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HomeMy WebLinkAboutMinutes 09.17.2019'�r c LUCE 11 L111(1 BOARD OF COUNTY COMMISSIONERS ST. LUCIE COUNTY, FLORIDA Regular Meeting September 17, 2019 Convened: 9:00 AM Adjourned: 10:27 AM 1. CALL TO ORDER The meeting was called to order at 09:00 AM by District No. 3, Chair Linda Bartz ,Present Commissioner District 1 Chris Dzadovsky, Commissioner District 2 Sean Mitchell, Commissioner District 4 Frannie Hutchinson, Commissioner District 5 Cathy Townsend, Commissioner District 3 Linda Bartz, County Administrator Howard Tipton, County Attorney Dan McIntyre, Assistant County Attorney Heather Young, Assistant County Attorney Katherine Barbieri, Library Director Susan Jacob, Librarian III Amanda Carranza, Library Program Specialist Jesse Wilson, Economic Development Manager Peter Jones, MSBU Coordinator Barbara Guettler, Deputy Clerk Alice Sennott, Recording Secretary Brittany Jones 2. INVOCATION The County Administrator led the invocation. 3. PLEDGE OF ALLEGIANCE 4. APPROVAL OF MINUTES A. Board of County Commissioners minutes for the meeting of Tuesday, August 20, 2019 A motion was made to approve the minutes and it passed unanimously. RESULT: APPROVE MOVER: Commissioner District 2 Sean Mitchell SECONDER: Commissioner District 1 Chris Dzadovsky Chris Dzadovsky, Sean Mitchell, Linda Bartz, Cathy Townsend, Frannie AYES: Hutchinson NAYS: None BOCC Regular Meeting Tuesday, September 17, 2019 9:00 AM S. PUBLIC COMMENT (excluding Public Hearing Items) Chair Bartz opened the meeting for public comment at this time. Anthony Bonna, 844 SW Tulip Blvd, spoke about the County's budget and millage rate. There being no one further wishing to address the Board, Chair Bartz closed public comment. 6. PROCLAMATIONS APPROVAL A. Resolution No. 19-185 - Proclaiming September 20, 2019 as "POW/MIA Recognition Day" in St. Lucie County, Florida The deputy clerk read the proclamation into the record. A motion was made to adopt the resolution and it passed unanimously. The Chair presented the proclamation to Mike Kiper, president of the Vietnam Veterans of America, Michael F. Bradley Chapter, who accepted it with gratitude and thanked the Board. RESULT: ADOPT MOVER: Commissioner District 1 Chris Dzadovsky SECONDER: Commissioner District 4 Frannie Hutchinson Chris Dzadovsky, Sean Mitchell, Linda Bartz, Cathy Townsend, Frannie AYES: Hutchinson NAYS: None EXCUSED: None 7. PRESENTATIONS A. Chili Cook -Off - Susan Jacob, Library Director, St. Lucie County The Library Director Susan Jacob along with Amanda Carranza and Jesse Wilson, who served as co -captains, gave a presentation on the outcome of this year's Boys & Girls Club Chili Cook - Off. They began by giving a brief history of the event and stated this year's theme was books. The County's Library Division led the way with a few fundraising events including a community wide used book sale. They detailed the County's booth that was a result of teamwork from the Library staff. Also, they highlighted the awards won at the event, the money that was raised and thanked all of the sponsors and partners. 2 1 P a g e BOCC Regular Meeting Tuesday, September 17, 2019 9:00 AM 8. CONSENT AGENDA A motion was made to adopt the consent agenda and it passed unanimously. RESULT: ADOPT MOVER: Commissioner District 4 Frannie Hutchinson SECONDER: Commissioner District 5 Cathy Townsend Chris Dzadovsky, Sean Mitchell, Linda Bartz, Cathy Townsend, Frannie AYES: Hutchinson NAYS: None EXCUSED: None ri�Tff .l1.00M 1. Warrant Lists 48 & 49 Adopted by Consent Vote B. ADMINISTRATION 1. 2020 State Legislative Program Adopted by Consent Vote 2. Appointment to the Historical Commission Adopted by Consent Vote C. COUNTY ATTORNEY 1. Fairgrounds - Interlocal Agreement with IRSC for CDL Training Site Adopted by Consent Vote 2. Approve Jail Diversion Contract with New Horizons of the Treasure Coast Adopted by Consent Vote 3. Amended Interlocal Agreement with Okeechobee County for Pretrial Services Adopted by Consent Vote 4. St. Lucie County Health Department - FY2019/20 Contract with State of Florida Department of Health Adopted by Consent Vote 3 1 P a g e BOCC Regular Meeting Tuesday, September 17, 2019 9:00 AM 5. Funding Request for a Case Manager for Mental Health Court Adopted by Consent Vote 6. Interagency Agreement with the Florida Department of Juvenile Justice for the Operation of the Juvenile Assessment Center for FY 2019-2020. Adopted by Consent Vote 7. Permission to not pursue 2nd Appeal Federal Emergency