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H I STOR I C AL R ECOR D S C OM M I SSION OF TH E C OU N TY OF A L P I N E P.O. Box 158 Markleeville, CA 96120 NOTICE OF REGULAR MEETING OF THE HISTORICAL RECORDS COMMISSION TO BE HELD FRIDAY, August 11, 2017 AT 10:00 A.M. The meeting will be held at the Alpine County Government Center, 99 Water St, Markleeville, California The public is invited and encouraged to attend the commission meeting. The Commission meets quarterly on the second Friday in February, May, August and November. AGENDA August 11, 2017 1. CALL TO ORDER County Clerk representative, Museum representative, Library/Archives representative, Board of Supervisor Liaison, (two) vacant public positions. 2. PUBLIC COMMENTS / ANNOUNCEMENTS / CORRESPONDENCE 3. MINUTES A. Approval of minutes of 05/12/2017. B. Approval of minutes of 06/09/2017. 4. REPORTS A. Records Management Report B. Archives Report C. Museum Report 5. UNFINISHED BUSINESS A. Continued discussion and possible approval of Archives “Request For Research Appointment” form. 6. NEW BUSINESS None 7. ADJOURNMENT The commission will adjourn to the next quarterly meeting on Friday, November 17, 2017. Teola L. Tremayne, County Clerk County Records Manager ---PAGE BREAK--- HISTORICAL RECORDS COMMISSION OF THE COUNTY OF ALPINE P.O. Box 158 Markleeville, CA 96120 MINUTES Friday, May 12, 2017 10:00 A.M. A regular meeting of the Historical Records Commission of the County of Alpine was held on Thursday, May 12, 2017, in the Alpine County Government Center, 99 Water Street, Markleeville, California. 1. CALL TO ORDER Present were County Clerk Teola Tremayne, Museum Curator Jim Boyd, Library/Archives Director Rita Lovell. Also present were Supervisor Katherine Rakow, Records Management Coordinator Sara Center and Library Assistant II Chris Seal and Markleeville resident Nancy Thornburg. There are two public member vacancies. 2. PUBLIC COMMENTS / ANNOUNCEMENTS / CORRESPONDENCE None 3. MINUTES A. Approval of regular meeting minutes of 02/16/2017. MOTION Tremayne / SECOND Boyd approving regular meeting minutes of 02/16/2017. AYES: Tremayne, Lovell, Boyd; VACANT: 2 positions; MOTION CARRIED. 4. REPORTS A. Records Management Report Records Management Coordinator Sara Center provided a written report (attached). B. Archives Report Library Assistant II Chris Seal provided a written report (attached). C. Museum Report Museum Curator Jim Boyd gave an oral report. Boyd reported that he was getting ready for the opening of the museum on June 22, 2017. Boyd reported that he completed an accession of a large donation. Boyd reported that the new Museum Assistant would be starting next week; Boyd will work three days a week and they will work three days a week with two days overlapped. 5. UNFINISHED BUSINESS - None 6. NEW BUSINESS A. Discussion and possible approval of Archives “Request For Research Appointment” form. County Librarian/Archivist Rita Lovell reported that the form for Request for Research Appointment was updated. Markleeville resident Nancy Thornburg reported that the tone of the form should be inviting. Thornburg requested changes to the form regarding considering use of volunteers, use bullets instead of numbers, complete list of names of who is researching, service animal exception, approval by library staff not only Librarian, provide a locker for personal possessions, permit laptop computers, handheld scanners and digital cameras, delete written permission to publish and refuse permission to publish and insert confidential records are subject to restrictions. Item 3A ---PAGE BREAK--- Historical Records Commission Minutes 05-12-2017 2 A revised form was distributed to the commission addressing most of Thornburg’s concerns amended by Records Management Coordinator Sara Center and County Clerk Teola Tremayne. More research would be conducted regarding accessioning confidential records, considering volunteers, and the use of cotton gloves. This item was tabled to the next regular meeting. B. Discussion and possible approval of amended Retention Schedule. County Clerk Teola Tremayne reported that this item would be tabled until County Counsel approved the revised retention schedules. 7. ADJOURNMENT Teola L. Tremayne, County Clerk County Records Manager ---PAGE BREAK--- ---PAGE BREAK--- ---PAGE BREAK--- ---PAGE BREAK--- HISTORICAL RECORDS COMMISSION OF THE COUNTY OF ALPINE P.O. Box 158 Markleeville, CA 96120 MINUTES Friday, June 9, 2017 1:30 P.M. A special meeting of the Historical Records Commission of the County of Alpine was held on Friday, June 9, 2017, in the Markleeville Library, 270 Laramie St, Markleeville, California. 1. CALL TO ORDER Present were County Clerk Teola Tremayne, Museum Curator Jim Boyd, Library/Archives Director Rita Lovell. Also present were Supervisor Katherine Rakow and Records Management Coordinator Sara Center. There are two public member vacancies. 2. UNFINISHED BUSINESS A. Continued discussion and possible approval of amended Retention Schedule. Records Management Coordinator Sara Center explained the attachments and proposed changes to the retention schedule. The email printed by County Clerk Teola Tremayne was the approval email from County Counsel David Prentice. Edits to the Countywide retention included adding a new item for retention of Records Management forms RM-1, RM-2, RM-3, RM-4, RM-5 and RM-6; the other change was to change the County Clerk retention schedule to be the official record to the Records Management forms RM-1, RM-2, RM-3, RM-4, RM-5 and RM-6 separating each form for retention. Common Countywide Categories retired included duplicates belonging to countywide retention and specific departments. Items that were included on the Office of Record did not need to be duplicated in departments that were not the Office of Record. A new item was added to the Common Countywide retention to clarify the retention of electronic records, including emails