Historical Records Commission Minutes July 16, 2019

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

Members excused: 
John Murphey

Associate Members present:
Amanda King, Secretary

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

1. Call to order 4:06 pm
2. Oath of Office provided to Eric Stanley
3. The June 11, 2019 Minutes were approved
   1. Motion by Joyce Sayed approve as amended
   2. Second by Steven Lovejoy
   3. Approved
4. New Business
   1. Library Commissioner Update
      1. LC Deborah Doyle and LC Karen Schneider meeting with Supervisor Gorin on August 14, 2019 at 2:00PM
      2. Topics to discuss:
         1. Lease coming to an end at Los Guilicos by March 2020
         2. Working group approved by Board of Supervisors
         3. What's the best step forward to do for the Archives?
   2. Review Retention Schedules
      1. Answers to Sheriff's Office records from May 2019 meeting
         1. Coroner's index and logs - accepted Archival
         2. Significant events - accepted Archival
         3. Booking photographs - designed as confidential and may not be designated as Archival.  Designated as Jail security file and cannot come to the Archives.  Penal Code §13300.  Reference to the "Right to be Forgotten" stance in the European Union.
         4. Motion by Joyce Sayed to approve retention schedule as amended
         5. Second by Steven Lovejoy
         6. Approved and signed
         7. Joyce Sayed requests Secretary to add agenda item for HRC to address the policy regarding collecting confidential archival records at a future date.
      2. Child Support Services Department
         1. Motion by Joyce Sayed to accept the amended schedule
         2. Second by Steven Lovejoy
         3. Approved and signed
      3. Human Services Department
         1. Deborah to look into Statistical Reports, they are designated as Archival but the Archives states they have not received them.
         2. Eric brings up question as to Permanent vs. Archival designation.  What is HRC approach to these types of documents? Secretary to include as agenda item with above item request.
         3. Motion by Steve Lovejoy to approve retention schedule
         4. Joyce objects and believes "A" should be added to Adoptions for Archival designation in addition to Permanent status.
         5. Second by Eric Stanley
         6. Approved and signed
5. Continuing Business
   1. Archives/Archived Records
      1. Records Manager speculates there may be a large volume of boxes at the Records Center that may need to come to the Archives.  Possibly several hundred boxes from Right of Entry program.  Suggests discussions of licensing of OnBase for digital records.
      2. Discussion relating to issues with storing Archival records in terms of space, capacity, funding, lack of Archivist, access to the public, digital storage, etc.
      3. LC Doyle to report on Supervisor Gorin meeting in September 2019 HRC meeting.
   2. Archives Crawl, Central Library Forum Room, October 5, 2019, 10AM-4PM
      1. Heritage Network meeting, Steve did a speech requesting people to email him
      2. Steve sent Blast email asking people to respond back: Do they want to be an organization where people go or do they want a table at the forum room or not participate at all?
      3. Advertised in Library Newsletter
      4. Sonoma County Historical Society wants to have a table; Western Sonoma County Museum wants to participate; Pacific Coast Air Museum may want to participate; Northwestern Pacific Railroad Historical Society on board
      5. Looking for a speaker at lunchtime
      6. Museum of Sonoma County looking into date to see about participation
      7. Historical Records Commission would like to present a resolution in honor of National Archives Month and October 5, 2019 Archives Crawl on September 24, 2019 Board of Supervisors Meeting
   3. The Wallace Collection
      1. Lynn Downey report on Wallace Collection Inventory Project
      2. Believes there is approximately 160 hours remaining to complete the project
      3. Jeffrey Skinner, Library Cataloguer, will create a finding aid to assist in searching the Wallace Collection
   4. Changes to Resolutions/Bylaws
      1. No updates
   5. Pre-1906 Vital Records
      1. No updates
   6. Collections & Archives Recognition Awards
      1. Eric 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
   7. Outreach
      1. Sonoma County History and Genealogy Newsletter to include Archive's Crawl information
6. Budget Discussion
   1. Paid $8,855 to Lynn Downey for Wallace Collection Inventory Project
   2. $4,292.00 remaining trust fund balance
7. Strategic Planning
   1. No discussion
8. Public Comment
   1. 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
   2. Monthly general meeting of Sonoma County Genealogical Society, July 20, 2019, 12:00pm to 2:30pm.  Steve to send email and flyer to Secretary to add to website Calendar.
   3. August 3, 2019, Katherine to give talk on the History of D Street in Petalum, Petaluma Library, 10:30am to 12:00pm
   4. Museum of Sonoma County, exhibit "Grassroots: Cannabis from Prohibition to Prescription", runs now through September 15, 2019.
9. Meeting adjourned at 5:59 pm

Next meeting – August 13, 2019, 4:00 pm Sonoma County Library Annex, Santa Rosa