Pickering Local History Strategic Plan

PickeringLocalHistory

CollectionStrategicPlan FinalReport–June15,2016

Preparedby TCIManagementConsultants�InformationManagementSpecialists�Reich+PetchArchitectsInc.

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99Crown’sLane• Toronto❘Canada• M5R3P4• 416-515-0815StrategicPlannersServingtheHeritage,CulturalandTourismSectorssince1991 June15,2016Ms.ElaineBirdDirectorofSupportServicesPickeringPublicLibraryAdministrativeOfficesOne–TheEsplanadePickering,ONL1V2R6DearMs.Bird:Re:15-YearStrategicPlanforPickeringLocalHistoryCollectionWearepleasedtosubmitourStrategicPlantoyouandthemembersoftheprojectSteeringCommittee.WebelievetheaccomplishmentoftheplanwillbeasignificantmilestoneinimplementingthekeydirectionsandactionsoutlinedintheCityofPickering’sCulturalStrategicPlanaswellastheLibrary’sStrategicPlan.Itwilladdressanurgentspaceissue.ItwillhelpconsolidateandprotectPickering’svaluabledocumentaryhistoryaswellasimproveaccesstoPickeringresidentsandothersinterestedinPickering’shistory.TheproposedexpansionoftheCentralLibraryanddevelopmentofneededenvironmentallycontrolledstoragespacealsopresentsanopportunitytocollaborateandcreateefficiencieswiththeCityClerk’sdepartmentwhichalsoisinneedofspace.WeappreciatethecooperationandassistancewehavereceivedfromyourstaffaswellasthekeymembersoftheCityClerk’soffice,thePickeringMuseumVillageandthePickeringTownshipHistoricalSocietywhohavecontributedtotheplan’sdevelopment.Wewouldbepleasedtorespondtoanyadditionalquestionsyoumayhave.Yourstruly,

BruceFountainSeniorAssociate,TCIManagementConsultants416-515-7490-bfountain@consulttci.comcc.G.Young,C.Ardern,J.Linton,W.Petch

TCIManagementConsultants|InformationManagementSpecialists|Reich+PetchArchitects4

PickeringLocalHistoryCollectionStrategicPlan

ContentsExecutiveSummary............................................................................................................51. ProjectBackground....................................................................................................7

1.1 PickeringGrowthRestraintsandImplicationsforPickeringPublicLibrary........71.2 PickeringLocalHistoryCollection.......................................................................81.3 Pickering’sCulturalStrategicPlan......................................................................91.4 PickeringPublicLibraryLocalHistoryRFPIssuedandProjectObjectives..........9

2. ProjectApproachandWorkUndertaken.................................................................113. TheImportanceandRoleofthePickeringLocalHistoryCollection.........................124. PickeringLocalHistoryCollection-CurrentSituation..............................................14

4.1 CurrentStakeholders........................................................................................144.2 SummaryofJointAgreementsAmongAllStakeholders..................................154.3 ProposedJointCollectionsAgreement............................................................154.4 CollaborativeApproachtoDevelopmentoftheStrategicPlan.......................16

5. PickeringLocalHistoryCollectionStrategicPlan......................................................176. ThePickeringLocalHistoryCollectionandtheCityofPickering’sCorporateRecords

SpaceRequirements................................................................................................226.1 PickeringLocalHistoryCollectionSpaceRequirements...................................226.1.1 PickeringLocalHistoryCollectionStorageSpace.........................................226.1.2 PickeringLocalHistoryCollectionNon-StorageSpace.................................23

6.2 City’sCorporateRecordsSpaceRequirements................................................256.3 PlanningforSharedSpace................................................................................276.4 SummaryofFutureEnvironmentallyControlledStorageRequirements

andCosting.......................................................................................................28AppendixA:PossibleModelforaJointCollectionsAgreement.....................................31AppendixB:StorageandCostingRequirements(Detailed)............................................33AppendixC:SteeringCommitteeMembersandKeyStakeholders................................45AppendixD:LettersofSupportfromKeyStakeholders..................................................46


ExecutiveSummaryTheneedtodevelopprogramsandfacilitiestohouseandconservearchivalcollectionshasbeenidentifiedasapriorityinthePickeringCulturalStrategicPlan.Forsomeyears,thePickeringLocalHistoryCollectionhasbeenunabletoacceptmaterialsbecauseitisseverelyconstrainedbylackofspace.In2012,thePickeringPublicLibraryidentifiedtheneedforanexpansionoftheCentralLibraryincludingtheexpansionofthepresentLocalHistoryfacilitiesinresponsetopopulationandclientgrowth.ThepurposeofthereportistoprovidethePickeringPublicLibrarywithaclearstrategyfor:

• Totalspacerequirementsforthenext15yearsforitsPickeringLocalHistoryCollection

• Designandlayoutofstorage,staffandpublicresearchspace• Properstorageenvironmentincludingmaterialhousing,shelvingandHVAC

recommendations• Serviceimprovements• Pricingmodelforallrecommendations

Thisreportaddressesdistinctbutrelatedissuesincluding,1)thesaferstorageofPickering’shistoricaldocumentsandtheCity’scorporaterecordsinanewcombinedenvironmentallycontrolledstoragefacility,2)thecomingtogetherofPickering’shistorystorytellersinanewcooperativeandcollaborativeway,3)anexpandedrolefortheLibraryinlocalhistorymatters,and4)aninnovativesolutiontoajointLibrary/Cityproblem.Consultation(individualandjointsessions)wasundertakenwiththeothermajorPickeringlocalhistorystakeholders:thePickeringTownshipHistoricalSocietyandthePickeringMuseumVillage.TheseconversationsquicklyindicatedaseriesofsharedconcernsparamountofwhichwasanimmediateneedforimprovedcombinedstorageofthethreelocalhistorycollectionsbecauseoftheriskthathumanornaturalactionscouldimperilPickering’shistoricdocumentationassets.Beyondthesharedstorageconcerns,thethreestakeholdergroupsallcommittedtocollectingandtellingPickering’sstoriesthroughvariousmeans,andagreedthatacoordinatedapproachtocollectingisnowrequired.ThishasresultedinaproposedCollectionsAgreementbetweenthethreestakeholdersregardingfuturejointefforts.LettersofsupportforthiscooperativeconceptareprovidedinAppendixDofthisreport.Allthreestakeholderscontributedtothedevelopmentofthisstrategicplanandagreedtocooperateonfutureefforts.


Attheoutsetoftheproject,itbecameclearthattheCityClerk’sDepartmentisalsorunningoutofstoragespaceforitscorporaterecords.Further,theCity’scorporaterecordsareatvariousdegreesofrisk.TheconsultantsmetwiththeCityClerk’sofficeregardingthepossibilityofstoringitscorporaterecordsintheproposedCentralLibraryexpansion,assumingsuitableenvironmentallycontrolledspacefortheCitycouldbeincludedintheproject.AprerequisitefortheCitywasthatitbegivenseparatecontrolledaccesstoitsportionofthefacility.DetailsofthesharedspacerequirementsarecontainedinthisplanandAppendixB.ThesharingofenvironmentallycontrolledspaceintheproposedCentralLibraryexpansionwassupportedbecause1)theCityClerkisrunningoutofstoragespace;2)thefacilitywillprovidereadyaccesstoCityHall;and3)costefficienciescanbecreatedbysharingthisspacewiththePickeringLocalHistoryCollection.TheCityClerkandthePickeringLocalHistoryCollectionwouldeachhaveseparatecontrolledaccesstoitsownspaceandrecords.UntilsuchtimethattheCentralLibrary’sproposedexpansionisapproved,thereisaneedforallfourinvolvedparties–TheCityClerk[corporaterecords],TheLibrary’sPickeringLocalHistoryCollection,thePickeringTownshipHistoricalSocietyandthePickeringMuseumVillage–toaddresstheirshort-termdocumentarystorageneedsanddeficiencies.Optionsincludetheuseof1)temporarycommercialstorage,2)surpluscommercialandofficespaceintheCityor3)surplusCityownedorrentedspace.Off-sitestoragewouldideallybelocatedintheCitycorearea.ThestrategicplanprovidesthesteppingstonestoenablethePickeringLocalHistoryCollectiontomoveforwardincontinuedandimprovedcollaborationwithitspartners-thePickeringTownshipHistoricalSocietyandthePickeringMuseumVillage.ItalsooutlineshowtheLocalHistoryCollectioncangrowthroughparticipationwithandfurtheracquisitionsfromindividualsandbusinessinthecommunity,makingtheirstoriesandhistorymoreaccessiblebothlocallyandglobally.Thisstrategicplan,alongwiththeresourcesofanexpandedPickeringCentralLibrary,willallowtheLibrarytorealizethegoalsofitsownStrategicPlan.ItwillalsohelprealizetheLibrary’svision–tobecomeafocalpointinthecommunitytoacquire,preserveandmakeavailablePickering’shistorytothecommunity.ItwillallowtheLibrarytoefficientlyandeffectivelyworkwithitscommunitypartners,toexpandandhousethecommunity’sLocalHistoryCollection,andtodevelopinnovativeprogrammingtosharePickering’sheritagetoagrowinganddiversecommunity.ItwillalsosupporttheCity’svision,strategicgoalsandrecommendationsasoutlinedinitsCulturalStrategicPlan.