and social media. A new item will be added to the Common Countywide retention schedule to include General Obligation Bond Funded Projects (Prop 1B). There is a list of Alpine County’s Prop 1B projects on the www.bondaccountablility.ca.gov website. The last change was to the District Attorney’s retention schedule that District Attorney Michael Atwell approved to remove concealed weapons from the retention, it is a part of the Sheriff’s Office retention schedule. Also, the Intoxilizer Reports will not have its own retention but be a part of the Case File retention. MOTION Boyd / SECOND Tremayne approving the amended Retention Schedule. AYES: Commissioners Boyd, Lovell and Tremayne; VACANCIES: Two public members; MOTION CARRIED 3. ADJOURNMENT Teola L. Tremayne, County Clerk County Records Manager Item 3B ---PAGE BREAK--- ARCHIVES REQUEST FOR RESEARCH APPOINTMENT Updated May, 2017 Welcome to the Alpine County Archives. These archives contain the official public records of Alpine County dating back to 1864 when the County was established. We welcome and encourage the sharing of this archival information with anyone interested in the history of Alpine County. To ensure proper assistance, researchers will need to make an appointment in advance. NAME ADDRESS: IDENTIFICATION (Driver’s License No./Other): PLACE OF BUSINESS OR SCHOOL (if applicable): NAME ADDRESS: IDENTIFICATION (Driver’s License No./Other): PLACE OF BUSINESS OR SCHOOL (if applicable): RESEARCH TOPIC(S): If it is requested, may we release your name(s) and topic to a researcher with parallel interests? (Statistical data and research topic summaries will be compiled from this form for County use). To ensure proper care of irreplaceable materials, it is necessary to establish the following procedures: Visiting Archives: • A Request for Research Appointment form must be submitted prior to scheduling research. All people planning to do research and/or be present at research facility must sign this form. • Due to space restrictions there is a maximum of two researchers per appointment. Exceptions to this rule may be approved by County Librarian/Archivist or designee. • Patrons must sign “Researcher Daily Register” upon entering the facility. Item 5A ---PAGE BREAK--- • No pets are allowed inside the Archives facility, with the exception of service animals. • No eating, drinking, gum chewing or smoking will be permitted in the Archives building. • Place your personal belongings such as purses, briefcases, coats, backpacks, etc. in the lockers provided. Keep your locker key with you during your visit. • All researchers must wash & dry their hands before handling Archival materials. Researching Materials: • Finding Aids to the records are available for researchers. The records storage area is open only to authorized County Archives staff. • Only pencils and paper (no pens or markers) may be used to take notes. (The Archivist will lend pencils on request). Researchers who would like to use their own devices must consult with the County Librarian /Archivist or designee before use. Equipment that could potentially damage documents will not be approved. For example; light sources must not raise the surface temperature of the record being copied and hand held scanners are prohibited as they are moved or rubbed across the face of documents. 1 • Cotton gloves will be provided for use with all photographic materials. (Please ask for assistance if needed). • All researchers will be given equal access to archival materials, though access to unprocessed materials may be limited. • No more than two boxes of Archival material at a time will be supplied to researcher. • If researchers leave the Archives facility for any reason (lunch break, etc.), all materials need to be checked in and/or returned to archives staff. Protecting Historical Documents: • Archival materials must be handled with great care. Materials should be placed flat on the table. Researchers will not lean on, write on, trace or mark upon, alter or otherwise change materials. • Do not lay books open face down, or use harmful bookmarks such as pencils, rulers, other books, etc. to avoid broken spines and torn pages. Paperweights, elbows, books or other objects may not be laid upon the materials. • Material should be removed from boxes by grasping the file folders and returned the same way. Care should be taken that there are no creases or folds placed in documents and that they are neatly and totally enclosed in their folders. File folders will be returned to the order in which they were received. • “OUT” cards will be used to mark locations of material removed for reproduction. ---PAGE BREAK--- • Costs of reproducing materials and photographs will be charged to researchers at the posted rate. Methods of reproduction may be limited, if necessary to protect the originals from damage. Only authorized staff may reproduce materials. Permission to Publish: • Responsibility for any use of Alpine County Archives’ original material, including photographs and maps rests exclusively with the user. • Some materials in this collection may be protected by the U.S. Copyright Law (Title 17, In addition, the reproduction of some materials may be restricted by terms of gift or purchase agreements, donor restrictions, privacy and publicity rights, licensing and trademarks. Transmission or reproduction of materials protected by copyright beyond that allowed by copyright law requires the written permission of the copyright owners. • Credit must be given to Alpine County Archives as the source for the material. A research citation should identify completely a particular document’s location. I have read, agree and understand the above procedures governing the use of the Alpine County Archives and will abide by these rules: Signature Signature ---PAGE BREAK--- 1 Excerpt taken from NARA guidelines. (The U.S. National Archives and Records Administration) www.archives.gov