Historical Records Commission Minutes March 9, 2023

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

Members excused:
Eric Stanley

Associate Members present:
Amanda King, Secretary
Erika Thibault, Director, Sonoma County Library

Guests present:
Zayda Delgado, Supervising Librarian, History & Genealogy Library
Jonathan Scott, ISD Digitization Team, Records Center

1. Call to order 4:03 pm
2. Introduction of Guests
3. The February 9, 2023 minutes were approved
   1. Motion by Michael Mueller
   2. Second by Steven Lovejoy
   3. Approved
4. Budget Discussion
   1. Balance is $3,796.07
5. Continuing Business
   
   1. HRC Commissioners Report
      1. Margaret's report:
         • No report
      2. Michael's report:
         • Made contact with a man who called the County Recorder to mention they had located a box of maps from his deceased father.  They are quad maps and the others may be auctioned for raising money.
      3. Steven's report:
         • Sonoma County Historical Society is having their annual meeting and there will be a Board election for vacancies.  There are currently no candidates.
   2. Library Commissioner Report
      1. Update from Deborah Doyle:
         • Deborah provided her updates via email:
           • We now have a Commissioner from Cloverdale, Brooke Greene, a longtime library advocate.
           • We are also delighted to report that Sonoma County is scheduled to make a commission appointment next week.
           • Unfortunately, our commissioner from Cotati has resigned.
      2. Update from Erika Thibault:
         • BiblioBox have been completed in Guerneville outdoor
           • Planning for two more in Healdsburg and Rincon Valley by the end of the fiscal year. And the end of next year all locations.
         • Spoke with a small group, including Black winemaker Dennis McCarter & his wife Laura McCarter, at Beltane Ranch about Black winemakers in Sonoma County and a brief history of Mary Ellen Pleasant, civil rights leader, entrepreneur, founder of Beltane Ranch in honor of Black History Month.
         • Visited the library staff at the Westwind Blvd location
         • Question from Steven Lovejoy:
           • Would you provide an status of agreement with the County for the Archives?
             • Erika: Nour no longer works at CAO’s office, there is a new staff person, Christel Querijero, overseeing the project.
   3. Archives Activity Report
      1. Update by Zayda Delgado:
         • Month of February, we received 22 resources requested; 3 requests from the Sheriff’s Office who requested permanent return of those materials.
           • Sheriff’s Office decided to permanently retain Coroner’s records in 2019.
           • Records returned to the Sheriff’s Office were transferred to the archives from 1995 and on.
         • Upcoming Library events:
           • Tuesday, March 28, 7PM, virtual event with Margaret Press of the DNA Doe Project. She will be discussing the uses of investigative genetic genealogy in identifying John and Jane Does and solving cases. You will be able to register for the event starting next week.
           • 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
   4. Collections & Archives Recognition Awards
      1. Sonoma County Historical Society’s Annual Meeting, March 12, 2023, 11:00AM-2:00PM, Flamingo Hotel and Resort, Santa Rosa
      2. Five awardees and nominators have been notified. All awardees are expected to be in attendance at the luncheon.
      3. Historical Records Commission will host a table at the event
   5. Outreach
      1. “Researching the History of a Sonoma County Property” pamphlet update:
         • Chair has sent an email to contacts that prepared the pamphlet for the March 2023 review 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
         • No update
   6. County Recorder update on the status of the Restrictive Covenant Modification Program
      1. Still working on the RFP and it should be getting released in March 2023.
   7. Update on Commissioner terms expiring 5/14/2023
      1. Secretary will submit board item regarding Steven Lovejoy's reappointment
      2. Recruiting for open position vacated upon Eric Stanley's term expiring 5/14/2023
6. New Business
   1. Review of meeting schedule
      1. No longer needed to be discussed 
   2. Resignation of Commissioner Gretchen Emmert effective March 9, 2023
      1. Gretchen's unexpired term goes through 3/1/2026.  Recruiting for this vacant position at the same time as Eric's position.
   3. Election of a new Vice-Chair 
      1. Secretary to place Election of Vice-Chair on the April agenda.
   4. Assembly Bill 1193
      1. The County Recorder’s Association of California is currently in discussions related to upcoming legislative proposals that seek to redact information from recorded documents. The original concern is coming from Judges in California and further information is appearing like these proposals will extend into who has access to locate/view such documents.  Currently, the entire public has access to search online and search/view images in office for all Official Public Records, commonly called “recordings”. 
      2. Secretary to add “Legislative Updates pertaining to public records” standing agenda item to future agendas.
      3. Secretary to send out information to HRC related to this proposed legislation
7. Public Comment
   1. Jonathan Scott provides a public comment on the status of digitization at the Records Center:
      1. In June, we are going on a Road Show to introduce each agency with what is possible. We’re trying to get each agency on board with getting more documents into the records management system.  Jonathan will provide more information on funding sources at the April 2023 meeting.
      2. Question from Steven Lovejoy:
         • What is the status of the digitization of records at the Archives?
           • Jonathan to provide further updates in April.
      3. Secretary to send Jonathan details on vacancy requirements.
   2. Library Commission meeting, April 5, 2023, Budget Workshop and April 12, 2023 regular commission meeting, 6pm, both at the Rohnert Park Branch Library.
   3. Sonoma County Heritage Network Meeting, April 8, 2023, 10AM-12PM, location TBD.
   4. Museum of Sonoma County Exhibits:
      1. Art of Risk: The Innovative Sculpture of Michael Cooper, December 10, 2022-May 28, 2023
   5. Sonoma County Finding History Day, October 21, 2023, 10:00AM-2:00PM, Finley Community Center, Santa Rosa
   6. County Recorder has a recruitment open for an entry-level bilingual English/Spanish Clerk-Recorder-Assessor Specialist.  The recruitment runs from March 9-March 27, 2023:  https://www.governmentjobs.com/careers/sonoma/jobs/3950571/clerk-recorder-assessor-specialist-bilingual-english-spanish
8. Meeting adjourned at 4:46PM

Next Meeting - April 13, 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.