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Home My WebLink About06-11-2018Final Clariwgoji Council Agenda Date: June 11, 2018 Time: 7:00 PM Place: Council Chambers, 2nd Floor Municipal Administrative Centre 40 Temperance Street Bowmanville, Ontario Inquiries & Accommodations: For inquiries about this agenda, or to make arrangements for accessibility accommodations for persons attending, please contact: Michelle Chambers, Administrative Assistant to the Clerk, at 905-623-3379, ext. 2101 or by email at mchambers(o)_clarington.net. Alternate Format: If this information is required in an alternate format, please contact the Accessibility Coordinator, at 905-623-3379 ext. 2131. Audio Record: The Municipality of Clarington makes an audio record of Council meetings. If you make a delegation or presentation at a Council meeting, the Municipality will be audio recording you and will make the recording public by publishing the recording on the Municipality's website. In addition, please be advised that some of the Council meetings may be video recorded. Cell Phones: Please ensure all cell phones, mobile and other electronic devices are turned off or placed on non -audible mode during the meeting. Copies of Reports are available at www.clarington.net aaL1IgtOIl 1 Call to Order 2 Moment of Reflection 3 Declaration of Interest 4 Announcements Council Agenda Date: June 11, 2018 Time: 7:00 PM Place: Council Chambers 5 Adoption of Minutes of Previous Meeting(s) 5.1 Council Minutes Minutes of a regular meeting of Council May 22, 2018 6 Presentations 6.1 Susan Sheen — 2018 Senior of the Year Award 6.2 2018 Awards of Academic Excellence 7 Delegations Page 5 7.1 Michael Fry, D.G. Biddle & Associates, regarding Report PSD -051-18, Amendment of Heritage Designating By-law - The Belmont (Item 9 of the Planning and Development Committee Report) 8 Communications — Receive for Information There are no Communications to be received for information as of the time of publication. Page 2 9 Communications — Direction Council Agenda Date: June 11, 2018 Time: 7:00 PM Place: Council Chambers 9.1 Michael Fry Michael Fry, D.G. Biddle & Associates Limited, regarding Report PSD -051-18, Amendment of Heritage Designating By-law - The Belmont (Item 9 of the Planning and Development Committee Report) (Motion to Refer to the Consideration of Report to PSD -051-18) (Item 9 of the Planning and Development Committee Report) 10 Committee Reports 10.1 Advisory Committee Reports 10.1.1 Heritage Minutes of the Clarington Heritage Committee dated Committee May 15, 2018 Minutes 10.1.2 Agricultural Advisory Committee Minutes 10.1.3 Museum Minutes 10.2 General Government Committee 10.3 Planning & Development Committee Minutes of the Agricultural Advisory Committee dated May 10, 2018 Minutes of the Clarington Museum and Archives Board dated May 23, 2018 General Government Committee Report of May 28, 2018 Planning and Development Committee Report of June 4, 2018 Page 21 Page 25 Page 29 Page 105 Page 3 11 Staff Reports Council Agenda Date: June 11, 2018 Time: 7:00 PM Place: Council Chambers None 12 Business Arising from Procedural Notice of Motion 13 Unfinished Business None 14 By-laws 14.1 2018-054 Being a By-law to amend By-law 84-63, the Comprehensive Zoning By law for the Corporation of the Municipality of Clarington (Lindvest Properties (Clarington) Ltd.) (Approved by Council on October 16, 2006) 14.2 2018-055 A By-law respecting the Amalgamations Between (1) Veridian Corporation and Whitby Hydro Energy Corporation, and (2) Veridian Connections Inc. and Whitby Hydro Electric Corporation (Item 3 of the General Government Committee Report) 14.3 2018-056 Being a By-law to amend By-law 84-63, the Comprehensive Zoning By-law for the Corporation of the Municipality of Clarington (Item 4 of the Planning and Development Committee Report) 14.4 2018-057 Being a By-law to amend By-law 84-63, the Comprehensive Zoning By-law for the Corporation of the Municipality of Clarington (Item 5 of the Planning and Development Committee Report) Page 4 Garington Council Agenda Date: June 11, 2018 Time: 7:00 PM Place: Council Chambers 14.5 2018-058 Being a By-law to amend By-law 84-63, the Comprehensive Zoning By-law for the Corporation of the Municipality of Clarington (Item 6 of the Planning and Development Committee Report) 14.6 2018-059 Being a By-law to amend By-law 84-63, the Comprehensive Zoning By-law for the Corporation of the Municipality of Clarington (Item 8 of the Planning and Development Committee Report) 15 Procedural Notices of Motion 16 Other Business 17 Confirming By -Law 18 Adjournment Page 5 Clar-in on Council gtMinutes May 22, 2018 5 Adoption of Minutes of Previous Meeting Resolution #C-142-18 Moved by Councillor Traill seconded by Councillor Woo That the minutes of the regular meeting of the Council held on April 30, 2018, be approved; and That the minutes of the special meeting of the Council held on May 14, 2018, be approved. Carried 6 Presentations None 7 Delegations There were no Delegations scheduled for this meeting. 8 Communications — Receive for Information There were no Communications to be received for information. 9 Communications — Direction There were no Communications to be received for information. 10 Committee Reports 10.1.1 Agricultural Minutes of the Agricultural Advisory Committee of Clarington dated Advisory April 5, 2018 Minutes 10.1.2 Heritage Minutes of the Heritage Committee of Clarington dated April 17, 2018 Committee Minutes Resolution #C-143-18 Moved by Councillor Partner, seconded by Councillor Traill That Advisory Committee Report Items 10.1.1 and 10.1.2, be approved. Carried -2- A• Clar-in on Council gtMinutes May 22, 2018 10.2 General Government Committee Report of May 7, 2018 Resolution #C-144-18 Moved by Councillor Woo, seconded by Councillor Traill That the recommendations contained in the General Government Committee Report of May 7, 2018, be approved, on consent, with the exception of items #5, #8 to #41, #44 and #57. Carried Suspend the Rules Resolution #C-145-18 Moved by Councillor Woo, seconded by Councillor Hooper That the Rules of Procedure be suspended to allow Item 2 of the General Government Committee Report to be amended during the Unfinished Business section of the Agenda. Carried Item 2 — Youth Centre in Courtice Additional funds were allocated to this initiative later in the meeting. Item 8 - Brownsdale Community Centre Item 9 - Kendal Community Centre Item 10 - Orono Town Hall Item 11 - Solina Community Centre Item 12 - Tyrone Community Centre Item 13 - Newtonville Community Hall Item 14 - Hampton Community Association Resolution #C-146-18 Moved by Councillor Woo, seconded by Councillor Partner That Grant Application #18-01, from the Brownsdale Community Centre, be approved in the amount of $3,000.00; That Grant Application #18-02, from the Kendal Community Centre, be approved in the amount of $3,000.00; -3- Clarington- Council Minutes May 22, 2018 That Grant Application #18-03, from the Orono Town Hall, be approved in the amount of $3,000.00; That Grant Application #18-04, from the Solina Community Centre, be approved in the amount of $3,000.00; That Grant Application #18-05, from the Tyrone Community Centre, be approved in the amount of $3,000.00; That Grant Application #18-06, from the Newtonville Community Hall, be approved in the amount of $3,000.00; and That Grant Application #18-07, from the Hampton Community Association, be approved in the amount of $3,000.00. Carried Item 15 - Liberty Allotment Garden Resolution #C-147-18 Moved by Councillor Cooke, seconded by Councillor Hooper That Grant Application #18-08, from the Liberty Allotment Garden, be approved in the amount of $500.00. Carried Item 16 - Bowmanville Allotment Gardens Item 17 - Orono Horticultural Society Item 18 - Bowmanville Horticultural Society Item 19 -Newcastle Horticultural Society Resolution #C-148-18 Moved by Councillor Hooper, seconded by Councillor Woo That Grant Application #18-09, from the Bowmanville Allotment Gardens, be approved in the amount of $500.00; That Grant Application #18-10, from the Orono Horticultural Society, be approved in the amount of $500.00; That Grant Application #18-11, from the Bowmanville Horticultural Society, be approved in the amount of $500.00; and 93 Clar-ington- Council Minutes May 22, 2018 That Grant Application #18-12, from the Newcastle Horticultural Society, be approved in the amount of $500.00. Carried Item 21 - Lakeshore New Horizons Band Resolution #C-149-18 Moved by Councillor Neal, seconded by Councillor Hooper That Grant Application #18-14, from the Lakeshore New Horizons Band, be approved in the amount of $750.00. Carried Item 20 - Orono Agricultural Society Resolution #C-150-18 Moved by Councillor Partner, seconded by Councillor Hooper That Grant Application #18-13, from the Orono Agricultural Society, be approved in the amount of $2,500.00. Carried Item 22 - Newcastle's Art Show Inc. Councillor Neal declared an interest in the Grant Application #18-15, from the Newcastle Art Show as he is a member of the Board of Directors. Councillor Neal left the room and refrained from discussion and voting on this matter. Resolution #C-151-18 Moved by Councillor Traill, seconded by Councillor Woo That Grant Application #18-15, from the Newcastle's Art Show Inc., be approved in the amount of $1,500.00. Carried Councillor Neal returned to the meeting. E -5- Clar-in o n Council Minutes May 22, 2018 Item 23 - Newcastle Village and District Historical Society Resolution #C-152-18 Moved by Councillor Woo, seconded by Councillor Cooke That Grant Application #18-16, from the Newcastle Village and District Historical Society, be approved in the amount of $1,500.00. Motion Lost Resolution #C-153-18 Moved by Councillor Partner, seconded by Councillor Hooper That Grant Application #18-16, from the Newcastle Village and District Historical Society, be approved in the amount of $1,000.00. Carried Item 24 - Architectural Conservancy of Ontario - Clarington Branch Resolution #C-154-18 Moved by Councillor Cooke, seconded by Councillor Neal That Grant Application #18-17, from the Architectural Conservancy of Ontario - Clarington Branch, be approved in the amount of $2,500.00. Motion Lost Resolution #C-155-18 Moved by Councillor Partner, seconded by Councillor Woo That Grant Application #18-17, from the Architectural Conservancy of Ontario - Clarington Branch, be approved in the amount of $3,000.00. Carried Item 25 - The Gathering Place Resolution #C-156-18 Moved by Councillor Hooper, seconded by Councillor Woo That Grant Application #18-18, from The Gathering Place, be approved in the amount of $2,000.00. Carried M 10 Clar-in o n Council Minutes May 22, 2018 Item 26 - Feed the Need Durham Resolution #C-157-18 Moved by Councillor Neal, seconded by Councillor Cooke That Grant Application #18-19, from the Feed the Need Durham, be approved in the amount of $3,000.00. Carried Item 27 - PFLAG Canada Durham Region Resolution #C-158-18 Moved by Councillor Partner, seconded by Councillor Traill That Grant Application #18-20, from the PFLAG Canada Durham Region, be approved in the amount of $1,500.00. Motion Lost Resolution #C-159-18 Moved by Councillor Hooper, seconded by Councillor Traill That Grant Application #18-20, from the PFLAG Canada Durham Region, be approved in the amount of $1,000.00. Motion Lost Resolution #C-160-18 Moved by Councillor Neal, seconded by Councillor Woo That Grant Application #18-20, from the PFLAG Canada Durham Region, be approved in the amount of $2,500.00. Carried Item 28 - Autism Home Base Durham Councillor Neal declared an interest in the Grant Application #18-21, from the Autism Home Base Durham as he is a member of the Board of Directors. Councillor Neal left the room and refrained from discussion and voting on this matter. Resolution #C-161-18 Moved by Councillor Cooke, seconded by Councillor Woo That Grant Application #18-21 from, the Autism Home Base Durham, be approved in the amount of $2,000.00. Carried Councillor Neal returned to the meeting. -7- 11 Clar-in o n Council Minutes May 22, 2018 Item 29 - Big Brothers Big Sisters of Clarington Resolution #C-162-18 Moved by Councillor Hooper, seconded by Councillor Cooke That Grant Application #18-22, from the Big Brothers Big Sisters of Clarington, be approved in the amount of $2,000.00. Carried Item 30 - Distress Centre Durham Resolution #C-163-18 Moved by Councillor Neal, seconded by Councillor Traill That Grant Application #18-23, from the Distress Centre Durham, be denied. Motion Lost Resolution #C-164-18 Moved by Councillor Neal, seconded by Councillor Cooke That Grant Application #18-23, from the Distress Centre Durham, be approved in the amount of $1,000.00. Carried Item 31 - Grandview Children's Foundation Resolution #C-165-18 Moved by Councillor Partner, seconded by Councillor Hooper That Grant Application #18-24, from the Grandview Children's Foundation, be denied. Carried 12 Clar-in o n Council Minutes May 22, 2018 Item 32 - Bowmanville District Navy League Councillor Cooke declared a direct interest in the Grant Application #18-25, from the Bowmanville District Navy League as he is a member of the Bowmanville District Navy League Executive. Councillor Cooke left the room and refrained from discussion and voting on this matter. Resolution #C-166-18 Moved by Councillor Traill, seconded by Councillor Woo That Grant Application #18-25, from the Bowmanville District Navy League, be approved in the amount of $2,000.00. Carried Councillor Cooke returned to the meeting. Item 33 - Boys and Girls Club of Durham Resolution #C-167-18 Moved by Councillor Woo, seconded by Councillor Neal That Grant Application #18-26, from the Boys and Girls Club of Durham, be approved in the amount of $3,000.00. Motion Lost Councillor Neal assumed the Chair. Resolution #C-168-18 Moved by Councillor Woo, seconded by Mayor Foster That Grant Application #18-26, from the Boys and Girls Club of Durham, be approved in the amount of $2,500.00. Motion Lost Resolution #C-169-18 Moved by Councillor Partner, seconded by Councillor Hooper That Grant Application #18-26, from the Boys and Girls Club of Durham, be approved in the amount of $1,500.00. Carried Mayor Foster assumed the Chair. 13 Clarington Council Minutes May 22, 2018 Item 34 - Scientists in School Resolution #C-170-18 Moved by Councillor Cooke, seconded by Councillor Hooper That Grant Application #18-27, from the Scientists in School, be approved in the amount of $500.00. Carried Item 35 - Soper Valley Model Railroad Association Resolution #C-171-18 Moved by Councillor Hooper, seconded by Councillor Cooke That Grant Application #18-28, from the Soper Valley Model Railroad Association, be approved in the amount of $1,000.00. Carried Item 36 - Bowmanville Tennis Club Resolution #C-172-18 Moved by Councillor Neal, seconded by Councillor Hooper That Grant Application #18-29, from the Bowmanville Tennis Club, be approved in the amount of $500.00. Carried Item 37 - Darlington Soccer Club Resolution #C-173-18 Moved by Councillor Partner, seconded by Councillor Woo That Grant Application #18-30, from the Darlington Soccer Club, be approved in the amount of $1,500.00. Carried Item 38 - Clarington Minor Football Association Resolution #C-174-18 Moved by Councillor Woo, seconded by Councillor Hooper That Grant Application #18-31, from the Clarington Minor Football Association, be approved in the amount of $1,000.00. Motion Lost -10- 14 Clarington Council Minutes May 22, 2018 Resolution #C-175-18 Moved by Councillor Partner, seconded by Councillor Woo That Grant Application #18-31, from the Clarington Minor Football Association, be approved in the amount of $1,500.00. Carried Item 40 - Clarington Swim Club Resolution #C-176-18 Moved by Councillor Cooke, seconded by Councillor Traill That Grant Application #18-32, from the Clarington Swim Club, be denied. Motion Lost Resolution #C-177-18 Moved by Councillor Hooper, seconded by Councillor Partner That Grant Application #18-32, from the Clarington Swim Club, be approved in the amount of $1,000.00. Carried Item 41 - Oshawa Camaros Baton Club Resolution #C-178-18 Moved by Councillor Neal, seconded by Councillor Traill That Grant Applications #18-33, from the Oshawa Camaros Baton Club, be denied. Carried Item 39 - Clarington Ravens Resolution #C-179-18 Moved by Councillor Partner, seconded by Councillor Cooke That Grant Application #18-34, from the Clarington Ravens, be approved in the amount of $5,000.00. Carried -11- 15 Clar-in on Council gtMinutes May 22, 2018 Item 5 - Christine McSorley, Chairperson, Newcastles of the World Regarding Municipality of Clarington Representative at the Newcastle of the World Conference 2018 Resolution #C-180-18 Moved by Councillor Partner, seconded by Councillor Woo That Communication Item 9. 1, regarding a request from Christine McSorley, Chairperson of Newcastles of the World to send staff member Jen Stycuk to the next Newcastles of the World Event be received; That staff be authorized to send Jen Stycuk as the Municipal Representative to the Newcastles of the World Conference in Shinshiro, Japan from October 3-9, 2018; That Jen Stycuk not be required to use personal vacation as she will be representing on behalf of the Municipality of Clarington; That funds for this initiative be drawn from Municipal Accounts #100 -X -X -X -X-2917; and That the upset limit for expenses related to Ms. Stycuk travelling to Shinshiro, Japan be $2,500. Carried on the following recorded vote: Council Member Yes No Declaration of Absent Interest Councillor Partner X Councillor Traill X Councillor Woo X Councillor Cooke X Councillor Hooper X Councillor Neal X Mayor Foster X Item 44 — Concerts in the Park Councillor Hooper declared a direct interest in the Sponsorship Application #S12-18, from the Concerts in the Park as he is a founding member of Concerts in the Park and still sits on the Board. Councillor Hooper left the room and refrained from discussion and voting on this matter. Resolution #C-181-18 Moved by Councillor Woo, seconded by Councillor Partner That Sponsorship Application #S12-18, from the Concerts in the Park, be approved in the amount of $2,000.00. Carried Councillor Hooper returned to the meeting. -12- 16 Clarington Council Minutes May 22, 2018 Item 57 —Newcastle's Art Show Inc. Councillor Neal declared an interest in the Sponsorship Application #S25-18, from the Newcastle Art Show as he is a member of the Board of Directors. Councillor Neal left the room and refrained from discussion and voting on this matter. Resolution #C-182-18 Moved by Councillor Partner, seconded by Councillor Cooke That Sponsorship Application #S25-18, from the Newcastle's Art Show Inc., be approved in the amount of $1,000.00. Carried 10.3 Planning & Development Committee Report of May 14, 2018 Resolution #C-183-18 Moved by Councillor Neal, seconded by Councillor Hooper That the recommendations contained in the Special Planning & Development Committee Report of May 14, 2018 be approved, on consent, with the exception of item #1. Carried Item 1 — An Application by Fourteen Estates Limited to rezone a 0.48 ha parcel to restrict the use of lands for open space purposes to allow for nitrate dilution to permit an additional two residential lots in Hampton. Resolution #C-184-18 Moved by Councillor Hooper, seconded by Councillor Partner That Report PSD -043-18, An Application by Fourteen Estates Limited to rezone a 0.48 ha parcel to restrict the use of lands for open space purposes to allow for nitrate dilution to permit an additional two residential lots in Hampton, be referred to Staff. Lost on the following recorded vote: Council Member Yes No Declaration of Interest Absent Councillor Neal X Councillor Partner X Councillor Traill X Councillor Woo X Councillor Cooke X Councillor Hooper X Mayor Foster X -13- 17 Clarington Council Minutes May 22, 2018 Resolution #C-185-18 Moved by Councillor Neal, seconded by Councillor Woo That Report PSD -043-18 be received; That the application to amend the Zoning By-law, submitted by Fourteen Estates Limited be approved and that the Zoning By-law Amendment contained in Attachment 1 to Report PSD -043-18 be passed; That the Durham Regional Planning and Economic Development Department and Municipal Property Assessment Corporation be forwarded a copy of Report PSD -043-18 and Council's decision; and That all interested parties listed in Report PSD -043-18 and any delegations be advised of Council's decision. Carried 11 Staff Reports None 12 Business Arising from Procedural Notice of Motion None 13 Unfinished Business Item 2 — Youth Centre in Courtice Resolution #C-186-18 Moved by Councillor Hooper, seconded by Councillor Neal That the foregoing Resolution #C-144-18 be amended by replacing paragraph four of Item 2 of the General Government Committee Report with the following: "That Council approve the proposed additional cost of $7,700 to operate the youth centre for six months, including Saturdays to be funded from Unclassified Administration -Contingency Account #100-21-211-x-7298 for 2018 only;" Carried -14- W Clarington 14 By-laws Resolution #C-187-18 Moved by Councillor Hooper, seconded by Councillor Cooke That leave be granted to introduce By-laws 2018-049 to 2018-052 Council Minutes May 22, 2018 14.1 2018-049 Being a By-law to amend By-law 84-63, the Comprehensive Zoning By-law for the Corporation of the Municipality of Clarington (CM Planning on Behalf of 2408406, 2408426 and 2408428) (Approved by Council on April 30, 2018) 14.2 2018-050 Being a By-law to amend By-law 84-63, the Comprehensive Zoning By-law for the Corporation of the Municipality of Clarington (Item 1 of the Planning and Development Committee Report) 14.3 2018-051 Being a By-law to amend By-law 84-63, the Comprehensive Zoning By-law for the Corporation of the Municipality of Clarington (Item 3 of the Planning and Development Committee Report) 14.4 2018-052 Being a By-law to amend By-law 84-63, the Comprehensive Zoning By-law for the Corporation of the Municipality of Clarington (Item 4 of the Planning and Development Committee Report) That the said by-laws be approved. Carried 15 Procedural Notices of Motion There were no Procedural Notices of Motion introduced under this Section of the Agenda. 16 Other Business Councillor Neal requested that written notice be provided Kaitlin Corporation advising the Municipality of Clarington does not support pre -selling homes prior to the necessary Planning approvals. Mayor Foster acknowledged Staff's efforts with the Grant and Sponsorship approval process. -15- 19 Clartw � Council Minutes May 22, 2018 17 Confirming By -Law Resolution #C-188-18 Moved by Councillor Hooper, seconded by Councillor Cooke That leave be granted to introduce By-law 2018-053, being a by-law to confirm the proceedings of the Council of the Municipality of Clarington at a regular meeting held on the 22nd day of May, 2018; and That the said by-law be approved. Carried 18 Adjournment Resolution #C-189-18 Moved by Councillor Partner, seconded by Councillor Traill That the meeting adjourn at 8:31 PM. Mayor Carried -16- 20 Municipal Clerk CLARINGTON HERITAGE COMMITTEE Minutes of Meeting May 15, 2018 Members Present: Todd Taylor, Katharine Warren, Steve Conway, Mark Stanisz, Victor Suppan, Robert Malone, Councillor Hooper Regrets: Peter Vogel, Tracey Ali, Filip Aleksanderek Staff: David Addington and Faye Langmaid, Planning Services Declaration of Pecuniary Interest None declared. Adoption of Agenda 18.21 Moved by T. Taylor, seconded by R. Malone That the agenda for May 15, 2018 be adopted as amended. "CARRIED" Adoption of Minutes 18.22 Moved by R. Malone, seconded by T. Taylor That the minutes of the Meeting of April 17, 2018 be accepted. "CARRIED" Delegation and Presentations • Clayton Self was welcomed as a guest. Clayton is a member of the Courtice Vintage Facebook group and has contributed research providing insight on the history of Courtice. Clayton presented information about an abandoned cemetery near the site of the wastewater treatment plant in Courtice and will continue to research the location of the cemetery with the support of the Committee. The Clerk's Department should be notified of the findings as they administer the Cemetery Act. • F. Langmaid provided a presentation on Camp 30. The consultants' recommendations on the community vision and reuse of the buildings will be part of a public meeting in the near future. 1 1 P a g e 21 Business Arising Jury Lands Foundation (Camp 30) • The heritage designation by-law has been passed and the notice was in the newspaper last week. Potential Desianations: 156 Church St (Edna Thompson daycare): Report recommending the intention to designate the property was approved at the April 23 Planning & Development Committee meeting. Reports from Other Committees Bowmanville, Orono or Newcastle CIP: Each CIP liaison group will meet at the end of May or beginning of June; topics of discussion to include membership renewal and new brochures. Architectural Conservancy Ontario, Clarington Branch: • Next ACO meeting is scheduled for June 18th at the Museum's Sarah Jane building. • Currently preparing for Doors Open 2018 which is to be held on June 9th; all sites are in east Clarington; brochure is available at the Museum and other locations. • Doors Open volunteers and welcome and needed; contact Scott Story via the Doors Open Facebook site or website if interested; more info is on the Ontario Heritage Trust Doors Open website. • ACO invites the Heritage Committee to have a booth at a Doors Open site; the Education & Outreach Sub -committee can consider this offer. • ACO had a booth at Maple Fest and there was also much interest in the Camp 30 walking tours; Doors Open Ontario and sneak peek brochures were handed out at these events. • Jane's Walks tours at Camp 30 along the Ehrenwort trail took place May 4-6. A total of 107 guests attended the 5 tours. Many had never attended a Camp 30 tour. • ACO and Jury Lands Foundation will host tours at Camp 30 from May — September. Newcastle Village & District Historical Society: Myno Van Dyke has updated the presentation on the proposed Wilmot heritage park and will present to the Committee when he returns from vacation; a meeting with planning staff has been scheduled to discuss the park concept on May 28th which follows an earlier meeting held with two Council members for the area. A great deal of attention has been spent on researching and applying for grants; federal grants have proven challenging to obtain. The Mississauga First Nations has been contacted about the potential for grants and a meeting is anticipated with them in June; the grants would assist in researching the history of the Mississauga Nation and their use of Wilmot creek and the Belmont home; two other grant opportunities may be considered. The Doors Open sign has been received. 21 Page 22 Museum; • For Doors Open, K. Warren will not be representing the heritage committee this year, looking for a volunteer. • Volunteers are needed for Doors Open on June 9th, for shifts from 10am-1 pm and 1 pm-4pm; volunteer orientation is on May 28 at 6:30pm, Old March Hotel, Newtonville. • An accessibility audit has been completed with many recommendations for the Museum; recommendations to improve accessibility range from small to large changes; they are going to look into installing automatic door openers soon. • A Mother's Day tea on the verandah is planned for May 16 and afternoon teas will occur on Wednesdays and Saturdays in July, beginning July 4th; tickets to be booked in advance beginning on June 1 for members and the week after for non-members. Correspondence: • Community Planning staff sent a memo noting the date for the initial Public Information Centre for the Bowmanville West Town Centre Secondary Plan review will only allow for members to attend for the first hour. Two other public forums will be held later in 2018 and early 2019 to provide opportunity for CHC members to comment. Project Reports Municipal Inventory and Register Committee: • The subcommittee evaluated three homes for potential inclusion on the Municipal Register, as follows: 0 2503 Concession Rd. 8: Group 1 evaluation Haydon School; good condition. 0 175 Liberty St N.: Group 1 evaluation Galbraith home; Georgian farm home. 0 3438 Green Rd.: Group 1 evaluation Crawford House; stone Regency home 18.23 Moved by R. Malone, seconded by K. Warren That the Clarington Heritage Committee recommend to Council that the properties at 2503 Concession Road 8, 175 Liberty Street North and 3438 Green Road be added to the Municipal Register. "CARRIED" Public Outreach and Education Committee: • The `On This Spot' app blends present and past photos of a place was researched and found to have a significant cost; however intriguing concept. • Ideas for the content and layout of the new heritage website were summarized; K. Warren will provide to staff. • The Ontario Heritage Conference is on June 7-9 in Sault Ste. Marie; $300 for the full conference and Porter return flights are approximately $260 for a return ticket. 