Historical Records Commission Minutes August 9, 2016

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

Members not present 
None

Associate Members present
Deva Proto, secretary

Guests present
None

1. Call to order 4:03 pm
2. The July 12, 2016 Historical Records Commission minutes were approved as amended.
3. Budget Discussion
   1. 2016/2017 Advertising Grant Contract has not yet been received
   2. Architectural Drawings Assessment Project
      1. Lisa received check for payment
      2. John will add comments to survey, send out to Commissioners
      3. Database was created, recommendations given regarding preservation
         • 161 maps/entities
4. Continuing Business
   1. Changes to Resolution/By-laws
      1. Commissioners will review changes
      2. Deva will send out GC 26490 language to Commissioners
   2. Historical Records Commision website
      1. No new information on this
   3. Research grants program
      1. Eric will send out draft
5. New Business
   1. Surveyors Office showed Katherine historical records that they have in their office
      1. No plans to send to archives at this point
      2. Lots of interesting stuff
      3. They are trying to get all the records indexed
   2. Coroner Records
      1. Boxes have left to be scanned
   3. Archives Day
      1. Planning meeting next Tuesday
      2. Representatives from State Parks, Petaluma Museum and Sonoma County Historical Society will attend
      3. Plan is to set date, estimate budget
   4. California Society of Archivists Conference
      1. Will be held in Pasadena in April 2017
   5. Vital Record Discussion
      1. Health and Safety Code changed in 2003, making vitals confidential
      2. Deva to send Health and Safety Code related to vital records to Commissioners
6. Public Comment
   1. High density shelves
      1. Library/Archives would find high density shelves beneficial for records
      2. Assessor's Office is getting rid of high density shelving
      3. Deva and Katherine will discuss
   2. ISD/Onbase Discussion
      1. Scheduled for October with Jim McKenney and Carolyn Staats
   3. Clerk-Recorder's Office Projects
      1. Indexing and imaging DD214/Military Discharge and Confidential Marriage records currently
      2. Future project may be to image and index historically significant but unrecorded maps
7. Meeting adjourned at 5:03 pm

Next Historical Records Commission meeting September 13, 2016, 4:00 pm, Sonoma County Library Annex, Santa Rosa