA FOR PUBLIC HEARING CONCERNING THE PROPOSED FISCAL YEAR 2025/2026 BUDGET (MAY 1, 2025 THROUGH APRIL 30, 2026).

9.A.3) Draft ORDINANCE APPROVING THE FISCAL YEAR 2025/2026 VILLAGE OF MAYWOOD BUDGET (MAY 1, 2025 THROUGH APRIL 30, 2026).

9.A.4) KTJ Memorandum dated January 2, 2025 regarding 2025/2026 Annual Budget.

{NOTE:  The Public Hearing to discuss the FY 2025 / FY 2026 Annual Budget will be held on Tuesday, April 8, 2025 at 7:00 P.M. in Council Chambers at 125 South 5th Avenue, Maywood, Illinois}

10. Public Comments:

11. Village Manager's Report(s):

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

11.B. Status Report regarding:  the Purchase of New Professional Grade Basketball Backboards (42” x 72”), New Basketball Rims, Signage for the Glenn “Doc” Rivers Family Basketball Court at Connor Heise Memorial Park at a Cost Not To Exceed $22,600.00 subject to the Village Manager expending the funds in conjunction with the commencement of the Connor Heise Memorial Park Renovation Project. Village Manager will make a presentation and provide handouts at the meeting. 

11.D. Status Report regarding: Waiver of Competitive Bidding and Authorization to Approve the Performance of Repair Work on a Public Works Department Backhoe by McCann Industries in the estimated amount of $9,672.25 and to Authorize and Approve the Expenditure of General Corporate Funds and/or Sewer/Water Funds Funds to Pay for the Work. See Village Staff Memo dated January 29, 2025. (Motion listed below under the Omnibus portion of the Agenda).

11.E. Status Report regarding: Waiver of Competitive Bidding and Authorization to Approve the Performance of Repair Work on the Village’s TV370 Compact Track Loader by McCann Industries in the estimated amount of $10,948.20 and to Authorize and Approve the Expenditure of General Corporate Funds and/or Sewer/Water Funds to Pay for the Work. See Village Staff Memo dated January 29, 2025. (Motion listed below under the Omnibus portion of the Agenda).

11.F. Status Report regarding: Waiver of Competitive Bidding and Authorization to Approve the Payment of Invoice 586 dated January 21, 2025 and issued by RZ Services, Inc. of Palos Hills, Illinois in the amount of $19,825.00 for Cashier’s Windows Security and Counter Top Remodeling Services, and to Authorize and Approve the Expenditure of General Corporate Funds to Pay for the Work. See Village Staff Memo dated January 28, 2025. (Motion listed below under the Omnibus portion of the Agenda).

11.G. Status Report regarding: Waiver of Competitive Bidding and Authorization to Approve the Payment of Invoice 587 dated January 22, 2025 and issued by RZ Services, Inc. of Palos Hills, Illinois in the amount of $20,637.21 for Heating Repairs in the Village’s Public Works Garage, and to Authorize and Approve the Expenditure of General Corporate Funds to Pay for the Work. See Village Staff Memo dated January 28, 2025. (Motion listed below under the Omnibus portion of the Agenda).

11.H. Status Report regarding: Waiver of Competitive Bidding and Authorization to Approve the Payment of Invoice #11455 dated January 13, 2025 and issued by Gino’s Heating & Plumbing, Inc. of Broadview, Illinois in the Amount of $16,323.43 for Emergency Water Main Repair Work at Harrison Street between 13th & 14th Avenues, and to Authorize and Approve the Expenditure of General Corporate Funds or Sewer/Water Funds to Pay for the Work. See Village Staff Memo dated January 28, 2025. (Motion listed below under the Omnibus portion of the Agenda).

11.I. Status Report regarding: Waiver of Competitive Bidding and Authorization to Approve the Payment of Invoice #11457 dated January 16, 2025 and issued by Gino’s Heating & Plumbing, Inc. of Broadview, Illinois in the Amount of $7,454.30 for Emergency Water Main Repair Work at 9th Avenue and Washington Street, and to Authorize and Approve the Expenditure of General Corporate Funds or Sewer/Water Funds to Pay for the Work. See Village Staff Memo dated January 28, 2025. (Motion listed below under the Omnibus portion of the Agenda).

11.J. Status Report regarding: Waiver of Competitive Bidding and Authorization to Approve the Payment of Invoice #11448 dated January 2, 2025 and issued by Gino’s Heating & Plumbing, Inc. of Broadview, Illinois in the Amount of $17,459.50 for Emergency Water Main Repair Work at 2031 S. 9th Avenue, and to Authorize and Approve the Expenditure of General Corporate Funds or Sewer/Water Funds to Pay for the Work. See Village Staff Memo dated January 27, 2025. (Motion listed below under the Omnibus portion of the Agenda).