1. ProjectBackground1.1 PickeringGrowthRestraintsandImplicationsforPickeringPublicLibrary

Since1974,landsavailablefordevelopmentintheCityofPickeringhavebeenlimitedbecauseoftheexpropriationandownershipoflandsbytheFederalGovernmentforaproposedinternationalairport.InconjunctionwiththeproposedairportdevelopmenttheProvinceofOntarioreservedcontingentlandsandbeganplanningforthenewcommunityofSeatoninNorthPickering.BothprojectsresultedinsubstantialreservedlandsthatlimitedPickering’spopulationgrowthduringthepast10-20yearscomparedtoadjacentAjax,WhitbyandMarkham1.InJanuary2016,theProvinceofOntarioannounceditsintentiontosell1,000acresoflandalongtheHighway7/407corridortoallowforthedevelopmentoftheSeatonCommunitythatwhencompletedwillprovidehomesfor70,000peopleandjobsfor35,000people.ThescaleandimpactofthisgrowthwillprovidemajoropportunitiesaswellaschallengesfortheCityofPickeringandtheLibrarysysteminthedecadeahead.InanticipationofthisandfutureprojectedgrowthinthecommunityandtheresultingincreaseddemandsontheCentralLibrary,thePickeringPublicLibraryundertooktwostudies2in2011and2012whichaddressedexpansionandrenovationoptions,includinganexpandedspaceforitsLocalHistoryprogram.Amongtheprincipalrecommendationswere:

• Aminimumguidelineof0.6GSF3percapitashouldbeadoptedtoprojectfuturelibraryspacerequirementsforthePickeringPublicLibrary.

• Followingthisguideline,thePickeringPublicLibraryshouldprovideaminimumof135,400GSFoflibraryspaceby2031toserveaprojectedpopulationof225,670.

• ThePickeringPublicLibrarywillcontinuetohaveitsCentralLibraryinthedowntowncore.TheCentralLibrarywillcontinuetoservethedowntownandsurroundingurbanareasandprovidedsomespecializedservicesfortheentirelibrarysystem.

• Intheshortterm(byatleast2015)thePickeringPublicLibraryshouldexpandtheCentralLibrarybyaminimumof10,000GSFtohelpaddressthecurrent

1TheAjaxandWhitbyLibrariesbothhavelocalhistorycollectionswhileMarkhamhasadedicatedmuseumandassociatedheritagevillageona25-acresite2CentralLibrary:ExpansionandRenovationStudy-BackgroundReport(December2011)andCentralLibrary:ExpansionandRenovationStudy–ProposedExpansionOption(March2012),dmAPlanning&ManagementServicesandChamberlainArchitectsServicesLtd.3GSF=GrossSquareFeet-Thesumofallareasonallfloorsofabuildingincludedwithintheoutsidefacesofitsexteriorwalls,includingallverticalpenetrationareas,forcirculationandshaftareasthatconnectonefloortoanother.


shortfalloflibraryspacesystem-widetorectifycurrentspacelimitationsattheCentralLibraryandmeetsomegrowthrelatedneeds.Theproposedexpansionshouldbebuilttoaccommodateaminimumoftwoadditionallevels,shouldadditionallibraryspaceberequiredinthefuture.

• ThattheLocalHistory/Archivesexistingspaceallocation(500SF)beincreasedto900SFforstaffandclientuse,excludingstorage.

1.2 PickeringLocalHistoryCollection

ThePickeringPublicLibrary’scommitmenttoalocalhistoryprogram,withtheprovisionofdedicatedspace(500SF)4beganin1990whenthecurrentCentralLibraryopened.TheoriginaldocumentaryhistorycollectionwastransferredfromthePickeringMuseumVillagecollectionthatcouldnolongerstoreandcareforitspaper-basedcollections.ThecurrentPickeringLocalHistoryCollectionnowoccupies500squarefeetonthesecondflooroftheCentralLibrary.Sincetheoriginaltransferofhistoricaldocumentsin1990,thePickeringMuseumVillageandmembersofthePickeringcommunityhavecontinuedtoprovideadditionalmaterialstotheLibrary’sLocalHistoryCollection.However,theabilitytoreceiveadditionalmaterialsfromthecommunityhasbeenhamperedoverthepastfewyearsasaresultofseverespacelimitationsintheLocalHistoryRoomandstaffresources5toidentifyandworkwithpotentialdonorsfromthecommunity.ThePickeringLocalHistoryCollectionisauniquecollectionofthecommunity’sdocumentaryheritage6,recordingtheactivitiesoftheindividuals,organizationsandbusinessesinPickering.Thecollectionisrepresentativeofallformsofmediaandwillevolveastechnologieschangeanddigitalpreservationstrategiesadvance.Becauseofitsprofessionalskills,competenciesandmandate,theLibraryisideallypositionedtotakeonthemajorroleinexpandingthelocalhistoryservice,whichtodatehasbeenlimitedduetothelackofresourcesandastrategicplan.Thisstrategicplan,alongwiththeresourcesofanexpandedCentralLibrary,willallowtheLibrarytorealizeitsvision–tobecomeafocalpointinthiscommunitytoacquire,preserveandmakeavailablePickering’shistory.ItwillallowtheLibrarytoefficientlyandeffectivelyworkwithitscommunitypartners,todevelopaplantoexpandandhousethecommunity’scollection,andtodevelopinnovativeprogrammingtosharePickering’sheritagetoagrowinganddiversecommunity.4SF=SquareFeet5TheresourcesallocatedtotheoverallLocalHistoryCollectionarecurrently15hoursperweekdedicatedtosupportingalltheactivitiesassociatedwiththeprogram.6Thedocumentaryheritagemaybeintheformofaudio-visualmaterials,paper,electronicrecords,photographs,etc.


