Historical Records Commission Minutes December 20, 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 4:06 pm
2. The November 15, 2016 Historical Records Commission minutes were approved as amended.
3. Budget Discussion
   1. 2017-2018 Advertising Grant Application
      1. Applications sent out by County Administrator’s Office
      2. Draft application for Historical Records Commission emailed out
         • Please let Deva know if there are edits
      3. Could funds be used for speaker fees?
         • Deva will ask Advertising Program staff
   2. Finding History Day invoice
      1. Approved pending final design and authorization to submit
4. Continuing Business
   1. Changes to Resolution/By-laws
      1. Deva passed out hard copy of draft resolution, will email out
      2. Please provide feedback to Deva
   2. Historical Records Commision website
      1. Deva will follow up with IT for status update
      2. HRC will be able to add agendas and minutes to website
   3. Research grants program
      1. Eric emailed out application and informational sheet draft
      2. HRC reviewed, provided feedback
      3. Eric will revise and email out
   4. Finding History Day
      1. Sunday, May 21^st, 2017 – new date
      2. Historical Records Commission committee reviewed draft graphic art for Finding History Day
         • Katherine will communicate with vendor regarding feedback
      3. Katherine will schedule another committee meeting
      4. John preparing draft of exhibitor application
      5. SF doing an Archives Day in March 2017
   5. Electronic Records / Onbase
      1. ISD presentation scheduled for January 10^th at Recorder’s Office
      2. Meeting will be moved a little earlier
      3. Spreadsheet of County Archival records (which can be filtered for vital) was emailed out
   6. Archives
      1. Had a videographer at the Archives
         • Had surveyor, genealogist, Library cataloger speak about importance of Archives
      2. Archives now prioritized higher on facilities list
         • County looking to have Archives out of current location
         • Would County assist with relocation costs?
      3. Coroner’s Records
         • Softfile took records apart for different processes
         • Unknown what the auditing procedures are for quality control
         • 1960’s records and forward
5. New Business
   1. Ethics Training
      1. New requirement for commissioners appointed in 2017 was emailed out
6. Public Comment
   1. None
7. Meeting adjourned at 5:05 pm

Next meeting – January 10, 2017, 3:30 pm, Sonoma County Recorder’s Office, Research Room