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HomeMy WebLinkAboutLIB 01-16 e Report to PlC K E R 1 NG Executive Committee Report Number: LIB 01-16 Date: November 14, 2016 From: Cathy Grant CEO, Pickering Public Library Subject: Pickering Local History Collection Strategic Plan - File: A-1410-003 Recommendation: 1. That Council receive for information the Pickering Local History Collection Strategic Plan as per Attachment 1. 2. That Council support the concept of a shared records storage facility as part of a future Central Library expansion. Executive Summary: The Pickering Local History Collection Strategic Plan, approved by the Library Board in June 2016, provides a collaborative solution for the urgent need for safer storage of Pickering's historical documents, along with a clear strategy for the development of the Library's Local History service. The purpose of this report is to share this Plan with Council for information and to seek Council's support of the concept for a shared records storage facility (for Library, City, Pickering Museum Village and Pickering Township Historical Society) as part of the future Central Library expansion. Financial Implications: The implementation of the Pickering Local History Collection Strategic Plan will require an investment in staff and financial resources. For instance, this Strategic Plan outlines a number of specific initiatives which can only partially be accomplished within the existing staffing budget. In order to fully realize the plan, up to 15 additional staffing hours per week will be needed to create a dedicated local history specialist. These hours are not being requested in the 2017 budget. In addition, equipment for digitization and scanning will be an ongoing cost for this collection. As a result, a microform reader/scanner is being requested in the 2017 Library Capital Budget at a cost of approximately $12,000. Space for storage of local documents is a significant issue as identified by the Strategic Plan. Starting in 2017, the Library is requesting $1,500 annually to cover the cost of a temporary storage facility. While this interim solution can house both Library and Pickering Township Historical Society (PTHS) documents, storage of City documents and Pickering Museum Village documents remain unchanged. LIB 01-16 November 14, 2016 Subject: Pickering Local History Collection Strategic Plan Page 2 The future Central Library expansion project will include dedicated space for combined archival quality storage space for Library, City, Museum, and Local History Society documents. The 2016 estimated total cost for this space ranges from $412,500 to $580,000 including mobile shelving. These costs will be included in the total project Capital Budget for the Central Library expansion. Operational costs for the Local History Service includes collection development and archival supplies which are less than $1,000 per annum. It is expected that these costs will increase with the size of the collection, starting in 2017. Discussion: The Pickering Local History Collection Strategic Plan was approved by the Library Board in June 2016. The Plan: 1. Addresses a priority recommendation from Pickering's Cultural Strategic Plan to conserve and promote history and heritage in the City and specifically to develop facilities to house and conserve archival collections. 2. Brings together all of Pickering's historical records in one location with improved public access and security. Much of Pickering's documentary heritage is at risk due to improper storage conditions and many are unknown due to lack of an acquisition strategy within the City. 3. Removes present public confusion regarding where to donate material and where to go for information about historical documents. 4. Offers a long-term shared solution for an improved safe document storage facility of historical and City documents. This collaborative solution represents a cost-saving proposal for tax- payers. 5. Provides a strategic direction for the Pickering Library's Local History Collection. 6. Supports the City's business by supporting open access to government records; tourism; community engagement and a sense of shared culture. The Plan was developed in consultation with the Museum Village, the City Clerk's Department, as well as the Pickering Township Historical Society, who are in agreement with the plan and have provided signed supporting letters. Attachments: 1. Local History Collection Strategic Plan - Final Report— June 15, 2016, prepared by ICI Management Consultants/Information Management Specialists/Reich + Petch Architects Inc. CORP0227-07/01 revised LIB 01-16 November 14, 2016 Subject: Pickering Local History Collection Strategic Plan Page 3 Prepared/Approved/Endorsed By: Cathy Grant,• CEO, Pickering Public Library :cg Recommended for the consideration of Pickering City Council 4 sit 2.6. Tony Prevedel, P.Eng. Chief Administrative Officer • • CORP0227-07/01 revised ATTACHMENT#, ( TO REPORT# . 1--- 1, 01 --16 Pickering Local History Collection Strategic Plan Final Report—June 15, 2016 ;PUBUC LIBRARY . ---i :1,4, ,„...,„ ..okA ...•.,.r- • ,. , e 'i • _.rt ' 's3,, ,-•"�+Tirte..--• 1., '!h ��ee C �e, ^5�} 4 ,rte ,�^ 4 .� .s± ;yam (\ } t p t'... Fk'°.T$y,4/�.• F _t_ A� '•� +� tt 1 .tea • • . Prepared by TCI Management Consultants I Information Management Specialists I Reich+Petch Architects Inc. , • • Munitions Assembly Line Pickering Defense Industries Limited 1943 Township Council 1929 Pugh Farm John Diefenbaker Cherrywood Lot 10 Con.9 13th. Prime School Pickering Twp. Minister Circa 1850 1877 Steam Claremont Band Spink's Mill Locomotives Circa 1920 Duffin's Creek Defense 1880 Industries Limited 1942 Source:Pickering Ajax Digital Archives TC I TCI MANAGEMENT CONSULTANTS • 99 Crown's Lane • Toronto I Canada • M5R 3P4• 416-515-0815 Strategic Planners Serving the Heritage, Cultural and Tourism Sectors since 1991 June 15, 2016 Ms. Elaine Bird Director of Support Services Pickering Public Library Administrative Offices One—The Esplanade • Pickering, ON L1V 2R6 Dear Ms. Bird: Re:15-Year Strategic Plan for Pickering Local History Collection We are pleased to submit our Strategic Plan to you and the members of the project Steering Committee. We believe the accomplishment of the plan will be a significant milestone in implementing the key directions and actions outlined in the City of Pickering's Cultural Strategic Plan as well as the Library's Strategic Plan. It will address an urgent space issue. It will help consolidate and protect Pickering's valuable documentary history as well as improve access to Pickering residents and others interested in Pickering's history. The proposed expansion of the Central Library and development of needed environmentally • controlled storage space also presents an opportunity to collaborate and create efficiencies with the City Clerk's department which also is in need of space. We appreciate the cooperation and assistance we have received from your staff as well as the key members of the City Clerk's office, the Pickering Museum Village and the Pickering Township Historical Society who have contributed to the plan's development. We would be pleased to respond to any additional questions you may have. Yours truly, Bruce Fountain Senior Associate,TCI Management Consultants 416-515-7490 - bfountain @consulttci.com cc. G. Young, C. Ardern,J. Linton, W. Petch Pickering Local History Collection Strategic Plan Contents Executive Summary 5 1. Project Background 7 1.1 Pickering Growth Restraints and Implications for Pickering Public Library 7 1.2 Pickering Local History Collection 8 1.3 Pickering's Cultural Strategic Plan 9 1.4 Pickering Public Library Local History RFP Issued and Project Objectives 9 2. Project Approach and Work Undertaken 11 3. The Importance and Role of the Pickering Local History Collection 12 4. Pickering Local History Collection -Current Situation 14 4.1 Current Stakeholders 14 4.2 Summary of Joint Agreements Among All Stakeholders 15 4.3 Proposed Joint Collections Agreement 15 4.4 Collaborative Approach to Development of the Strategic Plan 16 5. Pickering Local History Collection Strategic Plan 17 6. The Pickering Local History Collection and the City of Pickering's Corporate Records Space Requirements 22 6.1 Pickering Local History Collection Space Requirements 22 6.1.1 Pickering Local History Collection Storage Space 22 6.1.2 Pickering Local History Collection Non-Storage Space 23 6.2 City's Corporate Records Space Requirements 25 6.3 Planning for