Historical Records Commission Minutes March 19, 2019

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

Members excused:
Eric Stanley

Associate Members present:
Amanda King, Secretary

Guests present:
None

Call to order 4:03 pm
The February 19, 2019 Historical Records Commission minutes were approved.
1. Motion by Steve Lovejoy, approved as written
2. Second by Joyce Sayed
3. Minutes are approved as written
Budget Discussion
1. Wallace Collection
  1. Lynn Downey revised proposal/open discussion
  2. Searchable inventory
  3. Motion by Steve Lovejoy, move to accept the proposal, allocate $9K for execution, and Secretary to prepare and execute contract with Lynn Downey.
  4. Second by John Murphey
  5. Motion approved
2. Invoices submitted for payment
  1. Don Silverek $150 for honorarium
  2. Room rental $215.25
3. Historical Records Commission (HRC) Brochure
  1. Library Graphics department very busy
  2. Amanda to send final copy to HRC; to be approved at next meeting
  3. Will be printed in house
Strategic Planning
1. Historical Records Commission (HRC) Strategic Plan Work Plan Discussion
  1. John suggests we could review work plan on a quarter or committee vs. reviewing in meeting monthly.
  2. Amanda to alter HRC work plan to make more viewable in Excel
  3. Working toward goal vs. maintenance of document
  4. What committees are needed:
    - Outreach/Events Committee (Goal of 4 or 5); John to Chair/Steve to be a member
    - Others to be defined
  5. Secretary will update spreadsheet, send out to Commissioners
2. Archives Fact Sheet
  1. No updates; soon to be completed/printed
  2. Secretary to print Fact Sheet; include revision date
Finding History in Sonoma County
1. Reserved Forum Room, Central Library, October 5, 2019
  1. Possible Archives Crawl?
  2. Library would like to have an Open House/Countywide event
2. Heritage Network Meeting, 10AM, Sonoma County Wine Library-Healdsburg Library-Saturday, April 13, 2019
Continuing Business
1. Changes to Resolution / Bylaws
  1. No updates
2. Pre-1906 records
  1. No updates
3. Archives/Archived Records
  1. Archives Space Plan
    - March 4, 2019 Library Commissioners met to discuss the Archives Space Plan
      - remote presentation/not a lot of questions
      - Appreciated having info before talking to Board of Supervisors
      - Cost Estimates included
      - Report in phases
    - 4 boxes of 1985-2014 Building construction records from General Services added to The Archives
  2. Library update
    - March 18, 2019 Library Commission had budget workshop presented by Library Staff had budget presentation and formalized goals
    - Library cover story in Sonoma Life section of The Press Democrat on 3/17/19
4. Collections & Archives Recognition Awards
  1. John will approach the President of the Sonoma County Historical Society, Ray Johnson, if they would be interested in partnering for their annual meeting/venue to award
5. Outreach
  1. Secretary to print 300 HRC Brochures and Archives Fact Sheets for the Historical Society Luncheon, March 31, 2019
    - Steve will contact organizer for a table.
New Business
1. Steve and Eric's appointments expiring 4/28/19; Secretary to request new applications to process reappointments.
2. Katherine will not be at May meeting
3. Secretary to update current contact information on HRC commissioners
Public Comment
1. Pacific World: The History that Binds Us to the Sea; Museum of Sonoma County, 425 7th St, Santa Rosa, CA 95401, February 26-June 2, 2019
2. Sonoma County Historical Society Annual Meeting & Awards Luncheon, Flamingo Hotel, March 31, 2019, 11AM, Members $50, Non-Members $60
3. National Women's History Alliance-History of the Sonoma County Suffrage Movement, Central Library Forum Room, March 20, 2019, 6 to 8PM
Meeting adjourned at 5:29 pm

Next meeting – April 16, 2019, 4:00 pm Sonoma County Library Annex, Santa Rosa