1.3 Pickering’sCulturalStrategicPlan

ThePickeringLocalHistoryCollection,asproposedinthisplanstronglysupportstheCityofPickering’sCulturalPlan(2014)thatsetsavisionfortheplaceofarts,cultureandheritageintheCityandidentifiesstrategicdirectionsforpolicy,investment,partnershipsandprogramsforthenext10years.TheimplementationoftheCity’sCulturalPlanhassixstrategicdirectionsincluding:

1. Broadenanddeepencityleadershipandinvestment2. Buildastrongandcollaborativeculturalsector3. Strengthenculture-ledeconomicdevelopment4. Conserveandpromotehistoryandheritage5. Celebrateandsupportdiversityandinclusion6. Cultivateopportunitiesforthecreation,educationandenjoymentofthearts

StrategicDirection4identifiedintheCulturalStrategicPlanis“toconserveandpromotehistoryandheritage”7.Thefirsttworecommendationsare:

1. Developprogramsandfacilitiestohouseandconservearchivalcollections.2. Strengthenthepromotionoflocalhistoryassets.8

Thereisaclearcommitmenttoprovidingarchivalqualityfacilitiestohousecollectionsandtostrengthenandpromotelocalhistoryeffortsbetweenthepresentheritagestakeholders(PickeringMuseumVillage,PickeringTownshipHistoricalSocietyandtheLibrary)whohavecooperativelyinteractedformorethan30yearsonlocalhistorymatters.1.4 PickeringPublicLibraryLocalHistoryRFPIssuedandProjectObjectives

InlightofthesedevelopmentsinNovember2015,theLibraryissuedaRequestforProposalforconsultingservicestocompletea15-yearStrategicPlanforLocalHistoryandArchivalServices.Earlyintheplanningprocess,theProjectSteeringCommitteedecidedtonametheLibrary’slocalhistorycollectionandarchivalservicesthe“PickeringLocalHistoryCollection”whichisatermweadoptthroughoutthisreport.ThepurposeofthereportistoprovidetheLibrarywithaclearstrategyfor:

• Totalspacerequirementsforthenext15years(localhistorycollection)

7PickeringCulturalStrategicPlan,p.37.8Ibid.,p.37.


• Designandlayoutofstorage,staffandpublicresearchspace9• Properstorageenvironmentincludingmaterialhousing,shelvingandHVAC

recommendations• Serviceimprovements• Pricingmodelforallrecommendations10.

InJanuary2016,followingapublictenderingprocess,theconsultingteamofTCIManagementConsultants(lead),InformationManagementSpecialistsandReich+PetchArchitectsInc.wasselectedastheproject’sconsultants.Thethreefirmshaveallcollaboratedtogetheronothersimilarprojects.InearlymeetingsbetweentheconsultantsandthePickeringPublicLibrary’sprojectcoordinationteam11itwasidentifiedthattherehadbeenpreliminaryconversationsregardingthepotentialforstoringtheCityofPickering’scorporaterecordsinanenvironmentallycontrolledstoragefacilityenvisionedfortheCentralLibraryexpansionproposal.Thispossibilitywasnotidentifiedintheproject’sRequestforProposal.MembersoftheconsultingteammetwithrepresentativesfromtheCityClerk’sdepartment(responsibleforcorporaterecords)andconfirmedthat:

• PresentCityrecordsstoragecapacitywasnearitslimits• SomeofthecurrentCityrecordsstoragespacewaspotentially“atrisk”(e.g.

sanitarysewerpipethatrunsthoughoneofthestorageareas)• Asaresult,therewasinterestinanenvironmentallycontrolledstoragefacility

whichcouldbesharedbyboththeCityClerk’sdepartmentandthePickeringLocalHistoryCollection.

Accordingly,inadditiontotheobjectivessetoutabove,thisplananalyzesthevolumeofenvironmentallycontrolledspacerequiredtostoreboththeCityRecordsandPickeringLocalHistoryCollectionwiththeunderstandingthateachorganizationwouldmaintainseparate,controlledaccesstoitsrespectivecollections.TherewasagreementthatasharedenvironmentallycontrolledspaceshouldbeincorporatedintothenewCentralLibraryexpansionproposal.TheprojectperiodextendedfromJanuary2016toApril2016.

9AsdetaileddesigndrawingswouldbedevelopedbythearchitectultimatelychosentodesigntheexpandedCentralLibrary,itwasagreedthattheconsultantswouldfocusonassessingthespacerequirementsforthenext15yearsandreviewcostconsiderationsassociatedwithdesignalternatives.10TheSteeringCommitteeclarifiedthefocusisoncapitalcosts.11SeeAppendixCforSteeringCommitteemembersandKeyStakeholders.


2. ProjectApproachandWorkUndertaken

ThePickeringLocalHistoryCollectionStrategicPlanwasdevelopedbasedonthefollowingactivities:

• AreviewofthePickeringPublicLibrarystrategicplanandtheproposedCentralLibraryexpansionreports

• AreviewoftheCityofPickeringCulturalStrategicPlan• Areviewofinternallydevelopeddocumentationsupportingtheexpansionofthe

LocalHistoryCollectionofthePickeringPublicLibrary• Meetingswiththestakeholdersthatincludeddiscussionsonwaystocollaborate

inthecollectionofarchivalmaterials• Meetingswiththestakeholderswhoparticipatedinandcontributedtothe

developmentofthePickeringLocalHistoryCollection’sstrategicplan• MeetingsandworkshopswiththeprojectSteeringCommitteeandkey

stakeholders12inordertodeterminethevolumeoftheircollectionsthatwouldbeincludedinthePickeringLocalHistoryCollection

• MeetingswiththeCityClerk’sofficetoreviewitsfuturespacerequirementsandwaystocollaborateinthestorageofarchivalmaterialsintheexpandedCentralLibrary

TheStrategicPlanwasdesignedandorganizedintothemajoroperationalactivitiesundertakentomanageandmakeavailablelocalhistorycollections.Eachactivityincludesanumberoftasksthatshouldbeundertakentoachievethearticulatedvisionandmissionstatements.Recognizingthatthereareresourceimplicationsanddependencies,theplanhasidentified:

• Activitiesconsideredtobehigh,mediumandlowpriorities• Whichactivitiesaredependentonresolutionofthecurrentspacelimitationsfor

acquiringcollections

Theteamalsocalculatedthespacerequirementsandassociatedcapitalcostsrequiredforthenext15years:

• fortheCityClerk’sofficeanditscorporaterecordsstoragespace• forthePickeringLocalHistoryCollectionstorageandnon-storagespace

12SeeAppendixCforlistofSteeringCommitteemembersandkeystakeholders.


3. TheImportanceandRoleofthePickeringLocalHistoryCollection"Historyisnotjustsomethingthathappenedlongagoandfaraway.Historyhappenstoallofusallthetime.Localhistorybringshistoryhome,ittouchesyourlife,thelifeofyourfamily,yourneighborhood,yourcommunity."--ThomasJ.Noel,authorandhistorian

Localhistoryisthestudyofthepeople,placesandeventsofaparticulargeographicarea.Itallowsustostudynationaleventswithinthecontextoflocalcommunities,actsasasourceoflocalpride,andcreatesaneffectivewayofteachinghistorytostudents.Preserving,understanding,andsharingPickering’slocalhistorywillsupportcommunitybuildingandsocialdevelopment.Nomatterhowdifferentourbackgroundsare,wehaveasharedhistorythroughtheCommunity.TheLocalHistoryCollectionisawaytoinstillprideinourcommunity.Itbringshistorytolife,facilitatesfriendshipsandbondingbetweenpeoplewithasharedinterest,andithelpsuscreateabetterfuturebyunderstandingourpast,andcelebratingoursuccessesandaccomplishments.Forstudentsandresearchers,theLocalHistoryCollectiondocumentstheimpactofsocietalchangesonourcommunity.Forresidents,itbringshistorytolifeandshowshowthepasthashadanimpactontheircommunityandpresentlives.Forgenealogists,whoaretracingbacktheirfamily’sstoryitmayevensolveafamilymystery.OurLocalHistoryCollectionsupportscityplanning,localtourism,andeconomicdevelopment.ClientsoftheLibraryhaveprovidedmanypositivecommentsaboutthevaluetheyfindintheservicesoftheLocalHistoryCollection.

• ManyhomeownersinPickeringhaverequestedinformationaboutthehistoryoftheirhomesandneighbourhoods.Inadditiontobriefhistoricalsketches,staffoftenprovidesthemwithhistoricpicturesoftheirhomeandneighbourhood.Manyhavegoneontoframetheseimagesandputthemondisplayintheirhomesandlocalbusinesses.

