Historical Records Commission Minutes January 13, 2022

Members present:
Steven Lovejoy (Chair)
Eric Stanley (Vice-Chair)
Gretchen Emmert
John Murphey
Margaret Purser

Members excused:
None

Associate Members present:
Amanda King, Secretary
Deborah Doyle, Library Commissioner (LC) Liaison to the HRC
Ann Hammond, Director, Sonoma County Library

Guests present:
None                                   

1. Call to order 4:04 pm
2. Introduction of Guests
3. December 9, 2021 Minutes approved
   1. Motion by Margaret Purser
   2. Second by Eric Stanley
   3. Approved
4. Election of Eric Stanley as New Chairperson
   1. Motion by Gretchen Emmert
   2. Second by John Murphey
   3. Approved
5. Election of Margaret Purser as New Vice-Chairperson
   1. Motion by Gretchen Emmert
   2. Second by John Murphey
   3. Approved
6. Eric assumes role of President.
7. Budget Discussion
   1. Balance is $3,905.52
8. Continuing Business
   
1. HRC Commissioners Report
   1. Steve's report:
      • Went to the Heritage Network Meeting at Tomales Regional History Center
      • Katherine Rinehart stepped down as Chairperson of the Heritage Network Meeting and Ray Johnson is stepping into that role until another person is located.
      • Genealogical Society was supposed to have an in-person conference/seminar at end of April and it is now virtual.
      • Historical Society luncheon on March 20, 2022, is up in the air.  Ray Johnson to speak with the Flamingo to see if it may be postponed again.
      • All Awardees have responded they would come to an in-person awards ceremony.  Need to check in with Sonoma Valley, Patricia Cullinan, as she has not responded.
   2. Margaret's report:
      • Heard from Lynn Prime, one of the awardees, that the Dean of the Library and the SSU PR office are very excited about the award.  Special Collections is getting all sorts of kudos and they are very grateful.
      • Sent Deva Proto’s information to the SSU History Department who may have students interested in assisting with the County Recorder’s Restrictive Covenant Modification program.
   3. Gretchen's report:
      • Been super busy with year-end/year-beginning at work
      • City of Santa Rosa is about to implement a trusted system for electronic documents.
   4. Eric's report
      • Finished the Counties for the spreadsheet
      • Eric will compile those responses and send to Gretchen.
   5. John's report:
      • Architectural firm reached out to me about what to do with their drawings and I did not have an answer.
2. Library Commissioner Report  
   1. Update by Deborah Doyle:
      • Library Commission is starting to focus on next year budget.  Negotiating with Unions for their Agreement.  Thinking about the budget.
      • Will let Ann fill in the rest
      • California Library Association has created a new interest group all about historic records and archives.  Met yesterday and have put together a proposal to do a session at the California Library Association Conference in Sacramento, CA in June.  Deborah to send Secretary information on the Conference.
   2. Update by Ann Hammond:
      • Expanded our hours at the beginning of January
      • Santa Rosa City Council approved the purchase of the property at Hearn and Dutton Avenue. 
      • Looking at a Permanent library for Roseland, along with a fire station, community center, and probably a public pool.  Seeking community interest with a robust engagement session regarding desired amenities.
3. Archives Activity Report
   1. Update by Ann Hammond:
      
