Historical Records Commission Minutes January 8, 2019

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

Associate Members present:
Amanda King, Secretary
Deva Marie Proto, County Clerk-Recorder-Assessor-Registrar of Voters

Guests present:
None

1. Call to order 4:02 pm
2. The December 11, 2018 Historical Records Commission minutes were approved.
   1. Modification to 5ai - Silverik to Silverek
   2. Modification to 4ei and ii - combine to: Is it feasible to move to Main Library basement as an interim solutions, while identifying a permanent location?
   3. Minutes approved as amended
3. Budget Discussion
   1. Nothing to report; funded for 2018/19 Fiscal Year
4. Strategic Planning
   1. Historical Records Commission (HRC) Strategic Plan Work Plan Discussion
      1. Commissioners will review their items and provide notes to Amanda by Tuesday, January 22, 2019
      2. Amanda will update spreadsheet, send out to Commissioners
   2. Archives Fact Sheet
      1. Library prepared to make a cardstock for HRC and Library Commissioners
         • Correct usage of "The Archives" singluar vs. plural
         • Commissioners will provide comments to Katherine by Monday, January 14, 2019
5. Finding History in Sonoma County
   
   1. January 12, 2019, Heritage Network Meeting, Cotati Historical Society, 10AM
   2. Secretary will check if HRC grant money may be used to give Don Silverek a stipend/honorarium for March 16, 2019 Genealogical Society general meeting
   3. February 2, 2019, Santa Rosa Family History Conference-Linking Generations, 1725 Peterson Ln, Santa Rosa, 9AM-5PM
      1. Circulate flyers at the event for March 16, 2019 Genealogical Society general meeting
6. Historical Records Commission (HRC) Brochure
   1. Request for changes to photographs and bullet points
   2. Commissioners will provide comments to Deva by January 22, 2019
   3. Brochure will be sent out again to Commissioners
7. Continuing Business
   1. Changes to Resolution / Bylaws
      1. No updates
   2. Pre-1906 records
      1. No updates
   3. Archives/Archived Records
      1. Katherine met with Leonard Gabrielson, Surveyor, Steve Fredericks, Surveyor for the County of Sonoma Department of Transportation and Public Works, Geoffrey Skinner, Head Cataloger, and Deborah Lindley, County of Sonoma Records Manager
         • Steve and Dave interested in better access to the road petitions
           • 6 bankers boxes and 4 document boxes of road petitions
         • Contact Lynn Downey, consulting archivist and Dewey Livingston, an historian that is familiar with land records-talk about inventory, file structure, database, and index
         • Monument Preservation Fund may be utilized to fund the project
      2. Library update, Sarah Vantrease, Public Services Manager, Sonoma County Library apologizes for not being here tonight:
         • Library Commission Meeting
           • Signed contract for new Director, Ann Hammond
           • Archives Update
           • Library Commissioner Haeuser suggested the Commission adopt a resolution before Board of Supervisors meeting
           • Karen Schneider, newly appointed Library Commissioner and Dean of the Sonoma State University Library, will be a great advocate because she's familiar with issues we're facing due to her experience at Sonoma State University
      3. Deva contacted County Administrator's Office's (CAO) office to request information about appear on the Board of Supervisors (BOS) calendar
         • Analyst stated Library Commissioners are encouraged to have a plan before meetings with Board of Supervisors (BOS) members
           • What they want the Board of Supervisors (BOS) to do and ask them for specific action.
   4. Collections & Archives Recognition Awards
      1. Questions about procedure:
         • How will we identify potential recipients?
         • Secretary to look into Historical Records Commission (HRC) grant about ability to give monetary awards for recognition
         • Possibility to combine with Sonoma County Historical Society event in March?
         • Commissioners will provide comments to John by January 22, 2019
8. New Business
   1. Election of Chair and Vice-Chair at next meeting
   2. Change February meeting to Tuesday, February 19, 2019
9. Public Comment
   1. March 31, 2019, Sonoma County Historical Society Annual Meeting & Awards Luncheon, Flamingo Hotel, 11AM, Members $50, Non-Members $60
   2. January 15, 2019, Historical Society of Santa Rosa, Atomic 1950s, Join our panel of experts to revisit those fabulous 50s when atom bombs and radiation fueled our fear, 5:30PM, Members Free, Guests $10
   3. Research Grants tab has been removed from the website
   4. 1964-1980 project at Clerk-Recorder is completed. Documents back to 1964 are available for purchase online through Recorder website
10. Meeting adjourned at 5:28 pm

Next meeting – February 19, 2019, 4:00 pm Sonoma County Library Annex, Santa Rosa