Shared Space 27 6.4 Summary of Future Environmentally Controlled Storage Requirements and Costing 28 Appendix A: Possible Model for a Joint Collections Agreement 31 Appendix B: Storage and Costing Requirements (Detailed) 33 Appendix C: Steering Committee Members and Key Stakeholders 45 Appendix D: Letters of Support from Key Stakeholders 46 • 4 TCI Management Consultants I Information Management Specialists I Reich+Petch Architects Executive Summary The need to develop programs and facilities to house and conserve archival collections has been identified as a priority in the Pickering Cultural Strategic Plan. For some years, the Pickering Local History Collection has been unable to accept materials because it is severely constrained by lack of space. In 2012, the Pickering Public Library identified the need for an expansion of the Central Library including the expansion of the present Local History facilities in response to population and client growth. The purpose of the report is to provide the Pickering Public Library with a clear strategy for: • Total space requirements for the next 15 years for its Pickering Local History Collection • Design and layout of storage, staff and public research space • Proper storage environment including material housing, shelving and HVAC recommendations • Service improvements • Pricing model for all recommendations This report addresses distinct but related issues including, 1) the safer storage of Pickering's historical documents and the City's corporate records in a new combined environmentally controlled storage facility, 2) the coming together of Pickering's history story tellers in a new cooperative and collaborative way, 3) an expanded role for the Library in local history matters, and 4) an innovative solution to a joint Library/City problem. Consultation (individual and joint sessions) was undertaken with the other major Pickering local history stakeholders: the Pickering Township Historical Society and the Pickering Museum Village. These conversations quickly indicated a series of shared concerns paramount of which was an immediate need for improved combined storage of the three local history collections because of the risk that human or natural actions could imperil Pickering's historic documentation assets. Beyond the shared storage concerns,the three stakeholder groups all committed to collecting and telling Pickering's stories through various means, and agreed that a coordinated approach to collecting is now required. This has resulted in a proposed Collections Agreement between the three stakeholders regarding future joint efforts. Letters of support for this cooperative concept are provided in Appendix D of this report. • All three stakeholders contributed to the development of this strategic plan and agreed to cooperate on future efforts. 5 TCI Management Consultants I Information Management Specialists I Reich+Petch Architects • At the outset of the project, it became clear that the City Clerk's Department is also running out of storage space for its corporate records. Further, the City's corporate records are at various degrees of risk. The consultants met with the City Clerk's office regarding the possibility of storing its corporate records in the proposed Central Library expansion, assuming suitable environmentally controlled space for the City could be included in the project. A prerequisite for the City was that it be given separate controlled access to its portion of the facility. Details of the shared space requirements are contained in this plan and Appendix B. The sharing of environmentally controlled space in the proposed Central Library expansion was supported because 1)the City Clerk is running out of storage space; 2)the facility will provide ready access to City Hall; and 3) cost efficiencies can be created by sharing this space with the Pickering Local History Collection. The City Clerk and the Pickering Local History Collection would each have separate controlled access to its own space and records. Until such time that the Central Library's proposed expansion is approved, there is a need for all four involved parties—The City Clerk [corporate records],The Library's Pickering Local History Collection, the Pickering Township Historical Society and the Pickering Museum Village—to address their short-term documentary storage needs and deficiencies. Options include the use of 1) temporary commercial storage, 2) surplus commercial and office space in the City or 3) surplus City owned or rented space. Off- site storage would ideally be located in the City core area. The strategic plan provides the stepping stones to enable the Pickering Local History Collection to move forward in continued and improved collaboration with its partners- the Pickering Township Historical Society and the Pickering Museum Village. It also outlines how the Local History Collection can grow through participation with and further acquisitions from individuals and business in the community, making their stories and history more accessible both locally and globally. This strategic plan, along with the resources of an expanded Pickering Central Library, will allow the Library to realize the goals of its own Strategic Plan. It will also help realize the Library's vision—to become a focal point in the community to acquire, preserve and make available Pickering's history to the community. It will allow the Library to efficiently and effectively work with its community partners, to expand and house the community's Local History Collection, and to develop innovative programming to share Pickering's heritage to a growing and diverse community. It will also support the City's vision, strategic goals and recommendations as outlined in its Cultural Strategic Plan. 6 TCI Management Consultants I Information Management Specialists I Reich+Petch Architects 1. Project Background 1.1 Pickering Growth Restraints and Implications for Pickering Public Library Since 1974, lands available for development in the City of Pickering have been limited because of the expropriation and ownership of lands by the Federal Government for a proposed international airport. In conjunction with the proposed airport development the Province of Ontario reserved contingent lands and began planning for the new community of Seaton in North Pickering. Both projects resulted in substantial reserved lands that limited Pickering's population growth during the past 10- 20 years compared to adjacent Ajax, Whitby and Markhaml. In January 2016, the Province of Ontario announced its intention to sell 1,000 acres of land along the Highway 7/407 corridor to allow for the development of the Seaton Community that when completed will provide homes for 70,000 people and jobs for 35,000 people. The scale and impact of this growth will provide major opportunities as well as challenges for the City of Pickering and the Library system in the decade ahead. In anticipation of this and future projected growth in the community and the resulting increased demands on the Central Library,the Pickering Public Library undertook two studies2 in 2011 and 2012 which addressed expansion and renovation options, including an expanded space for its Local History program. • Among the principal recommendations were: • A minimum guideline of 0.6 GSF3 per capita should be adopted to project future library space requirements for the Pickering Public Library. • Following this guideline, the Pickering Public Library should provide a minimum of 135,400 GSF of library space by 2031 to serve a projected population of 225,670. • The Pickering Public Library will continue to have its Central Library in the downtown core.The Central Library will continue to serve the downtown and surrounding urban areas and provided some specialized services for the entire library system. • In the short term (by at least 2015) the Pickering Public Library should expand the Central Library by a minimum of 10,000 GSF to help address the current 1 The Ajax and Whitby Libraries both have local history collections while Markham has a dedicated museum and associated heritage village on a 25-acre site 2 Central Library:Expansion and Renovation Study-Background Report(December 2011)and Central Library:Expansion and Renovation Study—Proposed Expansion Option(March 2012),dmA Planning& Management Services and Chamberlain Architects Services Ltd. s GSF=Gross Square Feet-The sum of all areas on all floors of a building included within the outside faces of its exterior walls,including all vertical penetration areas,for circulation and shaft areas that connect one floor to another. 