11.K. Status Report regarding: Review and Approval of An Ordinance Amending Title III (Administration), Section 32.05 (Auxiliary Police Officers; Part-Time Officers) of the Maywood Village Code Relative to the Implementation and Creation of the Community Resource Officer Position and Appointment, Job Requirements, Training and Funding of the Community Resource Officer Position. See Village Staff Memo dated November 24, 2024 and Confidential Village Attorney Memo dated January 29, 2025. (Motion listed below under the Omnibus portion of the Agenda.)

11.L. Status Report regarding: Review and Approval of A Resolution Approving And Authorizing The Execution Of An Independent Contractor Agreement For Professional Accounting Services And Consulting To Assist The Finance Department (Independent Contractor/Consultant: Michael E. Barb). (Resolution listed below under the Omnibus portion of the Agenda.)

11.M. Status Report regarding: Review and Approval of a Resolution Approving And Authorizing The Execution Of An Independent Contractor Agreement For Plumbing Inspector Services To Assist The Building And Code Department (Independent Contractor/Consultant: Alexandru A. Bondrea). (Resolution listed below under the Omnibus portion of the Agenda.)

11.N. Status Report regarding: Review and Approval of a Resolution Approving An Agreement Between The Village Of Maywood And The Edwin Hancock Engineering Company For Furnishing Of Professional Engineering Services For The 2025 Commercial Parking And Roadway Improvements Project In Maywood, Illinois, And For The Appropriation And Expenditure Of Madison Street/5th Avenue And Roosevelt Road Tax Increment Financing District Funds To Pay For The Preliminary, Design And Construction Engineering Services Related To The Project. See Village Engineer Memo dated January 28, 2025 and Village Attorney Memo dated January 29, 2025. (Resolution listed below under the Omnibus portion of the Agenda.)

11.O. Status Report regarding: A Resolution Approving the Americans with Disabilities Act Transition Plan for Public Rights-Of-Way within the Village Of Maywood. See Village Attorney Staff Memo dated January 29, 2025. (Resolution listed below under the Omnibus portion of the Agenda.)

11.P. Status Report regarding: A Resolution Authorizing the Nomination of the Early Maywood Historic District And The Holding of a Public Hearing Before the Historic Preservation Commission Regarding Same. See Village Staff Memo dated February 4, 2025 and Village Attorney Memo dated January 29, 2025 (Resolution listed below under the Omnibus portion of the Agenda.)

11.Q. Status Report regarding: Waiver of Competitive Bidding and Authorization to Approve the Performance of Remodeling work of the Police & Fire Commissioner’s office at the police station by F&J Dimensions in the estimated amount of $4,000.00 and to Authorize and Approve the Expenditure of General Corporate Funds to Pay for the Work. See Village Staff Memo dated January 30, 2025. (Motion listed below under the Omnibus portion of the Agenda).

11.R. Status Report regarding: Waiver of Competitive Bidding and Authorization to Approve the Performance of Remodeling work of the 1st floor entrance area and ramp at the police station by F&J Dimensions in the estimated amount of $14,000.00 and to Authorize and Approve the Expenditure of General Corporate Funds to Pay for the Work. See Village Staff Memo dated January 30, 2025. (Motion listed below under the Omnibus portion of the Agenda).

12. Village Attorney Report:

12.A. Status Report regarding: Review and Approval of a Resolution Approving The Settlement Agreement And General Release, And Authorizing The Payment Of Settlement Funds In The Lawsuit Of David Weathington, et al. v. Village Of Maywood (Case No. 24-CV-05713) See Confidential Village Attorney Memo dated January 29, 2025. (Resolution listed below under the Omnibus portion of the Agenda.)

12.B. Status Report regarding An Ordinance Amending Section 31.21 (Board of Fire and Police Commissioners) of Title III (Administration) of the Maywood Village Code Relative to Compensation of the Secretary of the Board of Fire and Police Commissioners. See Village Attorney Memo dated January 29, 2025. (Ordinance listed below under the Omnibus portion of the Agenda).

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

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

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

12.C.1)b. Anticipated Joint Board of Review Meeting Date: TBD

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

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

12.C.2)a. Public Meeting Date: April 30, 2024.

12.C.2)b. Anticipated Joint Board of Review Meeting Date: TB

12.C.2)c. Anticipated Public Hearing Date: TBD

12.C.2)d. TIF Plan will be made available to the public by TBD

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

12.C.3)a. Public Meeting Date: February 21, 2024.

