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Historical Records Commission
County Of Sonoma › Administrative Support & Fiscal Services › Clerk-Recorder-Assessor-Registrar of Voters › Historical Records Commission › Calendar › Historical Records Commission Minutes October 08 2019
Historical Records Commission

Historical Records Commission Minutes October 8, 2019

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

Members excused: 
None

Associate Members present:
None

Guests present:
Sarah Vantrease, Library Public Services Division Manager  

  1. Call to order 4:03 pm
  2. The September 10, 2019 Minutes were approved
    1. Motion by Eric Stanley
    2. Approved
  3. Budget Discussion
    1. No discussion
  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. Steven Lovejoy reported on the Archives Crawl
      2. 50 people attended speaker Deva Marie Proto's talk
      3. 33 people attended speaker Jack Schaeffer's presentation
      4. Steven Lovejoy reached out to participants asking for feedback on the event
      5. Steven Lovejoy will compile a report for the HRC once he has heard back from everyone.
      6. Chair Rinehart reported the History & Genealogy Library (H&GL) sold $256.00 Friends-of-the-Santa-Rosa-Libraries books that day
      7. H&GL was visited by a number of "new" people, those not aligned with the Sonoma County History crowd.
      8. John Murphey reported of visitation at the HRC table, stating roughly 14% were "new" visitors.
      9. John Murphey said there was much synergy between the various groups staged in the Community Room, especially regarding Suffrage research.
    2. Changes to Resolutions/Bylaws
      1. No updates
    3. Pre-1906 Vital Records
      1. No updates
    4. Archives/Archived Records
      1. Coroner Records
        1. Chair Rinehart reported that Katie Bone, the new Information Bureau Manager at County of Sonoma Sheriff's Office, had approached her with a request to reinstate the Coroner Unit's, Coroner Records disposition process. Rinehart stated this was a positive development.
    5. Collections & Archives Recognition Awards
      1. Eric Stanley reported that Ray Johnson, President of the Sonoma County Historical Society (SCHS), had agreed to include the HRC's "Collections and Archives Recognition" award as part of their annual ceremony.  Next year's ceremony is scheduled for March 29, 2020, at the Flamingo Hotel, Santa Rosa.  Stanley said he would review the award criteria that member Murphey created in 2017.
    6. Outreach
      1. Chair Rinehart acknowledged the work that Secretary Amanda King and Courtney Dabney had been doing to keep the HRC website updated.
    7. Archives Task Force
      1. Library Division Manager, Sarah Vantrease, reported on the progress of forming an Archives Task Force.  Vantrease said that Sonoma County Board of Supervisor, Susan Gorin, tasked staff to form a working group to report back to the Board of Supervisors.  The initial group, composed of Vantrease, County employees Deborah Lindley and Darin Bartow, met last Thursday, October 3, to begin the discussion.  Vantrease imagines the group will include additional County and Sonoma County Library employees, including facilities and IT staff.  Vantrease said the group could include an HRC member, likely Eric Stanley.
      2. Member Lovejoy questioned whether this represented the "task force" recommended in the HRC's Strategic Plan, or something else.  Vantrease stated that this group, whatever the name, would report back to Supervisor Gorin, providing concrete recommendations.  Members of the HRC then repeated the concern that the working group have as its primary goal, the clarification of the roles and responsibilities between the County and Library, regarding managing the Archives.  Vantrease stated this indeed would be a major focus of the working.  The group expects to meet within the next month, after which Vantrease will report back to the HRC.
  6. New Business
    1. Library Commissioner Update
      1. See above
    2. Retention Schedules
      1. No discussion
  7. Public Comment
    1. None by the public
    2. Library Commission has provided the HRC an official liasion, represented by Karen Schneider
    3. Lynn Downey's HRC-funded work at the Archives, was the subject of an article in the Society of California Archivists' fall newsletter.
    4. Museum of Sonoma County will be celebrating a "Museum Gala," on October 12, at the Hyatt Regency Sonoma Wine Country.
  8. Meeting adjourned at 4:40 pm

Next meeting – November 12, 2019, 4:00 pm Sonoma County Library Annex, Santa Rosa