Management Agency (FEMA) 1561/1609-DR-FL Adopted by Consent Vote 8. Escheated Property - Transfer to City of Port St. Lucie Parcel ID 4434-600-0057-000-1, 4434-501-0080-000-7 and 4434-501-0118-000-3 Adopted by Consent Vote 9. Escheated Property - Transfer to City of Fort Pierce Parcel ID 2409-606-0024-000-5 Adopted by Consent Vote 10. Prima Vista Boulevard Milling & Resurfacing & Prima Vista Boulevard Drainage West of US 1 - Facility Use Agreement - Revised from August 20, 2019 Board Meeting Adopted by Consent Vote 11. Resolution - Authorizing Board of County Commissioners to Participate in Joint Meeting with Indian River County Board of County Commissioners and Martin County Board of County Commissioners Adopted by Consent Vote IIAl111011V&UfflIE"i 1. Award of Bid No. 19-067 Bus Shelter Infrastructure Installation and Assembly Adopted by Consent Vote 2. Interlocal Agreement for the Installation of New Bus Stop Infrastructure Adopted by Consent Vote 3. Hurricane Loss Mitigation Program (HLMP) Adopted by Consent Vote 4 1 P a g e BOCC Regular Meeting Tuesday, September 17, 2019 9:00 AM 4. Funding Agreement Cancellation - Indian River Habitat for Humanity Adopted by Consent Vote E. INFORMATION TECHNOLOGY 1. Avenu Government Systems, LLC. Maintenance Contract Amendment No. 11 Adopted by Consent Vote F. OFFICE OF MANAGEMENT & BUDGET 1. Resolution to amend the St. Lucie County Purchasing Policy Manual Adopted by Consent Vote 2. Request for Qualifications (RFQ) No. 19-063, Professional Engineering Services - Taylor Creek Dredging Projects Adopted by Consent Vote 3. Removal of Fixed Assets from Inventory Adopted by Consent Vote G. PARKS & RECREATION 1. Resolution - Budget Resolution Allocating Revenues from Insurance Recovery Funds. Adopted by Consent Vote 2. Resolution - Budget Resolution Allocating Revenues from Insurance Recovery Funds. Adopted by Consent Vote 3. St. Lucie County Public Schools - 3rd Annual Marching Band Showcase - Waiver of Fees Adopted by Consent Vote 4. SLC Sports Complex, First Data Field Water Use Permit - CDM Smith, Inc. Contract No. C18-03-158 Adopted by Consent Vote : all 3410LTT191:1I i 1. Special Assessment Notice of Intent - MSBU Adopted by Consent Vote 5 1 P a g e BOCC Regular Meeting Tuesday, September 17, 2019 9:00 AM 2. Mainstreet Village Phase 2 Adopted by Consent Vote 3. Creekside Parcel B Subdivision Improvement Agreement Adopted by Consent Vote SHERIFF'S OFFICE 1. Reimbursement of Hurricane Dorian costs and Budget Amendment in the amount of $538,191.24 Adopted by Consent Vote 9. PUBLIC HEARINGS A. AIR & SEA PORT Resolution No. 19-134 - Designating Property at the Port of Fort Pierce as Brownfields Site Peter Jones, Economic Development Manager, spoke on this item. He introduced Matt Shelton from Tetra Tech and Dan Zrallack, branch manager from Ardaman and Associates, Inc. The Economic Development Manager gave some opening statements. Then, Matt Shelton gave a brief presentation. Mr. Shelton provided background, relayed the benefits to the County, and explained the designation process. Staff has determined that approximately 12.32 acres at the Port of Fort Pierce may be eligible for Brownfield Site designation pursuant to the Brownfields Redevelopment Act. Brownfield Site designation will permit the property to be eligible for environmental remediation and economic development incentives under the Act. A "Brownfield Site" is defined as real property the expansion, redevelopment or reuse of which may be complicated by actual or perceived environmental contamination. In order to initiate the designation process by the Florida Department of Environmental Protection, it is necessary for the local government with jurisdiction over the proposed site to adopt a resolution following two public hearings. As the local Port Authority, the Board is authorized to adopt such a resolution. A proposed resolution has been drafted for that purpose. State law requires that the Board conduct two (2) public hearings, one of which must be after 5 PM. This is the second of two required public hearings. Notice of this public hearing was published in the News Tribune on August 22, 2019. Staff recommended that the Board adopt Resolution No. 19-134, designating property at the Port of Fort Pierce as Brownfields Site. 61PagF BOCC Regular Meeting Tuesday, September 17, 2019 9:00 AM Chair Bartz opened the hearing for public comment at this time. There being no one wishing to address the Board, Chair Bartz closed the public hearing. A motion was made to