Storage Unit

Priorities: Storage Unit

September 4, 2025 board meeting agenda:

Background: SCRO has been storing supplies and hardcopy historical records in a local storage unit. These records may be helpful in addressing the water rights issue. Also, the paper records are at risk of being destroyed by environmental factors. The records need to be scanned and stored digitally. Finally, the remaining contents of the storage unit need to be evaluated to determine if they are worth the cost of storage.

Discussion: Consider establishing a historical records committee. The proposed committee would:

Sort and scan all paper records in the storage unit
Forward any records related to water rights to the board
Index those scanned records for ease of retrieval
Establish a system for the digital storage of and indexing of future records
Facilitate making those scanned records available to the public
Determine which paper records should be retained for posterity’s sake
Design a storage system for the paper records to ensure they remain in good condition
Sort through the remaining contents of the storage until to determine if they are worth the cost of storage
Recommend “next steps” to the board, if any

How many people would be on the committee? What would the application process look like? Would we assign a board member as a liaison? Would that liaison be a voting or non-voting member of the committee? Would the committee chair need to be a non-board member? Would the committee meetings need to be publicly notified? Would committee members have to be SCRO members?

Vote by voice: Motion to “establish a historical records committee with ___ members and with _______ as the [voting/non-voting] committee liaison.”

September 4, 2025 board meeting agenda:

Discussion: The board considered establishing a historical records committee. The proposed committee would:

Sort and scan all paper records in the storage unit
Forward any records related to water rights to the board
Index those scanned records for ease of retrieval
Establish a system for the digital storage of and indexing of future records
Facilitate making those scanned records available to the public
Determine which paper records should be retained for posterity’s sake
Design a storage system for the paper records to ensure they remain in good condition
Sort through the remaining contents of the storage to determine if they are worth the cost of storage
Recommend “next steps” to the board, if any

Board Member Averett accepted an action item to lead the historical records committee and recruit members as needed. He will upload the scanned documents to SCRO’s Google drive.

Vote: Board Member Powell moved to establish a historical records committee with as many members as needed (as determined by Board Member Averett); Board Member Navratil seconded the motion. A voice vote resulted as follows: The yeas prevailed; motion passed.

September 18, 2025 work session agenda:

During the Sep 4 board meeting, a historical records committee was formed. That committee is to:

Sort and scan all paper records in the storage unit
Forward any records related to water rights to the board
Index those scanned records for ease of retrieval
Establish a system for the digital storage of and indexing of future records
Facilitate making those scanned records available to the public
Determine which paper records should be retained for posterity’s sake
Design a storage system for the paper records to ensure they remain in good condition
Sort through the remaining contents of the storage until to determine if they are worth the cost of storage
Recommend “next steps” to the board, if any

Board Member Averett accepted an action item to lead the historical records committee and recruit members as needed. He will upload the scanned documents to SCRO’s Google drive.

Discussion led by Board Member Averett: Report on the status of this effort.

September 18, 2025 work session post-meeting notes:

Discussion: This action is under the management of Board Member Averett; due to his absence, this topic will be postponed to the next work session.

October 16, 2025 work session agenda:

During the Sep 4 board meeting, a historical records committee was formed. That committee is to:

Sort and scan all paper records in the storage unit
Forward any records related to water rights to the board
Index those scanned records for ease of retrieval
Establish a system for the digital storage of and indexing of future records
Facilitate making those scanned records available to the public
Determine which paper records should be retained for posterity’s sake
Design a storage system for the paper records to ensure they remain in good condition
Sort through the remaining contents of the storage until to determine if they are worth the cost of storage
Recommend “next steps” to the board, if any

Board Member Averett accepted an action item to lead the historical records committee and recruit members as needed. He planned to upload the scanned documents to SCRO’s Google drive.

Discussion led by Board Member Frase: Now that Eric Averett has resigned, consider how we might reassign these responsibilities.

October 16, 2025 work session post-meeting notes:

Discussion: Board Member Frase led a discussion on how we might reassign the responsibilities associated with the historical records committee.

Board Member Rodriguez-Walters indicated she would be willing to take leadership of the historical records committee. Board Member Way and SCRO Member Tina Squire indicated they would be willing to be on the committee. Legally, we should keep records that are less than seven years old. However, since we are scanning everything, it would be good to save everything (digitally), regardless of age, for the sake of history. Anything with original signatures or with special historical value needs to also be kept in hardcopy form. It may be a good idea to sort through everything and then take the collection to a professional scanning company for preservation. There is a plastic tote of children’s Christmas gifts in the storage unit that needs to go to Former SCRO Member Wade Eppler. Everything else in the storage unit belongs to SCRO.