• Numerousstudents,fromelementaryleveltopost-graduate,haveutilizedthecollectionandresearchservicesinordertocompleteassignments.

• CityCouncillorswerethrilledwhentheywereprovidedwithhistoricimagessotheycouldcomparehistoricalandcurrentphotostoshowdevelopmentandchangeintheirWards.

• Governmentagenciesandbusinessdevelopershavebeenabletocompleteenvironmentalassessmentsaheadofconstructionsthankstotheresourcesheldinthecollectionandanumberofcommemorativesignshavebeenputinplaceasaresultofthisresearch.


• ResidentshavefoundmissinglinksintheirfamilytreeandpeoplefromallovertheworldhavefoundalinktotheirancestorshereinPickeringthankstogenealogicalrecordsandresearch.

• ThroughtheLocalHistoryCollectionandservices,residentshaveactivelyengagedwiththeirhistorythroughdisplaysandparticipationincommunityeventsthatcelebratePickering’suniquehistory.

ThesearejustsomeoftheexamplesofhowtheLocalHistoryCollectionsupportsthecommunity.ExpandingthescopeofthePickeringLocalHistoryCollectionandserviceswillfurtherbenefitthecommunityinsimilarways.


4. PickeringLocalHistoryCollection-CurrentSituation4.1 CurrentStakeholders

InPickeringtherearenowfourorganizationsstoringlocalhistorymaterialsasaresultofthelackofstoragespaceintheLocalHistoryRoom.Thisleadstopublicconfusionasto“wheretogo”togetbothinformationforresearchpurposesandmakedonationsofmaterialstosupportthetellingofPickering’sstoryTheseorganizationsare:

• PickeringPublicLibrary’sLocalHistoryCollection• PickeringTownshipHistoricalSociety• PickeringMuseumVillage• TheArchivesofOntario

Detailsastotheextentandnatureofthefourcollectionsandtheircurrentdepositoriesareshownbelow.

OrganizationsCurrentlyHolding

PickeringHistoricalDocumentCollections

Organization Collection

Policyin

Place

Public

Access

Spacefor

Additional

Materials

HVAC

Storage

Standards

forArchival

Materials

Met

Software

Records

System

OtherRisks

Pickering

LocalHistory

Collection

No Yes,limited No No Yes

Pickering

Museum

Village

Yes,forartifacts

Yes,limited No No Yes SecuritySysteminCollectionsStorageRoominAdministrationBuildingandinoff-sitestoragelocation;nowiredsecuritysystemofheritagebuildingswhereartifactshousedincontextualexhibits

Pickering

Twp.

Historical

Society

Nonearticulated

Byappointment

No No No -PrivateHomeBasement-NoSecuritySystem

Archivesof

OntarioNA Yes No Yes Yes


TheArchivesofOntariohasindicatedthatitwouldliketoreturnthePickeringTownshipCorporateRecordstothePickeringLocalHistoryCollectionwhenproperenvironmentallycontrolledstoragefacilitiesareavailable.Separateprivateinterviewswiththethreeprincipalstakeholdersinvolvedinlocalhistory(excludingtheOntarioArchives)demonstratedconsensusthatthepresentsituationputPickering’sdocumentaryheritageatrisk.Therewasacollectiveagreementthatimprovementswereneededtoensurethelonger-termsafetyandstorageofPickering’slocalhistorycollectionsintheLocalHistoryRoom.4.2 SummaryofJointAgreementsAmongAllStakeholders

ThethreemainplayersinvolvedinthecollectionofPickeringhistoricaldocumentsagreedthat:

1. Allsharedanimmediateprobleminthattheylackedstoragespaceandthishadrestrictednewcollectioninitiatives

2. Allrecognizedthatwhattheyhadstoredatthistimewasatvariousdegreesofrisk(asreflectedinthetableabove)andnoneofthestorageareascurrentlymeetsarchivalstoragestandards

a. PickeringPublicLibraryhashumidityandtemperaturecontrolissuescreatedbyelectricbaseboardheatersagainstcollectionstoragecabinets

b. PickeringTownshipHistoricalSocietycollectionsarelargelystoredinthebasementofaprivatehomewithhumidityandtemperaturecontrolissues,spaceissues,limiteddocumentationandnosecuritysystem

c. PickeringMuseumVillagehasarchivalmaterialhousedintheCollectionsStorageRoomoftheAdministrationBuilding;thisroommeetsenvironmentalstoragestandardsforartifacts,butnotforarchivalmaterial

3. Thereiscurrentlyverylimitedcoordinationineachorganization’scollectionactivities

4. Inthepasttherehasbeenduplicationofeffortdirectedatacquiringmaterialsfromthesamepotentialdonors

5. TheabsenceofasharedcommoncollectionspolicyforPickeringproducespotentialgapsincollectioneffortsinthelonger-termaswellaspreventinganopportunityforamorecoordinatedapproachtofuturecollectionefforts.

4.3 ProposedJointCollectionsAgreement

Inanearlyjointmeetingwiththethreemainplayerspresent,itwasagreedthatitwastimelyfortheLibrarytobeundertakingthisstrategicplantoaddressthecommunity’slongstandingneedtoaddressanumberofissueswithregardtothemanagementandcareofitsdocumentaryhistorycollections.Theconsultingteamsuggestedthat


considerationbegiventocreatingathreepartyagreementthatwouldjointlyaddressthesharedcommonissues.Theconsultingteamdraftedadraftmemorandumofunderstandingonhowajointcollectionspolicymightbegintobedeveloped.Someverypreliminaryjointdiscussions,facilitatedbymembersoftheconsultingteam,identifiedtheprincipalareasofcooperationbetweenthethreeparties.ThatworkhasresultedinadraftmemorandumofunderstandinginordertodevelopamorecoordinatedapproachtocollectionsmanagementforPickering’slocalhistory.ThisisprovidedinAppendixAofthisreport.ThenewproposedagreementbetweenthethreemainpartiesengagedinlocalhistoryinPickeringpromotesbetterutilizationofthedocumentaryhistoricalresourceswithinthePickeringcommunity.ItdoesnotdiminishthepastorfuturerolesofthePickeringTownshipHistoricalSocietyorthePickeringMuseumVillage.Rather,itprovidesasolutionthatservestheeffortsofthethreepartiesandthecommunityatlargeinthelongerterm.ItwasalsorecognizedthatthePickeringMuseumVillageandthePickeringTownshipHistoricalSocietywouldliketotransferthematerialstheyarecurrentlyholdingassoonaspossibleandtheyareonlyinhibitedinthetransferbythelackofspaceinthePickeringLocalHistoryCollectionfacility.TheLibraryagreedtotaketheleadindeterminingtheavailableoptionsthatmightbeconsidereduntilanenvironmentallycontrolledstoragefacilityisavailableinthenewCentralLibrary.AllpartiesagreedthattheLibraryproposalforanarchivalqualitystoragefacilitypresentedthebeststoragesolutionforallinthelongerterm.4.4 CollaborativeApproachtoDevelopmentoftheStrategicPlan

Asnoted,thepartiesweresupportiveofworkingwiththeLibrarytoaddressthecommunity’sneedtoimprovethemanagementandcareofdocumentarycollections.Inadditiontothejointcollectionsagreement,thepartiesagreedthatacollectionscommitteebeformedintheearlydaystohelpcoordinatetheneedsofeachparty,particularlyastheybegintotransferdocumentstothePickeringLocalHistoryCollection.ThepartiesalsocontributedtothedevelopmentofthePickeringLocalHistoryCollection’sstrategicplanwhichfollows.