adopt the resolution and it passed unanimously. RESULT: MOVER: SECONDER: AYES: NAYS: EXCUSED: B. COUNTY ATTORNEY ADOPT Commissioner District 5 Cathy Townsend Commissioner District 1 Chris Dzadovsky Chris Dzadovsky, Sean Mitchell, Linda Bartz, Cathy Townsend, Frannie Hutchinson None None Solid Waste Final Assessment Resolution This item was presented by Assistant County Attorney Katherine Barbieri. Pursuant to Chapter 38, Code of Compliances and Compiled Laws of St. Lucie County, the St. Lucie County Board of County Commissioners (Board) has the authority to impose annual assessments for solid waste (garbage and recycling) collection, disposal and administrative services, facilities or programs against certain property within St. Lucie County. The Board initially levied recurring annual assessments on residential properties within the County Solid Waste Urban Service Area for the purpose of including solid waste fees on property tax bills on September 14, 2004. This method of collection is in lieu of the garbage hauler billing property owners directly for garbage and recycling services. The state statute authorizing collection of special assessments on the tax bill (Section 197-3632, Fla. Stat.) requires notice to affected property owners and a public hearing in certain instances where the amount of the annual assessment is increased. On July 2, 2019, the Board adopted Resolution No. 19-128 (Preliminary Assessment Resolution) which initiated the process required to impose solid waste assessments for the fiscal year commencing October 1, 2019 (Fiscal Year 2019-20). The Preliminary Assessment Resolution scheduled a public hearing for September 3, 2019 to consider approving the solid waste assessment roll for Fiscal Year 2019-20, and directed the mailing and publication of notice for affected property owners. The public hearing was rescheduled due to Hurricane Dorian. An ad was placed in the newspaper on September 12, 2019 and notices were posted of the continued hearing. The drafted Final Assessment Resolution, if adopted at the conclusion of the rescheduled September 17, 2019 public hearing (prior meeting date of September 3, 2019 was cancelled 7 1 P a g e BOCC Regular Meeting Tuesday, September 17, 2019 9:00 AM 2. due to natural disaster), approves the rate of $276.14 per dwelling unit for Fiscal Year 2019- 20. The resolution also provides that the maximum rate can be changed in future fiscal years without further notice is $280.00 per dwelling unit. At the public hearing, the Board may vote to assess a lower rate of assessment for Fiscal Year 2019-20. The purpose for this action is to provide residential property owners and occupants proper, safe and cost effective disposal of residential waste and recyclable materials generated on such property. Staff recommended that the Board adopt the Solid Waste Final Assessment Resolution and authorize the Chair to sign the resolution. Chair Bartz opened the hearing for public comment at this time. There being no one wishing to address the Board, Chair Bartz closed the public hearing. Commissioner Hutchinson asked staff the last time there was an adjustment made and if this is considered a separate enterprise fund. The Solid Waste Division Director provided answers. A motion was made to adopt the resolution and it passed unanimously. RESULT: ADOPT MOVER: Commissioner District 1 Chris Dzadovsky SECONDER: Commissioner District 2 Sean Mitchell Chris Dzadovsky, Sean Mitchell, Linda Bartz, Cathy Townsend, Frannie AYES: Hutchinson NAYS: None EXCUSED: None Revising the St. Lucie County Water and Sewer District ("District") Combined Wastewater and Reclaimed Water Customer Classification Sewer Rate The County Attorney provided a brief summary of the history on this item. The County created the South Hutchinson Island Regional Wastewater System Municipal Services Benefit Unit/North District (SHI MSBU) pursuant to Resolution No. 95-162 adopted on August 3, 1995. The SHI MSBU funded certain wastewater system assets and holds certain funds and reserves to provide for wastewater and reclaimed water service to customers within the boundaries of the SHI MSBU. As part of the creation of the MSBU, certain commitments were apparently made that the customers in the MSBU would not be charged for reclaimed water. On May 2, 2017, the County adopted Resolution No. 17-100 dissolving the SHI MSBU and consolidating the SHI MSBU Assets, including all funds and reserves, and SHI MSBU customers into the District. 