4/1/03 Meeting Minutes, Town of Holly Springs

Town of Holly Springs

Board of Commissioners Regular Meeting

Tuesday, April 1, 2003

MINUTES

The Holly Springs Town Board of Commissioners met in regular session on Tuesday, April 1, 2003 in the cafeteria of the W. E. Hunt Community Center, located at 301 Stinson Ave. Mayor Dick Sears presided, calling the meeting to order at 7:10 p.m. A quorum was established as the mayor and all five board members were present as the meeting opened.

Board Members Present: Commissioners Steve Tedder, Chet VanFossen, Peter Atwell, John Schifano and Hank Dickson and Mayor Sears.

Board Members Absent: None.

Staff Members Present: Carl Dean, town manager; Chuck Simmons, assistant town manager; Ernest C. Pearson, town attorney; Joni Powell, town clerk (recording the minutes); Linda Harper, deputy town clerk; Len Bradley, parks and recreation director; Drew Holland, finance director; Kendra Thompson, senior engineer; Stephanie L. Sudano, director of engineering; Heather Keefer, CFM engineering department; Alysia Bailey, town planner; and Eric Tayler, IT technician.

2 and 3. The pledge of allegiance was recited, and the meeting opened with an invocation by Rev. Don Brown, pastor of The Village Church of Holly Springs.

At this time, Commissioner VanFossen displayed new Holly Springs bumper stickers in the OBX tradition that are available for sale from the Holly Springs Chamber of Commerce.

4. Agenda Adjustment ‑ The April 1, 2003 meeting agenda was adopted with changes, as listed below.

Motion By: Dickson

Second By: Atwell

Vote: Unanimous.

Items Added to the Agenda: None.

Agenda Items Removed: None.

Other Changes: None.

5a. Wake County Regional Wastewater Treatment Study - Mrs. Sudano said that she had asked Tommy Esqueda, the Consultant Project Manager for the Wake County Regional Wastewater Treatment Study, to make a presentation at this meeting. The presentation covered the work accomplished to date by the Project Guidance Team and the Technical Management Team, as well as work yet to be accomplished. The Town of Holly Springs embarked upon this project last May, with partners Wake County, Apex, Fuquay‑Varina, Morrisville, and Cary. To date, the Town of Holly Springs has expended approximately $75,000 (or 17% of the total contract) for this work.

Action: None.

5b. Local and Economic Development Activities Updates - Mrs. Mizelle introduced Ken Atkins, executive director of Wake County Economic Development Program of the Greater Raleigh Chamber of Commerce, and Mr. John Nelms, director of Existing Industry, to the Board members.

Mr. Atkins and Mr. Nelms updated the Board on local and regional economic development activities.

Action: None.

6. Consent Agenda ‑All items on the Consent Agenda were approved following a motion by Commissioner Dickson, a second by Commissioner Atwell and a unanimous vote. The following actions were affected:

6a. Budget Amendment $3,655 -The board adopted a budget amendment to the FY 2002‑03 budget in the amount of $3,655 to receive insurance proceeds for damages to a public safety vehicle. A copy of the budget amendment is incorporated into these minutes as an addendum page.

6b. Budget Amendment $2,500 -The board adopted a budget amendment to the FY 2002‑03 budget in the amount of $2,500 to receive a donation from Progress Energy to purchase a portrait of George Washington for the new town hall. Copy of the budget amendment is incorporated into these minutes as an addendum page.

6c. Budget Amendment $54,560 - The board adopted budget amendments to the FY 2002‑03 budget in the amount of $54,560 to receive funds from FEMA to cover damages of the December ice storm. Copies of the budget amendments are incorporated into these minutes as addendum pages.

6d. CVS Pharmacy Development Plan 02-DP-03 Amendment - The board approved amended CVS Pharmacy Development Plan 02-DP-03 conditions of approval to amend condition #1 and add condition #8 as follows: “#1. A recombination plat shall be submitted for review and approval and recorded according to town standards prior to Construction Drawing approval. This plat must include the following:

* A cross‑access easement for the shared driveway along the north property line

* Right‑of‑Way dedication for both Holly Springs Road and Sunset Lake Road.”

“#8. A plat shall be submitted for review and approval and recorded to create an easement to allow for the Town of Holly Springs to maintain the gateway/landmark feature after it is constructed at the intersection of Sunset Lake Road and Holly Springs Road according to town standards prior to issuance of a Certificate of UDO Compliance.”