31 Page 23 New Business Wilmot Creek/ Belmont V. Suppan, R. Malone and M. Van Dyke walked path alongside Wilmot creek from Hwy 2 to Belmont house and noted that this would be a good location for a formal path; any pathway would need to be made accessible; they continue to research the history surrounding the Belmont including the fisheries and ponds, museum and indigenous artifacts abutting creek; V. Suppan noted that more history continues to be found and incorporated into Myno's presentation and provided a handout written by Professor Graham. Heritage Community Recognition Program: the Ontario Heritage Trust nominations are anticipated to be due by September. The Committee should consider potential nominees and record specific reasons for any nominations; nomination categories include lifetime achievement, built heritage, cultural heritage, natural heritage and the youth award; D. Addington will send list of previous nominees to committee members and link to website for nomination criteria. Next meeting: June 19, 2018, 7:00 p.m., Clarington Municipal Offices, Room 1C 41 Page 24 Agricultural Advisory Committee of Clarington Meeting Thursday, May 10, 2018 Members Present: John Cartwright Brenda Metcalf Don Rickard Eric Bowman Tom Barrie Jennifer Knox Ted Watson Les Caswell Regrets: Richard Rekker, Henry Zekveld, Wendy Partner Guests: Blackbird, -Dennis Katic,-Melvin Ramcharitar-Erin Jankovich MTO: -Chris Brown,-Dawnett Allen Public: Ken Knox, Libby Racansky Staff: Amy Burke, Faye Langmaid, Planning Services; Ron Albright, Engineering Brenda welcomed all to the meeting, with introductions. Adoption of Agenda 018-10 Moved by Eric Bowman, seconded by Ted Watson "That the Agenda for May 10, 2018 be adopted" Carried Approval of Minutes 018-11 Moved by Don Rickard, seconded by Tom Barrie "That the minutes of the April 12, 2018 meeting be approved" Carried Blackbird representatives provided an update on Phase 2A which is complete and opened on time. They acknowledged there are deficiencies and they are being addressed. The schedule for the remainder of the 407 to 35/115 and 418 are to open in the fall of 2019. They are planned to both open at the same time. Half of the bridges are complete, there is still approximately a million cubic metres of soil left to move. MTO representatives updated that existing farm leases are continuing for 2018 and most likely will for 2019 as well. Agricultural Advisory Committee of Clarington 25 May 10, 2018 Committee members expressed frustration with the lack of carry through from the information garnered during the EA that does not appear to have made it into the contract. It was acknowledged that there have been many personnel changes at MTO and admission that items and details have been lost in the translation. BBC and MTO can only work within the limits of the project so items outside the project limits are having to be addressed in a different manner. The protocol that MTO and BBC outlined for complaints and issues to be addressed is to report either via the 1-888-860-2763 or http://www.407eastphase2.ca/ or Email: info@407eastphase2.ca. This way the complaint is logged and can be called up to determine how it was addressed. There is a lack of respect of the time being spent by the complainant to address issues that were highlighted during the EA and property negotiations. It is estimated that 25% of some property owners time has been expended over the past couple years dealing with site specific issues because the initial construction did not meet what was committed to in the EA, Community Value Plan and public input garnered during the process. MTO and Blackbird do not have agricultural experts to call upon to deal with tile drainage, agricultural fencing standards, field access and drainage issues. There has been crop damage by contractors as they view the fields as vacant. The damage now includes areas of fields that have lost productivity because of silting over (from dust blowing), water ponding, compaction from heavy machinery, sites that have yet to be revegetated and access limitations at critical times for crop planting, spraying and harvesting. These items need to be addressed in the field in a timely manner. The property owners on the committee indicated that this process is cumbersome, has not resulted in timely responses nor satisfactory results. Blackbird could not answer the question of when a "resolution is satisfactory" and how that is communicated to the complainant and to whose satisfaction the resolution is? Also there was no answer to how crop damage claims are being determined and settled. Overall the efficiencies of the contracting and reporting system is failing the adjacent property owners. There was discussion of a number of specific areas as follows: • Bethesda Road condition and repair • Run-off of fine clay that is silting over fields and causing crop damage • Dust complaints • 6t" Concession and Regional Road 42 the water drainage into the ditch • Solina and Rundle Road drainage issues • The need for ditching of local roads to address the silt accumulation • Fencing across the reach of the 407 extension construction that does not meet agricultural standards and will not hold back livestock • Excessive signage at the Enfield Road interchange, well exceeding signage in place at major Highway 401 interchanges, that poses a challenge for the movement of farm equipment and is not in keeping with the character of the community. Agricultural Advisory Committee of Clarington 26 May 10, 2018 MTO committed to complete a review of the fencing and gate specifications in their agreement with BBC in contrast to agricultural needs in order to determine whether changes to the agreement are needed. BBC committed to reviewing whether the area superintendent's direct contact information can be released to agricultural property owners who require an immediate response to address dust issues where dust poses a significant risk for crop loss. Also this could facilitate access for movement of farm equipment between properties rather than taking long detours. Business Arising Broadband — Report circulated to the group, please provide comments directly and have questions ready for next meeting. Region see Phase 1 report going to Council in next few weeks. Phase 2 will involve further consultation with lower tier municipalities. Correspondence and Committee Reports Non -Farm Member of Committee — Two applications, member will be decided by Council at their May 22 meeting. If you have ideas for members half of the committee membership will be appointed when the new Council is elected. Talk to your colleagues and the candidates about the importance of the advisory role. Durham Climate Change Task Force for Agriculture Don Rickard and Eric Bowman are on this task force. Next meeting is September. Durham Agriculture Advisory Committee: -Working on DAAC Tour for September 13th at Reesor's to involve equipment dealers. Durham Region Federation of Agriculture: (no meeting) Clarington Board of Trade:- New directors sworn in at AGM included Kirk Kemp. Jenny Knox received the 2017 Community Leadership Award. Ag Summit had 65 in attendance approximately 20 farmers. Considered a success as all attending enjoyed the day and many business operators wanted to learn more about how to network with and service agricultural industry. A number of follow-up connections have occurred. Suggestions for future years are welcome. New Business Durham Farm Connections will receive the Irene Kock Education award from DEAC on May 30th. This is in recognition of the invaluable educational work of the group over the past 10 years. Normal Farm Practices— there have been some protests such as PETA at Farm Connections and others examples where normal farm practices are not understood by the general public. Alternatively an agenda is being promoted through social media posts. This can be very damaging to individual farmers and in many cases is unwarranted. The commodity groups are well informed and should be consulted should Agricultural Advisory Committee of Clarington 27 May 10, 2018 an issue arise. There is also a concern regarding trespass, bio -security and stressing animals especially during mating and birthing times. Political candidates — The groups' role is advisory to Council. Candidates can attend meetings as they are open to the public. The committee is not a forum for political campaigning or debate. Complaints — there have been some complaints from farmers and residents. Garbage blowing into fields, odour and burning are recent examples. When received these complaints are reported to and addressed by the appropriate agency also normal farm practices are explained to the complainants. John Cartwright moved to Adjourn. Next Meeting: Thursday, June 14th, 2018 @ 7:30 pm, Nancy Rutherford from Durham Region on Broadband Strategy and Chris Evelyn from WISP. Agricultural Advisory Committee of Clarington 28 May 10, 2018 Clarington Museums BOARD MEETING May 23, 2018 Sarah Jane Williams Heritage Centre 62 Temperance St, Bowmanville, Ontario Present: M. Morawetz S. Elhajjeh S. Bobka S. Middleton S. Cooke (7:15 by conference call) K. Warren (Interim Executive Director) Regrets: H. Ridge (ED) W. Woo H. Raj 1. Call to Order: M. Morawetz, Secretary, called the meeting to order at 7:09 p.m. 2. Adoption of Agenda: Consensus. 3. Approval of Minutes: Consensus to accept as circulated, the minutes of April 11, 2018. 4. Business Arising from Minutes: None. 5. Disclosure of Interests: None. 6. Correspondence: None received. 7. Announcements: M. Morawetz reminded Board members of two upcoming events. Doors Open Clarington will be held this year featuring the villages of Newtonville and Port 29 Granby. Volunteers are welcome to help with the tour day as hosts and guides. The event is Saturday June 9' and runs from 10 am to 4 pm with the exception of Port Granby Legacy Waste Management Facility site which will close at 3 pm. More information is available on Facebook and Twitter as well as the website www.doorsopenclarington.com The other upcoming schedule to note is the 2018 roster of Ehrenwort Trail tours at the Camp 30/Boys Training School property. The schedule of tours can be found on the Jury Lands Foundation website with the next on June 23 at 2 pm. Private tours are also possible by request. www.jgalandsfoundation.ca 8. Reports: a) Finance: See Appendix A Purchase Card (P Card) discussed further with option to attain one through Municipality as suggested by Catherine Carr. TODS sign expense questioned as worthwhile. S. Cooke asked that K. Warren find out whether or not this is a requirement of CMOG, and report back. Acorn Landscaping snow contract Nov. 15/17 to April 15/18 cost $21,300 this past season; review recommended. Moved by: S. Bobka Seconded by: S. Elhajjeh THAT: the Finance Report of May 2018 be received. MOTION CARRIED. Moved by: S. Elhajjeh Seconded by: S. Middleton THAT: the museum acquires Purchasing Card (P Card) through the Municipality. MOTION CARRIED. Moved by: S. Bobka Seconded by: S. Middleton THAT: the recipient of any profits from the 2018 Canada Day event BBQ be Grandview Kids. MOTION CARRIED 30 Recommendation regarding regular part-time Archivist be deferred until Curatorial report is received and discussed. b) Membership (& Fundraising): See Appendix B Enabling Accessibility grant will cover some of the expenses in Phase 1 of developing the children's area. Fundraising may be needed as well. S. Bobka asked that at all events, membership purchases be encouraged of attendees. Moved by: S. Middlton Seconded by: S. Bobka THAT: the Membership report of May 2018 be received. MOTION CARRIED c) Property: See Appendix C K. Warren reviewed report items noting that the gardens have been updated for 2018 with donations from Prices Market, Northcutt Elliott Funeral Home, Home Depot, Rekkers, Van Belles, Loblaws and Metro with our thanks. CCI mentioned in the report, stands for Canadian Constitution Inspection who conducted a facility assessment. Work to trim the archives continues as the assessment by CCI verified that we are at 200% capacity. Rolling stacks in the archives would help with storage challenges. An Accessibility Audit has been completed; K. Warren created a 5 year plan to address many of the items identified as needing attention. Moved by: S. Elhajjeh Seconded by: S. Bobka THAT: the Property report of May 2018 be received. MOTION CARRIED d) Curatorial: See Appendix D This year the museum is very fortunate to have three unpaid volunteers from Sir Sanford Fleming attaining work experience, along with three made possible with the Canada Summer Jobs grant and 3 with Young Canada Works funding. Further discussion on viability and job description of the recommended regular part-time Archivist position. This position would be non-union & would have no negative impact on the hours for the interpreters. 31 Moved by: S. Bobka Seconded by: S. Elhajjeh THAT: the Curator report of May 2018 be received, and THAT: the CCI report be received, and THAT: the CCI report highlights be received, and THAT: the Archivist position as discussed be added as a regular part-time position and posted. MOTION CARRIED e) Programming: See Appendix E The report listed events and programming held since the last Board meeting as well as the upcoming summer schedule and plans including more participation by schools and Scout, Guide and Pathfinder programs. Community outreach in partnership with the Clarington Libraries at How -to -in -10 was well attended & Maplefest was a positive initiative again this year to promote museum events. HERStory and Mother's Day tea were both well received & recommended be held annually. Moved by: S. Middleton Seconded by: S. Elhajjeh THAT: the Program Coordinator Report of May 2018 be received, including the Mother's Day event expense/revenue report and the recommendation that all Board members help build following on Facebook, Twitter and Instagram. MOTION CARRIED. f) Executive Director Report: See Appendix F Four new interpreters have been hired. The budget demands a 10 hour per week limit but these hires will allow more flexibility in scheduling and each brings valuable experience and expertise. Moved by: S. Bobka Seconded by: S. Middleton THAT: the Executive Directors Report of May 2018 be received. MOTION CARRIED. 32 Recommendation that Policy 2.1 and the Employee handbook be deferred to the June Board meeting. CMOG is due July 2, 2018 so to meet submission requirements for funding for the coming year, the remaining policies must be completed at that meeting. Good progress has been made on these throughout this term. 9. New Business: Nothing brought forward. 10. In Camera No items for this meeting. No further union updates are scheduled at this time. 11. Date and Place of Next Board Meeting: The next meeting will be held Wed. June 13, 2018 at 7 p.m Location: TBA 12. Adjournment: Moved by: S. Middleton THAT: the meeting be adjourned at 8:46 p.m. Minutes for the meeting of the Clarington Museums and Archives Board have been accepted and approved on Chair, Executive Director, Clarington Museums and Archives Board Clarington Museums and Archives 33 May 2018 Finance Report Overview 1.1 Weddings have been great for rentals so far, we have a bridal shower and another wedding coming up. We also had a film crew for Canadiana, come in to film our camp 30 model and some archives for an online show they are producing. 1.2 Acorn contract services are done for the year. 1.3 TD Visa is approved, we needed to open a $5000 savings account to act as collateral as we are a non-profit business, awaiting card to come In 1.4 Catherine Carr has suggested we use the municipal PCards if board approves we can have those issued to Amy, Jen and myself and each card can have different limits, no annual fee for us, and we can also have more flexibility in per purchase limits as well as changing limits when we have busy times of year etc. We would adopt the municipal policy for this. 1.5 TODS signs, do we feel that it is worth the cost?$1356 a year 1.6 Grandview kids can be a possible recipient for Canada Day BBQ funds, they cannot guarantee volunteers to man the bbq's but will put out a call for volunteers 1.7 Jen's request for Archivist, see attached budget scenarios Recommendations: 1. That Finance Report of April 2018 be received: 2. Approval to get PCards through municipality 3. Approval to have Grandview be recipient of Canada Day BBQ proceeds 4. Approval to have Archivist added a as regular part-time position APPENDIX A) 34 May 2018 Membership and Fundraising Report Overview 1.1 Fundraising ideas for new children's area/Soper Creek initiative? We might want to start fundraising to get the other phases of the children's area done at future dates if no sponsorships/grants come through 1.2 Attendance — 1471 1.3 2 member renewals in May after that reminder email was sent 1.4 Members only Summer Tea reservations start June 1, June 8 for the public Recommendations: 1. That Membership Report of May 2018 be received: APPENDIX B) 35 May 2018 Property Report Overview 1.1 Met with Rob Groen May 9th 1.1.1 Carpets/washrooms sept. 2018 1.1.2 Engineers are in to look a structural issues with Waverley 1.1.3 Columns and boys bedroom will be addressed this summer 1.1.4 Large item pick up coming next week or two to remove old large items (black counter etc) 1.1.5 Fire and Health inspections done last week 1.2 Wind storm blew some large metal piece off SJWHC roof and the shutter on front of Waverley place. 1.3 Bowmanville Horticultural Society came to help Ron and I and did a massive clean up of the gardens it is looking great, they will likely come every 2 weeks to keep helping out 1.4 Garden sponsors/donations have all been confirmed for this year by Ron, our head garden volunteer 1.5 Compost pile has been removed 1.6 Accessibility Audit- 5 year plan (maybe longer) 1.7 CCI report- we are at 200% capacity 1.8 Painting hallway downstairs this week 1.9 Exhibit in meeting room downstairs is being moved into hall ways after painting, room with be processing for archives for a while Recommendations: 1. That Property Report of May 2018 be received: APPENDIX C) 36 Curator Report 1.0 Exhibits 1.1 A new exhibit on Theatres in Clarington (title to come) will open at the end of June. Research is underway for this exhibit. It will be a joint project with Fleming interns, youth council and Museum staff. 1.2 Clarington Remembers exhibit in the downstairs hallway and in the meeting room downstairs has been packed up. Old exhibit display cases will be sold and/or disposed of. 1.3 Ian, one of the Fleming interns, is working on revamping the Camp 30 exhibit on the main floor of SJWHC. 1.4 The exhibit space in the downstairs hallway will be painted on May 24th and going forward will be gallery style exhibits using archival images from our collection. Interns and staff are working on an exhibit schedule for this gallery. The first exhibit will be in collaboration with the "Now and Thensday" social media campaign. 2.0 Collections Management 2.1 Amanda and Ian, the two curatorial interns from Fleming College, have started their internship and are working on various curatorial projects, including a collections analysis on our Dominion Piano and Organ Collection. We currently have 25 pianos and/or organs in our collection. Their research will identify our collection, its strengths and weaknesses and we will use their report to determine which items to deaccession. 2.2 Corey and Alex (collection summer student) are continuing to enter records into the new database as well as write procedures and come up with processes on how to deal with back log and incoming donations. 37 2.3 Megan (collection summer student) is working on a collection analysis based on the CCI report that will define our storage needs. 2.4 The final CCI Facility Assessment had been received. I am currently working on the preparatory work that needs to be done for our collection reorganization and on a Phase 1 action plan. Please see attached CCI Report and my 1 -page Highlights from report. 2.5 The curatorial team has worked to create a temporary storage space (swing space) in the meeting room downstairs. We have also created an overflow storage space behind the white wall system on the main floor of SJWHC. Recommendations: 1. That the Curator Report of May 2018 be received. 2. That the CCI Report be received. 3. That the Highlights from Report be received. 4. That the Archivist job description be approved. APPENDIX D) Facility Assessment for Clarington Museums and Archives Bowmanville, ON May 2018 Alicia Ghadban Post -graduate Intern Preservation Services Irene F. Karsten Senior Preservation Development Advisor Preservation Services Report No. 130456 Canadian Institut canadien Conservation Institute de conservation 39 Canada do Table of Contents ExecutiveSummary........................................................................................................ 1 2. Introduction..................................................................................................................... 3 2.1 Methodology............................................................................................................................... 3 2.2 Background.................................................................................................................................3 2.3 Scope...........................................................................................................................................4 2.4 Report ..........................................................................................................................................4 3. Reducing risks to collections......................................................................................... 5 3.1 Implement simple but reliable collections management processes.............................................6 3.2 Reorganize collections storage to better accommodate collections............................................8 3.3 Facilitate light exposure management in collection spaces.......................................................15 3.4 Increase fire protection for collections......................................................................................18 3.5 Enhance collection security.......................................................................................................21 3.6 Maintain collections prevent water damage.............................................................................. 24 3.7 Manage the environment for long-term preservation................................................................25 3.8 Integrate pest management........................................................................................................30 4. Recommendations for storage reorganization............................................................ 34 4.1 Preparatory work....................................................................................................................... 34 4.2 Define storage needs.................................................................................................................35 4.3 Decide how the collection will be regrouped............................................................................39 4.4 Create a layout proposal............................................................................................................ 39 4.5 Develop an action plan..............................................................................................................40 5. References.....................................................................................................................46 Appendix A: RE-ORG Diagnostic Table.............................................................................. 49 Appendix B: Maximum floor space occupation by unit type ............................................. 50 Appendix C: Worksheet 6A — Collection Analysis............................................................. 51 Appendix D: Worksheet 4 — Assessment of storage furniture and space ........................ 52 HE do CCI Mission Statement CCI advances and promotes the conservation of Canada's heritage collections through its expertise in conservation science, treatment and preventive conservation. CCI works with heritage institutions and professionals to ensure these heritage collections are preserved and accessible to Canadians now and in the future. © Government of Canada, Canadian Conservation Institute This report belongs to the Canadian Conservation Institute (CCI) as per the terms and conditions of your Agreement(s) with CCI. No reproduction in any format or distribution in print or online of this report, in whole or in part, is authorized without prior written approval from CCI. Requests can be submitted by e-mail to pch.ICCservices-CCIServices.pch@canada. ca. 41 ww 1. Executive Summary The Clarington Museums and Archives (CM&A) is an umbrella organization under the Municipality of Clarington. With a broad mandate that covers surrounding townships, its collection has exponentially grown leading to insufficient space for storage. In 2015, the CM&A participated in CCI's RE-ORG Canada (Ontario) program; however, they were unable to continue with the implementation of their own storage reorganization project at that time. Undergoing a storage reorganization project remains crucial for the CM&A in order to better utilize existing space, as well as provide safe access and retrieval of the collection. The collection is currently stored and displayed in four separate buildings: Sarah Jane Williams Heritage Centre (SJWHC), Waverly Place, Clarke Schoolhouse and its adjacent storage facility. An analysis of collection preservation issues has resulted in recommendations for risk reduction (Section 3) related to storage organization, facility upgrades, and collections management: Implement simple but reliable collections management processes ❑ Develop systematic procedures for collections management records. ❑ Hire additional staff to assist in collections management. ❑ Complete and maintain a collections inventory once storage is upgraded. Reorganize collections storage to better accommodate collections ❑ Plan a storage reorganization project across all sites. ❑ Install storage furniture to maximize space use and accommodate collection growth. ❑ Improve support for artifacts in storage. Facilitate light exposure management in collection spaces ❑ Block ultraviolet radiation. ❑ Configure artifact and archival storage to permit controlled, serviceable lighting above shelves. ❑ Reduce light exposure of sensitive materials. Increase fire protection for collections ❑ Install fire detection at the Clarke Schoolhouse storage facility. ❑ Install fire suppression in conjunction with storage upgrades, if feasible. ❑ Integrate fire safety inspections into housekeeping routines. ❑ Develop and document fire emergency response and salvage procedures. Enhance collection security ❑ Rearrange storage space to maximize collection security. ❑ Secure hinges and pins on exterior doors where necessary. ❑ Consider installing camera surveillance. Maintain collections prevent water damage ❑ Reorganize storage in a manner that mitigates water risks. ❑ Expand water leak emergency response and salvage procedures. Manage the environment for long-term preservation ❑ Upgrade the SJWHC building envelope. ❑ Improve relative humidity control in conjunction with storage upgrades, if feasible. Clarington Museums and Archives Facilities Assessment Final Report, May 2018 42 ww ❑ Develop protocol to collect environmental data consistently. ❑ Upgrade display and storage methods to enhance environmental control. Integrate pest management ❑ Increase pest -resistance through storage upgrade. Recommendations for storage reorganization based on ICCROM's RE-ORG Method follow in Section 4. A summary of basic principles and their application to storage improvement at CM&A through the following steps are described: Preparatory work ❑ Assess and address health and safety concerns. ❑ Determine floor load capacity. ❑ Set up a temporary storage room (swing space). ❑ Plan to hire additional staff or contractors to help with the implementation. Define storage needs ❑ Define and analyze the collection using object categories ❑ Determine current unit fullness for each room Decide how the collection will be regrouped ❑ Group by object type and by size. ❑ Identify and account for outliers. Create a layout proposal ❑ Suggested layouts for SJWHC and the Clarke Schoolhouse storage facility are provided. Develop an action plan ❑ Prepare spaces at the SJWHC for the storage reorganization project. ❑ Reorganize collections at the SJWHC. ❑ Prepare space at the Clarke Schoolhouse storage facility for the storage reorganization project. ❑ Reorganize collections at the Clarke Schoolhouse storage facility. In moving forward, the CM&A must define its specific storage needs and identify how its collection should be grouped by prioritizing space efficiency and functionality. To improve functionality, we recommend a slight reshuffling of the collection and collection support spaces: storing sensitive and fragile objects (including the archival collection) at the SJWHC; moving collection items not on display in Waverly Place to the SJWHC; and storing large and heavy objects at the Clarke Schoolhouse storage facility. It is anticipated that this reorganization will help address the current needs; however, it may not be sufficient to address long-term requirements, particularly if the CM&A continues to collect very large objects. In addition, addressing issues surrounding the considerable amount of problematic objects (e.g. unaccessioned or not meeting the museum's mandate) in this collection will be a challenging but necessary undertaking. On that note, focusing on the storage reorganization first will allow the CM&A to address other preventive conservation issues in the future. Clarington Museums and Archives Facilities Assessment Final Report, May 2018 2 43 ww 2. Introduction At the request of Curator, Jennifer Steen, Alicia Ghadban, Post -graduate Intern and Irene Karsten, Senior Preservation Development Advisor with the Canadian Conservation Institute (CCI), conducted a facility assessment for the Clarington Museums and Archives (CM&A) in Bowmanville and Kirby, Ontario from 5-7 February 2018. The purpose of the assessment was as follows: . to review collections spaces within the context of the museum's collections management and research delivery initiatives; . to make recommendations to optimize collections preservation; and • to suggest improvements to museum storage in order to maximize space. 2.1 Methodology This facility assessment is based on a tour of CM&A facilities with emphasis on the main museum building but also including additional buildings in Bowmanville and Kirby. The assessment is informed by discussions with Curator, Jennifer Steen. Other staff at CCI, including Simon Lambert and Tom Strang, were also consulted. The current facilities are assessed according to the degree to which they mitigate the risks to cultural property as described in the CCI Framework for Preserving Heritage Collections and its ten agents that cause deterioration (CCI 2017). Preservation strengths and weaknesses of storage facilities are described, as well as recommendations for reducing risks and for improving storage spaces. Recommendations for storage reorganization are based on the RE-ORG method developed by ICCROM. 2.2 Background The Clarington Archives, originally established in 1961, amalgamated with the Bowmanville and Clarke Museums in 2003 to form the Clarington Museums and Archives — an umbrella organization under the Municipality of Clarington. Its mission is "to illuminate Clarington and its heritage through lasting and meaningful experiences with artifacts, exhibitions and programs that inspire future generations and enliven [their] community" (Municipality of Clarington). The Municipality includes the former Townships of Darlington and Clarke, including the towns of Bowmanville, Newcastle and Orono. The collection belonging to the CM&A encompasses approximately 22,500 items which are dispersed throughout three locations: • Sarah Jane Williams Heritage Centre (SJWHC) — former Bowmanville Library building that is currently used to store and exhibit archives and mixed collections ■ Waverley Place — formerly the Bowmanville Museum which is located directly behind the SJWHC with Victorian era exhibits and period rooms ■ Clarke Schoolhouse — also known as the Clarke Museum, is the first designated heritage building in the community with an adjacent storage facility built in 1997, on the north side of the property Clarington Museums and Archives Facilities Assessment Final Report, May 2018 3 ww In 2015, the CM&A participated in CCI's RE-ORG Canada (Ontario) program; however, they were unable to continue with the implementation of their own storage reorganization project at that time due to internal reasons. Since then, changes in staff have occurred, but the poor storage conditions of collections identified by previous staff have remained unchanged. According to the RE-ORG diagnostic table (Appendix A) completed by staff in 2018, the CM&A needs to implement a storage reorganization project in order to improve the four components of RE-ORG: Management, Building & Space, Collection, and Furniture & Small Equipment. A CCI facility assessment was requested to help guide this process by proposing a plan of action for the CM&A. At this time, the CM&A has only three full-time staff. Executive Director, Curator, and Program Coordinator; and two unionized part-time positions: Front Desk Clerks. In addition, Casual Interpreters are hired on an as -needed basis. 2.3 Scope This assessment reviews preservation risks that affect collections of the CM&A. The focus is on management of collections in the SJWHC and Clarke Schoolhouse storage facilities as currently configured; and also touches on some issues with Waverly Place. The report may not address in detail all issues related to museum management and use of collections, rather only those that have implications for collection preservation in storage. Detailed specifications such as abatement of asbestos and pests require the input of qualified professionals. Some issues identified may have health and safety implications. These are noted but should be addressed fully, where necessary, by qualified professionals. 