8 1 P a g P BOCC Regular Meeting Tuesday, September 17, 2019 9:00 AM Certain of the former SHI MSBU customers are residential master metered customers that receive both wastewater and reclaimed water irrigation service. Resolution No. 19-148 created a new customer classification, the "Combined Residential Master Metered Rate Schedule Wastewater and Reclaimed Water Irrigation Service" that would apply to these former SHI MSBU customers and all other similarly situated customers that may arise within the District in the future (there being none at this time). District staff met with the former SHI MSBU customers that will be impacted by the newly created rate classification and rate schedule and reached a consensus as to an appropriate rate and transition schedule for application of the rate. On August 13, 2019, the District Board adopted Resolution No. 19-148 approving certain revisions to the 2016 Rate Resolution Customer Classification and Applicability, together with removal of master -metered wastewater service gallonage caps and certain Residential Non - Metered Wastewater Service charges, and creation of a Combined Wastewater and Reclaimed Water Customer Classification. Next, the Solid Waste Division Director, George Landry, provided further background on this item. He stated staff has met with the representatives of South Hutchinson Island over the past few months in reference to the proposed increase. Further he stated a mutual agreement was reached that would consist of a 2.26% increase over the next seven years and this increase is being requested for Board approval. Staff recommended that the Board adopt the resolution, Chair Bartz opened the hearing for public comment at this time. • Harvey Alligood, 8750 S. Ocean Drive 836, asked for clarification on how the 2.26% increase would be applied —whether the increase would be 2.26% of the original base ($31.65) rate each year for seven years totaling $5.04, or whether each year the 2.26% increase would be added to the new base rate, totaling $5.84 at the end of seven years. • Susan McIntyre, 7370 S. Ocean Drive, questioned how the combined wastewater and reclaimed water rate was being calculated and wanted clarification of the base facility charge. There being no one further wishing to address the Board, Chair Bartz closed the public hearing. Commissioner Townsend asked staff to address the questions from the public. The Solid Waste Division Director explained that the 2.26% increase would be applied to the new base rate each year for seven years, resulting in a new base rate of about $5.84 at the end of seven years. Mr. Alligood was permitted to add additional public comment and noted that there was miscommunication about the rate explanation. Commissioner Dzadovsky commented that although there was going to be a rate increase, he felt that if the necessary maintenance of the wastewater disposal system was not funded now, the cost to residents would be much higher in the future. He also noted that the current wastewater disposal 9 1 P a g e BOCC Regular Meeting Tuesday, September 17, 2019 9:00 AM system was far more cost effective than installing a different type of system, which would cost the residents significantly more. A motion was made to approve staff recommendation and it passed unanimously. RESULT: ADOPT MOVER: Commissioner District 1 Chris Dzadovsky SECONDER: Commissioner District 4 Frannie Hutchinson Chris Dzadovsky, Sean Mitchell, Linda Bartz, Cathy Townsend, Frannie AYES: Hutchinson NAYS: None EXCUSED: None C. PUBLIC WORKS 1. Property Clean-up MSBU Annual Assessment Resolution MSBU Coordinator Barbara Guettler presented this item. Chapter 38, Article II of the County's Code of Ordinances addresses the nuisances that arise when property is allowed to deteriorate. Section 38-28 "Lot Cleanup" prohibits the accumulation of trash, junk, debris, living and nonliving plant material, and stagnant water; excessive growth of grass, weeds and brush; windows, skylights, and doors that are not water tight; and, the keeping of fill on property. If a property is found to be in violation of this Article the owner is notified of the violation and that they must remedy the violation within 20 days or file an appeal within 15 days. If the owner fails to remedy or successfully appeal the violation as set forth in Section 38-28, the County may undertake such action as necessary or useful to remedy the violation. The cost incurred by the County to remedy the violation shall be assessed against the property. If the imposed assessment