Historical Records Commission Meeting Minutes August 14, 2018

Members present
Katherine Rinehart (Chair), Eric Stanley (Vice-Chair) John Murphey, Steven Lovejoy

Members not present
Joyce Sayed

Associate Members present
Deva Proto, secretary  

1. Meeting called to order 4:07 pm
2. The July 10, 2018 minutes were approved with amendment removing the additions to the June minutes
3. Budget Discussion 
   1. No updates
4. Strategic Plan
   1. Reformatted plan sent out, accepted with the request to remove italic
   2. HRC brochure started – will use language from strategic plan
5. Finding History in Sonoma County 
   1. No event in November
   2. Don Silverek may create a video in place of the Preserving Your Family Archives Event which got cancelled. Don's video would describe best practices for preserving photographs.
6. TPW Retention Schedule
   1. Approved on a 4-0-1 vote
7. Continuing Business 
   1. Resolution/Bylaws
      1. Secretary Proto sent out resolution and bylaws
      2. Secretary will make changes to Resolution and re-send bylaws
      3. Commissioners will give feedback to Secretary
   2. Research Grants
      1. Discussed possibly replacing with C&AR awards
   3. Pre-1906 Records
      1. No updates
   4. Archives/Archived Records
      1. California Preservation Program did Preservation Needs Assessment for Library.
         • Some suggestions were made for the Archive
      2. History & Genealogy is moving out of their building next month for repairs, facility updates, HVAC, etc
         • Will be working out of main branch basement
         • Anticipated to be back in H&G by end of October
      3. Archives Facilities
         • Original room requested for additional space was not available, but another room was found
         • County General Services will revise the Archives lease to include new room and extend leas
         • Conversation between General Services and Library about the possibility of having the Archives be part of the new County Complex
8. New Business
   1. Collection and Archives Recognition Awards
      1. Feedback was given regarding draft
      2. Next steps to be discussed at next meeting
9. Public Comment 
   1. The Sonoma County Recorder’s Office has signed a contract to get the 1964 to 1980 images into the current recording system.  Hopefully, the project will be completed by end of year.
10. Meeting adjourned at 4:57 pm
    
    Next HRC meeting September 18, 2018 at 4:00 pm, Sonoma County Recorder’s Office, Santa Rosa