6e. Town Hall Project Change Orders - The board approved six (6) change orders to the Town Hall construction project as follows:

#1. CRX‑34: Change 12 voice data conduit from 3/4" to 1 1/2 ", larger back box.... $1,604.98; #2. CRX‑35: Add 5 PVC telephone conduits ............................................................ $6,346.80;

#3. CRX‑37: Replace fiberglass cupola with aluminum cupola (credit)....……..... ($10,000.00);

#4. CRX‑38: Credit of signage allowance, owner to provide (credit) .................... ($25,000.00);

#5. CRX‑39: Credit of unused portion of door hardware allowance (credit).......... ($22,618.67);

#6. CRX‑41: Extend 3 voice/data conduit from basement to first floor server....….... $7,651.85

The net credit to the Town of all of the above referenced change orders is $42,015.04.

6f. Town Charter Update - The Board endorsed the introduction of a local bill to update the Town of Holly Springs charter as provided by Representative Paul Stam and town staff.

7a. Virtual Animation Project Contract - Mrs. Mizelle explained that she and Mr. Dean have been considering various and ongoing methods to market the Holly Springs Business Park. A major challenge continues to be the inability to view the undeveloped property that encompasses 250 acres, she said. Due to lack of road access, it is necessary to describe the property with aerial photos and maps, she added.

Mrs. Mizelle reported that after discussions with Little & Associates and Skyscraper Digital, staff is submitting a proposal to develop a virtual tour to highlight the benefits of locating a business in Holly Springs. The tour would consist of three sections: I. Introduction II. Holly Springs Business Park and III. Quality of Life.

Mrs. Mizelle said that she was in the process of scheduling a presentation of the product to Progress Energy to seek that company’s participation in this economic development marketing effort and that any contribution from Progress Energy would be used to offset the total cost of the project. In the event other partners are not secured, the town has funds to cover the base contract of cost $19,400, she added.

Mr. Jason Bizarro, design consultant of Skysraper Digital, gave a demonstration of the product and answered questions.

Action: The Board approved a motion to enter a contract in the amount of $19,400 with Skyscraper Digital for creation of a virtual animation project.

Motion By: Tedder

Second By: Atwell

Vote: Unanimous.

A copy of the Skyscraper Digital contract is incorporated into these minutes as addendum pages.

7b. Bass Lake Visitor Center Construction Bid - Mr. Bradley said that recently the Town Board agreed with staff to rebid the construction of the Bass Lake retreat center with slightly revised construction plans. This was done in an effort to reduce the cost of the project to within more acceptable levels.

The new bids from six bidders were opened on Monday, March 31. Mr. Bradley reported that the bids ranged from a low of $638,600 to a high of $889,000.

Mr. Bradley explained that the bid form also included eight alternates:

Alternate 1 = reduce number of piers and replace glulam girders.

Alternate 2 = upgrade lobby area wall finish from painted sheetrock to cedar paneling.

Alternate 3 = upgrade of wainscotting in the multi-purpose room from pine to cherry.

Alternate 4 = delete curb and gutter and add bumpers to parking area.

Alternate 5 = upgrade of floor finish in multi-purpose room.

Alternate 6 = upgrade of floor finishes in restrooms.

Alternate 7 = upgrade floor finish to hardwood floors.

Alternate 8 = reduce door sizes in conference room.

Mr. Dean suggested that the Town Board award the construction bid to low bidder RP Construction with Alternates 4 and 5 included along with any other alternates that could be negotiated within the $653,600 bid amount. He said that would provide the upgraded flooring in the multi-purpose room and bumpers for the parking lot and still be within reach of the originally anticipated project cost of $650,000. He added that if the Town Board would set the cap at $653,600 on this evening, then the project could proceed through financing approval with the Local Government Commission and the Town could take advantage of an extremely favorable interest rate on the loan.

Mr. Dean said negotiations could take place with the low bidder to add other alternative work to the scope of the project within the approved amount of $653,600.

Action: The Board approved a motion to award the Bass Lake Retreat Center construction contract to low bidder RP Construction at a cost not to exceed $653,600 to include a minimum of Alternate 4 (delete curb and gutter and add bumpers in parking area) and Alternate 5 (upgrade floor finish in the multi-purpose room) and as many other desired alternates as possible within that contract amount.