is not paid in full within 20 business days, the assessment is recorded as a lien and may be levied as a non -ad valorem special assessment on the annual property tax bill and collected pursuant to Section 197.36 of the Florida Statute. There are six parcels on the 2019 Property Clean-up SAD assessment roll with assessment amounts ranging from $425.53 to $1,063.83. The actions taken by the County to remedy the violations include but are not limited to utilizing continuing services contractors for mowing; trimming bushes, shrubs, and trees; and securing windows, skylights, doors and pools. This public hearing was rescheduled from September 3, 2019 due to Hurricane Dorian. Notice of the public hearing was mailed to affected parcel owners on September 5, 2019 and notice was published in the newspaper on September 12, 2019. Staff recommended Board approval of the Property Clean-up Special Assessment District Annual Assessment resolution and authorization for the Chair to sign documents as approved by the County Attorney. 10 1 P a g BOCC Regular Meeting Tuesday, September 17, 2019 9:00 AM Chair Bartz opened the hearing for public comment at this time. There being no one wishing to address the Board, Chair Bartz closed the public hearing. A motion was made to approve staff recommendation and it passed unanimously. RESULT: MOVER: SECONDER: AYES: NAYS: EXCUSED: 10. REGULAR AGENDA I_�_V►VAI101r;1WIN IIQ01 APPROVE Commissioner District 2 Sean Mitchell Commissioner District 4 Frannie Hutchinson Chris Dzadovsky, Sean Mitchell, Linda Bartz, Cathy Townsend, Frannie Hutchinson None None Appointment to the Value Adjustment Board - At -Large Member Vacancy The County Administrator presented this item. There is currently one vacancy on the Value Adjustment Board due to the resignation of Kirk Young. Staff advertised for the seat on August 21, 2019. Four new applications were received in addition to one on file. All five applications were forwarded to the Value Adjustment Board counsel for review to ensure they meet the minimum qualifications to serve. During the review, one of the applicants did not qualify for the Board as he works for a taxing authority. Therefore, there are four applicants for the Board to choose from. Staff recommended that the Board vote and appoint one at -large member from the four applications submitted to fill the vacancy on the Value Adjustment Board. Commissioner Dzadovsky asked about applicants who are attorneys representing clients who participate in the Value Adjustment Board hearings and their eligibility to sit on the Board. The County Attorney said they would have to recuse themselves from any hearings that involve clients that they represent. The County Administrator published each of the Commissioner's votes and stated that by a majority of votes, Terry Ann Paulo was appointed as the at -large member for the Value Adjustment Board. 111 Page BOCC Regular Meeting Tuesday, September 17, 2019 9:00 AM B. COUNTY ATTORNEY Resolution No. 19-194 - Providing for an exemption from Port Fees for humanitarian cargo to the Bahamas and granting temporary exclusive use of the North Dock to McCulley Marine for Bahamian Hurricane Relief This item was presented by the County Attorney. St. Lucie County owns and operates the Port of Fort Pierce located in St. Lucie County, Florida. The County approved the establishment of general port fees for the Port of Fort Pierce. Portions of the Bahamas have been devasted by Hurricane Dorian, requiring hurricane relief and recovery efforts. The Board of County Commissioners desires to support hurricane relief and recovery efforts by providing for an exemption from the payment of port fees for humanitarian relief from the Port of Fort Pierce for humanitarian cargo to the Bahamas and granting temporary exclusive use of the North Dock to McCulley Marine for Bahamian Relief. Staff recommended the Board adopt the proposed resolution approving the exemption from Port Fees and authorize the Chair to sign the resolution. The Director of Port & Airport spoke on the operations at the Port and stated the operations are being conducted in a safe and orderly fashion. Commissioner Dzadovsky asked for clarification on the status of operations at other properties at the Port. The Director of Port & Airport replied that those operations were not shut down. A motion was made to adopt the resolution and it passed unanimously. RESULT: ADOPT MOVER: Commissioner District 2 Sean Mitchell SECONDER: Commissioner District 5 Cathy Townsend Chris