7 TCI Management Consultants I Information Management Specialists I Reich+Petch Architects shortfall of library space system-wide to rectify current space limitations at the Central Library and meet some growth related needs. The proposed expansion should be built to accommodate a minimum of two additional levels, should additional library space be required in the future. • That the Local History/Archives existing space allocation (500 SF) be increased to 900 SF for staff and client use, excluding storage. 1.2 Pickering Local History Collection The Pickering Public Library's commitment to a local history program, with the provision of dedicated space (500 SF)4 began in 1990 when the current Central Library opened. The original documentary history collection was transferred from the Pickering Museum Village collection that could no longer store and care for its paper-based collections. The current Pickering Local History Collection now occupies 500 square feet on the second floor of the Central Library. Since the original transfer of historical documents in 1990, the Pickering Museum Village and members of the Pickering community have continued to provide additional materials to the Library's Local History Collection. However, the ability to receive additional materials from the community has been hampered over the past few years as a result of severe space limitations in the Local History Room and staff resourcess to identify and work with potential donors from the community. The Pickering Local History Collection is a unique collection of the community's documentary heritage6, recording the activities of the individuals, organizations and businesses in Pickering. The collection is representative of all forms of media and will evolve as technologies change and digital preservation strategies advance. Because of its professional skills, competencies and mandate, the Library is ideally positioned to take on the major role in expanding the local history service, which to date has been limited due to the lack of resources and a strategic plan. This strategic plan, along with the resources of an expanded Central Library, will allow the Library to realize its vision—to become a focal point in this community to acquire, preserve and make available Pickering's history. It will allow the Library to efficiently and effectively work with its community partners, to develop a plan to expand and house the community's collection, and to develop innovative programming to share Pickering's heritage to a growing and diverse community. 4 SF=Square Feet s The resources allocated to the overall Local History Collection are currently 15 hours per week dedicated to supporting all the activities associated with the program. 6 The documentary heritage may be in the form of audio-visual materials, paper,electronic records, photographs,etc. 8 TCI Management Consultants I Information Management Specialists I Reich+Petch Architects 1.3 Pickering's Cultural Strategic Plan The Pickering Local History Collection, as proposed in this plan strongly supports the City of Pickering's Cultural Plan (2014) that sets a vision for the place of arts, culture and heritage in the City and identifies strategic directions for policy, investment, partnerships and programs for the next 10 years. The implementation of the City's Cultural Plan has six strategic directions including: 1. Broaden and deepen city leadership and investment 2. Build a strong and collaborative cultural sector 3. Strengthen culture-led economic development 4. Conserve and promote history and heritage 5. Celebrate and support diversity and inclusion 6. Cultivate opportunities for the creation, education and enjoyment of the arts Strategic Direction 4 identified in the Cultural Strategic Plan is "to conserve and promote history and heritage"7. The first two recommendations are: 1. Develop programs and facilities to house and conserve archival collections. 2. Strengthen the promotion of local history assets.8 There is a clear commitment to providing archival quality facilities to house collections and to strengthen and promote local history efforts between the present heritage stakeholders (Pickering Museum Village, Pickering Township Historical Society and the Library) who have cooperatively interacted for more than 30 years on local history matters. 1.4 Pickering Public Library Local History RFP Issued and Project Objectives In light of these developments in November 2015, the Library issued a Request for Proposal for consulting services to complete a 15-year Strategic Plan for Local History • and Archival Services. Early in the planning process,the Project Steering Committee decided to name the Library's local history collection and archival services the "Pickering Local History Collection"which is a term we adopt throughout this report. The purpose of the report is to provide the Library with a clear strategy for: • Total space requirements for the next 15 years (local history collection) 'Pickering Cultural Strategic Plan, p.37. 8lbid., p.37. 9 TCI Management Consultants I Information Management Specialists I Reich+Petch Architects • • • Design and layout of storage, staff and public research space9 • Proper storage environment including material housing, shelving and HVAC recommendations • Service improvements • Pricing model for all recommendations'° In January 2016, following a public tendering process,the consulting team of TCI Management Consultants (lead), Information Management Specialists and Reich+Petch Architects Inc. was selected as the project's consultants. The three firms have all collaborated together on other similar projects. • In early meetings between the consultants and the Pickering Public Library's project coordination teamll it was identified that there had been preliminary conversations regarding the potential for storing the City of Pickering's corporate records in an environmentally controlled storage facility envisioned for the Central Library expansion proposal. This possibility was not identified in the project's Request for Proposal. Members of the consulting team met with representatives from the City Clerk's department (responsible for corporate records) and confirmed that: • Present City records storage capacity was near its limits • Some of the current City records storage space was potentially "at risk" (e.g. sanitary sewer pipe that runs though one of the storage areas) • As a result, there was interest in an environmentally controlled storage facility which could be shared by both the City Clerk's department and the Pickering Local History Collection. Accordingly, in addition to the objectives set out above, this plan analyzes the volume of environmentally controlled space required to store both the City Records and Pickering Local History Collection with the understanding that each organization would maintain separate, controlled access to its respective collections. There was agreement that a shared environmentally controlled space should be incorporated into the new Central Library expansion proposal. The project period extended from January 2016 to April 2016. e As detailed design drawings would be developed by the architect ultimately chosen to design the expanded Central Library, it was agreed that the consultants would focus on assessing the space • requirements for the next 15 years and review cost considerations associated with design alternatives. to The Steering Committee clarified the focus is on capital costs. 11 See Appendix C for Steering Committee members and Key Stakeholders. 