Historical Records Commission Minutes August 13, 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:
Ann Hammond, Sonoma County Library Director
Deborah Doyle, Sonoma County Library Commissioner (LC)
Karen Schneider, Sonoma County and Santa Rosa City Library Commissioner (LC)
Sarah Vantrease, Library Public Services Division Manager
Deborah Lindley, Sonoma County Records and Information Manager

1. Call to order 3:57 pm
2. The July 16, 2019 Minutes were approved
   1. Motion by Steven Lovejoy
   2. Second by Joyce Sayed
   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. 10 additional places will be open and 10 people with tables at the Forum Room
      2. Deva Marie Proto, speaker, "Preserving History and Democracy"
      3. Jack Schaeffer, speaker, Act3 Partners, "Saving, Sharing, and Celebrating Your Family's History and Heritage"
      4. Advertising plan by the Library
         1. Working with Community Engagement/marketing staff
         2. Flyer to highlight special collections
         3. Relying on organizations to do their own marketing
      5. Press Release for new collections donated by Historical Society of Santa Rosa, Joe Lilienthal and Denise Hill, and Pedersen Family
      6. Steve to coordinate with Secretary regarding HRC website
      7. Secretary to submit a Gold Resolution to Board of Supervisors for the September 24, 2019 Board meeting commemorating National Archives Month and the First Sonoma County Archives Crawl
   2. Changes to Resolutions/Bylaws
      1. No updates
   3. Pre-1906 Vital Records
      1. No updates
   4. Archives/Archived Records
      1. No updates
   5. Collections & Archives Recognition Awards
      1. Eric left a message with the President of the Sonoma County Historical Society, Ray Johnson, if they would be interested in partnering for their annual meeting (Sunday, March 29, 2020)/venue to award
   6. Outreach
      1. Information about Archives Crawl in August 2019 Sonoma County History and Genealogy Newsletter
6. New Business
   1. Retention Schedules
      1. Deborah Lindley states the Records Center has about 5,000 boxes and an additional 1,000 boxes in County offices such as TPW Map room, etc., that are designated Archival.  To estimate an additional need of 6,000 +/- box capacity for the Archives
      2. Discussion on Policy Regarding Clarification of Permanent versus Archival Designation
         1. Should a record be deemed "Archival" in addition to "Permanent"?
         2. Use of Historical Records Appraisal Scorecard in "Sonoma County Historical Records Commission: Appraisal of Local Government Records for Historical Value", August 1997
            1. Steven Lovejoy will review the HRC binder to see what was included
            2. Joyce Sayed will look into whether there is a more current version of this booklet
         3. Look to establish a consistent criteria for designating records
      3. Collecting Confidential Archival Records
         1. Joyce Sayed to look into state statues regarding release time periods.
   2. Library Commissioner Update
      1. LC Schneider and LC Doyle meeting with Supervisor Gorin, August 14, 2019
      2. Goal is to get an Ad Hoc Committee started
7. Public Comment
   1. Museum of Sonoma County, exhibit "Grassroots: Cannabis from Prohibition to Prescription", runs now through September 15, 2019.
   2. Museum of Sonoma County, exhibit "From Suffrage to Me Too", runs late January 2020 to May 2020
8. Meeting adjourned at 4:56 pm

Next meeting – September 10, 2019, 4:00 pm Sonoma County Library Annex, Santa Rosa