(A) Membership, duties, and appointment. Standing committees of the Village Board of Trustees are established to assist the Village President and Board of Trustees in reviewing various Village policies, issues, and proposed legislation. All standing committees shall consist of 2 Trustees at least 1 Department Head or a Village staff liaison or the Village Clerk, except for the Committee of the Whole of the Board of Trustees, which shall consist only of the members of the Board of Trustees. All standing committee members shall be appointed by the Village President with the advice and consent of the Board of Trustees. Each appointment to a standing committee shall be for 1 year term, or until replacement appointments are made by the Village President and approved by the Board of Trustees. Vacancies, if any occur, shall be filled in the same manner. Each Trustee will serve as a Chair on 1 of the standing committees. The Chair of each standing committee shall be designated by the Village President and the Chair shall continue to serve as Chair until his/her replacement is selected by the Village President. The assignment of the Department Head to the standing committees is provided for below in this section. Village residents and community advocates are encouraged to participate in standing committees and/or ad-hoc committees of interest voluntarily.
(B) Meetings. All standing committees shall meet monthly at a time and place determined by its members, or as otherwise set forth in this section.
(C) Limitations on authority. Standing committees are advisory, recommending bodies only and may not take final action on any matter. Standing committees are not authorized to administer the day-to-day operations of the Village or its departments, which will remain the duty of the Village Manager and Village staff. Each standing committee shall be available to receive any matters that may be referred to it by the Village Board for study and recommendation. Where the responsibilities or objectives of a standing committee overlap regarding a specific project or event, the Mayor will determine which committee or committees will work on that policy item, initiative, project or event. In no event shall a committee member meet to discuss committee business without informing the other committee members of the time and purpose of the meeting. All standing committees are subject to the provisions of the Illinois Open Meetings Act (5 ILCS 120). Standing committees shall not send correspondence to any person, other than to a department head, without prior approval of the Village Manager.
(D) Standing committees established. The following shall be the standing committees of the Village Board of Trustees:
(1) Committee of the Whole of the Board of Trustees. A Committee of the Whole of the Board of Trustees shall exist as a standing committee. Said Committee of the Whole of the Board of Trustees shall consist of the Village President and all Trustees currently holding office and the Village President shall serve as its Chairperson. The Chief of Police, Corporation Counsel, Village Attorney, Village Prosecutor and Business Regulations Officer shall be ex officio members of the Committee. The Committee shall meet as necessary at a time and place to be determined by the members. The Committee of the Whole of the Board of Trustees shall have the following powers and duties:
(a) The Committee shall have the power to review policies and recommend changes to the Board of Trustees. In addition, the Committee shall have the power to require Village department heads and employees, including the Village Manager, and other Committee and Commission members to appear before it and answer questions and assist the Committee in its deliberations.
(b) The Committee shall review and advise the Board of Trustees in relation to policies and legislation relating to the Village, this Code of Ordinances, licenses and license fees of the Village, including the following:
1. Investigate and make studies of all Village departments and divisions thereof, including all departments now in existence and those hereinafter created by the Board, relative to the operational and personnel needs and policies of said departments, and make recommendations to the Board of Trustees relative thereto.
2. Investigate and make studies of all committees and commissions and divisions thereof, including all committees and commissions now in existence and those hereinafter created by the Board, relative to the operational and personnel needs and policies of said committees and commissions, and make recommendations to the Board of Trustees relative thereto.
3. Advise on policy and legislative matters related to parks and recreation, including Village-sponsored or co-sponsored recreational activities and events, buildings and equipment related to recreational activities, management of green space or open spaces used for recreational purposes and Village-owned parks, and other matters of concern related to recreation, health and wellness of the Village residents.
4. Advise on policy and legislative matters related to land use planning, zoning, economic development, sale and purchase of Village-owned property, transportation systems, and other matters of concern related to the Department of Community Development or the Plan Commission and Zoning Board of Appeals, including amendments to the comprehensive land use plans and related transit-oriented development plans or other land use planning documents and policies, amendments to and enforcement of the zoning code.
5. Advise on policy and legislative matters related to the general management of the Police Department, Fire Department, Emergency Services and Disaster Planning, and other matters of concern related to public safety.
6. Advise on policy and legislative matters related to enforcement of the provisions of the Village Code including inspections and enforcement of the building code and other related structural codes, matters relating to licensing and permits, and amendments to and enforcement of the public health and safety codes.
7. Advise on policy and legislative matters related to public works, including the general management of municipal services departments related to streets, sewerage systems, water production, distribution, treatment and storage, and advise on short and long term maintenance and repair needs related to Village infrastructure, waterworks, and public buildings, and other matters of concern related to public works and the Department of Public Works.
8. Review and advise the Board of Trustees regarding crime within the Village and prosecution thereof, and on traffic violation prosecutions.
9. Review and advise the Board of Trustees on the operations and policies of the Department of Homeland Security and Emergency Management of the Village.
10. Periodically review and advise the Board of Trustees as to the funding and equipment needs of all of the Village departments and divisions thereof, including all departments now in existence and those hereinafter created by the Board.
11. Periodically review and advise the Board of Trustees as to the funding and equipment needs of all of the committees and commissions and divisions thereof, including all committees and commissions now in existence and those hereinafter created by the Board.
12. Perform detail work and prepare suggested texts of ordinances.
13. Periodically review this Village Code and recommend amendments, additions and repeals of Code provisions to the Board of Trustees.