2.4 Report The report that follows summarizes preservation issues identified during the site visit, describes their impact on collections, and discusses options for managing risks in the existing facilities, through facility and storage development, building maintenance, and improved collections care and management. The report is organized around two sections. Section 3 analyzes collection preservation issues in detail and provides recommendations for risk reduction related to storage organization, facility upgrades, and collections management. This section is organized as a series of steps to reducing risks to collections, with subsections devoted to specific areas or types of hazard. Section 4 provides a summary of ICCROM's RE-ORG Method with basic principles to consider, and demonstrates how it can be applied when developing a storage reorganization proposal. The section is organized as a series of steps that guide decision-making processes when developing a reorganization project. Issues and recommendations are summarized in the Executive Summary (Section 1). Clarington Museums and Archives Facilities Assessment Final Report, May 2018 4 45 ww 3. Reducing risks to collections The archival and artifact collections of the Clarington Museums and Archives (CM&A) are stored and displayed in four separate buildings: the Sarah Jane Williams Heritage Centre (SJWHC), Waverly Place, Clarke Schoolhouse and its adjacent storage facility (Figure 1). The buildings are owned by the Municipality of Clarington and operated by the CM&A. N R L,. Figure 1. (Top left) Exterior views of the Sarah Jane Williams Heritage Centre and Waverly Place (top right) in Bowmanville; and Clarke Schoolhouse (bottom left) and the adjacent storage facility (bottom right) in Kirby. In 2014, the CM&A applied to participate in RE-ORG Canada — a storage reorganization training initiative organized by the Canadian Conservation Institute (CCI) in collaboration with the Museums Assistance Program (MAP). The program is designed to help museums address their storage issues and implement a storage reorganization project; however, the CM&A was not able to continue with the execution as a result of internal issues. Since then, changes in staff have occurred and the poor storage conditions of collections have remained the same. According to the RE-ORG diagnostic table (Appendix A) completed by staff in 2018, the CM&A is still in need of a storage reorganization project. Clarington Museums and Archives Facilities Assessment Final Report, May 2018 5 i ww The assessment below considers risks to archival and artifact collections in storage — and some on display — in the facilities as currently configured, but also new risks or risk reduction possible through completion of a storage reorganization project. The assessment is structured around steps that can enhance collections preservation at the CM&A as it moves forward with a storage reorganization project. 3.1 Implement simple but reliable collections management processes Current Strengths and Challenges A revised collections policy that helps guide collections management. A succinct collections policy outlines key aspects of collection management including: ■ subject matter categories and a geographic region that define the scope of collecting; ■ acquisition criteria to help ensure ethical and useful accessions; ■ deaccessioning criteria that permit targeted culling of artifacts; ■ collection documentation requirements; ■ general guidelines for collection care and access; and ■ loan guidelines. The policy defines two collection types, permanent (including artifact and archival) and education, which permits collecting for both long-term preservation and for programming use. The Collections Committee accepts objects into the collection with recommendations by the Executive Director and/or Curator, while the Program Coordinator is responsible for the development of the education collection. Research and collections management are not well served by past recordkeeping. The Collections Policy states that the CM&A is committed to computerizing all collection records using PastPerfect Museum Software; however, this applied to new records between 2012 and 2014, as well as some older records — mostly from the doll collection. Without clear procedures and a location system, the information captured was not systematic or standardized, leading to sparse or incomplete entries. As a result, collection research and use has been challenging; and a complete inventory of collections has not been done recently. Use of the database has since ceased and approximately 98% of accession records remain available only in paper format. In addition, some of the archival collection has been treated as fonds, while the remainder have been assigned accession numbers. Recently, the CM&A purchased Re:discovery — a cloud -based collections management software to replace PastPerfect — and plan to develop guidelines for data entry. Not enough supporting staff to process and maintain collections. Since September 2017, Jennifer Steen has been the Curator at the CM&A and accepted the position while the collection was stored in a disorderly state. Even though the Collections Management Policy indicates that the Curator is responsible for the maintenance of collection records, decades of neglect have left an unwieldy backlog. Given the size, scope and nature of the collection, there is not enough support staff to process and maintain both new and old, non -digitized collection Clarington Museums and Archives Facilities Assessment Final Report, May 2018 6 47 ww records, especially considering that the Curator is the only one of three full-time positions with responsibility for managing collections records. Recommendations Develop systematic procedures for collections management records. Staff are well aware that clear procedures need to be implemented in order to ensure that new or enriched records are useful for research and exhibition development. The Collections Policy does outline mandatory information (e.g. object description, provenance, condition, etc.); however, providing more precise procedures is highly recommended as it will facilitate consistency and provide for efficient future use of the collection. This should be applied to the archival collection as well, where the CM&A must decide whether or not to accession future acquisitions as fonds. Regardless of the decision made, existing records should not be altered to avoid confusion or loss of information. Overly ambitious procedures could slow accessioning or data enrichment; therefore, the Executive Director and Curator should determine what documentation needs are feasible based on the quantity of objects that are accepted into the collection per year. Hire additional staff to assist in collections management. The current state of storage, as well as the outstanding backlog, requires administrative processing, documentation and preparation. For this reason, expanding the team size (e.g. through contracts or project -based positions), especially for the storage reorganization project and updating the database, would be prudent for the success of the project. Securing funding to hire a full-time collections manager and/or full-time archivist would ensure that the CM&A remains the community and regional resource it aims to be. It would also permit better access to the collection by researchers and visitors, and would be beneficial to the long-term care and preservation of the collection. Complete and maintain collections inventory once storage is upgraded. Regular inventories are essential to ensuring objects can be retrieved in a timely manner and that the collection can be used to its full potential (ICCROM 2017). This process involves confirming the actual presence of every object belonging to the museum by comparing existing objects with information held in the accession register. Though the Collections Policy indicates that a current inventory will be maintained and that procedures exist for conducting spot inventories, this is prevented as a result of the current storage state. Once storage and collections have been reconfigured, reducing the backlog of documentation may begin and regular inventories maintained. The CM&A should utilize a photocopy of the accession register until records are available in a digital format, confirming accession numbers (if none exist, assign temporary numbers), object descriptions, and object locations (EPA-ICCROM 2010). This information could then be entered into the database where it is remains more easily accessible and maintained (Collections Trust 2017). Clarington Museums and Archives Facilities Assessment Final Report, May 2018 7 ww 3.2 Reorganize collections storage to better accommodate collections Current Strengths and Challenges Current storage cannot adequately accommodate collections. The collection encompasses approximately 22,500 items that are stored and/or displayed in the Sarah Jane Williams Heritage Centre (SJWHC), Waverley Place, Clarke Schoolhouse and its adjacent storage facility. At the time of the visit, storage fullness of the SJWHC was calculated by examining three factors: the level of floor space usage, the average room height usage, and the average unit fullness (ICCROM 2017). These three factors were then multiplied to give the overall fullness of the storage area (Table 1). Table 1. Summary of storage fullness, SJWHC. Average unit fullness Average room height usage Level of floor space usage Overall fullness of storage room 200% 100% 100% 200%* 'These values take into account objects that are on the floor and on top of storage units. The average unit fullness (200%) is a visual calculation that refers to the efficiency of space usage within individual units (Figure 2 left). The calculation is based on the assumption that all objects are housed appropriately for visibility and safe handling. According to good practice, this means not moving more than two or three objects to retrieve any single object; and that sufficient space between shelves permits safe retrieval of objects. The value also accounts for when there is too much space between shelves and the shelf height could be reduced. r Figure 2. (Left) Unit fullness in this example is calculated by [(150% x2) + (200Y.x6)J / 8 = 190% full. Unit fullness is calculated for all units, then the average is taken for all. (Right) Room height usage is taken by a visual The average room height calculation of the amount of vertical space being used. In t his example, usage (100%) refers to the storage containers reach the height of light fixtures, so 100% is being used. degree to which available vertical space is being used (Figure 2 right). The usability of room height depends on clearance space required for air ducts, air valves, sprinkler systems, etc. Clarington Museums and Archives Facilities Assessment Final Report, May 2018 8 49 ww The level of floor space usage (100%) refers to the degree to which usable floor space is occupied by the storage units. To estimate this value, any overcrowding that has an impact on floor space usage is considered. Since the storage room is utilizing static library and metal shelves, it occupies about 45% of the space. This is the maximum amount these unit types can occupy (Appendix 13), so 100% of the floor space is being used. Collection storage at the SJWHC varies in quality with a few methods that provide less optimal support or access. The SJWHC storage room is accessible through double doors in the basement, allowing larger objects to be moved in and out of storage with ease. A portion of the storage room is separated by two adjoining walls with a single door that leads to three additional smaller spaces — where movement is more restricted. Currently, artifacts and archival collections are stored together in these spaces — including those to be accessioned and deaccessioned (Figure 3 top) — without a designated space for processing or storage equipment (e.g. cart, ladder, etc.). In addition, excess computers (including the backup server), office desks, and a large counter, are occupying principal space. At the time of the visit, artifact and archival collection were on several types of storage furniture: ■ library book shelves for the boxed archival collection, 3D objects (small to medium sized) — some stored in plastic or cardboard boxes, and folded textiles; ■ map cabinet containing photographs and archival documents directly on the floor (Figure 3 bottom); ■ wood library cart with books, textiles, and 3D objects; ■ wall mounted pegboard for framed objects (e.g. Victorian wreaths): ■ part of the pegboard had collapsed due to the weight and some objects were damaged in the process; ■ reception countertop with cupboards below containing the accession registry and non -collection items; ■ wooden dresser containing folded textiles; ■ plastic container stored directly on the floor with rolled maps and architectural drawings wrapped in tissue paper; ■ static metal shelving housing framed photographs, boxed textiles, rolled archival documents, unprotected newspapers (Figure 4). Figure 3. (Top) General view of collections storage at the SJWHC. (Bottom) View of map cabinet stored directly on the floor. Clarington Museums and Archives Facilities Assessment Final Report, May 2018 g 50 ww Figure 4. Archival collection (e.g. newspapers) stored on static shelving in the SJWHC not properly supported or protected leading to bends and torn edges. The repurposed library shelves are problematic for storing two- and three-dimensional objects as they contain a large gap between the horizontal planes (Figure 5). This arrangement can lead to unintentional damage if objects were to fall into these voids. Since shelves are filled to capacity, large and heavy objects (e.g. pianos, framed works, sewing machine tables, cribs, etc.) have been stored directly on the floor blocking access in some places and reducing safe retrieval. Figure 5. (Above) Objects stored on library shelves that possess large gaps. (Right) View of overcrowded library shelves where objects are inadequately stored. Following recent water incidents, concerns for objects on the floor were highlighted and a few objects were slightly raised using small floor tiles and plastic cups to prevent potential water damage (Figure 6). Other larger artifacts remain stored directly on the floor, as well as several stacked wooden boxes containing newspapers. Clarington Museums and Archives Facilities Assessment Final Report, May 2018 10 51 ww Figure 6. (Left) An object in storage slightly raised using floor tiles. (Right) Plastic cups used to protect objects on the floor and prevent potential water damage. Appropriate storage methods at the SJWHC were observed for many types of artifacts: ■ archival boxes for many paper records and fragile volumes; ■ acid -free tissue for packing textiles and plastic dolls in boxes and bins, respectively; ■ artifacts arranged directly on sealed shelves. A large quantity of artifacts and archives have been stored in plastic and cardboard boxes. Some containers are made from materials that are often not recommended for museum storage as they release harmful vapours that can damage acid -sensitive objects (e.g. metals, colour photographs, non -acidic paper, cellulose acetate, etc.). For this reason, records should be stored in archival folders, or cardboard boxes gradually replaced with archival boxes, starting with the oldest. Though some plastics are acceptable for collections storage — many household storage containers are made with polypropylene or polyethylene which are considered safe — others, such as polyvinyl chloride (PVC), rubber containing sulfur vulcanizing agents, silicones or polyurethane, should be avoided. Period furniture provides unsuitable, cramped storage for collection artifacts at Waverly Place. Though not a storage facility, the bulk of the collection remains on display in period rooms at Waverly Place while an unknown quantity of collection items are stored in furniture throughout the building. Appropriate storage methods were observed for some types of artifacts: ■ textile boxes with acid -free tissue for packing textiles; ■ wood dresser adapted for visible storage exhibit. Clarington Museums and Archives Facilities Assessment Final Report, May 2018 11 52 ww Furniture containing collection items include an armoire, bookcase, cabinets and multiple dressers — all composed of wooden materials. Wood is often not recommended for museum storage since it releases volatile organic compounds (VOCs) that may accelerate corrosion or deterioration in most acid -sensitive objects. In most cases, objects do sit directly on unsealed wood without added protection; however, acid -free tissue paper is used as a barrier for some objects even though it does not act as a good barrier and tears easily (Figure 7). In addition, many of these units have been filled to capacity, making it very difficult to identify, access and retrieve collection items (Figure 7). Figure 7. (Above) The armoire found in an upstairs bedroom was overfilled with sensitive textiles. (Top right) Collection items stored in a bedroom dresser filled to capacity hamper access. (Bottom right) Acid free tissue paper is used to separate books from the wooden bookcase that is filled over capacity, putting strain on collections. Collection storage at the Clarke Schoolhouse varies in quality with a few methods that provide less optimal support or access. The Clarke Schoolhouse storage facility is a single, open space that is accessible through a single door on both the south and north side of the building, as well as a large garage door (Figure 8 left). At the time of the visit, the storage room housed part of the artifact and archival collection on several types of storage furniture: Clarington Museums and Archives Facilities Assessment Final Report, May 2018 12 53 ww • static metal shelving of various sizes housing small to large 3D objects (e.g. glass, ceramics, framed works, wood chests, furniture, etc.), boxed textiles and archives; ■ wood pallets storing archival ledgers (unaccessioned) wrapped in plastic (Figure 8 right). Figure 8. (Left) General view of storage at the Clarke Schoolhouse storage facility. (Right) Archival records pending accessioning and wrapped in plastic on pallets in storage. Appropriate storage methods at the Clarke Schoolhouse storage facility were observed for many types of artifacts: archival boxes for many paper records and fragile volumes; acid -free tissue for packing textiles in boxes. - y Since shelves are filled to capacity, most large and heavy objects (e.g. fanning mill, reaper, furniture, barrels, building signs, vault, etc.) have been stored directly on the floor blocking access in some places and reducing safe retrieval. Two tables intended for processing collections are situated in the middle of the room and filled to capacity with a ceramic collection and boxed collection objects. Though most artifacts were stored on metal shelves, some units contained wood supports that were in direct contact with objects (Figure 9). This is often not recommended as wood releases acidic vapours that may accelerate corrosion or deterioration, especially in high humidity (Tetreault 2003). This may damage the most acid -sensitive objects (e.g. some metals such as lead, bronze and brass). Figure 9. Manufactured wood used as shelving support that is in direct contact with objects. Reorganization projectprovides the opportunity to reconfigure, consolidate and improve artifact and archival storage. The CM&A staff are currently isolating records to be deaccessioned in a somewhat cluttered space while discussing how to better organize collection storage and research materials. Although Clarington Museums and Archives Facilities Assessment Final Report, May 2018 13 54 ww storage plans have not been finalized, initial ideas for arrangement include: • separating artifact and archival collection; . utilize larger objects in a new permanent "streetscape" exhibition; ■ replacing existing shelving with compact storage units; • installing wire racks for hanging framed works; . relocating stored collections from Waverly Place to the SJWHC; ■ converting a basement office into a processing room for incoming collections at SJWHC; • creating a workstation in storage for accessing the database at SJWHC; • converting Clarke Schoolhouse back into a one room schoolhouse: ■ relocate stored collections to Clarke Schoolhouse storage facility or the SJWHC; • creating a multi-purpose area, including visible storage exhibit, at the Clarke Schoolhouse storage facility. Recommendations Plan a storage reorganization project across all sites. Based on the conditions of storage, it is clear that a reorganization project is needed. However, given the scope, it would be wise to plan a project that involves collections at all three sites that could be implemented in discrete phases. The SJWHC would be ideal for storing sensitive and valuable objects as the space is more secure, while the Clarke Schoolhouse storage facility would be appropriate for storing and accessing large robust collections. Collection items in Waverly Place that are not on display would ideally be relocated to the SJWHC to consolidate the collection, and to allow for ongoing collections care and preservation. Refer to Section 4: Recommendations for storage reorganization for more information. Install storage furniture to maximize space use and accommodate collection growth. Storage furniture should be selected based on object types in order to create functional storage rooms that offer adequate protection for the collection. If use of static shelving continues at the SJWHC, then the CM&A would only be using about 55% of usable floor space. Utilizing compact shelving, however, would be more efficient as they occupy 80% of the floor space. It would be prudent that the CM&A select storage furniture that would permit maximum space usage. A few principles are suggested to guide planning: ■ assign zones to storage and to processing; ■ develop a long-term storage plan that accounts for collection growth and provides temporary storage for new records in the processing zone; ■ maximize use of space, using high density storage if floor loading permits it; ■ provide ample space for aisles and a clear route to the emergency exits; • aim to acquire archival quality furniture and install it according to the plan from the start; ■ work in phases and make do with existing furniture if budgets are limited. Refer to Section 4: Recommendations for storage reorganization for more information. Clarington Museums and Archives Facilities Assessment Final Report, May 2018 14 55 ww Improve support for artifacts in storage. Improvements in artifact housing are suggested as part of storage reorganization and ongoing care: • store medium-sized artifacts openly on shelves lined with corrugated plastic or microfoam, if storage is provided with good dust filtration; ■ invest in larger, shallow boxes or plastic containers (food -grade polyethylene or polypropylene) to reduce folding and stacking: store small textiles stacked flat (interleaving with tissue or smooth nonwovens is ideal but may not be necessary); store small objects in a single layer; create shallow layers within a box with stacking trays custom built to just fit inside the box (this could be done with existing record boxes); • invest in wall racks or pegboard for hanging agricultural tools; ■ store framed works in compartmentalized shelving units; ■ roll large flat textiles and suspend from chains (CCI 2008) and hang costumes (CCI 2009); ■ invest in a few map cabinets for large flat documents; ■ provide pallets, lined with corrugated plastic if appropriate, under any heavier objects that sit on the floor, and secure objects with straps, if necessary; ■ invest in wheeled platforms (or pallet dollies) to facilitate movement of heavier objects, and line the surface with corrugated plastic if appropriate. Refer to Section 4: Recommendations for storage reorganization for more information. 3.3 Facilitate light exposure management in collection spaces Current Strengths and Challenges Light exposure can be adequately controlled in collections storage. Light exposure is adequately managed within collection storage rooms: ■ bulbs in the SJWHC storage are solid state (LED) which emit no ultraviolet radiation; ■ rows of fixtures in the SJWHC storage and Clarke Schoolhouse storage facility can be separately controlled; and ■ lights are turned off when no one is working in storage. Although light fixtures in the SJWHC storage room have been retrofitted with LED bulbs, translucent windows do exist where possible UV exposure may enter and lead to the discolouration and weakening of materials, particularly with wood and textile fibers. This also impacts the Clarke Schoolhouse storage facility where incandescent bulbs emit and the entrance door window permits over 130 and 480 microwatts per lumen (i.e. measure of ultraviolet radiation), respectively. These values exceed the suggested maximum ultraviolet radiation level of 75 microwatts per lumen (Michalski 2017c). Clarington Museums and Archives Facilities Assessment Final Report, May 2018 15 56 ww Many artifacts are at low risk of light damage even in elevated light levels (Michalski 2017c): . materials like metal, stone, glass, ceramics, and carbon printing inks are unaffected by either visible light or UV; ■ some colours such as indigo dyes on wool are resistant to light fading; and • sensitive colours may be partly faded from previous exposure such that subsequent fading occurs more slowly. Sensitive materials may be at risk of light damage. Light levels were measured during the site visit: ■ 2300 lux near coloured textiles inside a toy crib and 1480 lux on the upper shelf at the base of the crib in the SJWHC storage room (Figure 10); ■ 250 lux near newspaper records stored on the upper shelf in the SJWHC storage room; and ■ 25 to 240 lux ranged throughout the Clarke Schoolhouse storage facility. Traditional benchmarks for display light levels include (Michalski 2017c): ■ 50 lux for textiles, works on paper, watercolours on any medium, photographs, feathers, etc.; ■ 150 lux for all oil and acrylic paint surfaces, polychrome, panels, furniture, etc.; and ■ 300 lux for stone, metal, etc., primarily to avoid contrasting lighting. Figure 10. Coloured materials stored inclose proximity to light sources are at risk of fading at exponential rates. Although short exposure during exhibition preparation, collection documentation or research does not contribute greatly to fading of sensitive colourants, constant (Table 2) or repeated exposure eventually causes noticeable fading of collection objects that have medium to high sensitive finishes or colourants. Therefore, blocking excessive light to all potentially vulnerable artifacts (e.g. coloured textiles, paper, wood, and leather) if staff or volunteers work in storage regularly would be prudent. Table 2. Number of years with constant exposure that will cause colour fading of sensitive materials (Michalski 2017c). Exposure Medium sensitivity High sensitivity amount (most furs, feathers, and "chrome" photographs) (most plant extracts, ballpoint inks, 'colour" photographs) Just noticeable fade Almost total fade Just noticeable fade Almost total fade 50 lux 20 — 700 years 400 — 20,000 years 1.5 — 20 years 50 — 600 years 150 lux 7 — 200 years 200 — 7,000 years 1/2 - 7 years 15 — 200 years 500 lux 2 — 70 years 70 — 2,000 years 1/7 — 2 years 5 — 60 years 5,000 lux 2 months — 7 years 7 — 200 years 5 days — 2 months 6 months — 6 years Clarington Museums and Archives Facilities Assessment Final Report, May 2018 16 57 ww Recommendations Block ultraviolet radiation. Since ultraviolet (UV) radiation is not essential for accessing or viewing objects, eliminating UV radiation entirely is highly recommended. This can be done by installing solid state lighting (LED lamps) which are also more energy efficient. If UV remains present from other sources (e.g. windows), consider an absorbing material between the light source and the object: • film adhered to window glass; ■ UV absorbing blinds in front of windows, either clear film or types that also reduce light levels; and ■ UV absorbing glazing in a frame or case. All filters eventually need replacing as their absorption capacity is lost with time, even though most last for a decade or more. Each method has its limitations: ■ removing film adhered to original window panes carries a risk of breaking the glass; ■ blinds need to be drawn to work; ■ clear film blinds almost give the look of an open window and are less likely to be raised for more light; ■ solar screens block UV, lower light levels, and, by blocking solar heat, can increase energy efficiency. The degree of blocking effectiveness depends on the "openness factor": the more opaque the blind, the more UV is blocked. Balancing openness so that the outdoors is still visible through windows with UV reduction will make it more likely that blinds will be kept down. Configure artifact and archival storage to permit controlled, serviceable lighting above shelves. Lighting control and serviceability can be maximized when the layout of the new storage rooms are planned: functional zones can be aligned with banks of lights, as they currently are (Figure 11 current layout), so that those over storage shelving can remain off when staff do not need access, reducing exposure to unboxed artifacts and/or records and reducing electricity costs; shelving can be arranged perpendicular to light banks so that all units are well lit (Figure 11 proposed layout): ■ particularly important if high density storage is possible; and if static shelving is arranged parallel to light fixtures, the space under light fixtures would need to be reserved for aisles. Clarington Museums and Archives Facilities Assessment Final Report, May 2018 17 PP ww Reduce light exposure of sensitive materials. As repeated light exposure eventually causes noticeable fade of finishes and colourants, sensitive artifacts (e.g. coloured textiles, paper, and leather) should not be stored in close proximity to light fixtures. However, if these locations are unavoidable then consider: ■ storing textiles in archival quality or acid -free cardboard boxes; • covering rolled or hanging textiles with prewashed unbleached cotton fabric; • storing paper (e.g. newspapers) in archival quality boxes or folders; and ■ storing leather in unbuffered acid -free cardboard boxes. If ordinary cardboard boxes are utilized, ensure they are lined with archival paper, foam or fabric or use archival enclosures for objects. Objects stored in boxes should also be checked regularly for insect infestation, as well as other changes in condition (Gilroy and Godfrey 1998). CURRENT LAYOUT Light switches align with functional zones I t PROPOSED LAYOUT Light switches align with functions Shelving perpendicular to fixtures Figure 11. Light switches are currently aligned with functional zone; however, lighting will be maximized for all shelves if units are arranged perpendicular to the light fixtures. 