5. PickeringLocalHistoryCollectionStrategicPlanExpandingtheroleofthePickeringLocalHistoryCollection,asoutlinedinSection3,supportstheoverallmissionandvisionfortheLibrary.Ashasbeenshownintheearliersections,collectingthedocumentaryhistoryofthecommunityhas,overtime,evolvedtothestagewhereallstakeholdersrecognizethatthereisaneedtoworktogethertoprotectandpreservethecommunity’sdocumentaryhistoryforfuturegenerations.Collectingandpreservingthehistoryofthecommunityinvolvesanumberofelements,eachofwhichcontributestothewhole.Issuessuchaswhatdowecollect,howdowemanageandpreserveit,howisitmadeavailabletoourcommunity(whichcouldmeantheimmediateortheglobalcommunity)andwhereisitstoredandmaintainedraiseissuesaroundfinancial,physicalandhumanresources.TheprocessofexpandingthePickeringLocalHistoryCollectionisamulti-yearactivitythathastobeincorporatedintoboththeLibraryandtheCity’sstrategicplans.TheStrategicPlanfollowingprovidesaVisionandMissionstatementforthePickeringLocalHistoryCollection.AseriesofActionAreasareprovidedinthelefthandcolumnrepresentingthebroadareasofactivitythatthePlanhasidentified.WithineachActionAreaareanumberofSpecificInitiatives(middlecolumn)andaseriesofPriorities(high,mediumandlow)intherighthandcolumn.Severaldependencieshavealsobeenidentifiedwhicharedependentuponotherinitiativesfirsttakingplace.Aswithanyplanningdocument,thisstrategicplanreflectsadynamicandevolvingprocessandissubjecttoinputandupdateonaregularbasistoensurethatitaddresseschangeswithinthePickeringPublicLibraryandPickeringLocalHistoryCollection.

PICKERINGLOCALHISTORYCOLLECTIONSTRATEGICPLAN

VISION Ú

ThePickeringLocalHistoryCollection(PLHC)willtellthestoryofPickeringfromitsearliestpeopletotoday’sgrowingCitybycollecting,preserving,andmakingavailablePickering’srecordedhistorytothecommunity.

MISSION Ú

ThePickeringLocalHistoryCollectioncollectsandmakesavailableacomprehensivehistoryofPickering,includinganyrecordscreatedtodaythatwillbeimportantforgenerationstocome.PLHCprimarilyaimstoacquire,conserve,protect,interpretandpromotethecollection,makethematerialsavailabletothepublic,andsupportcommunitybuildingthroughoursharedconnectiontoPickering.

ACTIONAREAS Ú SPECIFICINITIATIVES PRIORITIES&DEPENDENCIES

A)Collections Ú

A1-Developajointcollectionsagreementmemorandumofunderstandingregardingtheselectionandacquisitionofcommunitycollectionstoaddresstheconcernsofthekeystakeholders,PLHC,PickeringMuseumVillage,PickeringTwp.HistoricalSociety

A2-DevelopanAcquisitionmandatetosupportthePLHCA3–EstablishacollectionscommitteewiththeMuseumandHistoricalSocietyA4-Identifygapsinthecurrentcollection,identifyandcontactpotentialdonors/sources

A5-DevelopanacquisitionstrategyincludingdocumentsandothermediawhichaddressesthetypesofcommunitygroupsandprominentindividualstobecontactedinpartnershipwiththePickeringTownshipHistoricalSocietyandPickeringMuseumVillage

A6-Acquisitionstrategytofocusonhistoricalandcontemporarymaterialsinallmedia

Ú

A1HighA2HighA3HighA4HighA5HighA6High


A7-RepatriateTownshipofPickeringrecordsfromtheArchivesofOntarioA8-ArrangetotransfermaterialsfromthePickeringTwp.HistoricalSocietyandMuseumtothePLHCthroughappropriatedonorreceiptsanddocumentation

A7Low–dependentonnewstoragespacewithbetterenvironmentalcontrols

A8Medium–dependentonaninterimstoragespace

Ü

B)ArchivalPoliciesandProcedures

Ú

B1-DevelopaPLHCCollectingpolicywhichincludes:authority,purpose,definitions,mandate,rolesandresponsibilities,toaddressacquisition,arrangementanddescription,preservation,access,communityeducation/outreachactivities,overallmanagementandadministration

B2-Developprocedureswhichdefineappraisalprocessandstandards,donorrecognition,documentationrequiredtosupporttransferofownership,responsetoandmethodsforappraisingcharitabledonationsandbequests,etc.

B3-Developade-accessionpolicy

Ú

B1HighB2HighB3High

Ü

C)AvailabilityandAccessibility Ú

C1-Definedigitizationstandardsandacquireappropriatedigitizationequipmentasrequired

C2-IdentifyhighusecollectionstobedigitizedC3-Identifywaystomakethecollectionmoreaccessibleviatheweb,includinguseofsocialmediaandthroughcollaborativedatabaseswhichsupportthelibrary,archivesandlocalhistorycommunities

C4-ContinuetoinventoryexistinglocalhistorymaterialsintheLibraryandupdatePastPerfectdatabase

C5-ArrangeanddescribecollectionsfromtheMuseumwhenreceivedC6-ArrangeanddescribematerialsfromPickeringTownshipHistoricalSocietywhenreceived

C7-IncorporaterepatriatedcollectionsfromtheArchivesofOntariointothedatabase

Ú

C1MediumC2MediumC3HighC4MediumC5MediumC6MediumC7Low


C8-IncludePHLCcollectionsinwidercollaborativedatabasesC9-Ensureresearch/userfriendlyareasincurrentandnewarchivalfacility

C8HighC9High

Ü

D)EducationandProgramming

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D1-Exploreadditionaleducationalandprogrammingactivitiesrelatingtothecollection

D2-Developon-siteandremoteeducationalprogramsforelementary,secondaryandpost-secondaryschoolprograms

D3-DevelopcomplementarycommunityprogrammingwithMuseumD4-IdentifyopportunitiestodeveloprelevantcommunityprogramsthroughdialoguewithorganizationssuchasthePickeringTownshipHistoricalSociety,thelocalGenealogicalSociety,HeritagePickeringandotherlocalheritagegroupsasrequired

Ú

D1HighD2LowD3HighD4High

Ü

E)MarketingandOutreach Ú

E1-ExpandorincreasewebsitepresenceofPickeringLocalHistoryCollectionsE2-RaiseawarenessofLocalHistoryandArchivalServicesE3-Increaseoutreachwithheritageorganizationsandcommunityorganizations

E4-Createarticlesforlocalnewspapersandmedia,includinguseofsocialmedia

E5-ParticipateinlocaleventstopromotethehistoryoftheareaandPickeringLocalHistoryCollection

E6-IdentifyandpursueconnectionswithemergingcommunitiesE7-Createdisplaysandcommemorativesignagetosupportcollaborativeactivities(e.g.withPickeringTownCentre)andtravellingexhibits

Ú

E1HighE2HighE3HighE4HighE5HighE6HighE7Medium

Ü

F)Partnerships,OrganizationandStaffing

Ú

F1-EstablishadvisorycommitteeforPLHCF2-DevelopstrategicrelationshipswithkeycommunitypartnersF3-FormalizerelationshipwithCityClerk’sDepartmentregardingrolesandresponsibilitiesinrespondingtoinformationrequests

F4-EstablishlinkageswithMuseumandheritageorganizationsincludingcityadvisorycommittees

F5-ReviewstaffingrequirementsassociatedwithexpandedPLHCtoaddressimmediateandlong-termneeds

Ú

F1MediumF2HighF3MediumF4HighF5High


F6-IdentifysharedserviceopportunitiesbetweenPLHC,CityofPickering,PickeringTownshipHistoricalSocietyandtheMuseum

F7-Reviewopportunitiesforadditionalvolunteerresources

F6MediumF7High

Ü

G)FacilitiesandEquipment Ú

G1-Initiate/establishinterimoff-sitestorageandspacearrangementsincooperationwithCityRecordsuntilanewfacilitycanbebuilt

G2-ImproveuseofcurrentLocalHistoryspaceinshorttermG3-Confirmpreferredlocationforinterimoff-sitestorageG4-Ensurefunctionalplanfornewstorage,equipmentandoperationalspaceforPLHCisincludedintheexpandedCentralLibraryplananddesign