12.C.3)b. Anticipated Joint Board of Review Meeting Date: TBD

12.C.3)c. Anticipated Public Hearing Date: TBD

12.C.3)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.C.4) Maywood South Area #4 TIF District (Bataan Drive to Roosevelt Road):

12.C.4)a. Public Meeting Date: April 30, 2024.

12.C.4)b. Anticipated Joint Board of Review Meeting Date: TBD

12.C.4)c. Anticipated Public Hearing Date: TBD

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

12.D. 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.E. 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:  None

13.A. Community Policing & Public Safety Committee

13.B. Engagement & Communications Committee

13.C. Fiscal Accountability & Government Transparency Committee

13.D. Infrastructure & Sustainability Committee

13.E. Ordinance & Policy Committee

13.F. Planning & Development Committee

14. VILLAGE BOARD AGENDA ITEMS

15. Omnibus Agenda Items:

15.A. Motion to Approve the Monthly Financial Report in the amount of $1,435,787.83.

15.B. Motion to Approve the Warrant List #2005580 dated January 31, 2025 in the amount of $2,963,431.13.

15.C. Motion to Authorize the Settlement of an Accident Claim with O’Hare Truck Services in the Amount of $17,132.54 upon Execution of a General Property Damage Release (Vehicle Repair and Loss of Use - Robin Jones-Wylie Accident).

15.D. Motion to Waive Competitive Bidding and to Authorize and Approve the Performance of Repair Work on a Public Works Department Backhoe by McCann Industries in the estimated amount of $9,672.25 and to Authorize and Approve the Expenditure of General Corporate Funds and/or Sewer/Water Funds to Pay for the Work.

15.E. Motion to Waive Competitive Bidding and to Authorize and Approve the Performance of Repair Work on the Village’s TV370 Compact Track Loader in the a Public Works Department Backhoe by McCann Industries in the estimated amount of $10,948.20 and to Authorize and Approve the Expenditure of General Corporate Funds and/or Sewer/Water Funds to Pay for the Work.

15.F. Motion to Waive Competitive Bidding and to Authorize and Approve the Payment of Invoice 586 dated January 21, 2025 and issued by RZ Services, Inc. of Palos Hills, Illinois in the amount of $19,825.00 for Cashier’s Windows Security and Counter Top Remodeling Services, and to Authorize and Approve the Expenditure of General Corporate Funds to Pay for the Work.

15.G. Motion to Waive Competitive Bidding and to Authorize and Approve the Payment of Invoice 587 dated January 22, 2025 and issued by RZ Services, Inc. of Palos Hills, Illinois in the amount of $20,637.21 for Heating Repairs in the Village’s Public Works Garage, and to Authorize and Approve the Expenditure of General Corporate Funds to Pay for the Work.

15.H. Motion to Waive Competitive Bidding and to Authorize and Approve the Payment of Invoice #11445 dated January 13, 2025 and issued by Gino’s Heating & Plumbing, Inc. of Broadview, Illinois in the Amount of $16,323.43 for Emergency Water Main Repair Work at Harrison Street between 13th & 14th Avenues, and to Authorize and Approve the Expenditure of General Corporate Funds or Sewer/Water Funds to Pay for the Work.

15.I. Motion to Waive Competitive Bidding and to Authorize and Approve the Payment of Invoice #11457 dated January 16, 2025 and issued by Gino’s Heating & Plumbing, Inc. of Broadview, Illinois in the Amount of $7,454.30 for Emergency Water Main Repair Work at 9th Avenue and Washington Street, and to Authorize and Approve the Expenditure of General Corporate Funds or Sewer/Water Funds to Pay for the Work.

15.J. Motion to Waive Competitive Bidding and to Authorize and Approve the Payment of Invoice #11448 dated January 2, 2025 and issued by Gino’s Heating & Plumbing, Inc. of Broadview, Illinois in the Amount of $17,459.50 for Emergency Water Main Repair Work at 2031 S. 9th Avenue, and to Authorize and Approve the Expenditure of General Corporate Funds or Sewer/Water Funds to Pay for the Work.

15.K. AN ORDINANCE AMENDING TITLE III (ADMINISTRATION), SECTION 32.05 (AUXILIARY POLICE OFFICERS; PART-TIME OFFICERS; COMMUNITY RESOURCE OFFICERS) OF THE MAYWOOD VILLAGE CODE RELATIVE TO IMPLEMENTATION AND CREATION OF THE COMMUNITY RESOURCE OFFICER POSITION AND APPOINTMENT, JOB REQUIREMENTS, TRAINING AND FUNDING OF THE COMMUNITY RESOURCE OFFICER POSITION.

