Historical Records Commission Minutes December 11, 2018

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

Members not present
None

Associate Members present
Deva Proto, Secretary

Guests present
Sarah Vantrease, Public Services Manager, Sonoma County Library
Amanda King, Chief Deputy Clerk-Recorder, County Clerk-Recorder

1. Call to order 4:06 pm
2. The November 13, 2018 Historical Records Commission minutes were approved
   1. Modification to 3c – instead of "entire archive" – entire Wallace collection
   2. Minutes approved as amended
3. Budget Discussion
   1. Notified that 2019/2020 Grant program on hold while County Administrators Office evaluates
   2. Katherine sent out grant opportunity
      1. Partnership between Historical Records Commission and Library
      2. Maybe a specific collection (roads petitions?)
      3. January 17^th - preliminary proposal due
   3. National Endowment for the Humanities has preservation grant, due January 31^st
4. Strategic Planning
   1. Library Commissioners have been visiting archives - four have not yet visited
   2. New Library Commissioners are all on board
      1. Perhaps setting up meetings with their Supervisors
   3. Library Commissioners are ready to advocate for Archives
   4. What is best way to get them before the Board of Supervisors? - Deva to reach out to Clerk-Recorder-Assessor Analyst
   5. Library hired consultant to evaluate space needs for Archives
      1. Is it feasible to move to Main Library Basement as an interim solutions while identifying permanent solution?
   6. Archives Fact Sheet
      1. Steven sent out fact sheet to review
      2. Maybe add stats - how many visitors, remarkable things
      3. Something from each district, or specific to each supervisor
      4. Put Historical Records Commission on it, pictures, contact information
      5. Why is Historical Records Commission involved? What is our goal?
      6. Collection and good stuff on one side, challenges on the other
      7. Any recommendations, send to Katherine
   7. Historical Records Commission Strategic Plan Work Plan Discussion
      1. Look at Goal 1, revise deadlines
      2. Deva will update spreadsheet, send out to Commissioners
      3. Commissioners will review their items, first tasks
5. Finding History in Sonoma County
   
   1. March 16^th Genealogical Society general meeting, Finley Center, Cypress Room, 12:00 pm - 2:30 pm, free, open to the public
      1. Don Silverek will be giving a presentation on preservation
      2. February 2^nd, Family History Center is having an event, can promote March 16^th event
6. Historical Records Commission Brochure
   1. Some feedback was given, brochure was updated
   2. Waiting on pictures from Katherine
   3. Brochure will be sent out again to Commissioners
7. Continuing Business
   1. Changes to Resolution / Bylaws
      1. No updates
   2. Research Grants Program
      1. Move to end Research Grants program - Steven, motioned; Eric, second; 4-1
      2. Remove from agenda
   3. Pre-1906 records
      1. No updates
   4. Archives/Archived Records
      1. Coroner records coming back to Archives
         • Documents separated into like items
         • Coroner retaining photographs, fingerprints
         • New numbers for boxes, new deeds of gifts
      2. Space planner consultant chosen by library
         • Site visit in mid-January
      3. History & Genealogy Library Annex open to public again
         • Open house January 9, 4:00-8:00 pm
   5. Collections & Archives Recognition Awards
      1. John wil resend out
      2. Discussion in January
8. New Business
9. Public Comment
   1. Introduction of Amanda King, new Chief Deputy Clerk-Recorder
   2. 1964-1980 records now available for purchase online through Recorder website
10. Meeting adjourned at 4:57 pm

Next meeting – January 8, 2019, 4:00 pm Sonoma County Library Annex, Santa Rosa