3.4 Increase fire protection for collections Current Strenaths and Challenaes CM&A buildings are fire resistive. The SJWHC provides a largely fire -resistive structure to house the collection and protect people. Fire -resistive features include: concrete foundation and mostly brick exterior walls; interior concrete walls that also surround the storage area; and entry and emergency exit fire-resistant doors in storage. Clarington Museums and Archives Facilities Assessment Final Report, May 2018 59 `F:3 40 Less fire resistive features of the SJWHC include: . large glass panel windows on the main floor; • compartmentalized spaces in storage that are not likely fire -rated to 60 minutes, as they may be composed of normal drywall. With its mostly brick exterior walls, Waverly Place provides a somewhat fire -resistive structure to house the collection and protect people. The Clarke Schoolhouse storage facility also provides a somewhat fire -resistive structure. Fire - resistive features include the concrete foundation and metal fabricated exterior walls. Less fire resistive features of the Clarke Schoolhouse storage facility include: ■ wood -frame structure ■ wooden doors, one with a window Facilities have basic fire protection, but no automatic fire suppression. The SJWHC has basic fire protection measures in place that provide for life safety: ■ automatic smoke detection throughout the facility (including storage) and heat detection in the basement kitchen; ■ fire pulls and fire alarm bells throughout; ■ two emergency exits (one in the exhibition space and one in storage), in addition to the main entrance; ■ 9 fire extinguishers spread throughout the facility: one near storage and two in storage, while the remainder are in the exhibition gallery, in and outside the office, kitchen, server room, and furnace room; ■ emergency lighting throughout the facility. Waverly Place has similar basic fire protection measures in place: ■ automatic smoke detection throughout the facility; ■ fire alarm bells throughout; ■ two doors in addition to the main entrance that can be used as emergency exits; and ■ fire extinguishers available on each floor. Fire protection in the Clarke storage facility may meet code requirements for a building that is usually not occupied: ■ one emergency exit, in addition to the main entrance; ■ fire extinguishers near both doors on either side of the facility; and ■ emergency lighting. No facilities have automatic fire suppression so fires cannot be extinguished or their spread controlled without the presence of firefighters or trained staff (small fires only). Response to fires depends on: ■ multi-purpose fire extinguishers throughout the buildings; • staff who have been trained to use extinguishers; • a municipal fire station less than 5 minutes away in Bowmanville; ■ a fire hydrant across the road on Temperance Street (for the SJWHC) and Wellington Street (for Waverly Place); • use of roughly five to ten times as much water under higher pressure from fire hoses to Clarington Museums and Archives Facilities Assessment Final Report, May 2018 19 • C ww control and put out flames (Stewart 2017). In addition, the Clarke Schoolhouse storage facility does not have automatic fire detection. This is of significant concern, particularly when the site is unoccupied. Once started, a fire is likely to spread quickly since the building is comprised of one large open space in a remote area. This could easily result in total loss of the collection before being detected by neighbours. Using the control level model developed from Canadian museum fire statistics by Jean Tetreault of the CCI in consultation with fire experts (Tetreault 2008), we classify the fire risk to collections in all facilities belonging to the CM&A as "high" due to the potential loss of a considerable amount of heritage value in the collection in roughly 150 years. Crowded storage puts collections at greater risk. As collections and non -collections are stored on the floor in storage (including throughout aisles), the space has become crowded. In the event of a fire, flames are more likely to spread quickly given the close proximity of items in storage. Crowding may prevent first responders from fully accessing the space, putting the collection at greater risk of damage. For this reason, storage should be kept clean and orderly (Baril 1997). Staff are not well prepared for fire emergencies. The CM&A does have a Disaster and Fire Safety Plan in place; however, both documents exclude the Clarke Schoolhouse and its adjacent storage facility. Fire exits should permit safe evacuation of staff and visitors in the event of a fire at the SJWHC or the Clarke Schoolhouse; however, Waverly Place could be problematic. Strategies to deal with damage to all buildings and collections (including evacuating valuable collections at risk) have not been considered. Recommendations Install fire detection at the Clarke Schoolhouse storage facility. Fire detection, preferably smoke detection, is highly recommended, even if objects stored on site may be more robust to fire than other types of materials. Smoke detection will provide early warning of slow-growing smoldering fires (Stewart 2017). Smoldering fires can lead to extensive damage; however, detection in combination with fire suppression would initiate faster response and minimize damage to collections. Install fire suppression in conjunction with storage upgrades, if feasible. Automatic fire suppression systems are recognized as highly effective in fighting the spread of fires in their early stages (Stewart 2017). Weighing the feasibility and cost of fire suppression against the cost of remediation and the potential for loss of irreplaceable collections is recommended as part of facility maintenance planning for the CM&A. Automatic fire suppression would not only better protect the building and the collection, but also staff and visitors. Renovations in preparation for storage reorganization will provide an optimal opportunity for installation. CCI recommends wet -pipe sprinklers despite the slight risk of locating water -holding pipes in collection spaces. These systems are more reliable and less costly to install and maintain. Water Clarington Museums and Archives Facilities Assessment Final Report, May 2018 20 61 ww damage, although undesirable, is more likely to respond to conservation treatment than fire or soot damage. Moreover, water damage from sprinklers is likely to be more localized and less severe than that caused by fire hoses. If systems are well maintained, accidental discharge is unlikely. Integrate fire safety inspections into housekeeping routines. Regular fire safety inspections, following a checklist (Baril 1997) and based on an assessment and recommendations by local fire officials, are encouraged and could be integrated into formal maintenance or housekeeping routines. Such inspections and correction of deficiencies is especially important in buildings with no automatic fire suppression. Develop and document fire emergency response and salvage procedures. The Disaster and Fire Safety Plans do contain some information for the SJWHC and Waverly Place; however, the plans should be modified to articulate specific details including those pertaining to the Clarke Schoolhouse and its adjacent storage facility. To improve the effectiveness of these documents and the response by staff, plans should include: ■ a completed disaster team list with names and phone numbers, updated annually; ■ identified "high priority" objects at each facility, so response teams can focus their efforts on their safekeeping during an emergency; ■ more details on emergency training programs (e.g. training schedule and exercises); ■ a list of emergency supplies and equipment (including personal protective equipment) with information on available inventory, purchasing vendors and associated costs; ■ floor plans of each facility with the following highlighted: evacuation route, "sweeper" zones, meeting points, location of utility shut offs, fire alarm pulls and extinguishers, first aid kits, etc.; ■ salvage procedures that address moving, packing, temporarily stabilizing, cleaning, drying, and deaccessioning severely damaged collection items. The CCI Emergency Response Planning Workbook (2018) can provide guidance for elaborating the response plan and developing simple training activities. 3.5 Enhance collection security Current Strenqths and Challenges CM&A facilities can provide adequate security for collections. The site surrounding the SJWHC and Waverly Place promotes security in several ways: ■ location in a community that has somewhat less property crime per capita than the Ontario average (Statistics Canada 2017; Durham Regional Police Service 2015); . location next to the intersection of three relatively busy streets; ■ clear sight lines from the road along the south-east (front) side of SJWHC where windows and operable doors are located; ■ lit overnight by street lighting, ■ building lighting on all four sides; and Clarington Museums and Archives Facilities Assessment Final Report, May 2018 21 62 ww ■ a location roughly 5 minutes away from the local police detachment centre. Other characteristics of the site potentially increase security risks: ■ not well separated from downtown and residential neighborhoods; ■ sight lines from the road are shielded by trees and bushes (all sides of Waverly Place) where windows and operable doors are located; There is some evidence of vandalism on exterior walls of the SJWHC. An incident did occur where vandals shattered a front window with a rock. As a result, additional lighting was added to the roof to discourage individuals from hanging around the site at night. The location of the Clarke Schoolhouse storage facility promotes security in several ways: ■ location in a community that tends to have less property crime per capita than the Ontario average (Statistics Canada 2015; Durham Regional Police Service 2015); ■ location next to a relatively busy highway that is currently undergoing expansion; ■ clear sight lines from the road along the south (front), east (side), and north-west (back) of the building where operable doors are located; and ■ building lighting at the main entrance and north-west doors. Other characteristics of the site potentially increase security risks: location near a busy highway with no local pedestrian traffic or street lights, where vandals and thieves would not easily be identified; a location roughly 20 minutes away from local police detachment centre. Access to facilities and collections is reasonably controlled. All buildings provide a reasonable level of security for collections: buildings and storages are locked when staff or volunteers are not present; intrusion alarm systems (with door contact alarms and motion detection) are installed to detect unauthorized access after-hours. However, non -museum staff are granted unsupervised access to storage at the SJWHC to conduct work on the computer server when required, as observed during the site visit. Although an uncommon situation, no permanent staff were present, highlighting a potential security issue with access to collections. Facility access by a determined perpetrator is not overly difficult: door hardware is basic with keyed handles and exposed hinges on all doors at the SJWHC (except the main entrance) and Waverly Place: ■ the main entrance door at the SJWHC is equipped with automatic glass sliding doors that are locked by key; emergency exit doors (including in storage) at the SJWHC have exposed hinges that could be removed, providing access to the space without unlocking the door (Figure 12); artifact storage is not highly secured, although its location is not obvious: ■ the door to artifact storage in SJWHC is marked "Staff Only Please"; ■ the Clarke Schoolhouse storage facility is not identified as storage; Clarington Museums and Archives Facilities Assessment Final Report, May 2018 22 63 ww • openable windows on Waverly Place are large enough for entry and are accessible from ground level and the front deck; . no camera surveillance captures details of break and enter on any exterior facilities. Although unauthorized intrusion would be detected, a motivated criminal would not be overly deterred by an alarm system if response might be delayed, as could be reasonably expected at the Clarke Schoolhouse and storage facility. Recommendations Rearrange storage space to maximize collection security. For adequate control over access to the artifact and archival collection, consider: Figure 12. Exposed door hinges on emergency exit doors at the SJWHC might be removed by a determined perpetrator. ■ physically separating collection storage from space to be used for exhibition preparation, for receipt of new acquisitions, and for storage of non -collection materials and equipment; ■ relocating the server out of storage so technicians do not need to enter the space in the future; alternatively, ensure permanent CM&A staff supervise technicians while working in storage. Secure hinges and pins on exterior doors where necessary. Most exterior doors have hinge pins exposed on the outside since they open outward to facilitate emergency egress. When hinge pins are removable, the doors can, in principle, be taken off to provide unauthorized access. Such access would be detected at any door with contact alarms. Nevertheless, it is prudent to have non -removable hinges and hinge pins on exterior doors of collection buildings. This can be remedied on existing hinges by drilling and peening or modifying the middle hinge screws (Kelly 1998). Consider installing camera surveillance. Although a dummy camera does exist in the basement of the SJWHC, it should be removed as it does not serve an authentic purpose and can easily be identified by experienced criminals. Its presence may also provide a false sense of security to staff and visitors; and will not provide any evidence in the event of an incident (Secure Engineering 2018). Strategic installation of surveillance cameras could increase the level of security and provide deterrents: ■ front-line staff could monitor visitors in spaces less visible from reception; • ideally, staff could also monitor the Clarke Schoolhouse storage facility from the SJWHC; ■ footage should be recorded and archived for 30 days to provide evidence for response in the event of an incident; • any use of camera surveillance should respect the privacy of individuals and follow guidelines for its use (IPC 2015). Clarington Museums and Archives Facilities Assessment Final Report, May 2018 23 64 ww 3.6 Maintain collections prevent water damage Current Strengths and Challenges Collections are at risk of water damage. Collections in the SJWHC, Waverly Place and Clarke Schoolhouse storage facility could be impacted by water as a result of pipe leaks, heavy rainfall or snowmelts. Collections in the SJWHC are at relatively low risk in its current configuration: ■ flat roof was replaced two years ago; ■ staff kitchen and public washrooms are located away from collections; ■ windows in collection spaces are designed with exterior window wells: ■ metal grates are raised approximately 6 inches above grade on concrete slabs reducing the likelihood of water entry from overland flooding (Figure 13). Collections at the Clarke Schoolhouse storage facility are at relatively low risk in its current configuration: ■ pitched roof with downspouts and gutters; ■ collections stored on grade, not below. Characteristics that increase protection include: ■ the facilities are located away from any rivers or lakes: ■ SJWHC and Waverly Place are Figure 13. Exterior view of window well with 6 inch slab located between Bowmanville of concrete preventing overland flooding. Creek and Soper Creek but not in a designated flood plain (CLOCA 2013); the sloped sites will encourage run-off away from facilities; a culvert south-east of the SJWHC directs heavy rain and snowmelt waters away from the facility. Characteristics that decrease protection: ■ storage below grade at the SJWHC; ■ operable windows (as part of window wells without drainage) in storage at the SJWHC (Figure 14); ■ three basement drains at the SJWHC (i.e. men's restroom, women's restroom and furnace room); ■ some records and artifacts are stored directly on the floor. In the event of a pipe leak, the presence of water will most likely be localized; however, since some artifacts NHPfT Figure 14. Operable windows in storage increase risk of water leaks and could potentially be a point of entry for determined thieves. Clarington Museums and Archives Facilities Assessment Final Report, May 2018 24 65 ww are stored directly on the floor they have an increased chance of being affected. Overcrowded collections are also at risk since direct contact may lead to damage. For instance, wet metal objects or components may corrode and stain other materials in contact (Tremain 2017). In addition, extended immersion in water can cause substantial damage to certain types of materials and artifacts, and potentially lead to total loss of some artifacts. Staff are not well-prepared to respond to water leaks. The CM&A does have a Disaster Plan that briefly outlines some procedures for dealing with the presence of water. Given the likelihood that incidents would involve localized leaks, serious loss due to this lack of preparedness is not expected. Nevertheless, quick appropriate response to water leaks that affect collections could reduce damage. Recommendations Reorganize storage in a manner that mitigates water risks. Reorganizing storage at the SJWHC will allow collections to be stored in a manner that mitigates potential water risks: ■ avoid storing collections directly below pipes (with the exception of the fire suppression system, if installed); ■ do not store objects directly on the floor or near windows; instead, ensure they are at least 10 cm above the floor and away from exterior walls and windows; ■ consider purchasing storage cabinets that are water-resistant; ■ avoid utilizing top shelves unless artifacts and records are stored in protective enclosures (e.g. plastic bins); ■ invest in water detectors that provide notification when water levels reach a certain height. Expand water leak emergency response and salvage procedures. The Disaster Plan includes very basic response and salvage strategies for wet collections, as well as initial response steps to deal with any leaks. Quick, appropriate salvage and stabilization methods, can minimize damage to artifacts and records. Ideally, the plan would inform occasional staff training exercises, perhaps timed for the arrival of seasonal staff. The CCI Emergency Response Planning Workbook (2018) can provide guidance for elaborating the response plan and developing simple training activities. 3.7 Manage the environment for long-term preservation Current Strengths and Challenges CM&A facilities provide only basic control of temperature and relative humidity. The CM&A offers limited environmental control for collections: ■ concrete block and metal fabricated constructions (e.g. SJWHC and Clarke Schoolhouse storage facility) provide poor thermal and vapour resistance; • collection spaces have no humidification or dehumidification. Clarington Museums and Archives Facilities Assessment Final Report, May 2018 25 M • ww Environmental loggers are being used to record temperature and relative humidity levels in collection spaces, although past records are inconsistent. Data available indicates that storage rooms in the SJWHC and Clarke facility meet ASHRAE D Class of control (Table 3) (Grattan and Michalski 2017) most of the time. As these spaces are designed without precision HVAC control, temperature and relative humidity varies with outdoor levels (Figure 15). Table 3. ASHRAE Classes of Control (ASHRAE 2011; Grattan and Michalski 2017) with relative risk to collections. Prevent damp. Reliably below 75% RH. High risk of sudden or cumulative mechanical damage to most objects *Short-term fluctuations are any fluctuations less than the seasonal adjustment; however, some fluctuations are too short to affect some less - sensitive artifacts and those that are enclosed. §RH and temperature set points: historical annual average for permanent collections or 50% RH with the temperature between 15 and 25°C. Waverly Place and the Clarke Schoolhouse continue to operate seasonally, therefore winter heating is less of an issue. The Clarke Schoolhouse storage facility provides cool storage (about 10°C) in winter which may be good for some collection objects (e.g. archival and modern materials) as long as damp conditions are avoided. However, low temperatures may lead to some objects sustaining physical damage when handled, due to increased fragility (e.g. modern acrylic paintings). That said, ordinary objects have routinely survived -30°C (Michalski 2017b). Clarington Museums and Archives Facilities Assessment Final Report, May 2018 26 67 Maximum fluctuations and gradients in controlled spaces Class of control Short-term* fluctuations and Seasonal adjustments in system set space gradients points§ Risk to Artifacts AA Precision control, minimal seasonal ±5% RH RH no change. No risk of changes to temperature only. ±2°C Up 5°C and down 5°C. mechanical damage to most objects A Good control, seasonal change to ±10% RH RH no change. Small risk of temperature only. ±2°C Up 5°C and down 10°C. mechanical damage to high vulnerability objects A Good control, some gradients or ±5% RH Up 10% RH and down 10% RH. Small risk of seasonal changes. ±2°C Up 5°C and down 10°C. mechanical damage to high vulnerability objects B Control, some gradients plus winter ±10% RH Up 10% RH and down 10% RH. Moderate risk of temperature setback. ±5°C Up 10°C (but not above 30°C) and down as mechanical damage low as necessary to maintain RH control. to high vulnerability objects C Prevent all high risk extremes. Within range 25-75% RH year-round. High risk of Rarely over 30°C, usually below 25°C. mechanical damage to high vulnerability objects Prevent damp. Reliably below 75% RH. High risk of sudden or cumulative mechanical damage to most objects *Short-term fluctuations are any fluctuations less than the seasonal adjustment; however, some fluctuations are too short to affect some less - sensitive artifacts and those that are enclosed. §RH and temperature set points: historical annual average for permanent collections or 50% RH with the temperature between 15 and 25°C. Waverly Place and the Clarke Schoolhouse continue to operate seasonally, therefore winter heating is less of an issue. The Clarke Schoolhouse storage facility provides cool storage (about 10°C) in winter which may be good for some collection objects (e.g. archival and modern materials) as long as damp conditions are avoided. However, low temperatures may lead to some objects sustaining physical damage when handled, due to increased fragility (e.g. modern acrylic paintings). That said, ordinary objects have routinely survived -30°C (Michalski 2017b). Clarington Museums and Archives Facilities Assessment Final Report, May 2018 26 67 ww Built in 1965, the SJWHC is starting to deteriorate as evident through the spalling concrete on the interior walls (Figure 16 left). Spalling is the result of the pressure of salts and freeze -thaw cycles of moisture that is trapped under the concrete surface which forces off the outer surface or layers of the material (Grimmer 1984). Closer detail of spalling indicates that the problem has been ongoing for some time, as past occurrences have been covered with paint. Spalling can lead to serious structural issues and can be directly related to the presence of efflorescence — which is an indication that water has found an entry point into the structure. This was observed only on the north side of the building, indicating that the issue is currently localized (Figure 16 right). u SJWM ARX!! 0 3j&a99 a% mN as McmcrN ORa50] N 0 CM 31ceAge BIKN nri* r��iv W mrT mnx DY9111 r 1't]Dtr�aYUM � -#']4 I Ir GC.'IL GJiYG SIE lirm DIM] M! DLIT DJNx X174 Dan iris izmve GAtao- Ob"C! 12 M.Wi0UWr4ebo- Figure 15. Environmental data of the SJWHC (top) and Clarke Schoolhouse storage facility from May 2016 to July 2017 indicate that facilities meet an ASHRAE D class of control. Clarington Museums and Archives Facilities Assessment Final Report, May 2018 27 68 40 Figure 16. (Left) Evidence of spalling concrete in CM&A offices on the main floor of the SJWHC. (Right) Visible efflorescence on north side of the SJWHC indicative of moisture issues in the building envelope. Damage to artifacts may occasionally result from poor environmental control. The relatively good condition of most artifacts in the collection reflects their robustness to the effects of a variable environment: ■ some objects are made of materials (glass, ceramic) that are likely not affected by relative humidity and temperature; ■ many wooden objects and furniture have been exposed to fluctuating environments for decades or more and are thus "proofed" to their effects; therefore, future damage is less likely (Michalski 2017a): ■ storage in boxes or cabinets will buffer environmental conditions to some degree. Artifacts in less than pristine condition may be consistent with the historic period depicted in the CM&A exhibits. Apparent "damage" may be acceptable for interpretation that is focused on local history rather than art and design; and some may even predate acquisition of the object. The SJWHC storage room and Clarke Schoolhouse storage facility meet ASHRAE D class of control most of the time; however, conditions do reach dampness (over 75% RH) for short periods (Michalski 2000). Recent environmental data demonstrated relative humidity reaching 90% /� �y °n 1000 _ __________ T___________ T__________ in August 2017. Though this W particular occurrence was the,. D result of major fluctuation (in one --------------- ----- -- -----------t---------- day), if this high level of RH is �I consistently maintained for 3 0 � � y days, mould will develop on w ---------�---- - - --------- ---------- sensitive materials (leather, P 1 Qr� I - textiles, paper) and active corrosion will develop on clean iron and copper alloys such as 50% 60% 70% 80% 90% 100% agricultural tools and implements RELATIVE HUMIDITY (Figure 17). Figure 17. Time to onset of visible mould (Michalski 2017a). Clarington Museums and Archives Facilities Assessment Final Report, May 2018 2$ r�f• • ww Artifacts displayed or stored openly are susceptible to gradual soiling by dust. Dust build up on artifacts is expected in storage and exhibition spaces but not at a fast rate: ■ facilities are not located in industrial areas, so they may not experience high levels of pollutants; ■ visitation is not very heavy, limiting dust tracked in and deposited by visitors; ■ most artifacts are exhibited in display cases; ■ many records are stored in boxes or cabinets. Overall museum spaces appeared reasonably clean, although evidence of dust and dirt build up was observed during the site visit in storage, especially at the Clarke Schoolhouse storage facility. Hired contractors are responsible for cleaning public and non-public spaces at the SJWHC and Waverly Place on a weekly basis, which includes exhibition spaces where artifacts are displayed. The Clarke Schoolhouse storage facility is cleaned approximately three times a year; however, not by hired contracted cleaners. Curatorial staff are responsible for cleaning of exhibition spaces, storage and artifacts, as required. Recommendations Upgrade the SJWHC building envelope. As spalling can lead to structural issues, it is highly recommended that the cause be identified and rectified immediately before the structural integrity of the building is diminished. Additional issues to consider include: ensure that the building envelope is well -sealed against air infiltration or vapour diffusion for higher levels of control: ■ monitor the recent roof replacement; ■ non-operable windows are preferred; ■ door and window seals need to be reliable; install impermeable vapour barriers inside the insulation to prevent condensation within exterior walls: ■ contact a specialist to determine if ventilating the brick exterior to eliminate moisture would be appropriate; ■ consider retrofitting concrete caps of cantilevered walls to provide adequate water drainage away from brickwork; prevent condensation of humidified air on cold surfaces as they can lead to spalling of concrete masonry, mould, wood rot and high insect infestation risk. Improve relative humidity control in conjunction with storage upgrades, if feasible. As previously noted, the SJWHC storage room and Clarke Schoolhouse storage facility meet ASHRAE D class of control most of the time (Michalski 2000). With damp conditions (over 75% RH) periodically reached, improving control would be highly recommended for long-term collections care and preservation. Achieving ASHRAE C class of control for the SJWHC may be feasible through HVAC upgrade or installation of stand-alone units for room -level control. Use of portable humidifiers and dehumidifiers could prevent all extreme environmental risks if HVAC solutions are not possible (Table 3; Michalski 2000). However, this would be a temporary solution as museum staff would be required to monitor these units to ensure they do not become a water Clarington Museums and Archives Facilities Assessment Final Report, May 2018 29 70 ww risk (Michalski 2017a). Alternatively, high value objects currently stored openly could be stored in archival boxes to provide a buffer against extreme environmental conditions. Develop protocol to collect environmental data consistently. CM&A has the equipment to monitor collections environments; however, they are not being used to their full potential. We recommend that data is downloaded and archived regularly as follows: . base graphs on data points every 15-30 minutes (although once per hour is good enough); • show data by month; ■ set consistent temperature axes, 0-30°C; • set consistent, preferably separate relative humidity axes, 0-100%; . use colours consistently to distinguish temperature and relative humidity (e.g. red for temperature and blue for RH). Excellent, easy to interpret graphs of environmental data can be useful as support for building upgrades. Access to certain loans or travelling exhibitions may also be contingent on being able to provide lenders with recent, detailed graphs that demonstrate the level of environmental control. Upgrade display and storage methods to enhance environmental control. As collection storage rooms and galleries are upgraded, appropriate choices can reduce risks for very sensitive artifacts or for spaces that have limited environmental control: ■ well -sealed display cases slow seasonal changes, reduce short-term fluctuations, and limit dust infiltration; . use of appropriate hygroscopic materials as part of display case designs (wood, textiles, paper) helps buffer relative humidity changes; ■ use of boxes or covers with little air space inside creates buffered, micro -environments and excludes dust (Michalski 2017a). Such enclosures will be most effective if designed and constructed in conjunction with plans to reconfigure collections storage and develop a multi-purpose area with a visible storage exhibition. 