10 TO Management Consultants I Information Management Specialists I Reich+Petch Architects 2. • Project Approach and Work Undertaken • The Pickering Local History Collection Strategic Plan was developed based on the following activities: • A review of the Pickering Public Library strategic plan and the proposed Central Library expansion reports • A review of the City of Pickering Cultural Strategic Plan • A review of internally developed documentation supporting the expansion of the Local History Collection of the Pickering Public Library • Meetings with the stakeholders that included discussions on ways to collaborate in the collection of archival materials • Meetings with the stakeholders who participated in and contributed to the development of the Pickering Local History Collection's strategic plan • Meetings and workshops with the project Steering Committee and key stakeholders12 in order to determine the volume of their collections that would be included in the Pickering Local History Collection • Meetings with the City Clerk's office to review its future space requirements and ways to collaborate in the storage of archival materials in the expanded Central • Library The Strategic Plan was designed and organized into the major operational activities undertaken to manage and make available local history collections. Each activity includes a number of tasks that should be undertaken to achieve the articulated vision and mission statements. Recognizing that there are resource implications and dependencies,the plan has identified: •. Activities considered to be high, medium and low priorities • Which activities are dependent on resolution of the current space limitations for acquiring collections The team also calculated the space requirements and associated capital costs required for the next 15 years: • for the City Clerk's office and its corporate records storage space • for the Pickering Local History Collection storage and non-storage space 12 See Appendix C for list of Steering Committee members and key stakeholders. • 11 TCI Management Consultants I Information Management Specialists I Reich+Petch Architects 3. The Importance and Role of the Pickering Local History Collection "History is not just something that happened long ago and far away. History happens to all of us all the time. Local history brings history home, it touches your life, the life of your family, your neighborhood, your community." --Thomas J. Noel, author and historian Local history is the study of the people, places and events of a particular geographic area. It allows us to study national events within the context of local communities, acts as a source of local pride, and creates an effective way of teaching history to students. Preserving, understanding, and sharing Pickering's local history will support community building and social development. No matter how different our backgrounds are, we have a shared history through the Community. The Local History Collection is a way to instill pride in our community. It brings history to life,facilitates friendships and bonding between people with a shared interest, and it helps us create a better future by understanding our past, and celebrating our successes and accomplishments. For students and researchers, the Local History Collection documents the impact of societal changes on our community. For residents, it brings history to life and shows how the past has had an impact on their community and present lives. For genealogists, who are tracing back their family's story it may even solve a family mystery. Our Local History Collection supports city planning, local tourism, and economic development. Clients of the Library have provided many positive comments about the value they find in the services of the Local History Collection. • Many homeowners in Pickering have requested information about the history of their homes and neighbourhoods. In addition to brief historical sketches, staff often provides them with historic pictures of their home and neighbourhood. Many have gone on to frame these images and put them on display in their homes and local businesses. • Numerous students,from elementary level to post-graduate, have utilized the collection and research services in order to complete assignments. • City Councillors were thrilled when they were provided with historic images so they could compare historical and current photos to show development and change in their Wards. • Government agencies and business developers have been able to complete environmental assessments ahead of constructions thanks to the resources held in the collection and a number of commemorative signs have been put in place as a result of this research. 12 TCI Management Consultants I Information Management Specialists I Reich+Petch Architects • • Residents have found missing links in their family tree and people from all over the world have found a link to their ancestors here in Pickering thanks to genealogical records and research. • Through the Local History Collection and services, residents have actively engaged with their history through displays and participation in community events that celebrate Pickering's unique history. • These are just some of the examples of how the Local History Collection supports the community. Expanding the scope of the Pickering Local History Collection and services will further benefit the community in similar ways. • • 13 TCI Management Consultants I Information Management Specialists I Reich+Petch Architects 4. Pickering Local History Collection - Current Situation 4.1 Current Stakeholders In Pickering there are now four organizations storing local history materials as a result of the lack of storage space in the Local History Room.This leads to public confusion as to "where to go" to get both information for research purposes and make donations of materials to support the telling of Pickering's story These organizations are: • Pickering Public Library's Local History Collection • Pickering Township Historical Society • Pickering Museum Village • The Archives of Ontario Details as to the extent and nature of the four collections and their current depositories are shown below. Organizations Currently Holding Pickering Historical Document Collections Organization Collection Public Space for HVAC Software Other Risks Policy in Access Additional • Storage Records Place Materials Standards System for Archival Materials Met Pickering No Yes, limited •No No Yes Local History Collection Pickering Yes,for Yes, limited No No Yes Security System in Museum artifacts Collections Storage Village Room in Administration Building and in off-site • storage location;no wired security system of heritage buildings where artifacts housed in contextual exhibits Pickering None By No No No - Private Home Twp. articulated appointment Basement Historical - No Security Society System Archives of NA Yes No Yes Yes Ontario • 14 TCI Management Consultants I Information Management Specialists I Reich+Petch Architects • The Archives of Ontario has indicated that it would like to return the Pickering Township Corporate Records to the Pickering Local History Collection when proper environmentally controlled storage facilities are available. Separate private interviews with the three principal stakeholders involved in local history(excluding the Ontario Archives) demonstrated consensus that the present situation put Pickering's documentary heritage at risk. There was a collective agreement that improvements were needed to ensure the longer-term safety and storage of Pickering's local history collections in the Local History Room. 4.2 Summary of Joint Agreements Among All Stakeholders The three main players involved in the collection of Pickering historical documents agreed that: 1. All shared an immediate problem in that they lacked storage space and this had restricted new collection initiatives 2. All recognized that what they had stored at this time was at various degrees of risk (as reflected in the table above) and none of the storage areas currently meets archival storage standards a. Pickering Public Library has humidity and temperature control issues • created by electric base board heaters against collection storage cabinets b. Pickering Township Historical Society collections are largely stored in the basement of a private home with humidity and temperature control issues, space issues, limited documentation and no security system c. Pickering Museum Village has archival material housed in the Collections Storage Room of the Administration Building; this room meets environmental storage standards for artifacts, but not for archival material 3. There is currently very limited coordination in each organization's collection activities 4. In the past there has been duplication of effort directed at acquiring materials from the same potential donors 5. The absence of a shared common collections policy for Pickering produces potential gaps in collection efforts in the longer-term as well as preventing an opportunity for a more coordinated approach to future collection efforts. 