Historical Records Commission Minutes June 11, 2019

Members present:
Katherine Rinehart (Chair)
Steven Lovejoy  
John Murphey

Members excused:
Joyce Stanley (Vice-Chair)
Eric Stanley

Associate Members present:
Amanda King, Secretary

Guests present:
Deborah Doyle, Sonoma County Library Commissioner (LC)
Ann Hammond, Sonoma County Library Director
Sarah Vantrease, Library Public Services Division Manager

1. Call to order 4:02 pm
2. Introduction of Guests
3. The April 16, 2019 Minutes were approved
   1. Motion by Steven Lovejoy approve as written
   2. Second by John Murphey
   3. Approved
4. The May 21, 2019 Minutes were approved
   1. Motion by Steven Lovejoy approve as written
   2. Second by John Murphey
   3. Approved
5. Oath of Office provided to Eric Stanley
   1. Move to July 16, 2019 agenda
6. Budget Discussion
   1. Grant balance $634.75 to be used up to June 30, 2019
   2. Historical Records Commissions unable to receive funding from the Community Investment Fund Program Grants for Fiscal Year 2019-2020 due to budget constraints.
7. Strategic Planning
   1. LC Deborah Doyle to schedule meeting with Supervisor Gorin.
   2. Deborah Lindley, Sonoma County Records Manager, said to expect 1,500 boxes from various departments for the Archives in the pipeline with 37 boxes from Environmental Health to arrive soon.
   3. Current Archives facility lease at Los Guilicos is expiring March 2020.
      1. Museum of Sonoma County has items in facility next to Archives, will also need to move at expiration.
   4. Katherine mentioned that she had communicated with Caroline Judy, head of the County's General Services Department, and Marc McDonald, Real Estate Manager for the County, last summer about the possibility of the Sonoma County Library being included in conversations related to the potential relocation of Sonoma County government campus.  The idea being that the new campus could include a home for the Archives.  Alternatively, if the County is going to give up some buildings at the current site perhaps one could be rehabilitated for use as a new Archive.  Caroline and Marc seemed receptive to the idea.
   5. Katherine updating list of Stakeholders in the Historical Records Archives
      1. Secretary to give presentation on behalf of the Recorder to the Sonoma County BAR Association in Fall 2019.
      2. Sarah Vantrease discussed needed relationship with the Courts, a lot of their records are in the Archives.
      3. Law Library may be potential partner
   6. Supervisor Gorin is the only supervisor who has physically been to the Archives
8. Finding History in Sonoma County
   
   1. Archives Crawl, Central Library Forum Room, October 5, 2019, 10:00am to 4:00pm
      1. October is National Archives Month
      2. Steve and John met two weeks ago to brainstorm and create concept list about Archives Crawl:
         • Contacts, outreach to them to see if they want to participate showing their wares
         • List of places people may go
         • Organizations without physical wares invited to have a table in the Forum Room to display interesting information and membership materials.  Minimum criteria: Staff person needed to speak to the collection, wares, display materials
         • One speaker at lunchtime.  If we had speakers during the day, it would take away from the people that were staffing tables.  One hour to one and a half hours.  Thinking about asking Lynn Downey.
         • HRC serve to direct people, maps, handouts, institution, where, what they had, what is special
   2. Heritage Network Meeting, July 13, 2019, Petaluma Museum, 10:00am
      1. Steve to present Archives Crawl concept at meeting and ask for participants.
9. Historical Records Commission (HRC) Brochure
   1. Secretary to remove from Agenda until changes needed
10. Continuing Business
    1. Changes to Resolutions/Bylaws
       1. No updates
    2. Pre-1906 Vital Records
       1. No updates
    3. Archives/Archived Records
       1. Katherine requested that Deborah Lindley draft an email regarding the 37 boxes from Environmental Health deemed archival by the HRC.  The challenge is that there is no room at the Archives for the boxes.  With more information about the materials, Katherine may share with Library staff and come up with a solution.
       2. Steve working with Lynn Downey on the Wallace Collection.  Boxes have been moved and labeled.
       3. Lynn Downey to provide report at next meeting. Invoice to be submitted to Secretary for payment.
    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. History and Genealogy Newsletter to include Archive's Crawl information
11. New Business
    1. Comment on last meeting: going through Retention Schedule(s) took a long time and in the future HRC should review in advance and email any questions to Deborah Lindley ahead of time so she may be prepared to answer them during presentation at the meeting.
    2. By July meeting, Deborah Lindley will have answers to questions asked in May and return with more schedules to review
    3. Library has Summer Reading Program, June 1 through August 10, 2019.  Read 5 books get one free!  Available on mobile web app at  https://sonomalibrary.beanstack.org
    4. Library has a new database for historical documents 24/7 called Archives Unbound that offers primary source material covering topics of importance to United States and California history for all ages.
12. Public Comment
    1. No public comment
13. Meeting adjourned at 4:54 pm

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