3.8 Integrate pest management Current Strenaths and Chall Pest infestation is an ongoing concern in older buildings. A mixed archival and historical collection includes materials such as paper, leather, woolen textiles, and wood that are at risk of damage from rodent, insect pests and mould. The facilities of CM&A provide reasonable barriers against pests — equivalent to what Strang and Kigawa (2009) categorize as control level 3 of six levels of progressively better pest management. The SJWHC has some characteristics that resist pests: ■ thick cement and brick walls with few cracks; ■ most exterior doors have seals and thresholds; ■ light-coloured room finishes in storage which aids in pest detection. Clarington Museums and Archives Facilities Assessment Final Report, May 2018 30 71 ww Other building and site characteristics increase the likelihood of infestation: • deteriorated seals at the base of exterior doors that lead directly into collection spaces (Figure 18); . bushes along some exterior walls. Waverly Place has some characteristics that resist pests: ■ thick brick walls with few cracks; . most exterior doors have seals and thresholds. Other building and site characteristics increase the likelihood of infestation: ■ wood siding, structure and decks; ■ bushes and flower gardens along some exterior walls (less so on the upper level). Figure 18. Degradation of rubber flap on emergency exit door in storage (view from exterior). Clarke Schoolhouse storage facility has some characteristics that resist pests: ■ metal walls with no cracks; ■ most exterior doors have seals and thresholds. Other building and site characteristics increase the likelihood of infestation: ■ wood -frame interior; ■ doors left open in summer during open hours; ■ bushes and flower gardens along some exterior walls. Pest monitoring and cleaning procedures manage the risk. The CM&A uses both formal and informal methods to monitor the presence of pests: ■ Lloyds Pest Control is contracted to monitor pest activity on site monthly using bait traps primarily for rodents; ■ recently the company has documented a low level of activity; ■ core staff have some training in museum pest management and can note the presence of uncommon insects. CM&A staff are also aware of the risk of infestation: ■ cluster flies were exterminated at the Clarke Schoolhouse in spring and fall of 2017; • mice were observed at all facilities; ■ bats were observed in the Clarke Schoolhouse storage facility in fall/winter of 2017. Though bats are more harmful to heritage structures than to collection objects, their presence at the Clarke Schoolhouse storage facility remains a health hazard for CM&A staff and visitors (Strang and Rigawa 2017). Housekeeping routines are designed to keep the museum buildings tidy and to remove garbage as it accumulates: Clarington Museums and Archives Facilities Assessment Final Report, May 2018 31 72 ww ■ garbage is checked daily; ■ garbage dumpsters are set near the parking spaces outside Waverly Place; ■ regular housekeeping routines maintain cleanliness; • special cleaning routines after events manage the added risk associated with food in museum spaces. However, cluster fly carcasses have not been removed from Clarke Schoolhouse (Figure 19). Their presence can attract other pests that could be harmful to collections. The museum's collection nevertheless remains at risk: ■ crowded collection storage rooms causing difficult access for effective casual or formal monitoring; ■ collection intake space opens directly into artifact storage — a common way that museum insect pests are likely introduced; ■ dust, which can harbour insect pests, accumulates in corners that are difficult to clean. Figure 19. Cluster fly carcasses inside Clarke Schoolhouse following professional extermination. A reasonably resistive building envelope combined with regular monitoring, may adequately manage pest risks to a collection; however, infestations can be expected from time to time with damage limited to few artifacts, if identified quickly. Therefore, sensitive objects and those stored in boxes should be checked regularly for insect infestation, as well as any other changes in condition (Gilroy and Godfrey 1998). Staff reported no recent collection damage due to pests; however, insect casings and areas of loss were found on textiles in the SJWHC storage room (Figure 20). Figure 20. Evidence of insect casings (left) and areas of loss (right) were found on textiles in close proximity to the emergency exit door. Some loss may predate acquisition. Appropriate record keeping and regular collection inventories would allow staff to identify new damage and infestation issues. Clarington Museums and Archives Facilities Assessment Final Report, May 2018 73 32 ww Recommendations Increase pest -resistance through storage upgrade. Conducting a storage reorganization project will provide the opportunity to improve pest -resistant features for the building and storage rooms; therefore, consider integrating features that deter pests (MuseumPests.net 2016; Strang and Kigawa 2009): • seal ledges and nooks that could serve as roosting sites for birds or bats; ■ re -seal doors and windows; ■ use summer dehumidification to prevent damp environments which are favoured by many museum pests and required for mould growth; ■ remove vegetation adjacent to exterior walls (e.g. about 1 metre of pea gravel over landscape fabric) or at least avoid flowering plants — although landscaping can include gardens further away; ■ use light-coloured finishes (e.g. newly installed walls, new storage furniture) that aid pest detection; ■ if room finishes are upgraded, install smooth, easy to clean sealed concrete, tile, sheet vinyl, or hardwood flooring (not carpet) and coved wall bases; ■ store all collections in shelving and cabinets raised off the floor to permit thorough cleaning; ■ design or select visible storage exhibit furniture that facilitates regular cleaning around and under cases and occasional inspection and cleaning of artifacts within; ■ provide a quarantine space for inspection of new acquisitions separate from collection storage; ■ provide separate space for storing non -collection materials. Clarington Museums and Archives Facilities Assessment Final Report, May 2018 33 74 ww 4. Recommendations for storage reorganization Despite limited resources, a small staff and a sizable collection, the CM&A staff are reasonably managing the preservation risks to artifact and archival collections. This report has highlighted where improvements might be made. The advice provided below is drawn from the RE-ORG Method, which is available online: https://www.iccrom.orWsection/preventive-conservation/re- org. The method includes the self-evaluation tool that captures a snapshot of key issues affecting the functionality of collections storage rooms (highlighting strengths and weaknesses); a workbook providing step-by-step instructions that will apply to most projects; worksheets to capture all essential information; and additional resources that provide more specifics, if needed. 4.1 Preparatory work Assess and address health and safety concerns. Before storage reorganization can begin, health and safety issues should be addressed with help from the Municipality's Health and Safety Officer. It would be beneficial to remove asbestos floor tiles at the SJWHC, as they not only pose health risks if not maintained, but would allow for the installation of compact shelving units in the space. If the presence of bats at the Clarke Schoolhouse storage facility persists, then the Health and Safety Officer should examine the site in order to provide appropriate recommendations. A professional bat removal company should also be contacted to relocate the bats to ensure the space remains safe for staff, volunteers and visitors. Determine floor load capacity. High density or compact shelving maximizes the amount of floor space occupied by storage units. Since the SJWHC storage room is currently overcrowded, installing compact shelving would maximize usage of the space available. A floor loading capacity of 250 pounds per square foot (psf) is typically required for high-density mobile storage or for large and heavy objects (e.g. pianos and organs). Since the storage is located in the basement and directly on the foundation, it would likely withstand the load. It is recommended that the CM&A have a structural engineer confirm that the floor can support the weight of a high-density system before purchase. Set up a temporary storage room (swing space). A temporary storage room (or swing space) is intended to house objects that are being moved out of storage, including problematic objects that are uncovered throughout the reorganization. Ideally, this area would be outside the current storage enclosure (upgrading room finishes, HVAC or fire protection, if included in the project, may also be easier if collections are fully or partly removed). If this is not possible, a corner within the space could be designated for this purpose. Clarington Museums and Archives Facilities Assessment Final Report, May 2018 34 75 ww It can be easier to move all objects into the temporary storage room and begin with an empty room; however, given the space available, this may not be a feasible option for the CM&A. At the SJWHC, the basement meeting room may be a feasible option and could be fitted with temporary shelving to utilize vertical space more efficiently. If additional space is required, the former "staff' room adjacent to the kitchen could be utilized or parts of the basement lobby separated off, as long as public access could be restricted during the reorganization project. Since the temporary storage room will not likely be the objects' final destination, it would be helpful to separate problematic objects from the rest of the collection that the museum is sure to keep. While the storage is extensively reconfigured, using multiple rooms would be prudent so consider designating a space for: • Objects immediately returning to storage (swing space); ■ objects intended to be deaccessioned; ■ objects requiring processing. Plan to hire additional staff or contractors to help with the implementation. Given the current condition of storage, undergoing a reorganization project of such magnitude requires a collaborative team effort (i.e. more than one member of staff). Ideally, three to five team members would be helpful with one team leader guiding the entire process. Separating the project into multiple phases allows for the hiring of project staff (including summer students) and contractors. For instance, contractors could be hired to reconfigure walls and doors in storage during early stages of the project, while summer students could be hired later on to assist with relocating objects back into storage. 4.2 Define storage needs Define and analyze the collection using object categories Each object type and size has specific storage and handling requirements that will determine the required storage solutions. To plan the storage reorganization, it is essential to understand how much material there is and of what type, and the first step to understanding this is to develop relevant object categories (Table 4) according to their retrieval requirements using a spreadsheet (Appendix C: Worksheet 6A — Collection Analysis). The collection analysis will allow you to estimate how many extra units you need to house objects that are not currently housed in units (e.g. on the floor); and to analyze whether objects could be regrouped to use space more efficiently. It would also be useful to highlight sensitive object types to ensure they get stored in appropriate environmental conditions (e.g. controlled visible storage display cases, polypropylene bags, etc.). Begin with the larger and heavier ones, as they will require a more significant investment in terms of equipment, and since the requirement for other object types will be clearer: Clarington Museums and Archives Facilities Assessment Final Report, May 2018 35 76 40 Table 4. Suggested object categories (adapted from ICCROM's RE-ORG Method: Additional Resources, No. 10) Object category Extra heavy or voluminous objects (e.g. pianos, organs, vault) are difficult to manipulate. These would be best stored at ground • �. level, with shelving above for lighter objects. Any particularly s: vulnerable objects (e.g. some finer furniture currently in storage) could be stored in a special section of the museum storage area on to facilitate rolling platforms retrieval. n I fi. (Fitzgerald, Chaney and Shepherd 1992)* 2 Very heavy self-supporting objects (e.g. furniture, agricultural ` machines) can be carried by one person using specialized equipment. These could be stored on rolling platforms or pallets. (Re-org tumblr)* 3 Heavy self-supporting objects (e.g. sewing machine) can be carried by two people. Large objects of this type could be stored on pallet racking while small to medium ones could end up on shelves. 4 Long and thin objects (e.g. agricultural tools) could be stored on fixed wall (or pegboard) or sliding racks. (Re-org tumblr)* 5 Light self-supporting objects (e.g. vases, clocks, dolls, books) can be carried with two hands. These could be stored on shelves. Clarington Museums and Archives Facilities Assessment Final Report, May 2018 36 77 ww 6 Small objects (e.g. coins, silverware) can be carried in one hand. These could be stored on shelves or in drawers. (Canadian Conservation Institute 2013) 7 Rolled textiles (e.g. blankets, rugs) could be hung (using S -hook and chain system) above shelves or angled walls if space is available but underutilized. 4 1 l __7 Y� (Re-org tumblr)" 8 Boxed textiles (e.g. hats, costumes) could be stored on metal shelving. 9 Hanging textiles (e.g. costumes) could be stored in cabinets or on walls, using wooden dowels and wall brackets. If there is an abundance, consider a two-tier arrangement to maximize the use of vertical space. ". ", (Ghadban, Lambert and Mulrooney 2016)* 10 Flat objects (e.g. unframed drawings, maps) could be stored in flat file known Remember to metal cabinets (also as map cabinets). elevate cabinets to ensure they are not stored directly on the floor. (Williams 1992)' Clarington Museums and Archives Facilities Assessment Final Report, May 2018 37 i ww 11 Rolled documents (or records) (e.g. architectural plans) could be stored on existing shelving units that are fitted with tube compartments. (ICCROM 2017) 12 Framed objects (e.g. photographs, paintings) that are small could be hung on wall racks or pegboard, while large or heavier framed objects could be stored on compartmentalized shelves. (Re-org tumblr)* *Instructions for creating storage solutions can be found on the corresponding webpages (i.e. STASHc, Re-org tumblr) — see References for weblinks. Determine current unit fullness for each room This step will be helpful to develop an inventory of available storage surface and units, by type. For each unit type, comparing the average fullness (%) with the total surface offered, shows how much extra surface is needed or how much surface is available. Worksheet 4 — Assessment of storage furniture and space (Appendix D) can be customized to reflect the type of units in each room; and extra lines can be added as required. Compare Worksheet 4 and 6A to identify what units can be kept, modified and/or replaced based on specific object categories. Contact shelving suppliers to obtain quotes for new furniture and determine if the CM&A can afford to install compact shelving. As previously noted, the CM&A is currently utilizing 100% of its floor space at the SJWHC with static shelving, making the storage room 200% full. In order to maximize the use of space, compact shelving would be the best option as it utilizes 80% of floor space. If compact shelving is not an option, try to refill museum storages (both at the SJWHC and Clarke Schoolhouse storage facility) with as much metal and industrial shelving as possible, as they will permit more adaptability and the safe storage of objects than the existing library shelves. For instance, extra heavy or voluminous, very heavy self-supporting, and heavy self-supporting objects, could potentially be stored on pallets or wheeled platforms directly on the floor (provided the supports raise the objects at least 15 cm off the floor) as the lowest storage location under metal and industrial shelving. This would permit safe retrieval and allow for the storage of lighter objects above. This would also be an adaptation of the example provided in Table 4 for extra heavy or voluminous objects (category 1). Clarington Museums and Archives Facilities Assessment Final Report, May 2018 38 79 ww Objects will have to be further regrouped by size to be able to adjust the shelf height to maximize space usage. Industrial racking and pallets will need to be installed in a customized layout based on the largest objects' geometry. One likely configuration would be that the heavy self-supporting objects get placed on pallets, on shelves above the extra heavy or voluminous objects (at ground level). 4.3 Decide how the collection will be regrouped A critical step in this process will be to decide how objects are to be regrouped, as this will affect the storage unit design and storage room layout. In addition, consider separating the archival collection from the remaining museum collection. This separation will permit better usage of space; provide more access control; and maintain order by storing similar object types collectively. Identifying all outliers early on ensures that they are accounted for in the layout plan and are not an afterthought. Outliers could include particularly heavy, voluminous or long objects that do not fit in standard shelving or racks, or objects with special needs (legal, health and safety). Even though their number may be small, these are typically the objects that are seen blocking access to aisles or other storage units (Figure 21). The most space efficient arrangement will be one that favours grouping objects by size. However, from a curatorial perspective, it is often not practical to focus exclusively on size when grouping objects. For example, grouping works of art on paper and frames in the same drawer just because they are of the same size may not be useful; in this case, one could opt to first group by object type (e.g. paintings), and then by size (small, medium, large). 4.4 Create a layout proposal Figure 21. Outliers currently stored on the floor in the SJWHC. Develop one (or several) proposals for the layout of storage units in each storage room. This will help team members understand how all the new and existing (i.e. reusable) units will fit in the space. Complete this by taking an empty floor plan of the storage space and using paper cutouts (sized to scale) on graph paper to represent storage furniture. Place the cutouts on the floor plan to develop different arrangements until the plan that provides better functionality and ease of access is determined. This could also be done electronically using specialized software. For proposed layouts, refer to Figure 22 and Figure 24 in 4.5 Develop an action plan: proposed action plan. Clarington Museums and Archives Facilities Assessment Final Report, May 2018 39 ww 4.5 Develop an action plan Following a number of decisions concerning equipment needs, layout, space reallocation, which the CM&A will have to make, a detailed action plan can be developed. Ideally, each collection storage space would be renovated one at a time to allow the CM&A to manage the considerable amount of object relocations. It would likely be more expensive and impractical for museum operations to relocate the entire collection offsite, do all the work at once, and return the collection. However, this could be another option to explore. Throughout the reorganization, follow the key principles for maximizing space usage: ■ Regroup objects of the same type within the space, but also regroup them by size; . Use the full "clear height" (i.e. useable vertical space below lighting fixtures, air ducts, water sprinklers) in all spaces; ■ Use the full usable floor space while maintaining safe access to collections to ensure injury to personnel and objects are avoided; ■ Use the full vertical space within shelving units by adjusting the shelf height; ■ Use all available wall space (provided walls are not damp or prone to condensation); ■ Whenever possible, use the surface area at the end of aisles by installing racks or pegboard; ■ Store long, thin objects on vertical racks instead of shelves; ■ Store small objects in boxes or drawers (or visible storage). Throughout the reorganization, follow these key criteria for functionality (from RE-ORG): ■ Storage areas will only contain objects that are accessioned ■ Storage areas have dedicated support spaces (office, workroom, non -collection storage) ■ No object is placed directly on the floor ■ Every object has been assigned a specific location in storage ■ Every object can be physically retrieved without moving more than two other objects (or boxes, or pallets, etc.) ■ Every object can be located within three minutes ■ The building and storage area offer adequate protection for the collection ■ Every object is free from active deterioration and is ready to be used for the museum's activities Proposed action plan The following is a proposed action plan the CM&A may wish to follow (or adapt as necessary). It is based on RE-ORG's key criteria where non -collection items (e.g. display cases, exhibition panels, office furniture, programming props) are not kept in storage; however, collection items that have been assigned accession numbers are stored here; and have been assigned a location so they can easily be accessed and used. Note that some tasks need to occur before others while some will overlap. Clarington Museums and Archives Facilities Assessment Final Report, May 2018 40 ww 1. Prepare spaces at the SJWHC for the storage reorganization project 1.1 Purchase / order new supplies, materials and equipment: • fixed wall racks; • compact shelving for museum collection; • compact shelving for archival collection. 1.2 Set up a designated location (not in storage) for all non -collection items and set up a swing space to temporarily accept collection items (i.e. install shelving to utilize vertical space): • for example, use the basement lobby and meeting room (one as a swing space and one to hold collections for deaccessioning), and use the former staff room adjacent to the kitchen for non -collections. 1.3 Remove non -collections and, as necessary, collections out of storage: • temporarily store unaccessioned objects and those pending deaccessioning in their designated swing space; • discard shelving and furniture that will not be reused. 1.4 Relocate the computer server out of storage. 1.5 Reconfigure storage walls, doors and lights (Figure 11 right; Figure 22): • remove the wall and door between the office and processing room; • remove and fill the door on the office and install a door on the south wall; • remove flat panel lights in office to allow for the installation of additional suspended lights in storage; • install a wall and double doors immediately left of the current double doors to isolate access to the artifact collection. 1.6 Conduct upgrades to building envelope and facility including: • upgrade HVAC system; • install a fire suppression system; • fill windows in storage with cement to block ultraviolet radiation, water, pests and thieves; • remove and replace asbestos floor tiles; • secure hinge pins on emergency exit doors; • install surveillance cameras. Clarington Museums and Archives Facilities Assessment Final Report, May 2018 41 Storage ww ---- r ce si 0 Oo Figure 22. An example of a layout proposal that could be applied at the SJWHC. 2. Reorganize collections at the SJWHC Wall racks or pegboard for small l ight-weight framed Card catalogues Collection workstation )with or without computer) 2.1 Relocate all sensitive objects (e.g. textiles, paintings, leather, feathers, fur, etc.) that will be consolidated in SJWHC from Waverly Place and the Clarke Schoolhouse storage facility to the swing space at the SJWHC. 2.2 Construct an elevated stand for map cabinet in south-west corner of Storage Room II. 2.3 Relocate map cabinet to stand in Storage Room II. 2.4 Install fixed wall racks along north-east and south-east wall in Storage Room I. 2.5 Relocate small framed objects (category 12) from the swing space to the fixed wall racks. 2.6 Install new compact shelving: • Room I: along the north-east wall leaving some space between the exterior wall; • Room II: along the north-east wall leaving some space between the exterior walls. 2.7 Relocate objects from the swing space to compact shelving in Storage Room I, grouping objects by type and adjusting shelf heights as required: • light self-supporting objects (category 5); • small objects (category 6); • boxed textiles (category 8). 2.8 Relocate archival collection (category 5) to Storage Room II (new archival storage). 2.9 Adapt existing metal shelves to create compartmentalized units in the south-east corner of Storage Room I for large framed objects (category 12). 2.10 Relocate large framed objects (category 12) from swing space to compartmentalized units. Clarington Museums and Archives Facilities Assessment Final Report, May 2018 42 FIWI New compact shellmedium 3n and arc iv objects; boxed textiles; and archival collection Map cabinet for large flat archival documents Metal'helvingfor archival collection; incoming acquisitions(to be processed) Rolled and hanging textile systems Compartmentalized shelves for large or heavierframed objects ---- r ce si 0 Oo Figure 22. An example of a layout proposal that could be applied at the SJWHC. 2. Reorganize collections at the SJWHC Wall racks or pegboard for small l ight-weight framed Card catalogues Collection workstation )with or without computer) 2.1 Relocate all sensitive objects (e.g. textiles, paintings, leather, feathers, fur, etc.) that will be consolidated in SJWHC from Waverly Place and the Clarke Schoolhouse storage facility to the swing space at the SJWHC. 2.2 Construct an elevated stand for map cabinet in south-west corner of Storage Room II. 2.3 Relocate map cabinet to stand in Storage Room II. 2.4 Install fixed wall racks along north-east and south-east wall in Storage Room I. 2.5 Relocate small framed objects (category 12) from the swing space to the fixed wall racks. 2.6 Install new compact shelving: • Room I: along the north-east wall leaving some space between the exterior wall; • Room II: along the north-east wall leaving some space between the exterior walls. 2.7 Relocate objects from the swing space to compact shelving in Storage Room I, grouping objects by type and adjusting shelf heights as required: • light self-supporting objects (category 5); • small objects (category 6); • boxed textiles (category 8). 2.8 Relocate archival collection (category 5) to Storage Room II (new archival storage). 2.9 Adapt existing metal shelves to create compartmentalized units in the south-east corner of Storage Room I for large framed objects (category 12). 2.10 Relocate large framed objects (category 12) from swing space to compartmentalized units. Clarington Museums and Archives Facilities Assessment Final Report, May 2018 42 FIWI ww 2. 11 Construct rolled textiles (category 7) and hanging system for textiles (category 9) along south wall: • rolled system: construct mobile tower storage with bracket system to allow for ease of access and removal of objects (Figure 23); roll objects on cardboard tubes covered with polyethylene terephthalate (PET) film (common trade names include Melinex and Mylar) or plumbing pipe r C made of stable plastics such as ABS (Tetreault� 2017). In either case, tubing should be covered` ' with prewashed cotton sheeting, unbuffered acid -free tissue or tubular cotton stockinette. Attach label on exterior, slide dowels inside tube and hang on system (CCI 2008); • 1 �� • hanging system: secure metal hanging brackets to wall and install wood dowel across; prepare hangers for costumes by padding with polyester Figure 23. Rolled textiles on mobile or cotton quilt batting and sewing prewashed tower system (ICCROM 201 7). cotton cover; install costumes on hanger and cover with dust covers then hang on system (Ghadban, Lambert and Mulrooney 2016; CCI 2009). 2.12 Install metal shelving units in Storage Room II and processing room. 2.13 Relocate collections records and card catalogues into Storage Room I and Room II, respectively. 2.14 Install workstations with and without computers in Storage Room I and the processing room. 2.15 Designate the south-west corner of Storage Room I for storage equipment. 3. Prepare space at the Clarke Schoolhouse storage facility for the storage reorganization project 3.1 Purchase / order new supplies, materials and equipment: • wall racks; • pallets; • industrial shelving; • narrow aisle forklift; • hand pallet truck. 3.2 Set up a designated location (ideally not in storage) for all non -collection items and set up a swing space to temporarily accept collection items: • the space near the garage door would make a good swing space since it should not be used for long-term storage. 3.3 Remove non -collections out of storage and as necessary, relocate sensitive collections to the SJWHC. 3.4 Conduct facility upgrades (at the Clarke Schoolhouse storage facility): • install fire detection and suppression system; Clarington Museums and Archives Facilities Assessment Final Report, May 2018 43 ww • replace light bulbs with LED and cover the entrance door window to prevent UV and light from entering; • secure hinge pins on emergency exit doors, if necessary; • install surveillance cameras. 3.5 Construct a wall dividing the space into two (i.e. multi-purpose area with visible storage exhibit and collection storage) (Figure 24): • include a lockable pocket door to permit access between spaces. 4. Reorganize collections at the Clarke Schoolhouse storage facility 4.1 Construct and install displays for visible storage exhibition. 4.2 Relocate light self-supporting objects (category 5) and small objects (category 6) to display cases in exhibition space. 4.3 Install fixed wall racks on south and north walls in storage. 4.4 Relocate long and thin objects (category 4) to fixed wall racks. 4.5 Install metal industrial shelving units in rows along the west and east walls. 4.6 Relocate extra heavy or voluminous objects (category 1) to pallets along the north wall: • be mindful of the required clearance and turning ratio for larger objects and access required for retrieving long and thin objects (category 4). 4.7 Relocate very heavy self-supporting objects (category 2) to pallets on metal shelving. 4.8 Relocate all extra heavy or voluminous (category 1), very heavy self-supporting objects (category 2), and long and thin objects (category 4) from the SJWHC to the Clarke Schoolhouse storage facility. 4.9 Install a computer workstation with access to the database. 4.10 Designate the west wall between metal shelves and pallets for storage equipment. Clarington Museums and Archives Facilities Assessment Final Report, May 2018 44 ww --0,-N MetaI shelving for heavy self-supporting objects Visible storage exhibition (dispIaycases) P;l Pallets for very heavy self-supporting objects Storage quipme Collection workstation (with or without computer) Multi - Purpose Room I Area --0,-N MetaI shelving for heavy self-supporting objects Visible storage exhibition (dispIaycases) P;l Pallets for very heavy self-supporting objects Wall racks for long and thin objects Collection workstation (with or without computer) Figure 24. An example of a layout proposal that could be applied at the Clarke Schoolhouse storage facility. 5. Create a location system for storage rooms Create a consistent location system for all three storage locations as suggested by the RE -ORD methodology (Figure 25): ■ Rooms: Roman numerals (I, II, III, IV) ■ Individual storage units: consecutive numbers ■ Shelves: letters going from the bottom to top: A, B, C, D This would generate locations such as: II -6-D or IV -34-F. This is a simple system with only the essential information. It can be expanded upon and will not create confusion during retrieval. To keep the numbers consecutive, number locations where storage units are not yet installed (but could be in the future) or locations on the floor or walls where objects could eventually be placed. 1 0 C F Figure 25. Simplified location system suggested by the RE-ORG methodology. Clarington Museums and Archives Facilities Assessment Final Report, May 2018 45 ww 5. References American Society of Heating, Refrigerating and Air -Conditioning Engineers (ASHRAE). "Museums, libraries, and archives." pp. 23.1-23.22 in ASHRAE Handbook: Heating, ventilating and air- conditioning applications, SI Edition. Atlanta, GA: Author, 2011. Baril, P. Fire Prevention Programs for Museums. CCI Technical Bulletin No. 18. Ottawa: Canadian Conservation Institute, 1997. Accessed I 1 April 2018. http://publications. gc. ca/collections/collection_ 2016/pch/NM95-55-18-1997-engpdf Canadian Conservation Institute (CCI). Rolled Storage for Textiles. CCI Notes 13/3. Ottawa: Canadian Conservation Institute, 2008. Accessed 6 February 2018. http s: //www. canada. ca/en/c onservation-institute/service s/conservation-preservation- publications/canadian-conservation-institute-notes/rolled-storage-textiles.html Canadian Conservation Institute (CCI). Hanging Storage for Costumes. CCI Notes 13/5. Ottawa: Canadian Conservation Institute, 2009. Accessed 6 February 2018. https://www. canada.ca/en/conservation-institute/services/conservation-preservation- publications/canadian-conservation-institute-notes/hangin.