Motion By: Dickson

Second By: Atwell

Vote: The motion carried, 4-1. Commissioners Tedder, Atwell and Dickson voted for. Commissioner VanFossen, who had worked on the design of the project, abstained (counted as a “for”). Commissioner Schifano, who questioned the need for upgraded floor finishes, voted against.

A copy of the RP Construction contract is on file in the Town Clerk’s office until its disposition in accordance with the Town of Holly Springs Record Retention and Disposition Schedule.

7c. Braxton Village Recreation 03-DP-01 Site Plan - Ms. Bailey explained to the Board that this proposal is for the consideration of a recreation facility in Braxton Village Phases 5 and 6, located in Braxton Village Planned Unit Development. The recreation facility would be located on an approximately 1.25-acre site, and would include a pool, pool house, and a playground area.

The plan indicates that the building has been designed to compliment the surrounding residential development. The building would be comprised of horizontal siding and a pitched roof.

Engineering Department comments on the plan state that water and sewer services would be brought to the site by the developer and that a backflow prevention device would be required on the water service. The site is adjacent to a flood area and would be required to provide the town with updated flood information during the construction drawing review process.

Ms. Bailey said that staff and Planning Board had reviewed the plan and recommend approval of the recreation facility plan with conditions.

Action: The Board approved a motion to approve development plan 03‑DP‑01 for Braxton Village Recreational Open Space as submitted by Jera, Inc., with the following conditions:

1. A minor subdivision for the recreation site must be submitted prior to receiving construction drawing approval.

2. The following items are to be included on construction drawings:

• This site must be verified with the flood study to see if there are any impacts. If any fill is placed in or near the flood area, the flood study will have to be revised accordingly. It appears that based on the site plan, there will be some fill placed in the flood area.

Motion By: Schifano

Second By: Dickson

Vote: Unanimous.

7d. New Town Hall Telephone Systems - Mr. Simmons said that with the move to the new Town Hall facility fast approaching, an issue that needs to be addressed is the potential upgrade of the telephone system. The current Nortel telephone system that is being utilized by the Town must be expanded in the coming fiscal year to accommodate a growing number of users.

Mr. Simmons explained that the cost to upgrade the existing telephone system would be $20,540, which would allow additional users to be connected to the system. While the Nortel system being utilized by the Town has functioned adequately since its installation, he said, it is becoming obsolete with age due to growing numbers of discontinued replacement parts, etc.

He added that more frequent Sprint service calls also are necessary with the current telephone system.

Mr. Simmons said that with the need to make a decision to upgrade the telephone system, alternative plans utilizing VOIP (Voice Over Internet Protocol) technology have been investigated by the Town. Initially proposed by Sprint, the VOIP setup would prove to be more flexible, easily expandable and result in substantial savings in terms of telephone line charges and certain maintenance expenses.

Mr. Simmons reviewed the following three proposals for VOIP systems. Mr. Simmons broke the quotes down to show initial hardware cost, annual service fees, and 60-month lease‑purchase payments.

Vendor	Purchase Cost	Annual Service Fees	Monthly Service & Lease Cost
Alpha-Gamma Technologies Inc. (3-Com)	$67,562	$3,500	$1,930 $1 Buy-out
NCT (Sisco)	$92,716.60	$3,203.95	$2,333.14 5% Buy-out
Sprint (Sisco)	$87,750	$9,532	$2,751.18 $1 Buy-out

Mr. Simmons said that staff’s research indicates that all three firms submitting the above quotes are qualified to submit a bid and could provide a satisfactory level of service to the Town.

Mr. Simmons said that Alpha‑Gamma Technologies provided the Town with the most cost-effective quote, as indicated above. AGT has offices in RTP and Falls of the Neuse and has VOIP contracts with IBM, Compaq, and EPA. He said he would recommend that the Town Board award the proposal for a VOIP telephone system to Alpha-Gamma Technologies and to either enter into a 60-month lease purchase/service agreement or to buy it outright with installment financing.

Mr. Simmons said he had been advised that if the Town were to borrow the money to purchase the system, the monthly payment may be as much as $300 less per month than the monthly lease cost.

The system is not proprietary, assured a spokesman of the Alpha-Gamma Technologies.