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G1HighG2HighG3HighG4Low–DependentonCentralLibraryExpansionmovingforward

Ü

H)AdministrationandResourcing

H1-DevelopbudgettoincluderesourcesforimplementationH2-BudgetforcollectionsdevelopmentH3-BudgetlineforlocalhistoryanddigitizationH4-DeterminebudgetimplicationsforshorttermstorageandequipmentH5-Reviewbudgetimplicationsoffuturestaffingrequirements,administrationandoperationstoimplementstrategicplanH6-Reviewbudgettosupportmarketingandoutreachactivitiesincludingdisplaysandexhibits

Ú

H1HighH2MediumH3HighH4HighH5HighH6High


6. ThePickeringLocalHistoryCollectionandtheCityofPickering’sCorporateRecordsSpaceRequirements

Asaresultofthestorageconcernsraisedbyallpartiesinvolved,andtherequirementto

incorporatethespaceplanningexercisetosupporttheLibraryexpansionplan,the

consultantsworkedwiththestakeholderstodevelopprojectionsforgrowth.The

projectionsaddresstheneedsofboththePickeringLocalHistoryCollectionandtheCity

Clerk’sdepartmentforitsinactiveandpermanentrecordscollectionsforthenext15

years.Theprojectionsareestimates,basedontoday’sunderstandingofthepotential

growthandshouldbereviewedastheexpansionplanningmovesforward.The

followingsectionoutlinestheprojectedspacerequirementsforeachparty.

6.1 PickeringLocalHistoryCollectionSpaceRequirements6.1.1 PickeringLocalHistoryCollectionStorageSpace

Aswasidentifiedthroughtheinterviewswiththekeystakeholders,thecurrent

PickeringLocalHistoryCollectionspaceisfullandwillnotallowfortransferofthe

collectionsfromtheArchivesofOntario,thePickeringMuseumVillageandthePickering

TownshipHistoricalSociety,asthelattertwohavespaceissuesthemselves.Inaddition,

thetypesofdocumentaryheritagethatisbeingacquired,requiresproper

environmentalcontrolstoensurethelongtermpreservationofthecollections.Whileit

isdifficulttocreatefinitevolumesonwhichtobasespaceprojections,theconsultants

workedwiththelocalhistorystakeholdersandcreatedmetricsonwhichtobasethe

projectionsforstoragespace.Thesemetricswerebasedonpastacquisitionvolumes

andknowledgeofthePickeringcommunitywithregardstoprominentfamiliesand

businesseswhoserecordsmightbeacquiredforthePickeringLocalHistoryCollection.

Theprojectedstoragevolumesincludethecentralizationofcollectionscurrentlyheld

by:

• ThePickeringTownshipHistoricalSociety

• ThePickeringMuseumVillage

• TheArchivesofOntario

Inaddition,theyincludeongoingcollectionsgrowthoverthenext15yearsastheroleof

thePickeringLocalHistoryCollectionincreasesinthecommunity.Shouldlarge

collectionsbeacquiredasaresultofadditionalprogramdevelopmentthevolumes

couldincreaseandassuch,shouldbemonitoredonanongoingbasis.

InthestoragespaceprojectionsforthePickeringLocalHistoryCollectionthe

consultantsincludeda100SFworkspaceinthestoragearea.


6.1.2 PickeringLocalHistoryCollectionNon-StorageSpace

Inaddition,theconsultantsreviewedalistofnon-storagespacesthatwouldbe

requiredtosupporttheoperationofthePickeringLocalHistoryCollectionwiththe

SteeringCommittee.Theseadditionalspacesinclude:

• Meetingspaceandprogram/exhibitspace13

• Collectionsreceiving/holdingareaclosetoaloadingdock

• Coldstorage-fridge/freezerspace

• Readingroom/referencedesk(in900SFcurrentlyplannedtobeonthesecondfloor

oftheexpandedlibrary)

• Office/workspace(in900SFcurrentlyplannedforonthesecondfloorofthe

expandedlibrary)

Specificdetailsre:designwillbeconsideredaspartoftheoverallplanningwithinthe

expansionproject.

Themajorfocusforthespaceplanningexercisewasontheneedforenvironmentally

controlledstoragespaceforthecollections.Theconsultantsassumedthatthe900SF

currentlydesignatedintheLibraryExpansionPlanwouldstillbeavailabletothe

PickeringLocalHistoryCollectionforofficeandpublicaccessspace.

13SharedwiththeLibrary

PickeringLocalHistoryCollectionStorageRequirements


Source Current Projected CommentsArchivesofOntario 66LF(1) n/a 20metrescurrentlyinstoragePickeringMuseumVillage 35LF CurrentlyheldbecausethereisnospaceattheLibraryPickeringMuseumVillage 150LF 10boxesperyear@15years,howeverifcollectingprocessis

developedandapplied,thismaygodirectlytoPickeringLocalHistoryCollection

PickeringTownshipHistoricalSociety 170LF Includes100boxesfromLocalHistorySociety,approximately60LFfromJohnSabeanpersonally+6-8boxes

PickeringTownshipHistoricalSociety 750LF CalculationsbasedondiscussionswithPTHSat10familiesdonating5boxesperyear.50X15=750.Subjecttofuturereviewforvalidation.

PickeringLocalHistoryCollection 300LF Thesevolumesarebasedoncurrentspaceandmovingsomeitemstostorage.

PickeringLocalHistoryCollection 200LF Total 571LF 1100LF Projectedforstoragearea:approximately1700LFSpacerequirementsforstorage NetSquareFootageapproximately700SFbasedon

-9highshelvingunits-3boxespershelf-8bays-3footaislesplus100SFworkspaceGrosssquarefootageforpricing:840SFIfshelvesarehigher/lowerneedtorecalculateIfmobileshelvingisusedspacesavingsareabout40%

Receiving/holdingareaclosetodock SpacefreedupbyCityRecordscanbeusedasholdingareaColdstorage-fridge/freezer TobeaccommodatedinstorageareaReadingroomwithreferencedesk/workspace

Assume900SFinlibraryexpansionplanwillbeused

Note: (1)LFisLinearFeet


6.2 City’sCorporateRecordsSpaceRequirementsInadditiontotheneedsofthepartiesinvolvedincollectingthecommunity’sdocumentaryhistory,amajorconsiderationformovingforwardisresolutionofthestorageissueswhicharefacedbyboththePickeringLocalHistoryCollectionandtheCityClerk`sDepartment.AkeycomponentoftheplanningprocessisensuringthatappropriatefacilitiesareavailabletostorethoserecordshavinglongtermvaluetoboththeLibraryandtheCityClerk`soffice.ThefollowingsectionlooksatthestorageissuesandpotentialsolutionswithintheexpandedLibraryfacility.ThissectionofthereportfocusesonidentifyingthestoragerequirementsofthePickeringLocalHistoryCollectionandtheCity’sCorporateRecords.TheCityClerkisresponsiblefortheoversightoftheCity’srecordsanddoes,throughtheRecordsManagementBylaw,applyretentionschedulestomanagebothpaperandelectronicrecordsintheCity.Atpresent,theCity’sstorageroomsareclosetocapacityandarenotenvironmentallycontrolled,posingarisktothoselongtermsrecordswhicharestoredforthelifeofthemunicipality.Wheninitialdiscussionsregardingthelibraryexpansionwereproposed,discussionsbetweentheLibraryandtheCityRecordsdepartmentledtoconsiderationoftheCityhavinganenvironmentallycontrolledstoragespace,forwhichitwouldberesponsible,inpartofthenewlyexpandedstorageareainthelibrary.Thecosttobuildsuchapurposebuiltspacewouldbemoreeconomicalaspartoftheoverallexpansionprojectthanasaseparatefacility,resultinginmorecosteffectiveexpenditureofthetaxpayers’money.TheprojectteammetwiththerepresentativesfromtheCityClerk’sdepartmenttodiscussoptionsforthefacility.Thestorageprojectionsprovidedwerecalculatedbasedoncurrentvolumesreceivedanddisposedof,withanunderstandingthattheCitywillnotbetotallyelectronicwithinthe15yearsprojectedintheplanningexercise.TheconsultantsworkedwiththemembersoftheCityClerk’sstaffresponsibleforcorporaterecordsanddevelopeda15-yearprojectionoftherequiredstoragespacetomeetitsrequirements.TheCity’ssummarystoragerequirementsfor2016and15years’futureareasfollows:

StorageVolumesfortheCityRecordsArea


Collection Current Projected CalculationsBasedon:

CityPermanentCollection 660LF

(1)

600LF Pastthreeyears’averagetransferof40boxesperyearx15years.Assumingoffices

haveculledandarenotholdingboxesfortransfer.Alsoassumingthatdepartments

whichhavepermanentrecordsandarekeepingthemwillnotrunoutofspaceand

willcontinuetostorerecords.Ifnot,thisnumberwillincrease

TotalPermanent 1,260LFCityInactive(2)Records750LF 600LF Increasebasedonaveragedifferenceof40boxesbetweenintakeanddestruction.

Moreboxescominginannuallythangoingoutfordestruction.Assumingofficeshave

culledandarenotholdingboxesfortransfer.Alsoassumingthatdepartmentswhich

havepermanentrecordsandarekeepingthemwillnotrunoutofspaceandwill

continuetostorerecords.Ifnot,thisnumberwillincrease.Asmorerecordsare

createdandstoredelectronicallythisvolumewillgodown

Totalinactive 1,350LFTotalactiveandinactive 2,610LFAdditionalAllowancefor

SeatonDevelopmentand

PickeringGrowth(3)

440LF

Totalboxestobestored 3050LF NetStorageSquareFootageestimateapproximately1150SFbasedon

-9highshelvingunits

-3boxespershelf

-8bays

-3footaislesplus

-100SFworkspace

Grosssquarefootageforpricing1380sfIfshelvesarehigher/lowerneedtorecalculate

Ifmobileshelvingisusedspacesavingsareabout40%Notes: (1)LFisLinearFeet

(2)inactiverecordsarethosewhicharedisposedonaregularbasisinaccordancewiththeretentionbylaw

(3)basedondiscussionwiththeCityClerk'sdepartmenttoincorporateprojecteddevelopmentandgrowthofSeaton,Pickeringand

recordsmanagementinitiativeswiththeCityofPickering.


6.3 PlanningforSharedSpaceTherearelogicalreasons,synergiesandpotentialsavingsinhavingtheLibraryandtheCitycometogethertodevelopasharedsolutionforeachorganization’sneedtoprovideacceptableenvironmentallycontrolledstoragerequirements.Amongthesereasonsarethefollowing,• BoththeCentralLibraryandthePickeringCityClerk’sCorporateRecordfunctionare

locatedonasharedsiteinthecity’scorearea,whichmeetstheCity’sRecordsManagementrequirementforreadyaccesstoitsrecords.

• TheLibraryisproposinganexpansionofthepresentCentralLibrarybyapproximately17,000SF.

• WithintheproposedexpansionoftheCentralLibrary,asharedspaceofbetween1,500SFto2,200SF14couldbeincorporatedintothedesignforaspeciallydesignedbutself-containedstoragefacilitywithfeaturesmeetingarchivalstandardsandwithseparateaccessavailabletoeachorganization.Thiscouldbelocatedeitherinthebasementoronthefirstfloor15.

• Comparedtothecostsandinefficienciesofdevelopingtwoseparateenvironmentallycontrolledstoragefacilities,itwasagreedthathavingasinglepurposebuiltenvironmentallycontrolledstoragespacewouldbenefitboththeCityandtheLibraryinthelongerterm.

• Despitetheimpactoftechnologyonthecreationofrecordsandinformation,thepotentialholdingswhichwillbetransferredtothePickeringLocalHistoryCollectionwillcontinuetobepaper-basedforsomeyearstocome.Digitizationofthecollectionswillenhancetheaccessandavailabilitytopotentialresearchers.However,theintrinsicvalueofthearchivalmaterialwillcontinuetobeintheoriginalform,soboththeoriginalanddigitalversionswillneedtobemaintained.

• DiscussionswiththeCityClerk’sofficeindicatethatpaperrecordswillcontinuetobecreatedoverthenext15years.Asnewinitiativeshaveanimpactonoverallrecordsmanagement,thestoragerequirementswillhavetobereviewedonanongoingbasis.

14SpacecalculationsareshowninSection6.4andAppendixB.15Weightbearingconsiderationspluspossiblewetsoilconditionsinthearea.


6.4 SummaryofFutureEnvironmentallyControlledStorageRequirementsandCosting

Theconsultantsassessedthespaceandrelatedcostsassociatedwithtwodifferentspaceanddesignscenarios,thefirstinvolvingfixedshelvingandthesecondinvolvingmobileshelving16.TheproposedspacewouldprovidethePickeringLocalHistoryCollectionandtheCityRecordsManagementgroupwithsufficientenvironmentallycontrolledspace17forthenext15years18.Whilemobileshelvinghasahighercostpersquarefoot,theircompactnaturemeansthatasmallerfootprintisrequired,therebybringingtotalcostsdown.Costsareshownassuming9foothighshelvingunitsforbotha“highend”and“mid-range”designsolutionsandtwodifferentlevelsofenvironmentalcontrolswithinthestoragearea.ThehighendsolutionincludesapurposebuiltenvelopearoundthestorageareawithitsownHVAC19unitseparatefromtherestofthebuilding.Themid-rangesolutionwouldhaveapurpose-builtenvelopebutwoulduseindividualairconditionersanddehumidifierstocontroltemperatureandhumidity.CostingforeachwouldvarybasedonthelevelofinvestmentinHVAC,partitions,wallsandshelvingsolutionsadopted.Costingmetricsforthefixedandmobileshelvingoptions20areoutlinedbelow.

16ThedetailedcalculationsareshowninAppendixB.17Itisimportanttocontroltemperatureandhumidityinthestoragespacebecauselargefluctuationsineitherresultsindamagetothepaperrecordsandshortensthelifeofitemsinthecollection.18barringthearrivalofalargeunanticipateddocumentarycollection19Heating,ventilationandairconditioning20Itisassumedthebasebuildingcostsarecoveredaspartofthelibrary’sexpansioncostsandthereforethecostsbelowdonotincludethebasebuildingcosts.


FixedShelvingCostingMetrics:Highend:$300-$350/SquareFoot(SF)(2016$)Mid-range:$150-$175/SF(2016$)MobileShelvingCostingMetricsHighend:$350-$400/SF(2016$)Mid-range:$200-$225/SF(2016$)

EnvironmentallyControlledStorageRequirementsandCostingMatrix

PickeringLocalHistoryCollection CityRecords Total

FixedShelving GrossSquareFeet(GSF)required 840 1,380 2,220

Highendcost $252,000-$294,000 $414,000-$483,000 $666,000-$777,000Mid-rangecost $126,000-$147,000 $207,000-$241,500 $333,000-$388,500 MobileShelving GrossSquareFeet(GSF)required 550 900 1,450

Highendcost $192,500-$220,000 $315,000-$360,000 $412,500-$580,000Mid-rangecost $110,000-$123,750 $180,000-$202,500 $290,000-$326,250Note:ThehighendsolutionincludesapurposebuiltenvelopearoundthestorageareawithitsownHVACunitseparatefromtherestofthebuilding.Themid-rangesolutionwouldhaveapurpose-builtenvelopebutwoulduseindividualairconditionersanddehumidifierstocontroltemperatureandhumidity.