-sg torage-costumes.html Canadian Conservation Institute (CCI). Facility assessment: visible storage exhibit. Ottawa: Canadian Conservation Institute, 2013. Canadian Conservation Institute (CCI). "Agents of Deterioration." Ottawa: Author. Last modified 26 September 2017. Accessed 6 February 2018. https://www.canada.ca/en/conservation- institute/services/agents-deterioration.html Canadian Conservation Institute (CCI). CCI Emergency Response Planning Workbook. Unpublished workshop training materials. Last updated February 2018. Central Lake Ontario Conservation Authority (CLOCA). "Figure 4: Regulated Areas and Flood Damage Centres". Bowmanville / Soper Creek Watershed Plan. Oshawa: Central Lake Ontario Conservation Authority, 2013. Accessed I I April 2018. http://www.cloca.com/resources/Watershed_Man_Plans/Completed%20Watershed%2OManag ement%20Plans/B S %20W SP%20Approved%20Fina1%20Apri1%202013 .pdf Collections Trust. "Inventory — suggested procedure" Spectrum 5.0. London, UK: Collections Trust, 2017. Accessed 10 April 2018. https://collectionstrust.ora.uk/resource/inventory-su eg� s� ted - procedure/ Durham Regional Police Service. "Annual Report: 2015." Whitby: Durham Regional Police Service. Accessed 3 April 2018. h1t20/members.drps.ca/annual_report/2015/Annual report_ 2015_WEB.pdf EPA-ICCROM. Aide-memoire for Documentation in museums, n°8, Inventory control. Benin: L'Ecole du Patrimoine Africain (EPA) -International Centre for the Study of the Preservation and Restoration of Cultural Property (ICCROM), 2010. Accessed 10 April 2018. hLtp://www.epa-prema.net/documents/ressources/8-Inventoiy Fitzgerald, G.R., D.S. Chaney and K.M. Shepherd. "Storage System for Large Objects Using Form - fitted Support Pallets and Pallet Racking." STASHc (Storage Techniques for Art, Science & History Collections). Washington, DC: Foundation of the American Institute for Conservation, 1992. Accessed 6 February 2018. htlp:Hstashc.com/the-publication/supports/pallets/storage- system-for-large-obj ects-using-form-fitted-support-pallets-and-pallet-racking/ Clarington Museums and Archives Facilities Assessment Final Report, May 2018 46 ww Ghadban, A., S. Lambert and M. Mulrooney. "Hanging textile collections using common materials." STASHc (Storage Techniques for Art, Science & History Collections). Washington, DC: Foundation of the American Institute for Conservation, 2016. Accessed 6 February 2018. http://stashc. com/the-publication/storage-furniture/racking_-systems/hanging-textile- collections-using-common-materials/ Gilroy, D. and 1. Godfrey. A Practical Guide to the Conservation and Care of Collections. Australia: Western Australian Museum, 1998. Grattan, D. and S. Michalski. "Environmental Guidelines for Museums." Ottawa: Canadian Conservation Institute. Last modified 21 September 2017. Accessed 6 February 2018. htlps://www. canada.ca/en/conservation-institute/services/preventive- conservation/environmental-guidelines-museums.html Grimmer, A.E. A Glossary of Historic Masonry Deterioration Problems and Preservation Treatments. Washington, D.C.: National Park Service, Preservation Assistance Division. 1984. Accessed 6 February 2018. https://www.0s.goyZtps/how-to-preserve/preservedocs/historic- masonry-deterioration.pdf Information and Privacy Commissioner of Ontario (IPC). Guidelines for the Use of Video Surveillance. Toronto: IPC, 2015. Accessed 3 April 2018. https://www.ipc.on.ca/wp- content/uploads/Resources/2015 Guidelines Surveillance.pdf International Centre for the Study of the Preservation and Restoration of Cultural Property (ICCROM). "RE-ORG: a Method to Reorganizing Museum Storage." Rome, Italy: ICCROM, 2017. Accessed 6 February 2018. htlps://www.iccrom.orWsection/preventive-conservation/re- PIS Kelly, W. Security Hardware and Security System Planning for Museums. CCI Technical Bulletin No. 19. Ottawa: Canadian Conservation Institute, 1998. Accessed 19 February 2018. http://publications.9c.ca/collections/collection 2016/pch/NM95-55-19-1998-eng_pdf Michalski, S. Guidelines for Humidity and Temperature for Canadian Archives. CCI Technical Bulletin No. 23. Ottawa: Canadian Conservation Institute, 2000. Accessed 6 February 2018. http://publications.9c.ca/collections/collection 2016/pch/NM95-55-23-2000-eng_pdf Michalski, S. "Agent of Deterioration: Incorrect Relative Humidity." Ottawa: Canadian Conservation Institute. Last modified 16 November 2017(a). Accessed 6 February 2018. http s: //www. canada. ca/en/c onservation-institute/service s/agents-deterioration/humidit. Michalski, S. "Agent of Deterioration: Incorrect Temperature." Ottawa: Canadian Conservation Institute. Last modified 16 November 2017(b). Accessed 11 April 2018. https://www. canada.ca/en/conservation-institute/services/agents-deterioration/temperature.html Michalski, S. "Agent of Deterioration: Light, Ultraviolet and Infrared." Ottawa: Canadian Conservation Institute. Last modified 10 October 2017(c). Accessed 6 February 2018. https://www.canada.ca/en/conservation-institute/services/agents-deterioration/li hg t.html Municipality of Clarington. "Clarington Museums — Who We Are: About Us." Clarington: Municipality of Clarington, n.d. Accessed 19 February 2018. http://www.claringtonmuseums.com/about-us/who-we-are/ MuseumsPests.net. "Prevention." Accessed 3 April 2018. http://museumpests.net/prevention- introduction/ Clarington Museums and Archives Facilities Assessment Final Report, May 2018 47 • . ww RE-ORG Tumblr. "Collection Storage Tips & Tricks." Accessed 19 February 2018. http://re- org.tumblr.com/ Secure Engineering. "Four Dangers of Fake CCTV Cameras." Accessed 14 May 2018. htlps://www.secureeng.co.uk/four-dangers-fake-cctv-cameras/ Statistics Canada. "Table 252-0077: Incident -based crime statistics, by detailed violations and police services, Ontario." CANSIM database. Ottawa: Statistics Canada. Last modified 21 July 2017. Accessed 3 April 2018. hqp://www5.statcan. gc.ca/cansim/a26?lang=eng&retrLang=eng&id=2520077&tabMode=data Table&p 1=-1 &122=9&srchLan=-1 Stewart, D. "Agent of Deterioration: Fire." Ottawa: Canadian Conservation Institute. Last modified 11 September 2017. Accessed 6 February 2018. htlps://www.canada.ca/en/conservation- institute/services/agents-deterioration/fire.html Strang, T. and Kigawa, R. "Agent of Deterioration: Pests." Ottawa: Canadian Conservation Institute. Last modified 11 September 2017. Accessed 3 April 2018. https://www. canada.ca/en/conservation-institute/services/agents-deterioratiog/pests.html Strang, T. and Kigawa, R. Combatting Pests of Cultural Property. CCI Technical Bulletin No. 29. Ottawa: Canadian Conservation Institute, 2009. Accessed 3 April 2018. http://publications.gc.ca/collections/collection 2015/pc-ch/CH57-3-1-29-2009-eng.pdf T6treault, J. Airborne Pollutants in Museums, Galleries, and Museum: Risk Assessment, Control Strategies, and Preservation Management. Ottawa: Canadian Conservation Institute, 2003. T6treault, J. "Fire Risk Assessment for Collections in Museums." Journal of the Canadian Association for Conservation 33 (2008), pp. 3-21. Accessed 19 February 2018. https://www.researchgate.net/publication/228905911_ Fire_ risk_ assessment for collections_ in museums Utreault, J. Products Used in Preventive Conservation. CCI Technical Bulletin No. 32. Ottawa: Canadian Conservation Institute, 2017. Accessed 16 May 2018. h! tp s://www. canada. ca/en/conservation-institute/services/conservation-preservation- publications/technical-bulletins/products-used-preventive-conservation.html Tremain, D. "Agent of Deterioration: Water." Ottawa: Canadian Conservation Institute. Last modified 11 September 2017. Accessed 11 April 2018. h! tp s://www. canada. ca/en/conservation-institute/services/agents-deterioration/water.html Williams, S.L. "Metal Frames for Raising Storage Cases Above Floor Surfaces." STASHc (Storage Techniques for Art, Science & History Collections). Washington, DC: Foundation of the American Institute for Conservation, 1992. Accessed 6 February 2018. http://stashc.com/the- publication/storage-furniture/cabinets/metal-frames-for-raisin -stege-cases-above-floor- surfaces/ Clarington Museums and Archives Facilities Assessment Final Report, May 2018 48 Appendix A: RE-ORG Diagnostic Table -�E-ORG « � DIAGNOSTIC TABLE I+I ca�maie ICCROM INSTITUTION NAME: 'iIIV1t V\ �y, Y�SpC�4lvMS (ee.aap ASSESSOR'S NAME: �fiVL(I'r-V 1 STerr STORAGE ROOM: �� vV I'-4 + C L I (F -L - DATE OF ASSESSMENT:ID 02- L 1 MANAGEMENT [M] BUILDING Ii SPACE [B] COLLECTION [C] FURNITURE 6 SMALL EQUIPMENT [F] W 2M 42 54 51 33 a 41 53 50 32 C3 o 40 52 49 31 LU a 39 48 30 } 38 29 28 Gov J � a� o S7 51 47 W W 36 50 46LW 27 L 35 49 45 26 °C 34 48 44 25 33 47 43 24 JW ,� 46 42 23 c M 45 41 22 731 G) 44 40 21 30 43 39 20 29 42 38 8} 41 37 19 , 27 39-40 35.36 18 26 25 37-38 33-34 17 24 35-3fi 31-32 16 W a22 23 33-34 29-30 15 31-3 LM 21 29.30 27.28 14 C= 20 27-28 25.26 13 15 25-26 23-24 12 a 18 23-24 21-22 17 11 W 16 21-22 19-20 z 15 19-20 17-18' 10 C3 r 14 17-18 15-16 9 13 15-16 13-14 12 13-14 11 11-12 10 11-12 9 10 10 8 9 9 o�c a 7 8 8 6 6 7 6 7 6 5 c , 5 4 5 5 4 3 B d 3 4 4 2 Z u aC 1 2 2 0 n o 0 1 1 O 0 Clarington Museums and Archives Facilities Assessment Final Report, May 2018 49 90 do Appendix B: Maximum floor space occupation by unit type This guideline shows the maximum floor space occupation for different types of units and retrieval requirements. LL LU J_ M 0 2 Unit type Requirements for object retrieval Maximum floorspace occupation of unit type k 101 25% Pallets Machinery (hand pallet truck f forklift) 35% MI 2 people i r 45% Cabinets 1 person rl 35% 2 people • r 45% Open shelves 1 person _ - 60% Drawers horizontal access III j/ 6 V Ci�IO Sliding racks vertical access ri 0% E� 2 people • r 80% High-density storage I person Clarington Museums and Archives Facilities Assessment Final Report, May 2018 50 91 40 Appendix C: Worksheet 6A — Collection Analysis This table should be completed and adapted by those who are more familiar with the collection. Collection INSIDE STORAGE ROOM: number of objects in and out of units OUTSIDE STORAGE ROOM: number of objects (and NOT on display) Total number of objects Object type Object category IN a unit (use boxes in the row directly below to add unit ID NOT in a unit IN a unit NOT in a unit Pianos / Organs 1 — Extra heavy / voluminous Agriculture 1 — Extra heavy / voluminous 4 — Long (>7ft) Textiles 9 — Hanging 10 — Flat 11 — Rolled 12 — Large framed (>50 cm) Dolls and toys 5 — Small Books 5 — Heavy (>20lbs) 5 — Light (<20lbs) Prints 10 — Flat, small (<30 cm) 10 — Flat, large (>30 cm) 11 — Rolled 12 —Framed TOTALS Clarington Museums and Archives Facilities Assessment Final Report, May 2018 92 51 do Appendix D: Worksheet 4 — Assessment of storage furniture and space This form should be adapted and completed for each collection storage room. Unit Unit Height Length Depth Unit footprint Number of StorageUnit Keep Keep and Donate / type ID (m / ft) (m / ft) (m / ft) (m2/ ft2) surfaces surface offered fullness (%) as is modify (m / ft2) discard 2 m 3.5 m 0.9 m 3.15 m2 5 15.75 m2 200% X 2m 3.5m 0.9m 3.15 m2 5 15.75 m2 150% X d 2m 3.5m 0.9m 3.15 m2 5 15.75 m2 150% X 0 2m 3.5m 0.9m 3.15 m2 5 15.75 m2 100% X 2 m 3.5 m 0.9 m 3.15 m2 5 15.75 m2 200% X Total 15.75 m2 25 78.75 m2 160% 1 4 0 N d 3 = o � Total Y V Total d m a Total GRAND TOTAL 15.75 m2 25 78.75 m2 160% Clarington Museums and Archives Facilities Assessment Final Report, May 2018 93 52 Program Coordinator (May 23 2018) Report 1 April/May Events 1.1 Volunteer Appreciation: 1.1.1 We had a lovely turn out for our Volunteer Appreciation Night with almost 20 guests attending to enjoy snacks, get their volunteer certificates and several even stayed and tried the Escape Room in the house. Thank you to the Board members who attended. 1.2 Wedding 1.2.1 On the Saturday of that terrible ice storm in April we hosted a beautiful wedding in the parlour of Waverley Place. The bride, groom and their family made the most of the ability to take wedding photos inside the house after the ceremony. The parlour looked lovely set with seating for 16 guests and a live musician to play during the signing of the register. This is a great start to our new push to have the site used more for facility rentals. 1.2.2 In June, we will be having two Bridal Showers held on site. 1.3 PA Day 1.3.1 April 20t"'s PA Day started out looking favourable with 7 kids tentatively registered, but in the end, we only had 2 on the day. We have one more PA Day scheduled for June 8t" to finish off the year and then will need to rethink whether we wish to continue offering PA Day programs next year. 1.4 Scouts, Brownies, Guides and Pathfinders 1.4.1 It's been a busy couple of months for scouting groups. We had a visit from the Courtice Brownies to do a spring program on the grounds and in the house. 1.4.2 Then both the Bowmanville Guides and Pathfinders came to do a new program built around our Family Ties exhibit. They are also all returning next week to do the `HERStory' Walk with their mothers. 1.4.3 And on Saturday April 21 St we held a Scout "Night at the Museum" program led by students of Bowmanville High School's Leadership class which they did as a class project. It is my hope that this will encourage the participation of more Scouting groups to our site as the girls are already well represented in our visitation. 1.5 Community Outreach 1.5.1 We attended the Clarington Libraries' How -to -in -10 event with a `How -to -set -the - table for tea' display. Children could handle the good dishes and try to recreate the table setting themselves. 67 people participated in this activity. 1.5.2 Maplefest was a beautiful day this year and we had our usual booth on Temperance Street. 2 Mother's Day Walk and Teas 2.1 The `HERStory' walk on May 10th was attended by 7 people (plus the summer students and interns) and favourably reviewed. It focussed on the history of women in Bowmanville and the research provides us with another nice walking tour to be able to do on occasion. 2.2 The weather cooperated nicely with us for the Mother's Day Tea held on Wednesday the 16' on the porch of Waverley Place. We hosted two sittings with museum staff working both in the kitchen and as servers. Food was provided by the Toasted Walnut, but just picked up in the morning. This provided us a nice opportunity to try a tea on a smaller scale with the staff entirely running it. 30 people attended. Several purchases were made to aid in the fluid running of the teas for the summer including a few linens and matching plate stands for all the tables. 2.3 Our intention is to run the summer Edwardian Teas all in-house and so we have hired Helen Wright as one of our summer students. She is a graduate of both Durham College's Culinary Management and Advanced Baking programs. This will hopefully increase profits as well as streamline administration. 2.4 Please see attached expense/revenue breakdown for two Mother's Day week events. 3 Social Media Projects 3.1 Emily Paul, one of the new student interns from Fleming College is joining us this summer to work specifically on social media projects. 3.2 She has reactivated our Instagram page to see that it now is being properly used. 3.3 We have started our #NOWandTHENsday posts in partnership with Clarington Tourism and assisted by our Youth Council. Posts will go out every Thursday matching archival images with modern photos taken by the Youth Council. These are going out on Facebook, Twitter and Instagram. Check out the great video made my Emily to introduce the project. 3.4 Moving forward Emily will be creating posts introducing each of our new summer students and their projects with #MeetUsMondays. 3.5 Other projects for the summer include: working on an oral history project, creating a Social Media Policy, and promotional videos for both the sites and for facility rentals. 4 Upcoming Programming and Events 4.1 June 2, Teddy Bear Picnic from 12:00-2:00 at Waverley Place. Free family fun with food, crafts, games, story time (in partnership with the Clarington Library) and the Teddy Bear doctor. 95 4.2 June 8, Pioneer Playtime PA Day program at Clarke Schoolhouse for children aged 6-12. 4.3 June 9, Backyard Birding workshop at Clarke Schoolhouse hosted by the Horticultural Society with Paul Oliver, "Attracting Butterflies, Birds and Bees to your Backyard". 4.4 June 13, 9:30, 55+ Older Adult Workshop at the Garnet B. Rickard Complex on "How to Preserve Your Family Heirlooms. 4.5 June 16, Summerfest, downtown Bowmanville. 4.6 Plus, we have two bridal showers that will be held in June at Waverley Place. Recommendations: 1. That the Program Coordinator Report of May 23, 2018 be received. 2. That Mother's Day Events expense/revenue report be received. 3. That all Board members help us build our following for Facebook, Twitter and Instagram. APPENDIX E) May 2018 ED Report Overview 1.1 We got the YCW (3) and CSJ's (3) and we have Fleming interns (3). CSJ 100% coverage, YCW 75% (approx. $5000 cost to us for the remaining 25%, may be reimbursed come end of term) 1.2 We have hired 4 new interpreters (Anne a retiring school teacher, Victoria (has a museums masters degree), Kathleen ( has amuseum degree and works for scugog as well) and Heather (we will be receiving a $10/hr incentive to training Heather over the next 3 months through employment ontario) 1.3 Still waiting to hear back from Canada Cultural Spaces Fund (they have asked for our 2017 audit), TD FEF(reply expected in sept.), Capstone, St. Mary's and OPG I have emailed OPG, st. marys and capstone to check on status again 1.4 We will be partnering with OPG and Soper Creek wildlife to do a Tuesday in the Park (run by OPG) August 14 with a "Get Wild" day 1.5 Soper Creek article came out in the newspaper this week looking to help get sponsors to make the educational program free next school year 1.6 Soper creek is looking to run 3 days a week at our facility with their exhibit on Ontario wildlife and ecosystems to schools for free, being installed in September, as long a funding can be secured, Soper creek is very confident they will raise the money needed. 2.1 policy review 2.1.1 policy 2.1 and employee handbook Recommendations: 1. That ED Report of April 2018 be received: 2. That policy 2.1 and employee handbook amendments be motioned to adopt the changes as of today May 23, 2018 APPENDIX F) 97 Ciarftwu General Government Committee Report to Council Report to Council Meeting of June 11, 2018 Subject: General Government Committee Meeting of Monday, May 28, 2018 Recommendations: 1. Receive for Information (a) 8.1 Minutes of the Central Lake Ontario Conservation Authority dated May 15, 2018 (b) 8.2 Minutes of the Ganaraska Region Conservation Authority dated April 19, 2018 (c) 8.3 Minutes of the Bowmanville Business Improvement Authority dated May 8, 2018 (d) 8.4 Minutes of the Newcastle Business Improvement Authority dated May 10, 2018 (e) OPD -006-18 Update on the removal of Emerald Ash Borer (EAB) Infected Trees (f) ESD -005-18 Emergency Services Activity Report — Q1 2018 (g) FND-009-18 2017 Annual Statement for Cash in Lieu of Parkland Reserve Fund (h) FND-010-18 Financial Update as at March 31, 2018 2. Andre O'Bumsawin, Accessibility Advisory Committee, Regarding National Access Awareness Week That that the delegation of Andre O'Bumsawin, Accessibility Advisory Committee, regarding National Access Awareness Week, be received with thanks. Page 1 Ciarftwu General Government Committee Report to Council 3. Veridian and Whitby Hydro Merger That Report CAO -005-18 be received; and That Council pass the by-law attached to Report CAO -005-18 (Attachment 1) in order to approve the proposed amalgamations between (1) Veridian Corporation and Whitby Hydro Energy Corporation, and (2) Veridian Connections Inc. and Whitby Hydro Electric Corporation. 4. J. W. Tiernay, Executive Director, Ontario Good Roads Association — Preferred Autonomous Vehicles Test Corridor That, arising out of the correspondence from J.W. Tiernay, Executive Director, Ontario Good Roads Association (OGRA), the Municipality of Clarington participate in OGRA's Autonomous Vehicle initiative and that this matter be referred to staff to develop a list of preferred routes within the Municipality. 5. Dale Gibbons, Chair, Courtice Family Concerts in the Park — Request for Exemption to Sign By-law That staff be directed to issue a sign permit to Courtice Family Concerts in the Park for a two month period commencing June 12, 2018 for the property at 1463 Regional Highway No. 2. 6. Vincent Walshe, Project Manager, Ward & Burke Microtunnelling Ltd. — Request for Exemption to Noise By-law That an exemption to the Municipality's Noise By-law 2007-071 for Courtice Trunk Sanitary Sewer Construction, as requested by Vincent Walshe, Project Manager, Ward & Burke Microtunnelling Ltd., from June 25, 2018 until November 30, 2018, be approved. For Council Meeting of June 11, 2018 Page 2 Ciarftwu General Government Committee Report to Council 7. Potter Family Heritage Plaque That Report EGD -011-18 be received; That Council approve the installation of a Clarington Heritage Plaque to recognize the Potter family of Bowmanville; That staff work with the Potter family and Clarington Museums to determine the text and location for the plaque; That funding for this plaque will come from Engineering Services 2018 Budget; and That all interested parties listed in Report EGD -011-18 and any delegations be advised of Council's decision. 8. Youth Centre in Newcastle That Report CSD -008-18 be received; That Council approve a six month pilot project Youth Centre operated by the John Howard Society, located at the Diane Hamre Recreation Complex, with a scheduled opening of December 1, 2018; That the operating costs of $59,889 be provided to the John Howard Society to operate the Youth Centre in Newcastle, to be funded from the Rate Stabilization Reserve Fund; That $20,000 be approved for renovations to the former concession area, to be funded from the General Capital Reserve; That staff report back to Council prior to the end of the six month pilot project; and That all interested parties listed in Report CSD -008-18 and any delegations be advised of Council's decision. For Council Meeting of June 11, 2018 100 Page 3 Ciarftwu General Government Committee Report to Council 9. Nomination to the Durham Active Transportation Committee That Report CLD -016-18 be received; That the resignation of Paul Davidson be received, with regret, and that he be thanked for his contribution to the Durham Active Transportation Committee; That Constance Gray be nominated as a citizen representative for a term ending December 31, 2018 or until a successor is appointed, to the Durham Active Transportation Committee for the Municipality of Clarington; and That all interested parties listed in Report CLD -016-18 and any delegations be advised of Council's decision. 10. Road Shouldering That Report COD -017-18 be received; That D&D Trucking and Construction Service Inc. with an annual bid for 2018 work in the amount of $52,747.30 (Net of HST), being the low, compliant bidder meeting all terms, conditions and specifications of CL2017-44 for Road Shouldering be awarded the contract for an initial one year term, as required by the Operations Department; That, pending satisfactory performance, the Purchasing Manager be given the authority to extend the contract for this service for up to two additional one year terms; That funds required for this project in the amount of $61,751.14 (Net of HST) which includes construction cost of $52,747.30 (Net of HST) and other related costs such as consulting required for preparation of tender specifications, inspection and contingency of $3,000.00 (Net of HST) be drawn from the following account: Self -Insured Losses — Reserve 100-00-000-00000-2902 $40,000.00 Ditching (2017) 100-36-380-10240-7112 $11,967.86 Ditching (2018) 1 00-36-380-10240-7112 $ 9,783.28 That all interested parties listed in Report COD -017-18 and any delegations be advised by the Corporate Services Department of Council's decision regarding the award. For Council Meeting of June 11, 2018 101 Page 4 Garington General Government Committee Report to Council 11. Supply and Haulage of Granular Material That Report COD -018-18 be received; That Robert E. Young Construction Ltd. with an annual bid in the amount of $195,923.01 (Net of HST), being the low, compliant bidder meeting all terms, conditions and specifications of CL2018-19 for the Supply and Haulage of Granular Material be awarded the contract for an initial one year term, as required by the Operations Department; That, pending satisfactory performance, the Purchasing Manager be given the authority to extend the contract for this service for up to four additional one year terms; That funds required for this project in the amount of $195,923.01 (Net of HST) be drawn from the following account: GR Patch/Resurf. - Misc. Op. Exp. 100-36-382-10280-7112 $195,923.01 That all interested parties listed in Report COD -018-18 and any delegations be advised by the Corporate Services Department of Council's decision regarding the award. 12. Supply and Deliver Tanker Truck(s) That Report COD -020-18 be received; That Dependable Truck and Tank Ltd. with a bid in the amount of $282,812.83 (Net of HST), being the low, compliant bidder meeting all terms, conditions and specifications of CL2018-18 for the Supply and Delivery of a Tanker Truck be awarded the contract for an initial one year term for the tanker budgeted in 2018; That the Purchasing Manager be given the authority to proceed with the purchase of a replacement tanker truck through either a) or b) below for the tanker budgeted in 2016: a) Purchase the seized tanker through the current auction process provided the price is reasonably close to the original price approved through internal report PS -019-16. OR, if the auction price is unacceptable: For Council Meeting of June 11, 2018 102 Page 5 Garington General Government Committee Report to Council b) Purchase a second tanker truck from Dependable Truck and Tank Ltd. provided the price is the approximate price of the current bid price as noted in Recommendation #2. That funds required for the 2018 tanker in the amount of $282,812.83 (Net of HST) be drawn from the following account: Emerg. Serv. Fire Fleet (2018) 110-28-388-82824-7401 $282,812.83 That funds required for the 2016 tanker be drawn from the following account: Emerg. Serv. Fire Fleet (2016) 110-28-388-82824-7401 $236,897.28 That all interested parties listed in Report COD -020-18 and any delegations be advised by the Corporate Services Department of Council's decision regarding the award. 13. Supply and Deliver a Pumper Truck That Report COD -022-18 be received; That Dependable Truck and Tank Ltd. having satisfactorily supplied one pumper truck last year per contract RFP2016-5 for the Supply and Delivery of One Pumper Truck, have the contract extended for an additional optional year for the supply and delivery of one more pumper truck with a 2018 bid amount of $711,878.15 (Net of HST) as required by the Emergency Services Department; That funds required for this project in the amount of $711,878.15 (Net of HST) be drawn from the following account: Emerg. Serv. Fire Fleet (2018) 110-28-388-82824-7401 $700,000.00 Add'I Funding Required - Fire Equip R/F $ 11,878.15 That all interested parties listed in Report COD -022-18 and any delegations be advised of Council's decision by the Department. For Council Meeting of June 11, 2018 103 Page 6 Ciarftwu General Government Committee Report to Council 14. Emergency and Fire Services Uniforms That Report COD -024-18 be received; That Carleton Uniforms Inc. with a total bid amount of $60,769.19 (Net HST Rebate) being the lowest compliant bidder meeting all terms, conditions and specifications of Tender CL2018-23 be awarded the contract for the supply of the Emergency Services and Fire Uniforms for one year period as required by the Emergency and Fire Services Department; That the estimated funds required annually or this contract in the amount of $60,769.19 (Net HST Rebate) be funded by the Municipality as follows: EMS — Uniforms 100-28-130-00000--7183 $60.769.19 That, pending satisfactory service, the Purchasing Manager be authorized to extend the contract for up to four additional one year terms; and That all interested parties listed in Report COD -024-18 and any delegations be advised by the Corporate Services Department of Council's decision regarding the award. 15. Annual Statement for the Development Charges Reserve Funds for the Year Ended December 31, 2017 That Report FND-008-18 be received; and That a copy of Report FND-008-18 be posted on the Municipality's website. 16. Laneway at Rundle Road That staff be directed to attempt to acquire the laneway property abutting 2392 Rundle Road either by deed or by vesting order. 17. Potential Property Acquisition That the recommendations contained in Confidential Report CAO -006-18, A Potential Property Acquisition, be approved. For Council Meeting of June 11, 2018 104 Page 7 Ciarftwu Planning & Development Committee Report to Council Report to Council Meeting of June 11, 2018 Subject: Planning & Development Committee Meeting of Monday, June 4, 2018 Recommendations: 1. Receive for Information (a) 10.3 Alan Hirschfield, President, High Street Courtice Inc., Regarding Confidential Report PSD -053-18, Sale of Surplus Property to High Street Courtice Incorporated 2. An Application by Holland Homes Inc. to Create a Common Elements Plan of Condominium at 35 Hanning Court, Bowmanville That Report PSD -044-18 be received; That the Draft Plan of Condominium application, submitted by Holland Homes Inc., be supported subject to the conditions substantially as contained in Attachment 1 of Report PSD -044-18; That the Durham Region Planning and Economic Development Department and Municipal Property Assessment Corporation be forwarded a copy of Report PSD - 044 -18 and Council's decision; and That all interested parties listed in Report PSD -044-18 and any delegations be advised of Council's decision. 3. An application by IBIS Foods Inc. to amend the Zoning By-law to allow a drive-through, accessory to a proposed Tim Hortons That Report PSD -045-18 be received; That staff consider the public comments received in the further processing of the Zoning By-law Amendment application ZBA2018-0013, submitted by IBIS Foods Inc., to permit a drive-through accessory to a Tim Hortons; That all interested parties listed in Report PSD -045-18 and any delegations be advised of Council's decision. Page 1 105 Ciarftwu Planning & Development Committee Report to Council 4. An application by Akero Developments Inc. to amend the Zoning By-law to permit dwellings with three car garages on lots with 18 metres of frontage within Draft Approved Plan of Subdivision S -C 2007-0005 in the Northglen Neighbourhood, Bowmanville That Report PSD -046-18 be received; That the proposed application for rezoning ZBA 2017-0024, submitted by Akero Developments, be approved, and that the Zoning By-law, contained in Attachment 1 of Report PSD -046-18, be adopted; and That all interested parties listed in Report PSD -046-18 and any delegations be advised of Council's decision. 5. An Application by Averton Group to rezone lands to permit a 40 townhouse units in a common elements condominium at the northwest corner of Mearns Avenue and Elephant Hill Drive, Bowmanville That Report PSD -047-18 be received; That the application to amend the Zoning By-law, submitted by Averton Group, be approved and that the Zoning By-law, contained in Attachment 1 to Report PSD -047-18, be passed; That the Durham Regional Planning and Economic Development Department and Municipal Property Assessment Corporation be forwarded a copy of Report PSD -047-18 and Council's decision; and That all interested parties listed in Report PSD -047-18 and any delegations be advised of Council's decision. 6. An Application by 2533937 Ontario Inc. to rezone the lands at 2005 Green Road to permit the development of a two-storey commercial building, and a multi—storey, mixed use building That Report PSD -048-18 be received; That the application to amend the Zoning By-law 84-63 by 2533937 Ontario Inc. be approved and that the Zoning By-law, as contained in Attachment 1 to Report PSD -048- 18, be passed; For Council Meeting of June 11, 2018 106 Page 2 Ciarftwu Planning & Development Committee Report to Council That the Durham Regional Planning and Economic Development Department and Municipal Property Assessment Corporation be forwarded a copy of Report PSD -048-18 and Council's decision; and That all interested parties listed in Report PSD -048-18 and any delegations be advised of Council's decision. 