4.3 Proposed Joint Collections Agreement In an early joint meeting with the three main players present, it was agreed that it was timely for the Library to be undertaking this strategic plan to address the community's long standing need to address a number of issues with regard to the management and care of its documentary history collections. The consulting team suggested that 15 TCI Management Consultants I Information Management Specialists I Reich+Petch Architects consideration be given to creating a three party agreement that would jointly address the shared common issues. The consulting team drafted a draft memorandum of understanding on how a joint collections policy might begin to be developed. Some very preliminary joint discussions,facilitated by members of the consulting team, identified the principal areas of cooperation between the three parties. That work has resulted in a draft memorandum of understanding in order to develop a more coordinated approach to collections management for Pickering's local history. This is provided in Appendix A of this report. The new proposed agreement between the three main parties engaged in local history in Pickering promotes better utilization of the documentary historical resources within the Pickering community. It does not diminish the past or future roles of the Pickering Township Historical Society or the Pickering Museum Village. Rather, it provides a solution that serves the efforts of the three parties and the community at large in the longer term. It was also recognized that the Pickering Museum Village and the Pickering Township Historical Society would like to transfer the materials they are currently holding as soon as possible and they are only inhibited in the transfer by the lack of space in the Pickering Local History Collection facility. The Library agreed to take the lead in determining the available options that might be considered until an environmentally controlled storage facility is available in the new Central Library. All parties agreed that the Library proposal for an archival quality storage facility presented the best storage solution for all in the longer term. 4.4 Collaborative Approach to Development of the Strategic Plan As noted, the parties were supportive of working with the Library to address the community's need to improve the management and care of documentary collections. In addition to the joint collections agreement, the parties agreed that a collections committee be formed in the early days to help coordinate the needs of each party, particularly as they begin to transfer documents to the Pickering Local History Collection. The parties also contributed to the development of the Pickering Local History • Collection's strategic plan which follows. 16 TCI Management Consultants I Information Management Specialists I Reich+Petch Architects • 5. Pickering Local History Collection Strategic Plan Expanding the role of the Pickering Local History Collection, as outlined in Section 3, supports the overall mission and vision for the Library. As has been shown in the earlier sections, collecting the documentary history of the community has, over time, evolved to the stage where all stakeholders recognize that there is a need to work together to protect and preserve the community's documentary history for future generations. Collecting and preserving the history of the community involves a number of elements, each of which contributes to the whole. Issues such as what do we collect, how do we manage and preserve it, how is it made available to our community (which could mean the immediate or the global community) and where is it stored and maintained raise issues around financial, physical and human resources. The process of expanding the Pickering Local History Collection is a multi-year activity that has to be incorporated into both the Library and the City's strategic plans. The Strategic Plan following provides a Vision and Mission statement for the Pickering Local History Collection. A series of Action Areas are provided in the left hand column representing the broad areas of activity that the Plan has identified. Within each Action Area are a number of Specific Initiatives (middle column) and a series of Priorities (high, medium and low) in the right hand column. Several dependencies have also been identified which are dependent upon other initiatives first taking place. As with any planning document, this strategic plan reflects a dynamic and evolving process and is subject to input and update on a regular basis to ensure that it addresses • changes within the Pickering Public Library and Pickering Local History Collection. 17 TCI Management Consultants I Information Management Specialists I Reich+Petch Architects N co W N U W Z • r.., W Z Q CC W L L L L L L E2 W 00 OA O0 OA O0 D0 °- 0 = _ _ _ _ = Q < CO < < < T E to - - O Z o Y OA v •u fl •N 03 > a co -0 -0 ai -o 'L d- •L 'a (a +, L c CO b.0 }, a > o a V .-Y c 0 L (a o (a U c E N +' +, = •i c C7 a DO CU -0 o a o v > o o v W �+- c a +. L L "O O Q +, c 8 L v) 4-, ° fa a ++ = v 0 C �_ CO N > 03 L1 fa CO OL 4- CU vai +�•+ C E = Q h L at N �. 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L •1••+ •y_ +,• V L + L c tZ Q O C O OO v to O ON O 45 u a v) co 0. a c +., ,G • U .0.CU a V a O O L N a L L c a a CO d O N (tea a 0 ,m , - 0 w o 0 6 u -a Q E a a '>_ a 0 = C '(a c v a (-NJ m .ct -°a ,,n -0 (ca is H (>a IL— OU > OU CO OU Q < < < < < T T T T N Q Z 0 0 O Q a• ' N N 0 a Cr a S 4-, C L c a aa+ CO _C o0 N CD C CO E E E E E a• O +, E cu N E 0 E E E E I -es vl c CU 0 .- o v v " U a a) b a a a) o I C 0_ C o l�' n I I I 2 2 z 2 2 2 1 N 0 of a U 00 "C3 .E of c--I N M rl N M d- l!'1 LO I-- Q Q Co m 0o u u u UU u T T bA >- L ) c }' v C O L •a. C Q C C L CD V) 0 +, o N o O v) C a O [o C O O N o- a--� CO L O a Q' > ••L O • co L N L co a -Q U = • N C C a•'' LA -Q a O '� Q U +, co v) 0 5r ate' • 0 U) - U a d = c L C1 .V +, s E 'CS tB c +, a s VI _V) c N ate,Li-Q a p -O o C v) c p ca :O E > a) ri,C▪ on L In N V1 +.+ a (ii - •Q N •' = o t L U L V) a E L Co o u a Q i co y Q u f6 E CO c Q Q O a -O = vi U E O ,I-, Cl co v) E 2 r _v c.) a co a To 0- 'L co -p a a >- N s Y vI U a C a•'' t]0 v) Q c6 N > a L a Y +' a 12 CL •co = C 2 = L '- N a--' o t U d �_ C (6 p E +' +-, + p a L u O E C2 cn U f E 2 , d O u U o t o E a ° C U b C E Eo E 4 CU a L L 3 0 f13 "a 'VI co O f6 E f6 L O V) CC c 0 Q u v) vI C L L _0 U p U 0 y a c O C N CIA ch U O N • ° a s Y Q Q 0 >- u 4-, (7, c Lc To a _ U • O C u L L C a v o aO C c o O o o X ,' ° a co a U c Q av) O E v U °—' Q- > 3 *' -0 o CO C a—Ui a ate-' ra > U E C a)t L = p vUi co a) C C U) vs 0 o ca c O o cO - - co E v) a� J U a a L a c u C L U E c6 C U U +, to ID ro o L rci _c++ J C c L1 U O -0 a N co a v)' a VI ••- +' a co co +, 0 C -a3 +, t H a o a -c -0 o L "CS co v) ao co E > C C a 0 -, �o S 0 co• E c o O as En co a s cO cO > o a E +� n vi a Q Co +, a c >- >- •- L = ca a s •au L oA o C E o o }, a 0 a a - o co c a CO CIA U o a E co c2O vai C o to > c c > E c c >; c a m ro v 0 ° CD L a a •C C U a dA o a a Q a a p L O L L C 0 -0 C � Q 2 E o ra = o o Q- • o o •5 -2 72 a CD o < a c C — 1 i a i a L •'✓3 I a) a) +-' I I >3' I I v) -0 I CZ I I M v) I. CO C 0 r-I CD a) N L L a M r-1 a N M = — = Lc, to I� < < co 0 CO CO CO U U U U U U U co v) T T a U Y c a TS N E co N N vs 3 .4-. c6 4 > 01 � � � : co c `' c m en 2 L O — a Q a a a I-- m rn V c-+ • E E E t t c c - c c - c .c =a =a s p _c t Cn tin CID 40 00 4n bO CO a) a) bO a) bn CIO 2 2 = ° _ = 2 2 2 2 2 ± 2 2 2 2 = 2 00 Ol '--I N M d' r-I N M - In lD N r-i N M d- In U U 0 0 0 0 W W W W W W W LL. LL LL U LL T T T a) 4-' c C >. t L a) 0 •L• -° vUi +-+ 40 ' a) O U a) O N u CD - > L fo a) U CO -p f6 L — �- U v) C "O � CCn a E �' " a) 0 o 73 C o a) -= o ra > co o 4-' N L ..0 >. O C 0 ,n L V +J LE c U L U a) a) U (L6 .i U O ++ N Ca v) !O '— L C _ E C °-' ,n a) a) p = _ ( �= O0 X c c d os CU c0 C 7 L >. N- 4-' U N E ++ E ° C a. LJ co .O ,� C U U C O 0 ca.) 0 O Q •— >- a-+ C c'J.� cr)+� [6 of CA '° '� ° O 7 a) C +-' ca co °) -a co c E 1- m C on a`) c L U ,n > C a) v Ln X- z +� c E E •L cn cu co 0 4o o CO ° E ° p a) i to a) c aa, E o ,n E Eo C c co c :5 a E aai a) s •i-, L E L• E U L 'L U > O t L Co C E Q L Cn ' co = CD Q- co 0.0 +, Y a :c 'G E a) c0 c0 a) C co 3 v o U CO o 2 C U- U u— i N 'p L E CCO > 0 O •L -O a• C O c O a. j a a ° Q 'C c +' a) •,n i U a) N +, a) 0) r ca t u - v, O o Q >, a) a) a) -a co co t a) c 2 Y Y ca a, o 03 a) O C a) CD a) 3 +7, U o ro 0 L co cu 70 C E o� aL) v L ° c o c 3 ? E co a) v1 a) c 2 Q- o co a VI °' O E o a) Q- '- o = `n N io C O 4..