Historical Records Commission Minutes November 13, 2018

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

Members not present
John Murphey

Associate Members present
Deva Proto, Secretary

Guests present
Sarah Vantrease, Public Services Manager, Sonoma County Library

1. Call to order 4:04 pm
2. The October 9, 2018 Historical Records Commission minutes were approved
3. Budget Discussion
   1. $3,000 from Historical Records Commission and $12,000 from the Sonoma County Historical Society grant written to the Landmarks Commission are funding the initial phases of the Archives preservation assessment conducted by Lynn Downey
   2. Discussion of possible additional Historical Records Commission funds being used to keep the assessment going
   3. Discussions of evaluating the cost of having the entire archive assessed for preservation and requesting further proposals from Downey
4. Strategic Planning
   1. Discussions of the outcome of the Library Commission meeting of November 5
      1. Purpose of the presentation was to get the buy-in of the Library Commission and assistance in approaching the Board of Supervisors with the goal of forming a working group to address the archives and clarify roles and responsibilities. Library Commissioners generally expressed their support
      2. Discussion of how Library Commissioners might advocate for the archives to the Board of Supervisors and whether certain Library Commissioners would be asked to contact specific Supervisors based upon districts or other factors. Tours of the archives have been scheduled that Library Commissioners can attend including 11/20/18 at 2:00 pm and 12/5/18 at 3:00 pm. Historical Records Commission Commissioners may attend
      3. Commissioner Lovejoy agreed to compile comments, edits and additions to short list of key facts about the archives that might be useful as a handout to Library Commissioners or other advocates for the archives
   2. Commissioner Rinehart noted that the Library Commission had approved funds to hire a space planner to evaluate and plan for the use of the basement of the central library to house the archives or look at other options
   3. Discussion of reviewing timeline of strategic plan at next meeting of Historical Records Commission. It was agreed that the next Historical Records Commission meeting would take place at Museum of Sonoma County at 3:00 pm
5. Finding History in Sonoma County
   
   1. Discussion of a Preserving Family History program that would offer photo scanning workshops and could touch on the loss of family photos in fires and encourage the scanning and preservation of photos
   2. Commissioner Lovejoy reported that the Genealogical Society has an open program slot open at its March 16^th meeting that could include a Preserving Family History presentation. Suggested presenter is Don Silverek. Commissioner Lovejoy will follow up with the Sonoma County Genealogical Society about hosting the program and report back
6. Historical Records Commission Brochure
   1. Comments and edits are being compiled and will be reviewed at the next Historical Records Commission meeting
7. Continuing Business
   1. Commissioner Murphey’s proposal to replace the Research Grants Program with an archives recognition award to be discussed at the next Historical Records Commission meeting  
8. New Business
   1. No reports
9. Meeting adjourned at 4:55 pm

Next meeting – December 11, 2019, 3:00 pm Museum of Sonoma County, Santa Rosa