15.L. A RESOLUTION APPROVING AND AUTHORIZING THE EXECUTION OF AN INDEPENDENT CONTRACTOR AGREEMENT FOR PROFESSIONAL ACCOUNTING SERVICES AND CONSULTING TO ASSIST THE FINANCE DEPARTMENT (Independent Contractor/Consultant: Michael E. Barb)

15.M. RESOLUTION APPROVING AND AUTHORIZING THE EXECUTION OF AN INDEPENDENT CONTRACTOR AGREEMENT FOR PLUMBING INSPECTOR SERVICES TO ASSIST THE BUILDING AND CODE DEPARTMENT (Independent Contractor/Consultant: Alexandru A. Bondrea).

15.N. A RESOLUTION APPROVING AN AGREEMENT BETWEEN THE VILLAGE OF MAYWOOD AND THE EDWIN HANCOCK ENGINEERING COMPANY FOR FURNISHING OF PROFESSIONAL ENGINEERING SERVICES FOR THE 2025 COMMERCIAL PARKING AND ROADWAY IMPROVEMENTS PROJECT IN MAYWOOD, ILLINOIS, AND FOR THE APPROPRIATION AND EXPENDITURE OF MADISON STREET/5TH AVENUE AND ROOSEVELT ROAD TAX INCREMENT FINANCING DISTRICT FUNDS TO PAY FOR THE PRELIMINARY, DESIGN AND CONSTRUCTION ENGINEERING SERVICES RELATED TO THE PROJECT.

15.O. A RESOLUTION AUTHORIZING THE NOMINATION OF THE EARLY MAYWOOD HISTORIC DISTRICT AND THE HOLDING OF A PUBLIC HEARING BEFORE THE HISTORIC PRESERVATION COMMISSION REGARDING SAME.

15.P. A RESOLUTION APPROVING THE SETTLEMENT AGREEMENT AND GENERAL RELEASE, AND AUTHORIZING THE PAYMENT OF SETTLEMENT FUNDS IN THE LAWSUIT OF DAVID WEATHINGTON, et al. V. VILLAGE OF MAYWOOD (Case No. 24-CV-05713)

15.Q. A RESOLUTION APPROVING THE AMERICANS WITH DISABILITIES ACT TRANSITION PLAN FOR PUBLIC RIGHTS OF WAY WITHIN THE VILLAGE OF MAYWOOD.

15.R. AN ORDINANCE AMENDING SECTION 31.21 (BOARD OF FIRE AND POLICE COMMISSIONERS) OF TITLE III (ADMINISTRATION) OF THE MAYWOOD VILLAGE CODE RELATIVE TO COMPENSATION OF THE SECRETARY OF THE BOARD OF FIRE AND POLICE COMMISSIONERS.

15.S. Motion to Waive Competitive Bidding and to Authorize and Approve the Performance of Remodeling work of the Police & Fire Commissioner’s office at the police station by F&J Dimensions in the estimated amount of $14,000.00 and to Authorize and Approve the Expenditure of General Corporate Funds to Pay for the Work.

15.T. Motion to Waive Competitive Bidding and Authorize the Performance of Remodeling work of the 1st floor entrance area and ramp at the police station by F&J Dimensions in the estimated amount of $14,000.00 and to Authorize and Approve the Expenditure of General Corporate Funds to Pay for the Work.

15.U. Motion to Approve the Purchase New Professional Grade Basketball Backboards,  New Basketball Rims, Signage for the Glenn “Doc” Rivers Family Basketball Court at Connor Heise Memorial Park at a Cost Not To Exceed $22,600.00, subject to the Village Manager expending the funds in conjunction with the commencement of the Connor Heise Memorial Park Renovation Project.

16. New Business Agenda Item(s):  None

17. Old Business Agenda Item(s): None

18. Board of Trustees Comments/Information

19. For Information Only

20. Closed Meeting Session  

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

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

20.C. The appointment, employment, compensation, discipline, performance, or dismissal of specific employees of the public body or legal counsel for the public body, including hearing testimony on a complaint (5 ILCS 120/2(c)(1))

20.D. Collective negotiating matters between the Village and its employees or their representatives, or deliberations concerning salary schedules for one or more classes of employees (5 ILCS 120/2(c)(2)).

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

20.F. The setting of a price for sale or lease of property owned by the Village (5 ILCS 120/2(c)(6)).

21. Adjournment