14. Review the procedure for issuance of licenses and make recommendations to the Board of Trustees relative thereto.
15. Review the number and types of licenses outstanding and make recommendations thereon to the Board of Trustees.
16. Periodically review license fees and make recommendations thereon to the Board of Trustees.
17. Review general policy matters related to the operation and management of the Village and make recommendations thereon to the Board of Trustees.
18. Review risk management, insurance or self-insurance matters and intergovernmental matters and make recommendations thereon to the Board of Trustees.
(c) The order of business and agenda format of the Committee of the Whole of the Board of Trustees meetings shall be as follows:
1. Order of business. A quorum shall proceed to transact the business before the Committee of the Whole of the Board of Trustees in the following order, unless the same be temporarily suspended by unanimous consent:
a. Call to order;
b. Roll call of members;
c. Invocation;
d. Pledge of allegiance to the flag;
e. Approval of minutes;
f. Public comments;
g. Mayor’s report;
h. Village Manager’s report;
i. Village Staff/Department Head reports;
j. Village Attorney report;
k. Trustee Committee reports;
i. Planning and development;
ii. Fiscal accountability and government transparency;
iii. Community policing and public safety;
iv. Engagement and communications;
v. Infrastructure and sustainability;
vi. Ordinance and policy;
l. New business (discussion and recommendation only);
m. Old business (discussion and recommendation only);
n. Other matters;
o. Committee member comments/information;
p. For information only;
q. Closed meeting session;
r. Adjournment.
2. The agenda preparation protocol for the Committee of the Whole of the Board of Trustee meetings and the process for members to place agenda items on the agenda shall be the same protocol and process as set forth in Rule 8 (Agenda Preparation) of § 30.32 (Rules) of this Code.
(2) Planning and Development Committee. The Planning and Development Committee shall work on matters relating to business retention and attraction, residential development and redevelopments, capital improvement matters, code inspections, code enforcement, zoning matters, review of annual budgets and review of public property maintenance, inventory and disposal. The assigned Department Head for this Committee is the Director of Community Development.
(3) Fiscal Accountability and Government Transparency Committee. The Fiscal Accountability and Government Transparency Committee shall review annual budgets, audits, insurance (employee and Village) matters, risk management matters, employment matters and labor negotiations, financial matters such as accounts payable, purchasing policies and cost-saving measures, review of annual budget and capital plans. The Committee shall also serve as an impartial and informal forum to hear residents’ complaints, problems, concerns, suggestions and comments related to water service and billing and to provide the Water Department with an opportunity to respond. The Committee does not have the authority to lower or otherwise modify a specific water bill, but may make written findings and recommendations, as it deems appropriate, to the Finance Director, the Water Department and the Board of Trustees concerning general matters relating to water service and billing, as well as findings and recommendations concerning specific cases. When such written findings and recommendations of the Committee are forwarded to the Finance Director and the Water Department, the Finance Director and/or the Water Department shall, within 14 calendar days of receipt of such findings and recommendations, submit a report on any action taken in response to the findings and recommendations to the Committee, the Board of Trustees, and if appropriate, to the resident who brought the matter before the Committee. The assigned Department Head for this Committee is the Director of Finance.
(4) Community Policing and Public Safety Committee. The Community Policing and Public Safety Committee shall work with the Police and Fire Departments, on matters concerning staffing levels and equipment acquisition and replacement for effective operations of those Departments, reports and events, increasing community policing engagement, traffic safety and review of annual budgets and capital plans. The assigned Department head for this Committee is the Chief of Police and the Chief of Fire.
(5) Engagement and Communications Committee. The Engagement and Communications Committee shall work on matters relating to public health, education, recreation for all residents, especially youth and seniors, matters relating to the library, park district, school district and other organizations that impact the Village, prepare and deliver reports on special events, social interests, community groups, clubs, website and public relations and review of annual budgets and capital plans. The assigned Village staff liaison for this Committee is the Community Engagement Specialist.
(6) Infrastructure and Sustainability Committee. The Infrastructure and Sustainability Committee shall work with Public Works, Street and Water Departments, community service and Village engineers; review annual budget and capital plans and matters relating to Village-owned buildings and grounds, forestry matters, including advise and consult with the Village Arborist on any matter pertaining to the Maywood Tree Ordinance and its enforcement, including amendments to the Code, and alterations or revisions to the Arboricultural Specifications Manual, and alterations or revisions of the Urban Forestry Plan, policies concerning selection, planting, maintenance and removal of trees, shrubs and other plants within the Village, establishment of educational and informational programs; commuter facilities, water production and distribution, treatment and storage, and related equipment and vehicles, garage collection, sewer system, alleys, maintenance, equipment, sidewalks, lighting and personnel. The assigned Department Head for this Committee is the Director of Public Works.
(7) Ordinance and Policy Committee. The Ordinance and Policy Committee shall work with the Clerk’s Office, Building Department and the Code Enforcement Department, and other Departments to identify areas of innovation, updating, and/or recommendations of the new Village practices as well as provide reports on current ordinances, update recommendations, and introduction of new ordinances and policies and review of annual budgets and capital plans. The assigned Department Head for this Committee is the Village Clerk.
(Ord. CO-04-04, passed 3-1-2004; Am. Ord. CO-05-16, passed 5-16-2005; Am. Ord. CO-09- 27, passed 10-6-2009; Am. Ord. CO-2021-19, passed 8-17-2021; Am. Ord. CO-2021-31, passed 11-16-2021)