Historical Records Commission Meeting Minutes March 13, 2018

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

Associate Members present
Deva Proto, Secretary
Deborah Lindley, ISD Records Management

Guests present
None

1. Call to order 4:06 pm.
2. Oaths of Office
   1. Oaths of office were administered to Commissioners Rinehart, Murphey and Sayed.
3. The February 13, 2018 Historical Records Commission minutes were approved with amendments.
4. Records Retention Review - Department of Health, Animal Services
   1. Approved with a 5-0-0 vote.
5. Records Retention Review - Department of Health, Environmental Health
   1. Approved with a 5-0-0 vote, pending the designation of archival status of PH-EH-090 and PE-EH-100.
6. Records Retention Review - Transportation and Public Works
   1. Approved with a 5-0-0 vote, pending the designation of archival status of PW-CL-230, PW-AD-110, PW-RE-370, PW-RE-400, and PW-CL-030.
7. Budget Discussion
   1. 17-18 Grant must be spent by June 30, 2018.
   2. Secretary Proto will email out budget.
8. Strategic Plan
   1. Proposed changes were received by BJ Bischoff.
   2. Information was put in a priority spreadsheet for review.
   3. Commissioners will come to next meeting with their worksheet completed
9. Finding History Day
   1. May 12th Event
      1. Things have been moving well.
      2. Need someone to staff Historical Records Commission booth.
      3. Possibly shared responsibility between booths.
      4. Secretary Proto will try to draft an Historical Records Commission brochure.
      5. Secretary Proto will draft the event program – needs logos still.
10. Continuing Business
    1. Changes to Resolution/By-laws
       1. Revised resolution approved February 27th.
    2. Research Grants program
       1. Will decide on next steps after strategic planning is complete.
    3. Pre-1906 Vital Records
       1. No updates.
    4. Archives / Archived Records
       1. Marin County Archive visit will probably be the afternoon of April 19^th.
       2. Archives seem to be on the Supervisor’s radar.
       3. Department of Health Services and Fire & Emergency Services have been requesting a lot of boxes.
       4. Family Search was sent records of the Archives inventory. They will review for records they are interested in digitizing.
11. New Business
    1. There is a follow up of the Disaster Preparedness Workshop on April 17^th.
12. Public Comment
    1. The Recorder’s new website will allow online purchases of clerk and recorded documents. Working through some bugs currently.
13. Meeting adjourned at 5:16 pm

Next meeting – April 3, 2018, 4:00 pm, Sonoma County Library Annex, Santa Rosa