Historical Records Commission Minutes September 10, 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:
Karen Schneider, Sonoma County and Santa Rosa City Library Commissioner (LC)
Sarah Vantrease, Library Public Services Division Manager  

1. Call to order 4:00 pm
2. The August 13, 2019 Minutes were approved
   1. Motion by Steven Lovejoy
   2. Second by Eric Stanley
   3. Approved
3. Budget Discussion
   1. $4,292.00 remaining trust fund balance
4. Strategic Planning
   1. No discussion
5. Continuing Business
   1. Archives Crawl, Central Library Forum Room, October 5, 2019, 11:00 am-4:00 pm
      1. Levi's Granfondo bike race same day 6:00 am-8:00 pm, possible roads closed downtown Santa Rosa
      2. Katherine contacted Chamber of Commerce and Sonoma County Tourism Board and they suggested we post to their online calendar
      3. Steve to communicate with Speakers and Participant tables in the Forum Room regarding bike race.
      4. Eric to get Free Passes to Sonoma County Museum to Steve for the HRC table to pass out.
      5. Steve to check with Schultz Museum regarding passes for HRC table to pass out
      6. Secretary to share Facebook Event created by History and Genealogy to CRA Facebook page
      7. Secretary to email agenda for September 24 Board of Supervisors irem
      8. Steve to send Secretary participant information to update HRC website
   2. Changes to Resolutions/Bylaws
      1. No updates
   3. Pre-1906 Vital Records
      1. No updates
   4. Archives/Archived Records
      1. Coroner Records
         1. Two years ago, Sheriff's Department removed 208 boxes for digitization.  Removed criminal history, photos, and fingerprints from the boxes, returned 163 boxes
         2. Gift of Deed is different agreement on contents from original withdrawal agreement.
         3. These records are restricted.  Now that they are digitized, are these records a good candidate for an offsite storage site since the public would need to go to the Sheriff's Office for that information?
   5. Collections & Archives Recognition Awards
      1. Eric Stanley spoke with the President of the Sonoma County Historical Society (SCHS), Ray Johnson, and Ray would like to present the idea to the SCHS Board
   6. Outreach
      1. Information about Archives Crawl in September 2019 Sonoma County History and Genealogy Newsletter
      2. Library participated at Sonoma County Ready Day on September 8, 2019.
6. New Business
   1. Library Commissioner Update
      1. LC Schneider presenting for LC Doyle
      2. Met with Supervisor Gorin on August 14, 2019 to discuss an Archives Task Force.
      3. LC Schneider to send LC Doyle presentation and letter to the Library Commission to the Secretary.
      4. HRC requests a member on the new Task Force
      5. Secretary to add "Archives Task Force" to future agendas
   2. Retention Schedules
      1. Collecting Confidential Archival Records
         1. Joyce looked into records 75 years after date of creation-state records only.  Government Code §12237, exemptions from public disclosure from items in custody.
         2. Called State Archives to talk with someone about Local Archives.  What is State Archives policy? Do they have an "Appraisal Manual"?
         3. Publication from California State Archives, "The Historical Records of County Government in California", updated 2004
         4. National Archives and how they conduct their appraisals
         5. Called State of New York, which our manual was based on, and they have not updated.
         6. Does code exempt vital records?
7. Public Comment
   1. Library participated in Sonoma Ready Day on September 8, 2019 at the Fairgrounds, "How to Protect Your Family Archives Before Disaster Hits"
   2. Museum of Sonoma County, exhibit "From Suffrage to Me Too", runs late January 2020 to May 2020
   3. Heritage Network Meeting, Saturday, October 12, 10:00 am to 12:00 pm, Windsor Senior Recreational Center, 9231 Foxwood Dr, Windsor.  Hosted by the Windsor Historical Society with a guided tour of the Windsor Historical Museum afteward.
8. Meeting adjourned at 5:10 pm

Next meeting – October 8, 2019, 4:00 pm Sonoma County Library Annex, Santa Rosa