+ L O 0 0 >, L 3 - U a) I- +O, N L VI C a) U E v } o c0 U U' +J = v a) a) E 4O +' c +., cD a) v Q •LA u E o c •a) "' la t c c E •c E .o 3 -a E c p L O O i6 N ° O O +� CD j o O a) E co Q- c v a) 73 ..17., ,n a) -0 a) c a—) as N 3 3 o v o -a o v - a •>- s a) E U _ C N +_ N lB a) �' L v) N N 4" v \ co co +', E C C O OO U O U U vI i .0 C a) N a) L1 40 .00 O t C a) ut N 7 CD 4A o a) V1 Co µ" o N L N a-+ O Cn L 40 +-' 40 C c U U o +, o — i CO O a) L a) a) ,n O >, • •N a) (o . co 4' C O (0 U co — H a o L CD .L U c L a) C O Q co > Y 5 =o -O E a. ° v 5 E a) +' u U -° co`L° v c E C 2 ,- °)n -a3 o c ° a c L Ca o c ;,., > C °- M CD V) a) �,, = E }, m 0 • v CD Q CD O. O a) O a) o co co O > 'a C a. .^c C 0 `n a) c0 Q1 v y_ C o o 3 (7 ,� -° v . N ,� a) ,n •— o .— 3 E • ,cn n o > -c > C woo p 0_ O. •"—' u •c CD co L 2 CCD -- > o > c N L CD L C- w w 0 OU 0 'c a) o w C to U w el_ u — U •+>—, w 0 u Q w '> e E — , , I O I a) , = L , i , L , , 0 I I U , , , a) + "6 , E ,+�-• 00 01 c-1 U N N m .4 "C a-+ 40 r-I N M o . E In J lD N C ri N M `" d CD In ' C U U 0 0 0 0 w w w w w w w LL L- LL IL LL. '(` 1` t 0 U , L C U vi °J OD co a c E C y C c aJ o_ E C 4,, 1 r C CM 4 CD O a) N co 4.4 (a U f6 y 'a i •E 44. 2 ca W C L o 2 ca o,as L C I- a O ca G W V- O N a) L c I .O a J E ✓ E c I "a t C L L 0 C CD C D C C t ..0 a) OD CO OD OD is U CD ?� M a) aD OD OD OD 2 S 2 2 c X 2 2 2 2 2 2 LD ^ c-1 (N4 M d' 0 L+) c-1 N M d- Lf) LD LL. LL CD CD CD CD 2 2 2 2 2 S . T T C a) 0 U '.0 co co v) .1_, L N C C C N a) .0 v E . Y 4-, p .d9 c- E v 4.,, U 0 c CC E a .U) 0 v a, y N OcD .5 E o C C C c +_� cu > U U " L • C '++ a) +' U +., Q c L a.) d N a) U L O aJ i a) �O a) as t C if) a) L) C = 'a-) Q > N a) C L L Q a) 2 -� *' c +., Q Iz E OCD t (.1) a) C '0 a) v) 5 .� E co aO- 0 Y CO fa U Cr a) a) ate.., C cu 4— f0 Q a) 1:: L CD L ice.+ !L a1 C2 a- O 1,J0 N C VI C O CC 0 - 00 N v) _c as � v VI CU o C L .0 U a) C .°p L O O' 0 cc .▪ a--, 0 a) 0 E O N a) '6 �O _ C a) 3 c� *= C 2 L v) Q E "C c = t 0 10 = — 0 v C aU O p O (0 ,_co .o O N 'a 4 V) co C c O- L ). .4.7., C + Cl). Q U co O O p L a) -O > O U O a--• L v0 C v O Y LJ O a- _C u Q E C O (a O_ a) v) N 2 C O "CS Cl .� O . 0 a) E Q, 0 tst, V) 0. c L U U 2 (D -2 a.., a) OD C a.+ V) CO V) '- L C a) a) — L -0 4-' . a.., 4-, c a) LE2 co a) vt L _0 O '� 0 0 -0 p ,+0 O 00 O 000 L C O a) U U 7 u a) 'a a+ -0 -C C t 0_ v) , 7 . C C p c c p c c axi C a,... OA O L a) U N a) L C .0 C a) L a) DD OD a) . L, . (O 0 c •� N d C N J > 'O a.., > a) > v, C O L _ p a) = 7 a) a) Q a) >. 'C3 Y c p U C C5 CD m C1 CC p CC (6 — U 1 , O , , I I -0 , Q 0. ri 0 N M d' `I- ci N Cr) Cr Lf) C LD _ v) C LPL. LL (9 C 9 C D (9 2 2 2 2 2 CD S co IA IA T C 0 U Y c a) C 0 •c a) y 4.+ ns C • c Y 0 �° r VI N C ▪_ c v L U a c 0 .- ftj t � -a c ~ (7 W = Q f0 c'1 N • 6. The Pickering Local History Collection and the City of Pickering's Corporate Records Space Requirements As a result of the storage concerns raised by all parties involved, and the requirement to incorporate the space planning exercise to support the Library expansion plan, the consultants worked with the stakeholders to develop projections for growth. The projections address the needs of both the Pickering Local History Collection and the City Clerk's department for its inactive and permanent records collections for the next 15 years. The projections are estimates, based on today's understanding of the potential growth and should be reviewed as the expansion planning moves forward. The following section outlines the projected space requirements for each party. 6.1 Pickering Local History Collection Space Requirements 6.1.1 Pickering Local History Collection Storage Space As was identified through the interviews with the key stakeholders,the current • Pickering Local History Collection space is full and will not allow for transfer of the collections from the Archives of Ontario,the Pickering Museum Village and the Pickering Township Historical Society, as the latter two have space issues themselves. In addition, the types of documentary heritage that is being acquired, requires proper environmental controls to ensure the long term preservation of the collections. While it is difficult to create finite volumes on which to base space projections, the consultants worked with the local history stakeholders and created metrics on which to base the projections for storage space. These metrics were based on past acquisition volumes and knowledge of the Pickering community with regards to prominent families and businesses whose records might be acquired for the Pickering Local History Collection. The projected storage volumes include the centralization of collections currently held by: • The Pickering Township Historical Society • The Pickering Museum Village • The Archives of Ontario In addition, they include ongoing collections growth over the next 15 years as the role of. the Pickering Local History Collection increases in the community. Should large collections be acquired as a result of additional program development the volumes could increase and as such, should be monitored on an ongoing basis. In the storage space projections for the Pickering Local History Collection the consultants included a 100 SF workspace in the storage area. 22 TCI Management Consultants I Information Management Specialists I Reich+Petch Architects 6.1.2 Pickering Local History Collection Non-Storage Space In addition,the consultants reviewed a list of non-storage spaces that would be required to support the operation of the Pickering Local History Collection with the Steering Committee. These additional spaces include: • Meeting space and program/exhibit space13 • Collections receiving/holding area close to a loading dock • Cold storage -fridge/freezer space • Reading room/reference desk (in 900 SF currently planned to be on the second floor of the expanded library) • Office/workspace (in 900 SF currently planned for on the second floor of the expanded library) Specific details re: design will be considered as part of the overall planning within the expansion project. The major focus for the space planning exercise was on the need for environmentally controlled storage space for the collections. The consultants assumed that the 900 SF currently designated in the Library Expansion Plan would still be available to the Pickering Local History Collection for office and public access space. 13 Shared with the Library 23 TCI Management Consultants I Information Management Specialists I Reich+Petch Architects 0 — co >' a) co N 0 ++ N 1- a) Q1 J CO co L . OL C — •� `� C \ OA O- 'L O E '-a I- OD a) O O > C d' 16 a) �_ C U Q 0 a-+ O J O +' O VI Q U e-I J U d CO a) O N a) O a) cu L O >, N co _0 C O� N co ro co O• a 0 co N (L co co a C_ca co U N > co fl 0 (M N WO to co G'.Y', Q- > 'O L ' I I a E N a) 0 3 Ln v x > CO h ° o `:M:. C + C r-i L OL 4O+ bA -a N U > _ ? C x = a a, r?',. Vf - co c6 C V N b�.A C Q r to .� L E ° To 'N ° n3 0 C co LO O x ililfi v' E -a a) a) co O• N e O C L lB a (o ++ N L a) 3 — 4- C O C -0 OA a)GJ L 'j.•1�r Y co Q N (o -a 0. O Cl) na 00 4- N a) C •N U co • [ ,' L t]. C N a-' L Q (o U +' (]A t]A o •C ?. l6 N O x N a) (o co ai a {, t1a a) 0 C . O (o -a N O C t Q e O L .> Q e_ L • N 0 'C O ci O (f1 L 7 N -C L L Q •N O (o N a) O O a' L `"�;'. •F+ a) >Z U N 0 O O O .4+ a) N �„� 3 13' a) w a) U t a C x o c co +', 3 v N v tS b.0 o CO ° N N a, 3 a) v C Q- (0▪) v O a, o o a (o a a N t O N O v a s • ' `- - > N U w- c� C •> a) O ++ Q 4- O O N co N o x O U 2 C U F� +O_— O_ Z , M a0 m O C7 ` . 