Action: The Board approved a motion to award the proposal from Alpha-Gamma Technologies for a Voice-Over Internet Protocol telephone system to be purchased by way of

an outright purchase using installment financing to provide the purchase cost of $67,562.

Motion By: Schifano

Second By: Tedder

Vote: Unanimous.

7e. North Carolina League of Municipalities Storm 2003 CD package - Ms. Keefer, the Town’s certified floodplain manager, explained to the Board that the Town has been federally designated by the U.S. Environmental Protection Agency to comply with the National Pollutant Discharge Elimination System (NPDES) Phase II regulations.

She said the Town was notified by the State of North Carolina, Division of Water Quality (NCDWQ) on November 6, 2002 that it is required to develop a stormwater management program and apply for stormwater permit coverage. The deadline for this application is June 6, 2004.

Ms. Keefer said that in efforts to assist the communities with the planning required to comply with the NPDES Phase II regulations, the North Carolina League of Municipalities has designed an interactive program to address this issue. This program contains two compact discs. One CD contains programs to perform a needs assessment of the community along with educational tools in respect to the new regulations. The second CD is the actual NPDES application used by NCDWQ.

Ms. Keefer indicated that four half‑day work sessions and technical support from the League’s consultants, AMEC‑Earth & Environmental, are included with the CD package. With this CD package the engineering department would have the ability to do more of the legwork required to design a comprehensive NPDES Phase II program with a reduced need of assistance from an outside consultant, she added.

Action: The Board approved a motion to purchase the Storm 2003 CD package from the North Carolina League of Municipalities in the amount of $5,000.

Motion By: Tedder

Second By: Atwell

Vote: Unanimous.

A copy of the North Carolina League of Municipalities purchase agreement for Storm 2003 CD assistance package is incorporated into these minutes as addendum pages.

7f. Stinson Avenue Surveying - Mrs. Thompson said that the approved 2002 Transportation Capital Improvement Plan includes the complete connection of Stinson Avenue within the next 18 months. A portion of Stinson Avenue currently is a dirt road along the property line of Womble Park. A second portion is paved and is located at the back of Remington subdivision. The connection of both portions of Stinson Avenue is desirable to provide an east‑west interconnection and provide additional access to Womble Park, she said.

Mrs. Thompson explained that the next step is to move forward with the surveying, and she noted that additional wetland and flood surveys may need to be completed at a later date. She added that the proposal before the board also includes the surveying of the park area for parking.

Mrs. Thompson said that once surveys are complete, two additional parking lots can be designed. The road design would be prepared in-house, and design of the planned parking lots is to be determined.

Action: The Board approved a motion to approve a proposal from Mauldin‑Watkins Surveying in the amount of $12,287 (including a 10% contingency) for surveying of Stinson Avenue and Womble Park parking areas.

Motion By: Dickson

Second By: Tedder

Vote: Unanimous.

A copy of the Mauldin-Watkins Surveying contract is incorporated into these minutes as addendum pages.

7g. NC 55 and Holly Springs Road Intersection Improvement Alternatives - Mrs. Thompson explained that at the March 4, 2003 Town Board meeting a decision was made to proceed under scenario #3 from the February 18, 2003 Transportation Workshop.

Based on the outcome of this cost, she said, the need for modifications may be necessary. The proposal before the Board tonight is to enter into a professional services agreement that would enable the Town to proceed with determination of bid alternates.

Mrs. Thompson said that the professional services proposal would get the Town only to the alternate selection phase. Any additional services necessary for scenario #3 would have to be covered under a separate contract that would be brought before the Board at a later date, she said.

Action: The Board approved a motion to approve a professional services agreement from CH Engineering in the amount of $9,700 (including $1,000 as a contingency) for exploring the NC 55 and Holly Springs Road intersection project Scenario #3 and provide improvement alternatives.

Motion By: Atwell

Second By: Dickson

Vote: Unanimous.

A copy of the CH Engineering contract is incorporated into these minutes as addendum pages.

At this time, Mrs. Thompson reported to the Board that a consultant selection committee had interviewed local top design consultants in connection with the Sunset Lake Road and Holly Springs Road intersection project. She reported that the committee had recommended that the Town negotiate with Barbara Mulkey Engineering. If negotiations are not successful, the second-ranked design firm was Kimley-Horne, she said.

