Historical Records Commission Minutes October 11, 2016

Members present
Eric Stanley (Chair)
Katherine Rinehart (Vice-chair)
Steven Lovejoy
Joyce Sayed

Members not present
John Murphey

Associate Members present
Deva Proto, secretary

Guests present
None

1. Call to order 4:05 pm
2. The September 13, 2016 minutes were approved with changes.
3. Budget Discussion
   1. No updates
4. Continuing Business
   1. Changes to Resolution / By-laws
      1. Joyce will send her edits to the resolution again
      2. Deva will take edits and insert into the Resolution template for the HRC members to review
   2. Historical Records Commission website
      1. ISD is currently working on the Historical Records Commission website
      2. Deva will notify Historical Records Commission when there is an ETA on completion
      3. Email any content suggestions to Deva
      4. There will be the opportunity to post agendas and minutes on website
   3. Research grants program
      1. Eric will draft application in Word to put on website (needs to be accessible)
      2. Eric will draft evaluation criteria matrix
   4. Archives Day
      1.  Name is now Finding History Day – Sonoma County
      2. Will have kickoff event, open houses to publicize
      3. Participants will advertise their own open houses
      4. Facilities
         • DeTurk Round Barn
         • Will have 16 participant tables
      5. Committee will draft information to send to possible participants
      6. Next meeting to be held in November
      7. Expectations meeting with participants to be held in January
      8. There may be a speaker / presentation or two
   5. Electronic Records / Onbase
      1. ISD was not able to present for October
         • Has been rescheduled for January
         • Historical Records Commission to submit questions / wish list for demo
      2. Records Management
         • Is there a possibility for a Records Management system demo and conversation about records
         • Deva will check with Carolyn Staats
   6. Archive Records
      1. No Updates
5. New Business
   1. Clerk-Recorder Website (Deva)
      1. New website is live
      2. Still working on historical Grantor/Grantee indexes being available online
   2. Commission/Committee/Boards/Task Forces Update to Board of Supervisors
      1. There are 73 Boards, commissions, committees and task forces that the Board appoints members to, with over 660 individuals appointed to almost 850 assignments
      2. Historic Records Commission was one of three invited to present to the Board briefly
         • Board is interested in attendance of appointed members
         • Board suggested that some groups update their resolutions to be more current
           1. Historic Records Commission is already working on this, and will try to get this to the Board soon
   3. Assessor High Density Shelving
      1. Library cannot commit until after results of Measure Y are evaluated
         • December at a minimum
         • Shelves would be installed at Annex, if able to be procured
6. Public Comment
   1. None
7. Meeting adjourned at 5:07 pm

Next meeting November 15, 2016, 4:00 pm, Library Annex