Historical Records Commission Minutes December 7, 2023

Members present:
Margaret Purser (Chair)
Michael Mueller (Vice-Chair)
Robert Chase
Seana Gause
Steven Lovejoy

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

1. Call to order 4:01 pm
2. Introduction of Guests
3. The November 9, 2023 minutes were approved
   1. Motion by Robert Chase
   2. Second by Michael Mueller
   3. Approved
4. Budget Discussion
   1. Balance is $3,719.59
5. Continuing Business
   
   1. HRC Commissioners Report
      1. Margaret's report:
         • No report
      2. Michael's report:
         • No report
      3. Robert's report:
         • No report
      4. Seana's report:
         • No report
      5. Steven's report:
         • No report
   2. Library Commissioner Liaison Report
      1. Update from Eve Goldberg:
         • Library received and commission approved a California State grant to make upgrades to the H&G Library for ADA compliance for $612,000. $350,000 budgeted for this fiscal year and the additional funds will be in the next fiscal year budget.
         • California State Libraries grant for Stay and Play for professional enrichment and education for certain librarians in certain branches.
         • Approved revisions to the Collections Development and Management Policy with new wording that has to do with responding to attacks on intellectual freedom that have been happening recently.  This should make things more clear in policy for when it needs to be dealt with.
   3. Library Report
      1. Library Director Report
         • Library Update:
           • Strengthened the intellectual freedom aspects of our policy and addressed digital content, which was not previously referred to.  Needed to add policy on reconsideration of materials within databases and required anyone who wanted to challenge materials needed to be a card holder of the Sonoma County Library and a resident.  That is a best practice that the American Library Association has recommended.
         • Archives Operating Agreement Update
           • Have not heard back from Christel Quintero on setting a meeting with the County Administrator.
      2. History and Genealogy Library Report
         
         • The library’s revised Collection Development and Management policy has a few procedures for patrons to submit a request to reconsider digital access to special collections materials. This is primarily for copyright holders and/or sensitive cultural heritage information. This is a library best practice that the library has adopted.
         • Update by Zayda Delgado:
           • Upcoming Programs
             • The Rainbows by the River event has been rescheduled to Saturday, February 3, 2024 at the Guerneville Library. It will be a discussion of LGBTQAI+ history groups discussing their work to preserve queer local history.
             • Released dates for January 2024 for Playback Memory Lab and they are already booked. Please look at the beginning of next month for more available dates.  Looking into expanding to other branches including funding availability.
   4. Archives Activity Report
      1. Update by Zayda Delgado:
         
         • Ten (10) archives material requests from 7 unique users. No county requests for November.
         • Some feedback has been received for ArchivesSpace from HRC members.  The survey will still remain open to keep submitting comments.
      2. Eve Goldberg updates on the video for the Archives is moving forward with interviews with Katherine Rinehart, Advocates for the Sonoma County Archives, will call Zayda Delgado, meeting with Margaret Purser, requesting interviews with Chris Smith and Gaye LaBaron.  If everything goes well, expecting to have the video done early this Spring.
   5. Collections & Archives Recognition Awards
      1. Collections and Archives Recognition Awards nominations are due by January 10, 2024.
         • Secretary to send out another email to the Heritage Network on nominations.
         • Date for the Sonoma County Historical Society Annual Luncheon is still TBD.
         • Review the nominations at the January 11, 2024 meeting.
   6. Outreach
      1. “Researching the History of a Sonoma County Property” pamphlet update:
         • Commission to review pamphlet in March 2024 for updates to be published in June 2024.
   7. County Recorder update on the status of the Restrictive Covenant Modification Program
      1. County Recorder is working with the vendor to get the system set up and is about to begin testing of the process.
   8. Legislative Updates pertaining to public records
      1. Continuing to monitor legislation.
6. New Business
   1. Election of Officers at the January 2024 meeting
   2. 2024 Meeting Schedule
   3. Review the Prior HRC Strategic Plan
   4. Secretary to reach out to the Records Center for update on Retention Schedules and Records Manager position.
7. Public Comment
   1. Library Commission meeting, January 3, 2024, 6PM, Rohnert Park Branch Library
   2. Sonoma County Heritage Network Meeting, January 13, 2024, 10AM-12PM, TBD
   3. Museum of Sonoma County Exhibits:
      • Sonoma County Stories, September 9, 2023-Ongoing
      • Light, Clay, and Copper: Mid-Century Arts and Crafts in Sonoma County, September 9, 2023-Ongoing
      • 34th Artistry in Wood, November 18, 2023-January 7, 2024
      • Tilden Daken: The Art of Adventure, December 9, 2023-March 3, 2024
8. Meeting adjourned at 4:44PM

Next Meeting - January 11, 2024 - 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.