Historical Records Commission Meeting Minutes February 13, 2018

Members present
Eric Stanley (Chair)
Katherine Rinehart (Vice-chair) 
Steven Lovejoy 
John Murphey 
Joyce Sayed

Associate Members present
Deva Proto, Secretary

1. Call to order 4:03 pm.
2. Election of Officers
   1. Commissioner Rinehart was elected as the 2018 Chair and Eric Stanley was elected Vice-Chair of the Historical Records Commission on a 5-0 vote.
3. The January 5 and January 9, 2018 Historical Records Commission minutes were approved.
4. Budget Discussion
   1. The Advertising grant through the County is due at the end of the month.
      1. Secretary Proto will email out the draft grant application to commissioners for review.
   2. The Saturday Afternoon Club rental may be reimbursed by HRC grant funds of Santa Rosa or Santa Rosa Sesquicentennial Committee.
   3. Secretary Proto will provide a current budget snapshot to commissioners.
5. Strategic Plan
   
   1. Commissioner Sayed emailed out the Strategic Plan draft to commissioners.
      1. Commissioners should review and provide feedback by 2/15.
   2. Commissioner Sayed said we have the option to get a quote for further work by BJ Bischoff on strategic planning.
6. Finding History Day
   1. Preserving Your Family Archives Event 
      1. Committee met on 2/3.
      2. Meetings will be held the first Saturday of the month in the Annex.
      3. Speakers and location are lined up.
      4. Thinking about using a second room for speakers, to help with acoustics.
      5. Will have an exhibitor table to HRC.
   2. Commissioner Murphey drafted a mission/agreement for Finding History in Sonoma County group.
   3. Commissioner Rinehart is working on a listserve for group.
7. Continuing Business
   1. Changes to Resolution/By-laws
      1. Updated resolution is going before the Board of Supervisors on February 27th.
      2. Secretary Proto will email out resolution.
   2. Historical Records Commission website
      1. No updates.
      2. Remove from Continuing Business.
   3. Research grants program
      1. Will decide on next steps after strategic planning is complete.
   4. Electronic Records/Onbase
      1. No updates.
      2. Remove from Continuing Business.
   5. Pre-1906 Vital Records
      
      1. Family Search is looking to digitize vital records. May be contacting counties for permission.
   6. Archives / Archived Records
      1. Wallace Collection
         
         1. Sonoma County Historical Commission applied for Landmarks Grant in the amount of $20,475 to survey and inventory Wallace Collection.
         2. Landmarks Commission had nine applications for over $106,000, and their maximum grant total was $50,000
         3. Three commmissioners made the decisions; two others recused themselves
         4. Sonoma County Historical Commission got 60% of their ask, enough to start the project.
      2. Coroner Records
         1. No updates
8. New Business
   1. None.
9. Public Comment
   1. None.
10. Meeting adjourned at 5:03 pm

Next meeting – March 13, 2018, 4:00 pm, Sonoma County Library Annex, Santa Rosa