Mrs. Thompson said her report is for the Town Board’s information and not for consideration of action. She said the engineering department just wants to keep the Town Board advised of progress on the project.

7h. Linksland Drive to Holly Springs Road Sidewalk Connection - Mrs. Thompson said staff is proposing construction of a sidewalk connection between the existing Linksland Drive sidewalk and the existing Holly Springs Road sidewalk. Currently, she said, there is not a direct connection between the two portions of sidewalk, and pedestrians have to cut across two vacant properties. The opening of the schools and the development across Holly Springs Road has increased the need to provide safe pedestrian access, she added.

Mrs. Thompson said that a land survey was conducted on the two parcels, and Town staff has developed a in-house plan to construct this portion of the sidewalk. The Sunset Ridge Home Owners Association has signed a deed of easement for the sidewalk and has had direct input with the design and the exact location of the sidewalk, she said.

Gelder and Associates, Inc. provided a quote in the amount of $9,968.50 for constructing the sidewalk.

Action: The Board approved a motion to approve a proposal from Gelder & Associates, Inc. for construction of sidewalk to connect Linksland Drive and Holly Springs Road in the amount of $12,000 to include contingency and $1,500 for repairs of the existing irrigation system, if it is necessary.

Motion By: Schifano

Second By: Atwell

Vote: Unanimous.

A copy of the Gelder & Associates contract is incorporated into these minutes as addendum pages.

8a. Unfinished Business: New Town Hall Security System - Mr. Brian Simpson, architect of the new Holly Springs Town Hall, addressed the Board. He explained that this topic had been the subject of lengthy discussion at the Board’s March 18^th meeting.

Mr. Simpson said that on March 18, the Town Board compared proposals from ADT and Sonitrol. Following the meeting, another security firm, Secur‑Tek, requested to be considered.

Mr. Simpson reviewed with Board members the following access control/security proposal breakdowns:

ADT: In terms of the actual systems being proposed, the ADT submittal is essentially the same as the first Sonitrol proposal. The initial purchase cost of this system is $45,409 plus an annual maintenance contract of $4,632. A breakdown of what this annual fee provides is not available.

Secur‑Tek: This company has been in business since 1990, and the system it proposes to install is nonproprietary in nature. A one‑year warranty is offered, with service repairs thereafter being billed at a charge of $65 per hour.

The price breakdown for the Secur‑Tek proposal is essentially the same as ADT and Sonitrol (with any significant additions noted) and are as follows:

Security system ‑ $5,882.53 (exclusive to the security system are 36 window contacts,

eight zone expanders, a second keypad and a motion detector for the evidence room;

Video surveillance ‑ $12,905.07; and

Access control system ‑ $44,327.51.

Total cost with 6% discount would be $59,328.20 plus $1,800 bond, if required by the Town Board.

Sonitrol: The initial cost associated with the first Sonitrol proposal is $44,249. Included within the initial Sonitrol proposal is a service contract for years 2‑5 that includes a labor / diagnostic warranty ($250/month or $8.22/day); database management ($50/month or $1.64/day); and security monitoring ($100/month or $3.28/day).

It should be noted that the Town has the alternative to pick all, some or none of these levels of monthly service, Mr. Simpson said.

Scaled‑Down Sonitrol Proposal: In the event that a scaled‑down version of the initial Sonitrol proposal is preferred – as was indicated may be the case – the Town has the following option, Mr. Simpson said:

Excludes all video and audio devices that are in the initial proposal; the Town would access its own database, and the Police Department would monitor doors only for alarms; panic alarms would still be available for use under this scenario and could be tied to the Public Safety computer; Sonitrol is called only in the event of system breakdowns, and no monthly service fee of any kind is charged.

The cost for the controlled access only option is $27,810.

Advantages associated with this option are primarily the lower initial cost.

Disadvantages would be: with no electronic monitoring system in place under this scenario, there is one less deterrent to a potential break‑in; and as many as two dedicated phone lines would be necessary for the Police Department to oversee this system, which would require a monthly expenditure.

Standard Lock and Key Option: The Town has $22,618.67 allocated for this expense. Duke Construction is under contract to install this type of lock and key system throughout the Town Hall facility, unless a decision is made by the Town Board to go in another direction.

Advantages associated with this option are primarily the lower initial cost.

