Historical Records Commission Minutes November 10, 2021

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

Members excused:
None

Associate Members present:
Amanda King, Secretary
Deva Marie Proto, County Clerk-Recorder-Assessor-Registrar of Voters
Karen Schneider, for Deborah Doyle, Library Commissioner (LC) Liaison to the HRC
Ann Hammond, Director, Sonoma County Library

Guests present:
Leasa Graves, Local historian                                   

1. Call to order 3:01 pm
2. Introduction of Guests
3. October 14, 2021 Minutes approved
   1. Motion by Margaret Purser
   2. Second by John Murphey
   3. Approved
4. Budget Discussion
   1. Balance is $3,905.52
5. Continuing Business
   
   1. HRC Commissioners Report
      1. Steve's report:
         • No update
      2. Eric's report:
         • No update
      3. Margaret's report:
         • Working on Pamphlet
      4. John's report:
         • Working on Pamphlet
      5. Gretchen's Report:
         
         • Working on the spreadsheet
   2. Library Commissioner Report  
      1. Update by Ann Hammond:
         • Planning to finish moving materials from the temporary space to the leased space.  Movers will come back on November 19 to finish that move
         • Re-inventorying and re-labeling materials
         • Looking at work of December 15 for reopening the Archives to public to request items through the History & Genealogy (H & G) Library
         • Shared that H & G Staff are very happy with the space, pest free, and they have a bathroom
         • Steve: would be nice to have Press Democrat run a story about before and after of the Archives using updated photos
         • Steve: Will the H & G Library hours be increased after the move?
           • Ann: Yes, we would like to get all of the Library back to pre-pandemic hours by the end of the year.
   3. Archives Activity Report
      1. See above
   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
      2. Discussion on Draft of Awardee's Letter
         1. Secretary to send Steve the categories for awardees
         2. Secretary to update HRC Letterhead with color County seal
      3. Steve to talk to Ray about awardee tickets
      4. Secretary to see if HRC funds may be used for Awardee tickets
   6. Outreach
      1. Update on the 2004 HRC/Landmarks Commission Pamphlet, “ Researching the History of Your Sonoma County Building”:
         1. Update by John Murphey:
            • Planning for a first draft at the end of the first quarter of 2022
      2. Other California County Historical Records Commission
         1. Aim to finish the spreadsheet by end of the year  
6. New Business
   
   1. 2022 Meeting Schedule
      1. Will continue with 2nd Thursday of the month
7. Public Comment  
   1. Deva Marie Proto updates on projects at the Clerk-Recorder-Assessor:
      1. We have scanned nearly 700 old Assessor working maps that were identified in the Records Retention Schedule review.  They are currently being indexed to be imported into our Recording system as Unrecorded maps.  We had a local surveyor look at them and he is very enthusiastic about the maps.
      2. New law Assembly Bill 1466 passed.  Effective July 1, 2022, the County Recorder will create a Restrictive Covenant Modification Program plan.  The Plan will cover how the office will locate recorded documents with illegal restrictive language, locate those records, and re-record the documents with the illegal restrictive language redacted, identified in the index as Restrictive Covenant Modification.  The original documents will remain unedited.
   2. Sonoma County Heritage Network Meeting, January 8, 2022, 10AM-12PM, Tomales Regional History Center
      1. Katherine Rinehart will be stepping down as Chair.  Looking for someone to Chair the Heritage Network, once a quarter, please contact Steven Lovejoy if interested.
   3. Library Commission meeting, December 6, 2021, 6pm, on ZOOM   
   4. 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/
8. Meeting adjourned at 3:40PM