Historical Records Commission Minutes April 16, 2019

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

Members excused:
John Murphey

Associate Members present:
Amanda King, Secretary

Guests present:
None

1. Call to order 4:10 pm
2. The March 19, 2019 Historical Records Commission minutes were approved.
   1. Motion by Steve Lovejoy, approved as written
   2. Second by Katherine Rinehart
   3. Minutes are approved as written
3. Budget Discussion
   1. Wallace Collection
      1. Professional Services Agreement for $9,000 with Lynn Downey has been executed and in effect until June 30, 2019
      2. Secretary to find grant balance after $9,000 deduction
      3. Lynn Downey needs larger vehicle transportation to courier documents
   2. Payments made
      1. Payment has been sent for Don Silverek and Sonoma County Genealogical Society for Finley Room reservation.
   3. October 5, 2019 Archives Crawl
      1. Discussion on budget ideas
      2. Secretary to verify amount in the trust fund.
      3. Prize opportunities discussed
      4. Donation items discussed
      5. Discussion at Heritage Network Meeting on Saturday, April 13, 2019 regarding archives crawl.  History and Genealogy Museum and Wine Library opening doors on October 5, 2019.
         • John Murphey and Steve Lovejoy would love to hear from others that would like to participate.  Possibilities: Petaluma Museum, North Western Pacific Historical Railroad Society, Healdsburg Museum
         • Russian River Historical Society, Cemetery Tour, October 5, 2019; one of their biggest fundraisers and Archives Crawl may detract from it.
         • Next Heritage Network Meeting, July 13, 2019, Petaluma Museum
4. Strategic Planning
   1. Historical Records Commission (HRC) Strategic Plan Work Plan Discussion
      1. Amanda to alter HRC work plan to make more viewable in Excel
      2. Secretary will update spreadsheet, send out to Commissioners
      3. Update spreadsheet: Steve participated in an outreach event March 31, 2019 for Sonoma County Historical Society (SCHS) luncheon and had a table
   2. Katherine appreciated that the registration for the SCHS had ability to donate to Archives Fund
   3. Archives Fact Sheet
      1. Will be updated as new information comes along
5. Finding History in Sonoma County
   
   1. Archives Crawl, Central Library Forum Room, October 5, 2019
      1. Libraries on board
      2. John and Steve to contact/save the date
   2. Heritage Network Meeting, 10:00am, Sonoma County Wine Library-Healdsburg Library-Saturday, April 13, 2019
6. Historical Records Commission (HRC) Brochure
   1. Motion by Steve Lovejoy to approve as presented
   2. Second Eric Stanley
   3. Brochure is approved as presented
7. Continuing Business
   1. Changes to Resolution / Bylaws
      1. No updates
   2. Pre-1906 records
      1. No updates
   3. Archives/Archived Records
      1. Archives Space Plan
         • No updates
      2. Library update
         • Asked Library Commissioner Steven Zollman to consistently have the Archives listed as an agenda item every meeting
         • Library Commissioner Deborah Doyle and Commissioner Karen Schneider are the two representing for the Board of Supervisors meetings.
         • Library Director, Ann Hammond, mentioned National Library Week, April 8-12, 2019 and called out special collections such as the Archives
   4. Collections & Archives Recognition Awards
      1. John 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
   5. Outreach
      1. Steve participated in an outreach event March 31, 2019 for Sonoma County Historical Society (SCHS) luncheon and had a table
      2. Sonoma County Genealogical Society having seminar on May 4, 2019, Finley Center, 8:00am to 4:00pm.  HRC to staff table from 12:00pm to 1:00pm.  Steve to send Joyce information
      3. Request for table runner and upright banner for smaller tables.  Steve to look into Signarama for pricing.
8. New Business
   1. Steve and Eric's appointments expiring 4/28/19; Re-appointment currently set for May 14, 2019 Board Item Consent.
   2. Secretary to update current contact information on HRC commissioners
9. Public Comment
   1. Heritage Network Meeting, 10:00am, Sonoma County Wine Library, Healdsburg Library, Saturday, April 13, 2019
   2. Wednesdays at Hospice, A Road Map to Learn about History and Genealogy, presented by Joanna Kolosov, May 8, 2019, 5:30pm to 7:30pm, Hospice of Petaluma and various Sonoma County locations
   3. Pacific World: The History that Binds Us to the Sea; Museum of Sonoma County, 425 7th St, Santa Rosa, CA 95401, February 26-June 2, 2019
10. Meeting adjourned at 5:00 pm

Next meeting – May 21, 2019, 4:00 pm Sonoma County Library Annex, Santa Rosa