Frenchman’sBayJ.LandymorePickeringTownshipHistoricalSocietyonLoantoPickeringPublicLibrary

Appendix

A.PossibleModelforaJointCollectionsAgreement

B.StorageandCostingRequirements(Detailed)

• PickeringLocalHistoryCollection

• CorporateRecords

C.ProjectSteeringCommitteeandKeyStakeholders

D.LettersofSupportfromKeyStakeholders


AppendixA:PossibleModelforaJointCollectionsAgreement

PICKERINGLOCALHISTORYOVERSIGHTAGREEMENT

ThisAgreement(“theAgreement”),enteredintoonthis_____dayof______________,2016,(“EffectiveDate”)byandbetweentheundersigned,dulyauthorizedrepresentativesofthePickeringLocalHistoryCollection(PLHC)thePickeringTownship

HistoricalSociety(PTHS)thePickeringMuseumVillage(PMV)doesherebydeclareand

stateasfollows:

WHEREAS,theLibrary(PPL)isthedesignatedrepositoryforthePLHC21,andagreestocollaboratewithPTHSandPMVandotherorganizationsasdescribedbelowtoensure

theacquisition,preservationandavailabilityofthePickeringLocalHistoryCollection:

NOW,THEREFORE,inconsiderationofthemutualinterestsofalltheparties,itisagreed

byandbetweenthepartiesasfollows:

VisionThePickeringLocalHistoryCollection(PLHC)willtellthestoryofPickeringfromitsearliestpeopletotoday’sgrowingCitybycollecting,preserving,andmakingavailablePickering’srecordedhistorytothecommunity.MissionThePickeringLocalHistoryCollectioncollectsandmakesavailableacomprehensivehistoryofPickering,includinganyrecordscreatedtodaythatwillbeimportantforgenerationstocome.PLHCprimarilyaimstoacquire,conserve,protect,interpretandpromotethecollection,makethematerialsavailabletothepublic,andsupportcommunitybuildingthroughoursharedconnectiontoPickering.AcquisitionandCollecting:PPLstaffwillworkwithPTHSandPMVto:

• identifyorganizationsandindividualswhoserecordsareofpotentialinteresttothePickeringLocalHistoryCollection

• WorktogethertodeterminewhowillmakecontactregardingthePickeringLocalHistoryCollectionandwhen,asappropriate.

21regardlessofwhoreceivesand/orcollectsmaterials


• Ensurethatwherethecollectionincludesartifactsandartwork,decisionsaremaderegardingtheappropriaterepositorybasedoncollectingmandatesofeachinstitution22

• EnsurethatappropriatedonorinformationiscompletedusingapproveddocumentationfromPLHCtocapturedetailsaboutsuchissuesascopyright,accessanduserestrictions,etc.

ArrangementandDescription:PPLstaffwillensurethatthecollectionsarearrangedanddescribedinaccordancewithacceptedarchivalpractices,respectingoriginalorderwhereappropriate,giventhenatureofthecollectionsAvailabilityandAccess23:PPLstaffwillmakethecollectionsavailable

• throughtheLocalHistoryRoomintheLibrary• throughtheinternetwhereappropriate

By:____________________________ By:___________________________Printedname:______________________________ ______________________________Title:_______________________________ Etc.

22Whichorganizationhasthemandatetocollect,inordertoavoidcompetition/duplication23Assumptionthatthereisafull-timestaffpersondedicatedtothePickeringLocalHistoryCollection


AppendixB:StorageandCostingRequirements(Detailed)


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AppendixC:SteeringCommitteeMembersandKeyStakeholders

SteeringCommitteeMembers1) ElaineBird–DirectorofSupportServices,PickeringPublicLibrary

• 905-831-6265ext.6231• [email protected]

2) CarolynvonHasselbach–ManagerofCollections,PickeringPublicLibrary• 905-831-6265ext.6232• [email protected]

3) BeckyGeorge–LocalHistory&GenealogyLibrarian,PickeringPublicLibrary• 905-831-6265ext.6240• [email protected]

KeyStakeholders

1) CathyGrant–CEO,PickeringPublicLibrary• 905-831-6265ext.6236• [email protected]

2) PaulBigioni–Director,CorporateServices&CitySolicitor,CityofPickering• 905-420-2222ext.2048• [email protected]

3) DebbieShields–CityClerk,CityofPickering• 905-420-2222ext.2019• [email protected]

4) LisaHarker–DeputyClerk,CityofPickering• 905-420-2222ext.2153• [email protected]

5) ReneeMichaud-Coordinator,Records&Elections,CorporateServicesDepartment,CityofPickering

• 905.420.4660ext.2097• [email protected]

6) KatrinaPyke–CoordinatorMuseumOperations,CityofPickering• 905-420-2222ext.3714• [email protected]

7) JohnSabean–President,PickeringTownshipHistoricalSociety• 905-831-3811• [email protected]


AppendixD:LettersofSupportfromKeyStakeholders

PickeringMuseumVillagePickeringTownshipHistoricalSocietyCityClerk

Pickering Civic Complex | One The Esplanade | Pickering, Ontario L1V 6K7 | T. 905.683.8401

F. 905.686.4079 | TTY 905.420.1739 | Toll Free 1.866.683.2760 | [email protected] | pickering.ca

June 13, 2016

To Whom It May Concern

Subject: Pickering Local History Collection Strategic Plan

File: S-3060-001-16

Pickering Museum Village would like to express its strong support for the Pickering Public Library’s Local History Collection Strategic Plan. Pickering Museum Village is a vibrant living history museum with 19 heritage buildings on 27 acres of land, and a collection of over 10,000 artifacts. The Museum’s purpose is to collect, preserve, document, house, exhibit, and interpret material culture; research and document historical information supporting the community’s material and social culture; and develop programs responsive to the needs of the community. The Local History Collection Strategic Plan aspires to expand the Library’s ability to collect, store, preserve, interpret, and make accessible to the public Pickering’s recorded history. The goals of this plan align with those of the Pickering Museum Village, and with the City of Pickering’s Cultural Strategic Plan. The Pickering Museum Village was consulted extensively in the development of the Local History Collection Strategic Plan, and we believe that the directions and objectives proposed within the plan will benefit the entire community. Museum staff look frequently to the Local History Collection when researching artifacts, and developing programs and exhibits. This plan will lead to a more collaborative approach to the interpretation of our community’s heritage, bringing both the Local History Collection and the Pickering Museum Village’s artifact collection in stronger alignment and inter-relation. We look forward to working with the Library as they work through the plan, and further develop their heritage service to the public. Yours truly

Katrina Pyke, M.A. Coordinator, Museum Operations KP:eb Copy: Director, Culture & Recreation Supervisor, Cultural Services

Culture & Recreation Department

Pickering Civic Complex | One The Esplanade | Pickering, Ontario L1V 6K7 | T. 905.420.4611

905.420.9685 | TTY 905.420.1739 | Toll Free 1.866.683.2760 | [email protected] | pickering.ca

June 7, 2016 Cathy Grant, CEO Pickering Public Library

Subject: Pickering Public Library – Local History Collection Strategic Plan - Letter of Support

File: A-3500

It is my pleasure to write a letter of support for the Local History Collection Strategic Plan. As the City Clerk, I play a leading role in ensuring the City’s records are retained and preserved in a secure and accessible manner.

The Clerk’s Office manages the City’s two archive locations, which collectively contain approximately 1,300 boxes of records. Both archive locations are currently at capacity, and they are not optimal conditions for document storage. This project aligns with our Records Management objectives to provide a secure archive space for our records. Proximity to our current offices, adequate storage space, and a temperature-controlled environment are just a few of the elements of this project that we value.

Moving ahead with the Local History Collection Strategic Plan is undoubtedly a priority for the Clerk’s Office due to our current limited storage space, and to provide a safe, long-term solution for the City’s vital documents.

The Clerk’s Office looks forward to collaborating with you on this project.

Yours truly

Debbie Shields City Clerk

DS:lh Enclosure

Copy: Director, Corporate Services & City Solicitor

Corporate Services Department

Legislative Services