4- V)) I— < a a) 0U▪) u O • y ) o ` -I - J — i -- O 0 0 0 Y 0 'h U��..4� C ^ 0 'O LI 2 a) 0 u`s CD kvi "� _ O "s^n LL J J J a) J AY' LL J E 00 3=i' -� tt) ° 0 a) C ✓,* M co i i,Z:Y LO c I M Lf) c a) .: Y 4 U F. 4-, 4-, .N (Y..) o 'N'' O O O O a) E tir, N N a--- +- t]A 4- w Gi>; co co U V co a) L U C re% U U 4J a, O N a) C �': .'x";, a) a) 'O 'O 0 0 _O NJ of MQa OA OA 2 .2 U u U L C 03 L (O �� �F� �... Y CU'..: to to > > O L �1 > > O O N a) N a) v O !? Q N N OA t L 0 i.:'.. L E E LE LE' (o O O N N I I aJ C O ± (6 U a) a) C C E 0 3 U C C O = L O a) Q E o 2 2 I- ° = \ °° O Y a) N O() OA OA OA OA OA CT MO . L L J co ='�. N C C C C C C .1 _C O hA O C s L a) a) v a) a) a) �o U v -O U V U CY.) U U U 4-, (o U co N O Q a) O a) a) U < d d d O_ d d F- N cc U AC 'a 4 F- z N 6.2 City's Corporate Records Space Requirements In addition to the needs of the parties involved in collecting the community's documentary history, a major consideration for moving forward is resolution of the storage issues which are faced by both the Pickering Local History Collection and the City Clerks Department. A key component of the planning process is ensuring that appropriate facilities are available to store those records having long term value to both the Library and the City Clerk's office. The following section looks at the storage issues and potential solutions within the expanded Library facility. This section of the report focuses on identifying the storage requirements of the Pickering Local History Collection and the City's Corporate Records. The City Clerk is responsible for the oversight of the City's records and does, through the Records Management Bylaw, apply retention schedules to manage both paper and electronic records in the City. At present,the City's storage rooms are close to capacity and are not environmentally controlled, posing a risk to those long terms records which are stored for the life of the municipality. When initial discussions regarding the library expansion were proposed, discussions between the Library and the City Records department led to consideration of the City having an environmentally controlled storage space,for which it would be responsible, in part of the newly expanded storage area in the library. The cost to build such a purpose built space would be more economical as part of the overall expansion project than as a separate facility, resulting in more cost effective expenditure of the taxpayers' money. The project team met with the representatives from the City Clerk's department to discuss options for the facility. The storage projections provided were calculated based on current volumes received and disposed of, with an understanding that the City will not be totally electronic within the 15 years projected in the planning exercise. The consultants worked with the members of the City Clerk's staff responsible for corporate records and developed a 15-year projection of the required storage space to meet its requirements. The City's summary storage requirements for 2016 and 15 years' future are as follows: 25 TCI Management Consultants I Information Management Specialists I Reich+Petch Architects vs as U CU C c i U D C -0 N C 0-Q N. p a a) C "a N E - 4- -0 OaA t' a O k C c , D O (a U LJ O CO Q +-, O (a vv, -0 Q 1- N c OD C a o +, 4— cO v, •L i C = - Q (a O E (6 Y a) .E ;L, a ate-) C -, +, V, U +, OO < LL OS >- O (ra .- O on V) , I.(1 c a) C +, c C aj C: ri c0 = U ' a) (Na ! o .2 L o .3 .c 3 N +, o ' a ca +, N a O U G >, Q a) _0 1 `° c to v °. o•L L .0 L VI L O 4.., }, 0 µ_ bD a O Q VI - 1 I E 10 O (a a, x +, 3 E a N (LO O , 0 a) Cl) _0 E XO c�4 co X L 3 N C 0 L W .V) N O Q U O 'a 0 9 CO C ' o p (a C C O 1 (O v, v v, c L > V, f, a 1L, �_ v) a O a, Y C O X 'O O . U C L 0) C L . CO O •> a) a) O- CT) CO 4- L +, v, a) .- 2^ }, OD 'O v, p RI N OD U) a) A a) '- 0 — v, C a) ca) N ::...t. MI � p -a -° = _0 c — C a) L c Q- 3 a) '^ a O Oao c OD vi rB °) -a °' Y T. 00 }' +, a) to .- "a U 4' I I• O O In c v y p a c a 2 > •C 0 0 0 a) L•- , pap O -0 •a L (6 to -c a a O u (a v (a C O C +, L1 L -0 a) c ,} vI U +(a OU L Q N CO v) p O +, L1 O) 7 CO O OD C U L p c t u U m (La c a) +, o 0 a v ° ° N .5 c v, Y ° > E ra 0 _ .a) co Q vs to (LO as NO a 4) a) LO ,_ .LJ a v, O d *' 0 0J v > C O a -a E 4- c . OD C o v, ca N U) 0 L O a) (O +, LL a) 0 C L a (a LL LL CD N of (6 a" a a) .Q O •N 0 +' L 7 C J U) a O J LL O -C a N +, L L v, > L o cc CU u E to (NO (>O N C SO = CO L. M t . VQ.. 0 a) 01 M 00 M r-I L v 4, c 0 = U L 'c-1 G (..� _C (..) o e-I N Ct M Z , 1 e 1 i C7 •L •CO CO 0> c0 E Y a) LL u_ (`p d N Cb.0 (.1j J J 0) Y D- 4- C CU 0 a) O O 0 0 E a) to I Vf d v, Y U c CO `� a) N t C co 4-, N i U J J cu a a) u, (0 U 1D ^ 3 > _ p ff (a c C .E u O OJ L -a ,a2 0 4 c C co 0 fD V C M 4.° LL 0 N a) O a C a 0 U C cc MS S E -, -0 a) L C C U 4-, c a) o as C C v aW (D � O p : > -0 E a, C O a) > O < > L v, 'n u N 'n E c (a > w a C� a ,l f° (o a on L 1j +, (a p0 x J c n o co 0 w u v c c O U C a) 0. (a C t0 O c •_ .O '-I N m a) (o L L O +' 10' +' 1 0 0 -0 N - 0 d 0 U U II- U I I- H < (n L I- t sp Z N • 6.3 Planning for Shared Space There are logical reasons, synergies and potential savings in having the Library and the • City come together to develop a shared solution for each organization's need to provide acceptable environmentally controlled storage requirements.Among these reasons are - the following, • Both the Central Library and the Pickering City Clerk's Corporate Record function are located on a shared site in the city's core area,which meets the City's Records Management requirement for ready access to its records. • The Library is proposing an expansion of the present Central Library by approximately 17,000 SF. • Within the proposed expansion of the Central Library, a shared space of between 1,500 SF to 2,200 SF14 could be incorporated into the design for a specially designed but self-contained storage facility with features meeting archival standards and with separate access available to each organization. This could be located either in the • basement or on the first floor15. • Compared to the costs and inefficiencies of developing two separate environmentally controlled storage facilities, it was agreed that having a single purpose built environmentally controlled storage space would benefit both the City and the Library in the longer term. • Despite the impact of technology on the creation of records and information,the potential holdings which will be transferred to the Pickering Local History Collection will continue to be paper-based for some years to come. Digitization of the collections will enhance the access and availability to potential researchers. However, the intrinsic value of the archival material will continue to be in the original form, so both the original and digital versions will need to be maintained. • Discussions with the City Clerk's office indicate that paper records will continue to be created over the next 15 years. As new initiatives have an impact on overall records management, the storage requirements will have to be reviewed on an • ongoing basis. 14 Space calculations are shown in Section 6.4 and Appendix B. is Weight bearing considerations plus possible wet soil conditions in the area. 27 TCI Management Consultants I Information Management Specialists I Reich+Petch Architects 6.4 Summary of Future Environmentally Controlled Storage Requirements and Costing • The consultants assessed the space and related costs associated with two different space and design scenarios,the first involving fixed shelving and the second involving mobile shelving16.The proposed space would provide the Pickering Local History Collection and the City Records Management group with sufficient environmentally controlled spacer'for the next 15 years18. While mobile shelving has a higher cost per square foot,their compact nature means that a smaller footprint is required,thereby bringing total costs down. Costs are shown assuming 9 foot high shelving units for both a"high end" and "mid- range" design solutions and two different levels of environmental controls within the storage area. The high end solution includes a purpose built envelope around the storage area with its own HVAC19 unit separate from the rest of the building.The mid- range solution would have a purpose-built envelope but would use individual air conditioners and dehumidifiers to control temperature and humidity. Costing for each would vary based on the level of investment in HVAC, partitions,walls and shelving solutions adopted. Costing metrics for the fixed and mobile shelving options20 are outlined below. 16 The detailed calculations are shown in Appendix B. 17 It is important to control temperature and humidity in the storage space because large fluctuations in ' either results in damage to the paper records and shortens the life of items in the collection. 18 barring the arrival of a large unanticipated documentary collection 19 Heating,ventilation and air conditioning 20 It is assumed the base building costs are covered as part of the library's expansion costs and therefore the costs below do not include the base building costs. 28 TCI Management Consultants I Information Management Specialists I Reich+Petch Architects • Fixed Shelving Costing Metrics: High end: $300-$350/Square Foot (SF) (2016 $) Mid-range: $150-$175/SF (2016$) Mobile Shelving Costing Metrics • High end: $350-$400/SF (2016$) Mid-range:$200-$225/SF (2016$) Environmentally Controlled Storage Requirements and Costing Matrix Pickering Local City Records Total History Collection Fixed Shelving yGross Square Feet 840 1,380 2,220 (GSF)required High end cost $252,000-$294,000 $414,000:$483,600— $666,000-$777,000 Mid-range cost $126,000-$147,000 $207,000- $241,500 $333,000-$388,500 Mobile Shelving Gross Square Feet (GSF)required 550 900 1,450 High end cost $192,500-$220,000 $315,000-$360,000 $412,500-$580,000 Mid-range cost $110,000-$123,750 $180,000-$202,500 $290,000-$326,250 Note: The high end solution includes a purpose built envelope around the storage area with its own HVAC unit separate from the rest of the building.The mid-range solution would have a purpose-built envelope but would use individual air conditioners and dehumidifiers to control temperature and humidity. 