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Historical Records Commission
County Of Sonoma › Administrative Support & Fiscal Services › Clerk-Recorder-Assessor-Registrar of Voters › Historical Records Commission › Calendar › Historical Records Commission Minutes October 14 2021
Historical Records Commission

Historical Records Commission Minutes October 14, 2021

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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
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 4:01 pm
  2. Introduction of Guests
  3. September 9, 2021 Minutes approved
    1. Motion by John Murphey
    2. Second by Margaret Purser
    3. Approved
  4. Budget Discussion
    1. Balance is $3,905.52
  5. Continuing Business
      1. HRC Commissioners Report
        1. Steve's report:
          • Attended Heritage Network Meeting on October 9
        2. Eric's report:
          • Attended Heritage Network Meeting on October 9
        3. Margaret's report:
          • Worked on pamphlet and will update later in the meeting
          • Attended Heritage Network Meeting on October 9
        4. John's report:
          • Working on a project that related to our partners and helping daughter's class
        5. Gretchen's Report:
          • Working on the different historical societies spreadsheet
          • Need to email Eric contacts to assist with the spreadsheet
      2. Library Commissioner Report
        1. Update by Deborah Doyle:
          • Will let Ann provide the update
        2. Update by Ann Hammond:
          • Working on the tenant improvements at the new space
          • Had supply chain issues with shelving
          • Projecting we will have all improvements completed by the end of October
          • Bekins will do the Phase 2 move into the semi-permanent space.
          • Everything should be on the shelves and available for requests again by mid-November.
          • Were able to use some of the old court ledger shelving
          • In response to public comment by Katherine Rinehart: survey does include the Annex.  It was left off originally and was updated to include the Annex.
          • Have not started the MOU with the County 
          • Our focus is getting everything moved.  We will have time to think about what really needs to happen for a more permanent solution.
      3. Archives Activity Report
        1. See above
          1. Strategic Planning
            1. Postpone until more information is known about the Archives.
          2. Collections & Archives Recognition Awards
            1. Sonoma County Historical Society Annual Meeting & Awards Luncheon moved to Sunday, March 6, 2022, 11:00AM-2:00PM, Flamingo Hotel
            2. Discussion on when to present the awards
            3. Let Awardees know they have won the award and to save the date. 
            4. Eric and John to draft a letter to the awardees, give them indication if they will be speaking at the event.  Will send out to Commissioners for review.
            5. Certificate Award
              • Frames and Certificate paper have been ordered
          3. Outreach
            1. Update on the 2004 HRC/Landmarks Commission Pamphlet, “ Researching the History of Your Sonoma County Building”:
              • Update by Margaret Purser:
                • At the Heritage Network meeting, I gave the attendees a heads-up about what we are working on.
                • Got a request at the Heritage Network meeting from the Sonoma County Historical Society to possibly be included as well.
                • One of the things we're running into is that so much of the contact information and resources are now available online through links that may not be permanent.  Document will need to be updated or checked regularly to make sure the links are still working.
                • Meeting in November
              • Update by John Murphey:
                • Having monthly meetings with Simone and Denise and possibly with Landmarks Commission participant.
                • Simone and Library will work on Annex material
                • Denise will be focusing on City records, starting with Santa Rosa
                • Margaret and myself will be working on County records
            2. Other California County Historical Records Commission
              1. Steve to email Eric some names from the spreadsheet to work on
              2. Deborah: the California Library Association is starting a new interest group about Historical records and Archives.  They are presenting a draft of the basics to the CLA Board.  As we get more information, I will pass it along.  
        2. New Business
          1. HRC Website Update Request: Historical Societies Page
            1. Secretary to make the update to Northwest Pacific Railroad Historical Society description
          2. Review November 11, 2021 meeting date (falls on Veteran's Day)
            1. Move meeting to 3-4PM on Wednesday, November 10, 2021
          3. Public Comment  
            1. Emailed in from Katherine Rinehart:
              1. I cannot attend today’s HRC meeting, so I am submitting my public comment and a question in writing.
              2. You are likely aware that the Sonoma County Library is drafting a new facilities master plan and have created an online survey that is available through its website https://sonomalibrary.org/blogs/news/facilities2021  
              3. The survey doesn’t include the library facility that houses the Sonoma County History and Genealogy Collection, commonly referred to as the Annex. Although not a branch, it is an important facility where library services are provided related to historical records. It’s also the only building owned by the library.
              4. As those charged with promoting the preservation of historical records, I encourage you to fill out the survey and make sure that the Annex is included in the new facilities master plan.
              5. Something else to include are comments would be a new facility to house the Sonoma County Archives Collection. Ann Hammond has stated that the management of this collection is a shared responsibility. Now would be the time for the library and the county to start planning a permanent location.
              6. Question: I plan to contact Heather Lanctot, Archives & Records Center coordinator for the Yolo County Public Library, and James Scott, archivist for the Special Collections of the Sacramento Public Library, to arrange a tour. Would any of you be interested in joining me and others?
            2. Sonoma County Heritage Network Meeting, January 8, 2022, 10AM-12PM
            3. Library Commission meeting, November 1, 2021, 6pm, on ZOOM   
            4. Museum of Sonoma County Exhibits:
              1. 35: Thirty-Five Artists for Thirty-Five Years, beginning December 22, 2020-October 31, 2021: https://museumsc.org/35-exhibition/
              2. Go Big or Go Home: Taking Measure of Sonoma County's Past, May 1, 2021-Ongoing:  https://museumsc.org/go-big-or-go-home/
              3. The Portal Service, May 1, 2021-Ongoing:  https://museumsc.org/the-portal-service/
              4. Dia De Los Muertos, October 16, 2021
              5. Light, Clay, and Copper: Mid-Century Arts and Crafts in Sonoma County, Ongoing:  https://museumsc.org/light-clay-and-copper/
          4. Meeting adjourned at 4:39PM

          Next Meeting - November 10, 2021 - WebEx, 3:00PM