Disadvantages of this system alternative are the potential significant costs associated with periodically changing out the existing lock system due to concerns over keys’ being copied or becoming missing; and with no electronic monitoring system in place under this scenario, there is one less deterrent to a potential break‑in.

Chief Cecil Parker had said in an email communication to the Town Board that he would recommend that the Board go with the full Sonitrol option, especially since his department would not be equipped or prepared to provide full security until the new police station is completed.

Mr. Simpson said staff recommends that the Town Board enter into a contract with Sonitrol to purchase the card access and audio security system with one year of full service and then decide what level of monitoring to proceed with in the future. The cost of this option is $41,670 plus tax.

Commissioner Schifano suggested that the Town Board go with Sonitrol but let staff manage the database in order to save $50 per month, or $600 per year.

Commissioner Atwell pointed out that the database management is included in the first year of the purchase anyway and that the Town would have to purchase the software in order to provide in-house management of the database.

Commissioner Tedder agreed.

Action: The Board approved a motion to award a contract to Sonitrol Inc. for card control access, audio security and monitoring services for an all-inclusive cost for the first year in the amount of $41,670.

Motion By: Tedder

Second By: Atwell

Vote: Motion carried 4-1. Commissioners Tedder, VanFossen, Atwell and Dickson voted for. Commissioner Schifano voted against.

9. Public Comment – At this time, an opportunity was provided for members of the audience who had registered to speak to address the Board on any variety of topics not listed on the night’s agenda. The following citizens were heard:

Mr. Robert Blake, 321 Sycamore Creek Drive – Mr. Blake addressed the Board with his concern that optional roadways in future development phases of Holly Glen are planned to be the same width as his street, which he feels -- at 27 feet -- will be too narrow to handle through traffic. He said he is concerned that there are no feeder roads indicated on development plans that are wider than 27 feet.

10. Other Business: Mr. Pearson reported that the chief bill drafter at the General Assembly is recommending that the Town combine its pending clear-cutting legislation with the pending town charter revision legislation. The Town Board agreed that this would be a prudent move.

Commissioner Schifano said he would like to see staff resume pursuing having town board meetings video taped and broadcast over cable television or through internet video streaming or both. The Board directed that staff investigate options and report back to the Town Board on this topic.

11. Manager’s Reports – None

12. Closed Session - The Board approved a motion to enter Closed Session, pursuant to G.S. 143-318.11(a)(3), to discuss with the Town Attorney litigation matters, including the landfill appeal, settlement authority in Holly Springs vs. Margaret Lee Parker; and Quality Food Mart vs. Holly Springs; and pursuant to G.S. 143-318.11(a)(4) to discuss matters relating to the location or expansion of an economic development project; and to give staff direction as to the acquisition of real property, pursuant to G.S. 143-318.11(a)(5).

Motion: Schifano

Second: Atwell

Vote: Unanimous

General Account Closed Session – April 1, 2003

The Board, staff and the Town Attorney discussed a number of topics, including the Town’s property on Main Street; a pending contract with Progress Energy for water and reuse water services; the North Carolina Supreme Court’s decision to deny the Town’s request that its case against the landfill be reviewed; and three separate condemnation matters.

– End General Account

Action: The Board approved a motion to reenter Open Session.

Motion By: Schifano

Second By: Atwell

Vote: Unanimous

Action: Upon returning to Open Session, the Board approved a motion to seal the minutes of the Closed Session until such time as the purposes of the Closed Session would no longer be frustrated by the release of the information. (Following settlement of sale of property on Main Street; Bible Way condemnation; and Margaret Lee Parker vs. Holly Springs)

Motion By: VanFossen

Second By: Dickson

Vote: Unanimous

Action: The Board approved a motion to approve both the initial offer amount and maximum offer amounts as summarized in Closed Session for the acquisition of right of way on Bible Way Court.

Motion By: VanFossen

Second By: Dickson

Vote: Unanimous

13. Adjournment – There being no further business for the evening, the April 1, 2003 meeting of the Holly Springs Board of Commissioners was adjourned at 10:50 p.m. following a motion by Commissioner Dickson, a second by Commissioner Atwell and a unanimous vote.

Respectfully Submitted on Tuesday, May 6, 2003.

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Joni Powell, CMC

Town Clerk

Addendum pages as referenced in these minutes follow and are a part of the official record.