29 TCI Management Consultants I Information Management Specialists I Reich+Petch Architects .. x r ' «"mss '•• "''� '; C'� Frenchman's Bay J. Landymore Pickering Township Historical Society on Loan to Pickering Public Library Appendix A. Possible Model for a Joint Collections Agreement B. Storage and Costing Requirements(Detailed) • Pickering Local History Collection • Corporate Records C. Project Steering Committee and Key Stakeholders D. Letters of Support from Key Stakeholders 30 TCI Management Consultants I Information Management Specialists I Reich+Petch Architects Appendix A: Possible Model for a Joint Collections Agreement PICKERING LOCAL HISTORY OVERSIGHT AGREEMENT This Agreement ("the Agreement"), entered into on this day of 2016, ("Effective Date") by and between the undersigned, duly authorized representatives of the Pickering Local History Collection (PLHC)the Pickering Township Historical Society (PTHS)the Pickering Museum Village (PMV) does hereby declare and state as follows: WHEREAS, the Library (PPL) is the designated repository for the PLHC21, and agrees to collaborate with PTHS and PMV and other organizations as described below to ensure the acquisition, preservation and availability of the Pickering Local History Collection: NOW,THEREFORE, in consideration of the mutual interests of all the parties, it is agreed by and between the parties as follows: Vision The Pickering Local History Collection (PLHC) will tell the story of Pickering from its earliest people to today's growing City by collecting, preserving, and making available Pickering's recorded history to the community. Mission The Pickering Local History Collection collects and makes available a comprehensive history of Pickering, including any records created today that will be important for generations to come. PLHC primarily aims to acquire, conserve, protect, interpret and promote the collection, make the materials available to the public, and support community building through our shared connection to Pickering. Acquisition and Collecting: PPL staff will work with PTHS and PMV to: • identify organizations and individuals whose records are of potential interest to the Pickering Local History Collection • Work together to determine who will make contact regarding the Pickering Local History Collection and when, as appropriate. 21 regardless of who receives and/or collects materials 31 ICI Management Consultants I Information Management Specialists I Reich+Petch Architects • • Ensure that where the collection includes artifacts and artwork, decisions are made regarding the appropriate repository based on collecting mandates of each institution22 • • Ensure that appropriate donor information is completed using approved documentation from PLHC to capture details about such issues as copyright, access and use restrictions, etc. Arrangement and Description: PPL staff will ensure that the collections are arranged and described in accordance with accepted archival practices, respecting original order where appropriate, given the nature of the collections Availability and Access23 : PPL staff will make the collections available • through the Local History Room in the Library • through the internet where appropriate • By: By: Printed name: Title: V Etc. • 22 Which organization has the mandate to collect,in order to avoid competition/duplication 23 Assumption that there is a full-time staff person dedicated to the Pickering Local History Collection 32 TCI Management Consultants I Information Management Specialists I Reich+Petch Architects Appendix B: Storage and Costing Requirements (Detailed) • 33 TCI Management Consultants I Information Management Specialists I Reich+Petch Architects ■ I a U_ I. •> . . v LI CJ) 1 > i ., Y U Q J 1 +74 W Ca H J v 0 O /'. 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Tr r---1 (DI o . in 6' Sa) Cs Tr r.i :imi co,_i ,A. __I I LI) 4-, C a j ......... 0 0 . 8, En) .co :G 0 CD: CU ttO VI ki L., .-) o LA Tr' 1-•• 0 LA 61 M.' CO 0 V) 0 If) r,.-_1-- (I:7,1i 7.11- c Or cr rq N CV L.- 0 in-I in- in- ii")- i" in a) 0 0 0 4-, Tr I 1 1 00 0 o 0 o 0 j LA o o 0. L11 . , i . LA o o LA 0 10 0 I CL:i: 8 fri +J U tn '- 1 M %-i th.' -IA- 0 0' c4 L,6 m N, in- in- a (NI c.ii ci 'c V) co LA , ll L-I o 47, r-il e-I n- in- ? 0 ___ , _1 ....._ _1 8 E . CO -I-, LL tn E ii .(>1-u-:, il:lb (+A i: 3 tat, .:! LJ- (/) til ---4 --__ in, t.) E = 1-1 cu -a rittc ,tn -a tto a, „...ccs (-) a, as [1'0' -13[LI- foC :11 (j) ti) •=1 .E 0 •-I I V) L ,,, • 0 --- J- (.9 G, I-_-: =I Gj G = G I I-- X 2 (1)- 1- d- d' Appendix C: Steering Committee Members and Key Stakeholders Steering Committee Members 1) Elaine Bird— Director of Support Services, Pickering Public Library • 905-831-6265 ext. 6231 • elaineb @picnet.org 2) Carolyn von Hasselbach—Manager of Collections, Pickering Public Library • 905-831-6265 ext. 6232 • carolynv @picnet.org 3) Becky George—Local History &Genealogy Librarian, Pickering Public Library • 905-831-6265 ext. 6240 • beckyg @picnet.org Key Stakeholders 1) Cathy Grant—CEO, Pickering Public Library • 905-831-6265 ext. 6236 • cathyg @picnet.org 2) Paul Bigioni—Director, Corporate Services &City Solicitor, City of Pickering • 905-420-2222'ext.2048 • pbigioni @pickering.ca 3) Debbie Shields—City Clerk, City of Pickering • 905-420-2222 ext. 2019 • dshields @pickering.ca 4) Lisa Harker—Deputy Clerk, City of Pickering • 905-420-2222 ext. 2153 • lharker@pickering.ca 5) Renee Michaud -Coordinator, Records& Elections, Corporate Services Department, City of Pickering • 905.420.4660 ext. 2097 • • rmichaud @pickering.ca 6) Katrina Pyke—Coordinator Museum Operations, City of Pickering • 905-420-2222 ext. 3714 • kpyke @pickering.ca 7) John Sabean—President, Pickering Township Historical Society • 905-831-3811 • johnsabean88 @gmail.com 45 TCI Management Consultants I Information Management Specialists I Reich+Petch Architects Appendix D: Letters of Support from Key Stakeholders Pickering Museum Village Pickering Township Historical Society City Clerk • • • 46 TCI Management Consultants l Information Management Specialists I Reich+fetch Architects Carl 4 >> rjairalatilelt Culture & Recreation Department 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 Pickering Civic Complex I One The Esplanade I Pickering, Ontario L1V 6K7 ( T. 905.683.8401 F. 905.686.4079 I TTY 905.420.1739 I Toll Free 1.866.683.2760 I museum @pickering.ca I pickering.ca 1 4. H 4l''fl' fig ; ; , _ June 13, 2016 PEG= TOWN HIS, IAL To Whom It May Concern: SOCIETY Re: Pickering Local History Collection Strategic Plan As a contributing member, the Pickering Township Historical Society strongly supports the Pickering Public Library's History Collection Strategic Plan. The plan aspires to expand the Library's ability to collect, store, Alt-x'�t `- ; preserve and make available Pickering's recorded history to the IA community. Since our organization is very much involved in the • � t` r� lilt r collection of historic materials, materials that it then turns over to the ' i -- library, this goal corresponds well with our own goals. „, ii ,1 p As the library's plan developed we were consulted extensively and '' r 1 < participated in the planning sessions themselves. This plan, we s , . strongly believe, will be of great benefit to the community, and we F ', ' . -- '= in to work closely with the library as the plan unfolds. ..,,.. WM, intend Y rY P i ,, ? 44. r Regards, , PICTORIAL )A ,5,..,e,------ .,ti'HISTORY r w DFTHE 1 '1 John W. Sabean, PhD, OMC 1” President, Pickering Township Historical Society,,b,TOVVii_ 9 p tY OF 928 Reytan Blvd. 'PICKERING '-tiTt PICKERING, ON L1W 1Y7 905.831.3811 b. . lie fil johnsabean88 @gmail.com - Citrt a . Corporate Services Department IJCINt'1011101 Legislative Services • 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:Ih Enclosure Copy: Director, Corporate Services & City Solicitor Pickering Civic Complex I One The Esplanade I Pickering, Ontario L1V 6K7 I T. 905.420.4611 905.420.9685 I TTY 905.420.1739 I Toll Free 1.866.683.2760 I clerks@pickering.ca I pickering.ca