Historical Records Commission Minutes April 13, 2023

Members present:
Margaret Purser (Chair)
Steven Lovejoy
Michael Mueller
Eric Stanley

Members excused:
None

Associate Members present:
Amanda King, Secretary
Deva Marie Proto, County Clerk-Recorder-Assessor & Registrar of Voters
Erika Thibault, Director, Sonoma County Library
Eve Goldberg, County of Sonoma Library Commissioner and Liaison to the Historical Records Commission

Guests present:
Zayda Delgado, Supervising Librarian, History & Genealogy Library
Seana Gause, Sonoma County Transportation Authority
Robert Chase, Historian at Sonoma State University
Jessica Romero, Central Santa Rosa and History & Genealogy Libraries Branch Manager
Jonathan Scott, ISD Records Center, Digitization Team
Justine Bone, Western Integrated Systems

1. Call to order 4:03 pm
2. Introduction of Guests
3. The March 9, 2023 minutes were approved
   1. Motion by Steven Lovejoy
   2. Second by Michael Mueller
   3. Abstain by Eric Stanley
   4. Approved
4. Election of a new Vice-Chair
   1. Michael Mueller has been appointed Vice-Chair
5. Budget Discussion
   1. Balance is $3,796.07
6. Retention Schedule Review
   1. Water Agency retention schedule was set to be presented but it is still being worked on and will be presented at another meeting.
7. Continuing Business
   
   1. Update on Commissioner Vacancies
      1. Applications received:
         • Steven Lovejoy, request for reappointment for full term
      2. Two remaining vacancies - full term and a partial term
         • Appointment for 4 years
         • Appointment through 3/1/2026
      3. Discussion on background with historical records for two applicants, Robert Chase and Seana Gause
         • Motion by michael Mueller to accept the applicants; Robert Chase for the term ending 2026 and Seana Gause for the term ending 2027.
         • Second by Steven Lovejoy
         • Approved
      4. Secretary to submit agenda item to the Board of Supervisors for reappointment of Steven Lovejoy for a full term through 2027, Seana Gause for a full term through 2027 for upcoming vacancy, and Robert Chase for the remainder of the unexpired term vacated by Gretchen Emmert to 3/1/2026.
   2. HRC Commissioners Report
      1. Margaret's report:
         • Might get a master's thesis on the Highway 101 Cal Trans Highway Archives
      2. Michael's report:
         • No report
      3. Eric's report:
         1. No report
      4. Steven's report:
         • No report
   3. Library Commissioner Report
      1. Update from Eve Goldberg:
         • No report
         • Discussion on what historically HRC has heard during the Library Commissioner Liaison report.
      2. Update from Erika Thibault:
         • One application in for the Cotati Commissioner vacancy
         • Library Commission has requested a review of the Archives on Westwind.
         • Two grants that the library got – State Parks Pass, got funding from the State Library to provide field trips from the Roseland and Sonoma Valley libraries to Sugarloaf State Park for a tour in English and Spanish.
         • $300,000 State Library Grant for providing lunch at seven locations. Outreach to other lunch sites.
         • Purchased a van that will be able to be used after the grant funds are done being used.
         • MOU with Sonoma County Probation Department to provide library services for youth at Juvenile Hall.  County will pay for half of the funding.  Position will be a library employee
   4. Archives Activity Report
      1. Update by Zayda Delgado:
         • Month of March, we received 18 resources requested; 9 requests came from  two different County departments for 7 unique requestors.
         • Tentative launch of the archives website will be Fall of 2023
           • Zayda to confirm date with Secretary
         • History and Genealogy Library is launching the Memory Lab (digitization lab) for the public to digitize their photos, documents, VHS, etc. A lot of remodeling occurring at the H&G Library.
         • H&G Library will be seeking community partnerships for the mobile Memory Lab – launch in the summer/exact date TBD.
         • Upcoming Library events:
           • Saturday, April 29, 10AM, Rincon Valley Regional Library, former library commissioner and genealogist, Melissa Kelly, will be giving a presentation, “From Migrants to Mermaids: Researching Your Ancestry” Her talk will highlight resources and strategies for compiling and organizing family research
   5. Collections & Archives Recognition Awards
      1. Secretary to send documents to HRC for review and update.
   6. Outreach
      1. “Researching the History of a Sonoma County Property” pamphlet update:
         • Interested parties are reviewing the pamphlet for a June 2023 update.
         • Commission to review pamphlet for March 2024 for updates to be published in June 2024.
      2. Other California County Historical Records Commission
         • Margaret to reach out to Gretchen regarding the spreadsheet.
   7. County Recorder update on the status of the Restrictive Covenant Modification Program
      1. Request for Proposals (RFP) was released on April 5, 2023.
      2. Proposer questions are due to the County by April 19, 2023
      3. Proposals due to County on May 12, 2023
      4. County expecting to award a contract in approximately August 2023.
   8. Legislative Updates pertaining to public records
      1. Assembly Bill 1193 – Real property: property records: personal identifying information.
8. New Business
   1. Discuss moving May 11, 2023 meeting date due to Secretary availability.
      1. Meeting moved to May 25, 2023.
   2. Jonathan Scott answers question from Steven Lovejoy from last month, what is the status of the digitization of records at the Archives?
      1. Jonathan wanted to clarify he works with active records to help departments streamline processes and work together.
9. Public Comment
   1. Library Commission meeting, May 3, 2023, 6pm, Rohnert Park Branch Library
   2. Sonoma County Heritage Network Meeting, July 8, 2023, 10AM-12PM, location TBD
   3. Museum of Sonoma County Exhibits:
      1. Art of Risk: The Innovative Sculpture of Michael Cooper, December 10, 2022-May 28, 2023
      2. Sculpture Garden, May 31, 2023-June 16, 2023
   4. Sonoma County Finding History Day, October 21, 2023, 10:00AM-2:00PM, Finley Community Center, Santa Rosa
   5. Eve Goldberg says to County Recorder that she is very excited about Restrictive Covenant modification and it is very much needed.
10. Meeting adjourned at 5:07PM

Next Meeting - May 25, 2023 - ZOOM, 4:00PM

• In Person: County Clerk-Recorder-Assessor, Sonoma Room, 585 Fiscal Dr Rm 103, Santa Rosa, CA 95403
• Virtual: Guests may also join virtually. Please see the meeting month’s agenda for login information.