7. Clarington Transformer Station Peer Review, Update That Report PSD -049-18 be received; and That all interested parties listed in Report PSD -049-18 and any delegations be advised of Council's decision. 8. Implementation of the Courtice Main Street Secondary Plan - Zoning By-law That Report PSD -050-18 be received; That a special exception (MU3-2) be added for 1728589 Ontario Inc. (Goldmanco) as per the memo from the Director of Planning Services dated June 4, 2018; That the Zoning By-law Amendment, as contained in Attachment 4 to Report PSD -050-18, be modified to include Special Exception 16.A.7.4 and be passed; That, notwithstanding Section 45(1.3) of the Planning Act, Council permits the submission of minor variance applications to the Committee of Adjustment, as required; That, once all conditions contained in the By-law with respect to the removal of the (H) Holding Symbol for each site are satisfied, the By-law authorizing the removal of the (H) Holding Symbol be approved; That the Durham Regional Planning and Economic Development Department and Municipal Property Assessment Corporation be forwarded a copy of Report PSD - 050 -18 and Council's decision; and That all interested parties listed in Report PSD -050-18 and any delegations be advised of Council's decision. For Council Meeting of June 11, 2018 107 Page 3 Ciarftwu Planning & Development Committee Report to Council 9. Amendment of Heritage Designating By-law - The Belmont House That Report PSD -051-18 be received; That the recommendation of the Clarington Heritage Committee, to amend the designating by-law of The Belmont House at 302 Given Road, Newcastle, under Part IV of the Ontario Heritage Act, continue to be processed; That the Clerk prepare the required notice to amend the designation pursuant to Section 30.1 (2) of the Ontario Heritage Act; That, depending on the response to the notice to amend the designation, the Clerk either prepare the necessary by-law or report back to Council regarding objection(s) received; and That all interested parties listed in Report PSD -051-18 and any delegations be advised of Council's decision. 10. Update on Secondary Plan Studies That Report PSD -052-18 be received; That the Director of Planning be authorized to initiate secondary planning studies and to execute funding agreements from landowners groups for the updates of the South West Courtice and Brookhill Secondary Plans; and That the Director of Planning be authorized to execute a funding agreement to facilitate the advancement of the Courtice Employment Area Secondary Plan, as outlined in Report PSD -052-18. 11. Sale of Surplus Property to High Street Courtice Incorporated That the recommendations, contained in Confidential Report PSD -053-18 Sale of Surplus Property to High Street Courtice Incorporated, be approved. 12. Proposed Settlement of OMB Appeals by Tornat Newcastle Limited That Resolution #CPD -006-18, passed in Closed Session, be ratified. For Council Meeting of June 11, 2018 1 Page 4 D. C. Biddle & Associates Limited consulting engineers and planners 96 KING ST. E., OSHAWA, ONTARIO L1H 186 PHONE (905) 576-8500 FAX (905) 576-9730 e-mail: irrfo@dgbiddle.com June 07, 2018 Municipality of Clarington 40 Temperance Street Bowmanville, ON L1 C 3A6 Re: 302 Given Road (The Belmont House) Designation By-law 88-173 Clarington File No.: PLN 34.5.2.76 Our File: 112092 Dear Mr. Mayor and members of Council: I am writing on behalf of our clients 2103386 Ontario Inc. (Halminen Homes) and Louisville Homes with regard to the draft amending designation by-law for the Belmont House at 302 Given Road in Newcastle (The Belmont) , currently designated under Part IV of the Ontario Heritage Act by Designating By-law 88-173. 2103386 Ontario Inc. is the owner of subject property at 302 Given Road. 2103386 Ontario Inc. also owns the lands surrounding 302 Given Road on the north, east and west sides. Louisville Homes owns lands on the south side of Given Road. 2103386 Ontario Inc. and Louisville Homes have submitted development applications to the Municipality of Clarington for lands that will be affected by the proposed amendment to the Designating By-law. In 2016 the property at 302 Given Road was severed to create a heritage lot, on which sits The Belmont, as well as a larger parcel for future development. Included with the severance application submission was a Heritage Impact Assessment, prepared by Golder Associates, dated November 17, 2014 (copies of which are attached to this correspondence). The Heritage Impact Assessment speaks specifically to the heritage aspects of the building at 302 Given Road as well as the lands surrounding. At its September 15, 2015 meeting, the Clarington Heritage Committee considered the severance application and submission material, including the Heritage Impact Assessment. The Clarington Heritage Committee did not object to the severance application nor to the findings of the Heritage Impact Assessment. The severance was granted and later perfected. In August of 2017, 2103386 Ontario Inc. and Louisville Homes made joint applications for Zoning By-law Amendment and Draft Plan of Subdivision for lands surrounding, but not including, 302 Given Road. The Clarington Heritage Committee, at its January 16, 2018 meeting, recommends an amendment to Designating By-law 88-173, "to include a statement of cultural heritage value and a description of the heritage attributes ... by using the information on pages 42-44 in the Heritage Impact Assessment report provided by Golder Associates Ltd., dated November 17, 2014" (Resolution no. 18.06). At the same meeting, the Clarington Heritage Committee recommends "strengthening the link from the Belmont House to the creek and enhancing the overall character and view of the home by retaining the existing Given Road allowance as open space to preserve a pathway to the creek and by increasing the parkland space surrounding the home" (Resolution 18.05). The Heritage Impact Assessment does not indicate or discuss the visual or spatial association between Wilmot Creek and The Belmont as being significant or otherwise. The Heritage Impact Assessment makes recommendations regarding lot subdivision, interim management of the Belmont Residence, and future restoration opportunities, none of which discuss the visual or spatial association between Wilmot Creek and The Belmont. Also, at no time was there proposed to be any park land space adjacent to The Belmont, neither as part of the approved Foster Northwest Neighbourhood Design Plan (2010) (attached), nor in the current draft plan of subdivision application. The owner has made an effort to retain the cultural context of the property by allocating additional lands to the heritage building, resulting in the aforementioned severance and creation of the "Heritage Lot". These lands were sufficient at the time of the severance to both the Clarington Heritage Committee and to Clarington's Planning Services Department. To require that additional lands be dedicated to the Municipality for the purpose of cultural heritage will restrict development opportunity for our clients. This loss of development rights is unfair and onerous to the land owners. Draft amending designating by-law, Schedule "B," (attached to Planning Services Report No. PSD -051-18) provides the following Statement of Cultural Heritage Value or Interest as part of the rationale for amending Designation By-law 88-173; "The visual and spatial association between the former Newcastle Fish Hatchery and Wilmot Creek and The Belmont is significant to maintaining the local history of Samuel Wilmot and the Newcastle Fish Hatchery." We hereby request that this statement be removed from Schedule "B" as it does not reflect the recommendations of the Heritage Impact Assessment, it is not consistent with the approved Foster Northwest Neighbourhood Design Plan (2010), it is not consistent with comments provided at the time of the Heritage Lot severance, nor was it part of the development applications discussions with Municipal staff. Yours very truly, D.G. BIDDLE & ASSOCIATES LIMITED Michael J. Fry, M.C..P., R.P.P. Planning Manager Cc. Nick Lazaridis, Louisville Homes Hannu Halminen, 2103386 Ontario Inc. David Crome, Municipality of Clarington Planning Services I I p LEGEND EWRONYENTAL PROlCaC I AREA ExtsTING RESIDEWryLL AREAS Pl1DLIC SECONDARY SCHOOL STORM WATER MAXAGEIEM FACILFIY OPEN SPACE RESiDExTUL DEVELOPuEHT AREAS 7.0. STREET TOWN40USE e'llClE Drr z n U7R 12.Om 9M kE a rT ,,0 Aa 15.0m S -XE DL71,- f UNR PARK FIEPoTAGE DWELLNG AREA _ _ -- POTEMIAL FUTURE NEIGHBWRHOOD r� .. CORNER STORE NSCHROURHOM BOUNDARY - - PROPERTY OWNERSHIP COLLECTOR ROADS LOCAL RW ARTERIAL ROAM • • • • PROPOSED TRAILS APPROVED LAND USE PLAN mo ^•w�� SMaR LC[ OSYMAC.��M ir6 "'••• %4f iM61! 6-6500. �YO.'J.'i•.]y1 - 105108 1 DWG-NOL3 CLARINGTON HERITAGE COMMITTEE Minutes of Meeting January 16, 2018 MEMBERS PRESENT: Todd Taylor, Victor Suppan, Tracey Ali, Filip Aleksanderek, Katharine Warren, Steve Conway, Councillor Hooper, Mark Stanisz, Peter Vogel, Robert Malone REGRETS: None STAFF: David Addington, Planning Services DECLARATION OF PECUNIARY INTEREST None declared. ADOPTION OF AGENDA 18.01 Moved by T. Taylor, seconded by B. Malone THAT the agenda for January 16, 2018 be adopted as amended. "CARRIED" ADOPTION OF MINUTES 18.02 Moved by T. Taylor, seconded by V. Suppan THAT the minutes of the Meeting of November 21, 2017 be accepted as amended. "CARRIED" DELEGATIONS AND PRESENTATIONS BUSINESS ARISING Jury Lands Foundation (Camp 30) — D. Addington reported that the designating by-law for Camp 30 (2020 Lambs Road) passed on January 15, 2018. Goodyear Property — D. Addington reported that the upcoming review of the Bowmanville East Town Centre Secondary Plan will include staff working with a project consultant in regards to assessing redevelopment opportunities and heritage matters for the Goodyear property. Hollingshead Property — No news to report 1 1 P a g e REPORTS FROM OTHER COMMITTEES Bowmanville Community Improvement Program — Councillor Hooper reported that the amendment to the CIP was approved by Council on January 15, 2018 and outlined the changes, addition of an accessibility grant and signage grant, deletion of residential properties along Wellington Street. Orono Community Improvement Program — P. Vogel reported that the Orono CIP group met on January 3, 2018 and the following was discussed: • The CIP amendment report was recommended at the January 8 Planning & Development meeting (CIP amendment was passed by Council on January 15, 2018). • The annual report showed that there was one grant application for Orono in 2017. • The Sid Rutherford stone and plaque will be placed at the entrance of the Sid Rutherford walk entrance. Newcastle Community Improvement Program — The amendment to the CIP was approved by Council on January 15, 2018. Architectural Conservancy Ontario, Clarington Branch — T. Ali reported on the following ACO activities: • At its December meeting, grade 6 student Josh presented his speech on Camp 30 • Walking tours at Camp 30 had 170 people attend. • Next meeting is on February 12, 2018 and the Newcastle Village & District Historical Society Room is the venue. • Planning for Doors Open has started with a focus on east Clarington. Newcastle Village & District Historical Society — B. Malone reported on the following NVDHS activities: • Plans are currently being made for the year. • NVDHS is considering applying for a federal grant to help fund the digitization of a vast archive of historical documents to make them publically accessible in association with Durham College who would provide workers. Museum — K. Warren reported on the following Museum activities: • The agricultural exhibit was taken down and a Family Ties exhibit is going up and will be open to the public in February. • A youth group with be started on Thursday nights. • A walking tour focusing on the lives of famous women is planned for Mother's Day. 21 Page Heritage Week Working Group — D. Addington reported that a proposal for the use of the OPG funds from 2017 has been submitted to OPG for consideration. Their response is currently outstanding. The proposal included the publication and printing of walking tours brochures, a downloadable walking tour app, a dedicated iPad and pop-up banners for the walking tours and a dedication event for Steven Frank's Clarington Taken photos currently on display in Room 1A of the Municipal building, Bowmanville. CORRESPONDENCE AND COUNCIL REFERRALS Community Heritage Ontario (CHO) — D. Addington reported that CHO is seeking support for the federal recommendations on the preservation of heritage properties both from the Heritage Committee and Council. In particular, CHO is seeking support for a recommendation for a proposed tax credit for the restoration of buildings on the Canadian Register of Historic Places. V. Suppan had drafted a letter in support which had been circulated to the Committee. D. Addington presented the Committee with a resolution to be forwarded to Council stating support for the recommendations. 18.03 Moved by V. Suppan, seconded by T. Taylor THAT the Clarington Heritage Committee support the recommendations of the federal House of Commons Standing Committee on Environment and Sustainable Development, and in particular, recommendation number eleven for a proposed tax credit for the conservation of buildings listed on the Canadian Register of Historic Places and will send a letter of support to the federal government and recommend Clarington Council to do the same. "CARRIED" 18.04 Moved by K. Warren, seconded by F. Aleksanderek That the Clarington Heritage Committee request Council adopt the following resolution Whereas the federal House of Commons Standing Committee on Environment and Sustainable Development has identified seventeen recommendations to the federal government and its agencies contained in `Report 10' to improve the protection and preservation of Canada's national heritage; Whereas Community Heritage Ontario (CHO) is seeking the support of the Clarington Heritage Committee and Municipal Council by writing to the federal Minister of Environment with copies to the Minister of Finance and the members of federal Parliament supporting the seventeen recommendations; Whereas recommendation number eleven for a proposed tax credit for restoration and preservation work on buildings listed in the Canadian Register of Historic Places is emphasized for support as it can assist in the conservation of privately owned heritage properties within the Municipality; 31 Page Whereas the Clarington Heritage Committee has provided a letter of support for the seventeen recommendations with an emphasis on supporting recommendation number eleven and is recommending that Clarington Council also provide similar written support to the federal government; Now therefore Be it Resolved That Clarington Council supports the seventeen recommendations of the federal House of Commons Standing Committee on Environment and Sustainable Development as contained in `Report 10' regarding the preservation of Canada's heritage, and in particular, recommendation number eleven; and Further that this resolution be circulated to the federal Minister of Environment and Climate Change, with copies to the Minister of Finance and the members of federal Parliament. "CARRIED" Belmont Residence: • Members of the Committee went on a tour of the Belmont House with Hannu Halminen on January 16, 2018 • Maintaining the link from the house to the creek is vital. This can be accomplished by retaining the Given Rd. allowance and adding to the open space around the Given Road connection. • It has been suggested that the Provincial commemorative heritage plaque currently located at Hwy 2 be relocated back to its original site at base of Given Rd. adjacent to the creek valley. • It was noted the verandah needs repair as indicated in the HIA. The Committee recommended that the Director of Planning Services review and assess whether Sections 4.23 and 4.24 of the Property Standards By-law 2007-070 are being met by the property owner. • It was suggested the designating by-law for the Belmont property be amended when the new legal description resulting from the land severance comes into force. It was noted that by-law must conform to the current standards of the Ontario Heritage Act and include the cultural heritage attributes described in the Heritage Impact Study for this property 18.05 Moved by K. Warren, seconded by B. Malone THAT the Clarington Heritage Committee recommends strengthening the link from the Belmont House to the creek and enhancing the overall character and view of the home by retaining the existing Given Road allowance as open space to preserve a pathway to the creek and by increasing the parkland space surrounding the home. "CARRIED" 18.06 Moved by V. Suppan, seconded by T. Taylor 41 Page THAT By-law 88-173, being a By-law that designates the property at 302 Given Road under Part IV of the Ontario Heritage Act, be amended to include a statement of cultural heritage value and a description of the heritage attributes as required by the 2005 update to the Ontario Heritage Act, by using the information provided on pages 42-44 in the Heritage Impact Assessment report provided by Golder Associates Ltd., dated November 17, 2014. "CARRIED" PROJECT REPORTS Subcommittee Reports: Municipal Inventory and Register Committee — F. Aleksanderek reported that the subcommittee has evaluated 26 Concession Street ("Dundurn") and 11 Mabel Bruce Way ("the Nurses Residence") for inclusion of the Municipal Register. Dundurn had the highest score for any property evaluated by the Committee to date with a Group 1 rating on the subcommittee's evaluation criteria. The Nurses residence also scored well with a Group 1 rating on the evaluation criteria. 18.07 Moved by V. Suppan, seconded by S. Conway THAT the Clarington Heritage Committee recommend to Council that the property at 26 Concession Street West, Bowmanville ("Dundurn"), be added to the Municipal Register. "CARRIED" 18.08 Moved by V. Suppan, seconded by S. Conway THAT the Clarington Heritage Committee recommend to Council that the property at 11 Mabel Bruce Way, Bowmanville ("the Nurses Residence"), be added to Municipal Register. "CARRIED" Public Outreach and Education Committee — No meeting to report. K. Warren suggested that pamphlets be produced outlining what it means to have a property on the Municipal Register. NEW BUSINESS Toll House Plaque — The Committee reviewed wording for a plaque for the toll house provided by the applicant who had rezoned the property. It was suggested that it might be improved by adding wording previously supplied by V. Suppan and possibly with who owned the house and the historical importance of Kingston Rd. The year built information also needs to be fact checked. 2017 Calendar Sales — D. Addington reported that the total revenue from calendars sold in 2017 was $876.40. 51 Page Heritage Website — D. Addington noted that Communications staff have received a quote for the cost to upgrade to the heritage website and make it accessible. Communications has obtained a quote and will be working with Planning staff when timing permits. There will be carry-over funds available from the 2017 Planning Services budget and funds from 2018 (if approved) available for the upgrade. The outreach committee will look for examples of effective websites to provide ideas for Clarington's website. Next meeting: February 20, 2018, 7:00 p.m., Clarington Municipal Offices, Room 1C 61 Page 17 November 2014 HERITAGE IMPACT ASSESSMENT 302 Given Road Municipality of Clarington Former Town of Newcastle Regional Municipality of Durham, Ontario Submitted to: Michael Fry, Planner D.G. Biddle & Associates Limited 96 King Street East Oshawa, Ontario L1H 1B6 905-576-8500 Report Number: 1404035-R01 Distribution: 2 Copies - D.G. Biddle & Associates Limited 2 Copies - Golder Associates Ltd. � SAWA hj - Golder Associates HERITAGE IMPACT ASSESSMENT 302 GIVEN ROAD, CLARINGTON Personnel Project Director Carla Parslow, Ph.D., Associate, Senior Archaeologist Project Manager Jamie Davidson, B.A., Project Archaeologist Historical Research Michael Greguol, M.A., Junior Cultural Heritage Specialist Report Production Michael Greguol, M.A. Junior Cultural Heritage Specialist Erin Eldridge, B.L.A, Landscape Designer and Heritage Specialist Stacey Carson, Cultural Sciences Group Administrator Senior Review Christopher Andreae, Ph.D., Associate, Senior Built Heritage Specialist Acknowledgments Proponent Contact Michael Fry, Planner, D.G. Biddle & Associates Limited Municipality of Clarington Faye Langmaid, Manager of Special Projects, Planning Services Department Clarington Museum and Archives Newcastle Village and District Historical Society 17 November 2014 Report No. 1404035-R01 Charles Taws, B.A. (Hons), Archivist Myno Van Dyke N "Golder Associates HERITAGE IMPACT ASSESSMENT 302 GIVEN ROAD, CLARINGTON Executive Summary Golder Associates (Golder) was retained by D.G. Biddle & Associate Limited (DG Biddle) to conduct a Heritage Impact Assessment (HIA) of the property locally known as "The Belmont" at 302 Given Road, Clarington, Ontario (Figures 1 and 2). The property is designated under Part IV of the Ontario Heritage Act under By-law 88-173 issued by the Corporation of the Town of Newcastle. DG Biddle is representing Halminen Homes, the owners of the property who wish to subdivide the property as part of a subdivision application. The study was undertaken according to the guidelines set out in the MTCS' Ontario Heritage Toolkit: Heritage Resource in the Land Use Planning Process. The Study Area consists of a portion of the former Lot 32, Concession 2 in the former Township of Clarke, in Durham County. Presently the lot address is 302 Given Road, in the Municipality of Clarington. Research was conducted using archival and secondary source material gathered from the Municipality of Clarington, the Clarington Public Library, the Clarington Museum and Archives, and the Newcastle Village and District Historical Society. A field assessment was conducted on June 2, 2014. This HIA makes the following recommendations: 1. Lot Subdivision To minimize direct and indirect impacts to the house, the lot that will remain around the property should be large enough to avoid extensive demolition of the landscape features including the mature trees on the south side of the house, as well as the curved carriageway. This will minimize impacts to the landscape features of the property and ensure that the heritage attributes of the Belmont residence will be protected. 2. Interim Management of Belmont Residence At the time of the preparation of this HIA, the Belmont residence appeared to be in good exterior and interior condition. Halminen Homes should continue to maintain the house in this condition to prevent deterioration of the property's heritage attributes and provide for the best redevelopment options in the future. 3. Future Restoration Opportunities Future restoration of the balconies above the pillared verandahs, and necessary repairs to the verandahs themselves should be considered, if feasible. N 17 November 2014 `Golder Report No. 1404035-R01 ii Associates HERITAGE IMPACT ASSESSMENT 302 GIVEN ROAD, CLARINGTON Deposit Copies Copies of this report and any relevant subsequent documentation should be deposited with: Clarington Public Library Clarington Museums and Archives Newcastle Branch 150 King Street Newcastle, Ontario L1 B 11-5 62 Temperance Street Bowmanville, Ontario Ll C 3A8 N 17 November 2014 "Golder Report No. 1404035-R01 iii Associates HERITAGE IMPACT ASSESSMENT 302 GIVEN ROAD, CLARINGTON Table of Contents 1.0 STUDY PURPOSE AND METHOD..................................................................................................................................1 2.0 HISTORICAL SUMMARY.................................................................................................................................................4 2.1 Natural Environment............................................................................................................................................4 2.2 Regional History..................................................................................................................................................4 2.2.1 Context...........................................................................................................................................................4 2.2.2 Clarke Township, Durham County.................................................................................................................5 2.2.3 Newcastle...................................................................................................................................................... 7 2.3 Study Area Land Use History.............................................................................................................................. 7 2.3.1 Context...........................................................................................................................................................7 2.3.2 Major Samuel Street Wilmot (1774-1856)......................................................................................................8 2.3.3 Samuel Wilmot (1822-1899) and the Newcastle Fish Hatchery.....................................................................8 2.3.4 Belmont..........................................................................................................................................................9 3.0 SITE DESCRIPTION.......................................................................................................................................................12 3.1 Cultural Landscape............................................................................................................................................ 12 3.2 Exterior..............................................................................................................................................................14 3.2.1 Overview......................................................................................................................................................14 3.2.2 Main House Exterior..................................................................................................................................... 15 3.3 Main House — Interior........................................................................................................................................19 3.3.1 Overview......................................................................................................................................................19 3.3.2 Main House - Basement...............................................................................................................................19 3.3.3 Main House - Ground Floor..........................................................................................................................24 3.3.4 Main House - Second Floor......................................................................................................................... 30 3.3.5 Attic..............................................................................................................................................................35 3.3.6 Rear Addition Exterior.................................................................................................................................. 37 3.3.7 Rear Addition Ground Floor.........................................................................................................................38 4.0 ANALYSIS......................................................................................................................................................................41 4.1 Ontario Regulation 9/06.....................................................................................................................................41 4.2 Evaluation..........................................................................................................................................................42 17 November 2014`Golder Report No. 1404035-R01 iv 9.Associates HERITAGE IMPACT ASSESSMENT 302 GIVEN ROAD, CLARINGTON 4.2.1 Cultural Heritage Value or Interest...............................................................................................................43 4.3 Heritage Attributes.............................................................................................................................................43 4.4 Statement of Cultural Heritage Value................................................................................................................44 4.5 Designation........................................................................................................................................................44 5.0 PROPOSED UNDERTAKING, IMPACTS, AND MITIGATION.......................................................................................45 5.1 Proposed Undertaking.......................................................................................................................................45 5.2 Potential Impacts...............................................................................................................................................45 5.3 Mitigation Options..............................................................................................................................................45 6.0 RECOMMENDATIONS...................................................................................................................................................46 6.1 Lot Subdivision..................................................................................................................................................46 6.2 Interim Management of Belmont........................................................................................................................46 6.3 Future Restoration Opportunities.......................................................................................................................46 6.4 Deposit Copies..................................................................................................................................................46 7.0 SOURCES......................................................................................................................................................................47 7.1 Published Sources.............................................................................................................................................47 7.2 Unpublished Sources.........................................................................................................................................47 7.3 Online Sources..................................................................................................................................................48 8.0 IMPORTANT INFORMATION AND LIMITATIONS OF THIS REPORT.........................................................................49 9.0 CLOSURE.......................................................................................................................................................................50 TABLES Table 1: Ontario Regulation 9/06 Evaluation of the Belmont House, 302 Given Road, Clarington..........................................42 FIGURES Figure1: Key Plan......................................................................................................................................................................2 Figure2: Site Plan......................................................................................................................................................................3 Figure3: Study Area, 1878........................................................................................................................................................ 