Dzadovsky, Sean Mitchell, Linda Bartz, Cathy Townsend, Frannie AYES: Hutchinson NAYS: None EXCUSED: None 2. Interlocal Agreement - Operation of Temporary Animal Shelter The County Attorney stated this item is a work in progress and as such, staff is providing an update to the Board. The item was presented by Heather Young, Assistant County Attorney. As was reported to the Board of County Commissioners during its meeting on September 10, 2019, County staff has been meeting with staff from the City of Fort Pierce and the City of Port St. Lucie to discuss the operation of a temporary animal shelter in the event each entity decided not to renew its shelter services agreement with the Humane Society of St. Lucie, Inc. providing for the operation of a countywide animal shelter following the expiration of the 121Page BOCC Regular Meeting Tuesday, September 17, 2019 9:00 AM parties' current agreements with the Humane Society of St. Lucie County, Inc. County staff identified the County -owned building at 2700 Industrial Avenue 3 in the Airport Industrial Park as a possible site for temporary shelter given the uncertainty of when the Savannah Road Shelter might become available for use again. It is envisioned that the parties would cooperate in the operation of the shelter beginning October 1, 2019 with each entity contributing to the cost of operating the temporary shelter based upon the amounts paid under their current agreements with the Humane Society. Due to recent developments, negotiations on the interlocal agreement are ongoing. Each of the cities have regularly scheduled Council and Commission meetings scheduled for next Monday, September 23, 2019, at which time it is anticipated that the final draft of the interlocal agreement will be presented for approval. As the Board's next regularly scheduled meeting is October 1, 2019, it is recommended that the Board grant conceptual approval to an interlocal agreement with the cities for operation of a temporary animal shelter to be open on October 1, 2019, subject to final review and approval by the County Attorney, and further that such agreement shall be presented to the Board for ratification at the next available meeting. Staff recommended the Board of County Commissioners grant conceptual approval to an interlocal agreement with the City of Fort Pierce and the City of Port St. Lucie for the operation of a temporary animal shelter, subject to final review and approval by the County Attorney, and further that such agreement shall be presented to the Board for ratification at the next available meeting. A motion was made to approve staff recommendation and it passed unanimously. RESULT: APPROVE MOVER: Commissioner District 2 Sean Mitchell SECONDER: Commissioner District 5 Cathy Townsend Chris Dzadovsky, Sean Mitchell, Linda Bartz, Cathy Townsend, Frannie AYES: Hutchinson NAYS: None EXCUSED: None 18:1 BOCC Regular Meeting Tuesday, September 17, 2019 9:00 AM 11. ANNOUNCEMENTS A. The Board of County Commissioners will hold a Regular meeting on Tuesday, October 1, 2019 at 6pm in the Commission Chambers of the Roger Poitras Administration Annex located at 2300 Virginia Avenue, Fort Pierce, FL. B. The Public Hearing for the Major Adjustment to the Avalon Beach PUD Site Plan has been rescheduled from September 3, 2019 to October 1, 2019 at 6pm due to Hurricane Dorian. C. The Public Hearing on the Abandonment of a portion of Gopher Hill Road a/k/a Gopher Ridge Road in the Hunt Subdivision has been rescheduled from September 3, 2019, to October 1, 2019 at 6pm due to Hurricane Dorian. D. The Public Hearing on the 2nd Public Hearing for the Second Amendment to Development Agreement with FVP Miami Lakes, LLC - Silver Oaks PUD is rescheduled for the October 22, 2019 BOCC public hearing at 9:00 A.M. or soon thereafter. The Board of County Commissioners will hold an Informal meeting on Tuesday, October 8,2019 at gam in Conference Room 3 of the Roger Poitras Administration Annex located at 2300 Virginia Avenue, Fort Pierce, FL. F. The Board of County Commissioners will hold a Regular meeting on Tuesday, October 22, 2019 at gam in the Commission Chambers of the Roger Poitras Administration Annex located at 2300 Virginia Avenue, Fort Pierce, FL. 12. MOTION TO ADJOURN There being no further business to be brought before the Board, the meeting was adjourned. Please note: Final minutes are recorded in the official minute books that are filed with the Clerk of the Circuit Court and available for inspection upon request. 141Page