Historical Records Commission Meeting Minutes September 12, 2017

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

Associate Members present
Deva Proto, secretary, Tracy Gray, Sonoma County Library Interim Director

1. Call to order 4:05 pm
2. The August 8, 2017 Historical Records Commission minutes were approved.
3. Budget Discussion
   1. Grant Opportunities
      1. Some have already passed, but they may be available next year
      2. CA Cultural & Historical Endowment Museum Grant Program, due 8/15/2017
      3. Digitizing Hidden Special Collections & Archives Program, due 4/3/2017, through the Council on Library and Information Resources
      4. Library is hosting a grant writing class on 11/13/2017
   2. BJ Bischoff Proposal
      1. Could things be tweaked/streamlined?
      2. Is it more than what we need?
      3. Would we want to get quotes from other strategic planning coaches?
      4. This is pared down proposal for her, it is not to exceed
      5. Could we use grant funds for it? If we are not doing an Archives Day in 2017/18, it would free up more money
      6. Commissioner Sayed will email Secretary Proto a justification for using grant money for strategic planning
      7. Secretary Proto will inquire with County Administrator's Office for approval on use of the funds
      8. Put BJ Bischoff proposal on next month's agenda as a separate item
4. HRC Brochure
   1. A brochure might be something to do after a strategic planning session
   2. Secretary Proto could put together a draft
   3. Commissioner Rinehart will send Secretary Proto some some draft text to start the brochure
5. Continuing Business
   1. Changes to Resolution/By-laws
      1. No updates
   2. Historical Records Commission website
      1. No updates
   3. Research grants program
      1. No updates
   4. Finding History Day in Sonoma County
      1. Looking at October 2018, possibly the 13th
      2. Santa Rosa also planning their 150th anniversary of incorporation
      3. Commissioner Rinehart can chair the event, but needs a co-chair
      4. Should start planning now
      5. Could we align with Santa Rosa celebration, get discounted / free DeTurk rental?
      6. Add as a seperate agenda item going forward
   5. Electronic Records/Onbase
      1. No updates
   6. Pre-1906 Vital Records
      
      1. No updates.
   7. Archive Records
      1. Director Gray met with County Administrator Bratton for introductions
      2. Archives were brought up, CAO wasn't familiar with the details
      3. Los Guilicos facility on the County's list of buildings to look at after the Water Agency building on College Ave
      4. Someone from the Real Estate group took information regarding the contracts for facility
      5. CAO Office mentioned other archives for the County are around, and that they would look into that
      6. Director Gray said she will be keeping an eye on the BOS calendar for Los Guilicos facility items
      7. Try to keep it on the County's radar
6. New Business
   1. None.
7. Public Comment
   1. None
8. Meeting adjourned at 4:57 pm

Next meeting – October 3, 2017, 4:00 pm, Sonoma County Library Annex, Santa Rosa