Historical Records Commission Meeting Minutes November 14, 2017

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

Associate Members present
Deva Proto, secretary

1. Call to order 4:08 pm.
2. The October 3, 2017 Historical Records Commission minutes were approved.
3. Budget Discussion
   1. No updates.
4. Strategic Planning Proposal
   1. Commissioner Sayed contacted BJ Bischoff after fires and she is ok.
   2. The only question on contract is now the matter of dates
   3. First meeting will be 2-3 hours
   4. Should there be a pre-meeting to discuss our internal goals?
   5. Check for availability the afternoon of 11/27 and week of December 11th.
   6. Set ending date on contract.
   7. William Rousseau, Clerk-Recorder-Assessor, will sign contract when finalized so it goes through the CRA Department for funding.
5. Finding History Day
   1. Possibly October 2018
   2. Would like to do something this year, to keep it in people's minds
   3. Idea - Archives Show and Tell Day
   4. Bring in small group to brainstorm ideas for 2017-18 fiscal year event
   5. Museum is doing event next year, "What we have lost" (due to time, choice, fire)
6. Continuing Business
   1. Changes to Resolution/By-laws
      1. Still need to go to Board of Supervisors to amend Resolution to add "archival" language.
      2. Put on hold for now by fire related priorities - possibly January/February
   2. Historical Records Commission website
      1. No updates.
   3. Research grants program
      1. No updates.
   4. Electronic Records/Onbase
      1. No updates.
   5. Pre-1906 Vital Records
      
      1. No updates.
   6. Archives / Archived Records
      1. Coroner records - Softfile will be sending records back.  Possibly to Coroner's Office, as they have storage room available.
      2. Archives are getting records requests from the Board of Supervisors
      3. Christi Warren from the Press Democrat is doing an article on the Archives and the fire, as well as disaster preparedness
      4. Archives was never given an opportunity to remove items.
7. New Business
   1. Library Staff
      1. Two new Librarians being hired for Annex - one full time and one part time
   2. Records Retention Schedules
      1. Might get a couple of schedules in January or February to approve.
8. Public Comment
   1. None.
9. Meeting adjourned at 5:03 pm

Next meeting – December 12, 2017, 4:00 pm, Sonoma County Library Annex, Santa Rosa