      • Nour Maxwell, County Administrator’s Office, has taken a tour of the Archives, been in contact with Library and Secretary of the HRC
      • Wants to meet with H&G staff to talk more in depth to identify what is in the collection, who makes most use of the collection
      • All information collected will help us work toward a long-term solution for the Archives.
      • Steve: Any progress on the MOU?
        • No progress on the MOU yet
      • Steve: Thank you for the update by email to the Advocates of the Sonoma County Archives explaining the same things that were just discussed.  I wanted to make sure Nour Maxwell is aware of the records that are being held by the County in their Records Center that are supposed to go into the Archives.  They have to make room enough for those and items for the future. 
      • Steve: Do you know if the County made any progress on hiring a new Records Manager?
        • Ann: I have not heard anything about that.
        • Secretary: discussed covering conversation with Nour regarding Records Center staff and provided contact for Sabrina Condon who has presented Retention Schedules to the HRC in the past on behalf of the Records Center.  Sabrina provided Nour additional information, including the person who has been serving as the interim Records Manager, Carolyn Staats.  No knowledge of hiring a Records Center.
        • Deborah: I think it is important that we are mindful when we use the word “Archives”.  Documents in the Archives may be records but they may not be archives.  There are archives all over Sonoma County as well.
      • Steve: Heard at the Heritage Network that the Library is working on a public inventory for the archival material.  That was one of the suggestions HRC had to make it more accessible to the public and know what is there.
        • Ann: I don’t have any more information right now but they are working on it and will let you know when I hear something.
      • Steve: Saw article in the paper today about Roseland and your comments.  Do you think there would be any interest from the County to put their Archives in the Roseland area instead of waiting for County Center?
        • Ann: Possible, that would take careful coordination with County and City.
      • Steve: If the Library is involved in managing the collection in the future, may want to consider if the Roseland location may be more convenient than the downtown one or not.  Downtown may be better if managed out of H&G Library.
   2. Public comment from Maggi Andrews by email:
      • “I am so pleased that we are once again able to request materials from the Sonoma County Archives. Now if I can just find the list I was making during those long, dark, lonely days. It sounds as if the current location will work well on a temporary basis. However, even more important to me, would be a specific understanding between the Library and the County as to who is responsible for the collection, care and funding of existing historical records in the Archives. There may already be some kind of definition of what is to be added to the Archives in the future, and this should be reviewed to ensure that it reflects the current understanding of responsibilities. Hopefully this understanding can be made with input from all interested parties, not just the Library and the County. The Historical Records Commission is certainly an important stakeholder, and can represent those of us who value and use these important documents. Thank you for your continued involvement in this issue – we can’t let this get away from us again.”
4. Strategic Planning
   1. Postpone until more information is known about the Archives.
5. Collections & Archives Recognition Awards
   1. Sonoma County Historical Society Annual Meeting & Awards Luncheon moved to Sunday, March 20, 2022, 11:00AM-2:00PM, Flamingo Hotel
      1. Currently up in the air due to COVID-19 Health Orders
      2. Steve: thinking we should prepare a press release about the awardees, highlight collections and individuals we are awarding, and put HRC out there
      3. Check back in February to see if the Awards luncheon is going foward
      4. Margaret volunteers to prepare the press release and requests letter drafts and information about the HRC from Steve and Eric.
6. Outreach
   1. Update on the 2004 HRC/Landmarks Commission Pamphlet, “ Researching the History of Your Sonoma County Building”:
      1. Update by Margie Purser:
         • We ended up postponing the December 2021 meeting.
         • Met on Tuesday and liaison from Landmarks Commission came to the meeting.  He had great input and questions.
         • Getting ready to combine into one big document from individual assignments.
         • Looking to have a draft to circulate by March 1, 2022.
   2. Other California County Historical Records Commission
      1. Steve: Now that list is finished, we should discuss what we should do with the information.  Originally imagined creating a community of other HRC groups.  Steve to talk to contacts at CA State Archives to see if they are interested in a meeting with all groups.
9. New Business
   1. John announces resignation from HRC, effective 1/14/2022.  Term was up for expiration 3/2022.
      1. Steve: HRC needs to jump on this right away and work on recruiting members
      2. Secretary: if you have names and contact information send to Secretary so applicant may be referred to the application.
      3. Eric: Thank you.
      4. Steve: It has been fun working with you and we wish you well.  Hopefully we will see you.
   2. Margaret and Gretchen term ending on 3/2022, they both filled vacancies with one year remaining.
10. Public Comment  
    1. Sonoma County Heritage Network Meeting, April 8, 2022, 10AM-12PM, Location TBA
       
    2. Library Commission meeting, February 7, 2022, 6pm, on ZOOM   
    3. Museum of Sonoma County Exhibits:  
       1. Go Big or Go Home: Taking Measure of Sonoma County's Past, May 1, 2021-Ongoing:  https://museumsc.org/go-big-or-go-home/
       2. The Portal Service, May 1, 2021-Ongoing:  https://museumsc.org/the-portal-service/
       3. Light, Clay, and Copper: Mid-Century Arts and Crafts in Sonoma County, Ongoing:  https://museumsc.org/light-clay-and-copper/
       4. Agency: Feminist Art and Power, January 22, 2022-June 5, 2022
11. Meeting adjourned at 4:55PM