6 Figure4: Floor Plans.........................................................................................................................................18 PLATES Plate 1: Single Front Survey System, 1783-1818.......................................................................................................................5 r. 17 November 2014 Golder Report No. 1404035-R01 v Associates HERITAGE IMPACT ASSESSMENT 302 GIVEN ROAD, CLARINGTON Plate2: Major Samuel Street Wilmot.........................................................................................................................................8 Plate3: Samuel Wilmot..............................................................................................................................................................8 Plate 4: Belmont as indicated in the Canadian Illustrated News, 1872 (Clarington Museum and Archives) .............................. 9 Plate 5: Belmont (back right) as depicted in the Illustrated Atlas for the Counties of Northumberland and Durham, 1878. The road at the bottom of the image is Kingston Road/Highway 2. (Clarington Museum and Archives).................10 Plate 6: Belmont, c. 1895. (Clarington Museum and Archives.................................................................................................11 Plate 7: Landscape of the study area, looking north, showing large barns at the back of the property....................................12 Plate 8: Landscape of the study area, looking south, showing barns and Belmont house.......................................................13 Plate 9: Collection of trees on the south side of the Belmont residence. The laneway is one the right....................................13 Plate 10: Curved gravel carriageway on the south side of the Belmont residence...................................................................14 Plate 11: South fagade, showing main entrance to the Belmont residence..............................................................................16 Plate 12: East fagade showing original portion of house at left and 1 '/2 storey rear addition on right......................................16 Plate13: North facade.............................................................................................................................................................17 Plate 14: West fagade showing original portion at right and 1 '/2 storey rear addition with porch at left...................................17 Figure4: Floor Plans................................................................................................................................................................18 Plate 15: Room B-1 looking northeast, showing entrances to Room B-4 on left, and B-2 on right...........................................20 Plate 16: Room B2 (far) and Room B3 (foreground) showing brick arches separating the rooms on the south wall of the basement................................................................................................................................................................ 21 Plate 17: Room B-4 looking southwest showing staircase to ground floor (left), door to B1, and dumbwaiter (centre) ............ 21 Plate 18: Room B-4 looking north, showing pump that draws spring water under the slab ...................................................... 22 Plate 19: Room B-5 looking west showing narrow hallway. The door (right) provides access to the exterior entrance/exit on the north side of the main house........................................................................................................................ 22 Plate 20: Room B-6, looking west from Room B-7 showing brick archway entrance to heating unit mechanical room ............ 23 Plate 21: Room B-7 looking northeast showing remaining stone north wall (left) and rebuilt concrete east wall (right) ........... 23 Plate 22: Room B-8 looking southeast from corner of the room, showing cellar built of formed concrete and door to B-4 ...... 24 Plate 23: Service entrance to G-1 from G-4(kitchen) showing narrow hallway to parlour........................................................ 26 Plate 24: G-2 showing centre hall plan, including staircase, wood floors, and deep baseboard and door surround profiles. Door at back left is open to Room G-6 a small bathroom located under the staircase............................................27 Plate 25: Room G-2 showing front door entrance to house. Doorway to Room G-3 is at left ................................................... 27 Plate 26: Room G-3 showing large bay window that is identical in both front parlour rooms (G-1 and G-3) ............................ 28 Plate 27: Room G-3 showing fireplace on northeast wall, and French doors lead to Room G-7 on north wall ........................ 28 Plate 28: Room G-4 showing north wall. Note storage closet on left, space for stove in middle, and rear exterior entrance on right. A service staircase is enclosed and hidden behind the north wall............................................................. 29 Plate 29: Room G-4 showing south wall including four separate doorways to basement, parlour, second floor, and pantry... 29 Plate 30: Room G-7 showing fireplace on southeast wall, and exterior entrance at left. French doors to G-3 at right ............. 30 17 November 2014 Golder Report No. 1404035-R01 vi WAssociates HERITAGE IMPACT ASSESSMENT 302 GIVEN ROAD, CLARINGTON Plate 31: Room S-1 looking east showing door to S-2, baseboards, chair rail, and closet at right. Wall at left separates the room from the ensuite bathroom.......................................................................................................................32 Plate 32: Room S-2 showing centre hall on the second floor. The closed door on the left leads to a narrow service stairway................................................................................................................................................................... 32 Plate 33: Room S-2 looking south, showing door to Room S-3 on the left, and the balcony door at right ................................ 33 Plate 34: Room S-4 showing modern bathroom finishes and wainscoting...............................................................................33 Plate 35: Room S-5 looking west showing sash window on west wall, and chimney stack with former stove pipe opening .... 34 Plate 36: Room S-8 looking southwest showing door to Rooms S-5 (left), S-2 (middle) and S-7 (right) .................................. 34 Plate 37: Room S-9 looking west showing wood sash window, door to service stairs (left) and closet door (right) ................. 35 Plate 38: Attic space looking northwest showing attic hatch, posts, and rafters....................................................................... 36 Plate 39: Attic space looking southwest showing posts, trusses, and rafters. The taller masonry portion on the left indicates the central location of the pediment on the south (main) fagade of the house ......................................... 36 Plate 40: East side of rear addition showing two doors and two windows. Lean-to style garage is visible on the right............ 37 Plate 41: West side of rear addition showing windows and doors, footprint of exterior structure, and patio ............................ 38 Plate 42: Room G-9, looking west in rear addition, showing modern renovations, and renovated bathroom in Room G-8 ..... 39 Plate 43: Room G-10 looking west showing modern renovation in rear addition..................................................................... 39 Plate 44: Room S-10, or attic space in rear addition. The walls and ceiling are finished in a modern particle board, and the south wall consists of exposed brick, showing the masonry stack on the north wall.........................................40 APPENDICES APPENDIX A By-law 88-173 APPENDIX B Draft Plan of Subdivision 17 November 2014 Golder Report No. 1404035-R01 vii WAssociates HERITAGE IMPACT ASSESSMENT 302 GIVEN ROAD, CLARINGTON 1.0 STUDY PURPOSE AND METHOD Golder Associates (Golder) was retained by D.G. Biddle & Associate Limited (DG Biddle) to conduct a Heritage Impact Assessment (HIA) of the property locally known as "The Belmont" at 302 Given Road, Clarington, Ontario (Figures 1 and 2). The property is designated under Part IV of the Ontario Heritage Act under By-law 88-173 issued by the Corporation of the Town of Newcastle. DG Biddle is representing Halminen Homes, the owners of the property who wish to subdivide the property as part of a subdivision application. The study was undertaken according to the guidelines set out in the MTCS' Ontario Heritage Toolkit: Heritage Resource in the Land Use Planning Process. The Study Area consists of a portion of the former Lot 32, Concession 2 in the former Township of Clarke, in Durham County. Presently the lot address is 302 Given Road, in the Municipality of Clarington. Research was conducted using archival and secondary source material gathered from the Municipality of Clarington, the Clarington Public Library, the Clarington Museum and Archives, and the Newcastle Village and District Historical Society. A field assessment was conducted on June 2, 2014. The study was directed by Carla Parslow, Ph.D., Associate and Senior Archaeologist with Golder, and managed by Jamie Davidson, B.A, Project Archaeologist with Golder. Historical research, field assessment, and report production was undertaken by Michael Greguol, M.A., Junior Cultural Heritage Specialist. Christopher Andreae, Ph.D., Associate, and Senior Built Heritage Specialist provided Senior Review. Architecturally the house at 302 Given Road, Clarington appears to consist of two components. For the purposes of this HIA, the two -and -a -half -storey front of the house is defined as the main house, and the one - and -a -half storey rear portion of the house is defined as the rear addition. N 17 November 2014`Golder Report No. 1404035-R01 1 Associates w REFERENCE PLAN BASED ON CANMAP STREETFILES V.2008. NOTES THIS DRAWING IS SCHEMATIC ONLY AND IS TO BE READ IN CONJUNCTION WITH ACCOMPANYING TEXT. ALL LOCATIONS ARE APPROXIMATE ONLY. REFERENCE �- SCALE IN METRES ' %-.1 0 50 100m 1:2,500 r. vie PLAN BASED ON CANMAP STREETFILES V.2008; AND 2013 ORTHOGRAPHIC PHOTOGRAPH BY FIRST BASE SOLUTIONS. NOTES THIS DRAWING IS SCHEMATIC ONLY AND IS TO BE READ IN CONJUNCTION WITH ACCOMPANYING TEXT. ALL LOCATIONS ARE APPROXIMATE ONLY. HERITAGE IMPACT ASSESSMENT 302 GIVEN ROAD, CLARINGTON 2.0 HISTORICAL SUMMARY 2.1 Natural Environment The Study Area is located in the Iroquois Plain physiographic region that extends across the western and northern shore of Lake Ontario. The physiographic conditions of the plain vary from geographic areas, however, the Newcastle area is noted for its well -drained loam soils. The area has been noted in the past as one of the best apple -producing areas in Ontario and one of the few agricultural areas within the Iroquois Plain with very good soil conditions. The character of the soil, its proximity to Lake Ontario, and the relatively flat grades encouraged early settlement in the area and fostered road and railway construction.' Wilmot Creek runs through the study area and has been important to the history of Newcastle. The creek flows from the City of Kawartha Lakes to its mouth at Lake Ontario, south of Clarington, and was the site of one of Canada's first fish hatcheries. Prior to settlement, Atlantic salmon were common in the Great Lakes, and often spawned in the mouth of the Wilmot Creek. However, following settlement, the construction of dams increased sedimentation and altered the natural state of the creek so much that salmon stopped spawning in the creek by the early -19th century. This decline gave rise to the "Salmon War" of 1842, which saw landowners taking steps to protect the declining fish populations in the creek as it flowed through their properties. The collapse of salmon spawning in the creek's watershed gave rise to the first successful fish hatchery in the province when Samuel Wilmot, an early settler and owner of the study area property began experimenting with fish eggs and breeding techniques. In 1868 he established the Newcastle Fish Hatchery on the Wilmot Creek, approximately 300 metres south west of the study area. z 2.2 Regional History 2.2.1 Context The Study Area is located at 302 Given Road in the Municipality of Clarington. Originally, the property was located in Clarke Township, in the County of Durham and was later amalgamated into the boundaries of the Town of Newcastle. In 1994, Newcastle's name was changed to Clarington to encompass a greater portion of the area including Bowmanville and Courtice. Chapman and Putnam, The Physiography of Southern Ontario, 190-196. z Ganaraska Region Conservation Authority, "Wilmot Creek Background Report", 10-19. N . 17 November 2014 `Golder Report No. 1404035-R01 4 Associates HERITAGE IMPACT ASSESSMENT 302 GIVEN ROAD, CLARINGTON 2.2.2 Clarke Township, Durham County Settlement commenced in the late -18th century with the beginning of Crown Surveys in Clarke Township. The survey began in 1792 but the entire township was not completed until 1811. The Township was not fully settled until 1860. Clarke Township was surveyed by Samuel Street Wilmot, the original owner of the "Belmont', using the Single -Front survey system that was commonly used between 1783 and 1818. The system produced a square pattern of five -200 acre lots bounded on all four sides by road allowance (Plate 1). The resulting survey created the modern farm landscape and road pattern that is still visible today .3 The population of Clarke Township in 1842 was 2,832. By 1861 it had grown to 6,575. In 1878 the population of Clarke Township was described as mainly English, Irish, and Scottish, and the Wilmots were identified as one of the earliest families to settle in the township. 4 Clarke Township was originally located within Durham County. The County, originally a part of the United Counties of Northumberland and Durham, was formed by the creation of Upper Canada in 1791. Durham consisted of the Township of Clarke, Township of Hope, and the Township of Darlington. In 1852, the population of Durham was 30,732, and by 1871 it had grown to 37,380. The county was considered completely settled by about 1860.5 19C 1 1 1 1 19C V U N U U N Q z Q N Plate 1: Single Front Survey System, 1783-1818 3 Dean, Economic Atlas of Ontario; Illustrated Historical Atlas of the Counties of Northumberland and Durham. 4 Illustrated Atlas; Floreen Ellen Carter, Place Names of Ontario. 5 Ontario Agricultural Commission, Report of the Commissioners, 1880, 53-72. N . 17 November 2014 "Golder Report No. 1404035-R01 5 Associates F Y r REFERENCE PROJECT HERITAGE IMPACT ASSESSMENT ILLUSTRATED HISTORIC ATLAS OF THE COUNTIES OF "THE BELMONT" 302 GIVEN ROAD NORTHUMBERLAND AND DURHAM, ONT. TORONTO: H. MUNICIPALITY OF CLARINGTON BELDEN & CO., 1878. TITLE NOTES SITE PLAN THIS DRAWING IS SCHEMATIC ONLY AND IS TO BE PROJECT No. 1404035 FILE No. 1: 1J3, -R READ IN CONJUNCTION WITH ACCOMPANYING TEXT. I I SCALE `43 s. I!L'f r Golder Cell][] I LNIK I Jun, 1 2 ALL LOCATIONS ARE APPROXIMATE ONLY. s Q0fllVlr%tllc CHECK I I c 1r_ r 10 c a HERITAGE IMPACT ASSESSMENT 302 GIVEN ROAD, CLARINGTON By 1900, the economic development of Durham was similar to that of the adjacent counties and townships containing a number of urban centres reliant on the prosperity of nearby Toronto. The foundation for this urban growth was the transportation network developed in the 19th century where urban centres were surrounded by thriving agricultural lands Following World War II the rise of motor vehicle usage began to change urban and rural development in southern Ontario. The early stages of urban and suburban residential expansion were apparent by the mid -20th century as the urban centres began to expand outwards into the rural areas townships. By the 1970s, several counties were reorganized, including Durham County. In 1974, the Regional Municipality of Durham was formed, comprised of a part of Ontario County and the former Durham County. In 1980, the population of the Regional Municipality of Durham was 272,750. In 2011, the population had grown to 608,124.6 2.2.3 Newcastle The modern community of Newcastle was originally founded in the early -19th century. In 1833, Stephan Crandell an early settler opened a tavern near what is now Newcastle. Following the tavern, a shop was opened across the road and the area became quickly known as Crandell's Corner, but was quickly renamed to Newcastle. The community was located along the main thoroughfare between Kingston and Toronto, originally known as the Danforth Road (named after its builder), now known as Kingston Road/Highway 2. In 1851, the community of Newcastle was combined with the community of Bond Head to establish the Village of Newcastle. By the mid -19th century, the village's location along the Danforth Road, as well as the arrival of the Grand Trunk Railway fostered growth and prosperity in the town. Large mills, and other industrial endeavours were constructed in the village including Daniel Massey's farm implement business and the medical patent business Northrop and Lyman. However, by the late -19th century the large industries had left the area and Newcastle remained a relatively small village.' In 1974, the Town of Bowmanville, Village of Newcastle, Township of Clarke, and the Township of Darlington were all amalgamated into one entity incorporated as the Town of Newcastle. In 1994 the town was renamed to the Municipality of Clarington. In 2011, the population of Clarington was 84, 548.$ 2.3 Study Area Land Use History 2.3.1 Context The Study Area is located on Part of Lot 32, Concession 2 in the former Clarke Township (Figure 3). Lot 32 was purchased by Samuel Street Wilmot, father of Samuel Wilmot, in the early -19th century and remained as part of the Wilmot family property until the 20th century when it was purchased by Alfred and Lena Graham in 1939. s Carter, Place Names; Statistics Canada, "Community Profile for Durham, Ontario". "Village History", Village of Newcastle. e Carter, Place Names, Statistics Canada, "Community Profile for Clarington, Ontario." N . 17 November 2014 `Golder Report No. 1404035-R01 7 Associates HERITAGE IMPACT ASSESSMENT 302 GIVEN ROAD, CLARINGTON The Grahams owned the property until it was sold again in 1986. Currently, the property is owned by Halminen Homes. 2.3.2 Major Samuel Street Wilmot (1774-1856) Samuel Street Wilmot (Plate 2) was born in 1774 to a Loyalist family. Following the American Revolutionary War, the family moved from New York to New Brunswick. In 1796, Samuel moved to Upper Canada, and settled near Richmond Hill accepting the position of deputy surveyor. In addition, he served as a member of the House of Assembly and operated a farm. At the outbreak of war in 1812, he volunteered and served in the rank of a Major — a rank he would be called by long after the war — notably at the Battle of York in 1813. Following the War of 1812 he purchased 400 acres of land in Clarke Township on Lots 31 and 32, Concession 2. Shortly after purchasing this property he constructed a large house that he called "Belmont." He was later recognized for surveying the road from Kingston to Toronto. He died in 1856 leaving the Belmont property to his youngest son Samuel Wilmot.9 Plate 2: Major Samuel Street Wilmot 2.3.3 Samuel Wilmot (1822-1899) and the Newcastle Fish Hatchery Plate 3: Samuel Wilmot Samuel Wilmot (Plate 3) was the youngest son of Major Samuel Street Wilmot and took over the farm business when his father passed away in the mid -19th century. Wilmot is most remembered for his instrumental role in establishing the fish culture industry in Canada. Samuel was born at "Belmont' in 1822. As a young pupil he attended Upper Canada College. He took over the family farm in 1856 following the death of his father and carried on a merchandise business in Newcastle. He also worked as a civil servant as a municipal clerk, township councillor, and later warden of the United Counties of Durham and Northumberland. In the 1850s and 1860s he was aware of the declining number of salmon spawning in the creek that ran along his property and began experimenting with breeding techniques in attempt to repopulate the creek with spawning salmon. He constructed wooden troughs that were fed with spring water in the basement of Belmont and simulated natural stream conditions. He collected eggs from the creek and some adult male salmon and was successful in breeding the fish in his basement. He was able to secure government funding and support to construct an operation on his property and by 1868 established the Newcastle Hatchery. s D.B. Simpson, "Major Samuel Street Wilmot' Association of Ontario Land Surveyors Annual Report, 1921; A.B. McCullough, "Samuel Wilmot," Dictionary of Canadian Biography; Municipality of Clarington, "Architectural and Historical Reasons for Designation." Y. 17 November 2014 W Golder Report No. 1404035-R01 8 Associates HERITAGE IMPACT ASSESSMENT 302 GIVEN ROAD, CLARINGTON He was appointed to the Department of Marine and Fisheries for Canada as a fishery overseer and by 1876 was made Superintendent of Fish Culture in Canada. In this role he oversaw the construction and management of 15 hatcheries across Canada. He remained in the position until his retirement in 1895.10 The Newcastle Fish Hatchery operated until 1914. Today little remains of the hatchery. The ponds and main buildings have recently been removed and all that remains are the depressions in the earthworks southeast of the Study Area property. In 1967, a provincial plaque was unveiled near the property off of Kingston Road/Highway 2 to commemorate Wilmot's contribution to the fisheries industry in Canada. 2.3.4 Belmont Samuel Street Wilmot constructed the first Belmont residence between 1814 and 1822. The original appearance and form of the residence is documented in historic paintings/sketches and photographs. It is unknown whether the building was altered extensively from its construction. The first detailed depictions of the house appear in the late -19th century with the prominence of the Newcastle Fish Hatchery. Plate 4: Belmont as indicated in the Canadian Illustrated News, 1872 (Clarington Museum and Archives) 10 Simpson, "Major Samuel Street Wilmot,"; Myno Van Dyke, "Newcastle Fish Hatchery"; Hugh MacCrimmon, `Beginnings of Salmon Culture in Canada". 17 November 2014`Golder Report No. 1404035-R01 9 9.Associates HERITAGE IMPACT ASSESSMENT 302 GIVEN ROAD, CLARINGTON The hatchery was featured in an 1877 issue of the Canadian Illustrated News. The focus of the artwork is on the hatchery, however the Belmont residence is visible in the interpretation. A year later, the Illustrated Historical Atlas of the Counties of Northumberland and Durham depict the hatchery, also showing the Belmont property at a distance. Lastly, a family photograph from c. 1895 — just prior to the fire that destroyed the building — shows the southeast corner of the house and indicates some details (Plates 4-6). Plate 5: Belmont (back right) as depicted in the Illustrated Atlas for the Counties of Northumberland and Durham, 1878. The road at the bottom of the image is Kingston Road/Highway 2. (Clarington Museum and Archives) Based on the historic depictions, it appears that the original Belmont was a white, 2 '/2 -storey, 5 -bay house built in the Georgian style. Both of the artistic renditions of the house depict a hipped -roof with a pediment centered on the south fagade and a decorative cornice along the roofline. Plate 6 indicates that the building appears to be of frame construction and clad with wooden siding. A pillared verandah is evident that is supporting a balcony from the second storey. This structure was destroyed by fire in the late 1890s. 17 November 2014 Golder Report No. 1404035-R01 10 WAssociates HERITAGE IMPACT ASSESSMENT 302 GIVEN ROAD, CLARINGTON Plate 6: Belmont, c. 1895. (Clarington Museum and Archives t-7- IN Following the fire a new house was built on the original foundations. The massing and form of the new structure appear to be very similar to the original; however, some details have been altered. The second Belmont has a strong Edwardian appearance that was in vogue in the late 19th century. The smooth, red brick of the structure combined with the introduction of two symmetrical bay windows on the south fagade indicate some more detailing changes, but the building has been noted for its similarity to the original structure. The details of the current building are discussed further in Section 3. N 17 November 2014 "Golder Report No. 1404035-R0l 11 Associates HERITAGE IMPACT ASSESSMENT 302 GIVEN ROAD, CLARINGTON 3.0 SITE DESCRIPTION 3.1 Cultural Landscape The study area property is located on a triangular lot approximately one kilometre west of the community of Newcastle. The property is still surrounded on all sides by a rural landscape. However, suburban development is currently under construction approximately 500 metres to the east of the study area. Kingston Road/Highway 2 runs east -west, about 300 metres south of the lot and immediately west of the study area Highway 35/115 runs north -south. On the property, barns and associated outbuildings are located northwest of the house. A 2'/z storey board -and - batten structure, a large gambrel roof barn comprised of two timber frames, and a long barn structure with three gables are all present on the property. Wooden posts and wire fences line the properties fields and are visual reminders of the former agricultural use of the property (Plates 7 and 8). Given Road is a narrow gravel road that is representative of the early concession road pattern laid out as a result of the survey system. The Belmont residence is setback approximately 50 metres from the road and includes a curved gravel carriageway that arrives at the main entrance to the house. A straight gravel laneway also exists on the east side of the residence. A collection of large, mature trees are present south of the house. Large trees are also present on the east and west sides of the residence. The tree coverage on the south side of the building hides the building from the public view of Given Road (Plates 9 and 10). Plate 7: Landscape of the study area, looking north, showing large barns at the back of the property 17 November 2014 Golder Report No. 1404035-R01 12 Associates HERITAGE IMPACT ASSESSMENT 302 GIVEN ROAD, CLARINGTON Plate 10: Curved gravel carriageway on the south side of the Belmont residence 3.2 Exterior 3.2.1 Overview The exterior of the house consists of two components that are assumed to have been built at two separate times given the difference in scale and architectural style. Although the exact dates of construction were not determined, the materials used to construct the two portions are similar and could have been built within a narrow timeframe. For the purposes of this assessment, the 2'/2 storey portion of the house has been identified as the main house, and the 1 '/2 storey portion at the rear is referred to as the addition. The main house is a 2 storey vernacular farm house built in a Georgian form, with Edwardian Classicism style and details, and a low pitch, hipped roof. These details include the smooth red -brick masonry construction — with a red, raised ribbon style of mortar pointing — raised on the stone foundation, the centered pediment, and pillared porch, symmetrical bay windows, and the dentils that form the decorative element of the cornice. The rear addition is a 1 '/2 storey addition structure with two windows and two doors on its main fagade, an unusual characteristic for a small structure. This structure may have had only one entrance at an earlier date but late -20th century renovations to the rear addition may have included the installation of another door. A small lean-to garage has been constructed on the north side of the addition. Unlike the main house, this structure has a low-pitched gable roof. 17 November 2014 Golder Report No. 1404035-R01 14 WAssociates HERITAGE IMPACT ASSESSMENT 302 GIVEN ROAD, CLARINGTON 3.2.2 Main House Exterior The south fagade or the front of the house consists of three bays, made up of a central door flanked by windows. Concrete steps lead to a pillared porch that consists of two wooden engaged pillars flanking the door. The remaining two pairs of posts that support the verandah are modern replacements. The roof of the porch is the remnant of a second storey balcony, accessed by a second storey door. The balustrades have been removed and little evidence remains of its original construction. The door at the ground level is a decorative wooden door with a large window, and symmetrical rectangular transoms and a curved elliptical fanlight. The bay windows on the ground floor are large -paned sash windows with synthetic sill covers. The wood sash windows on the second storey include brick flat -arch lintels. The roofline is decorated with a cornice that includes dentils and large wooden brackets. The centre of the roofline includes a projected pediment, a defining element of classical architecture (Plate 11). The east side of the main house is non -symmetrical and includes two entrances; one into a former farm office, and the other to a cloak room. The southernmost -most entrance on this fagade includes a pillared porch with two engaged pillars, and three posts supported on brick columns. A chimney is also centered on this portion of the house. The east side of the main house has a total of four second -storey windows, two ground -floor windows, and one basement window. The decorative cornice only lines the roof along the southern portion of the main house (Plate 12). The north side of the main house consists mostly of windows and a rear entrance to a basement door. A total of nine windows are located on this side of the house; two basement windows, four ground floor windows (one small one located above the brick vestibule surrounding the basement door entrance), two second -storey windows, and a dormer located in the hipped roof (Plate 13). The west side of the main house is made up of the mass of brick wall and a collection of windows. No doors are present on this portion of the house, and there are a total of nine windows; two basement windows, four ground floor, and three second -storey windows. All windows have flat -arch brick lintels. The cornice on this side of the house consists of the decorative white dentils, and the green brackets just below the roof line. The chimney of an interior fireplace and masonry stack is visible in the hipped roof (Plate 14). 17 November 2014 Golder Report No. 1404035-R01 15 WAssociates HERITAGE IMPACT ASSESSMENT 302 GIVEN ROAD, CLARINGTON Plate 11: South fagade, showing main entrance to the Belmont residence Plate 12: East fagade showing original portion of house at left and 1 % storey rear addition on right 17 November 2014 VAssociates Golder Report No. 1404035-R01 16 HERITAGE IMPACT ASSESSMENT 302 GIVEN ROAD, CLARINGTON Plate 13: North facade Plate 14: West fagade showing original portion at right and 1 % storey rear addition with porch at left 17 November 2014 VAssociates Golder Report No. 1404035-R01 17 G10 z O 0 0 G9 S10 Q w G8 B8 �� S9 2 B5 G4 56 S8 p G5 S7 I � 64 B7 G7 O B6 Sq J G6 S5 Z 1 2 O B1 B2 B3 G1 S3 G2 G3 � S1 S2 NOTES THIS DRAWING IS SCHEMATIC ONLY AND IS TO BE READ IN CONJUNCTION WITH ACCOMPANYING TEXT. BASEMENT GROUND FLOOR SECOND FLOOR ATTIC ALL LOCATIONS ARE APPROXIMATE ONLY. E a N O V R O N PROJECT HERITAGE IMPACT ASSESSMENT" "THE BELMONT" 302 GIVEN ROAD MUNICIPALITY OF CLARINGTON 3TITLE 0 s FLOOR PLANS M O V PROJECT No. 1404035 FILE No. 1404035-R01001 ui SCALE tg1der CADD LMK June 25/14 3 aws CHECK&1A;ssod FIGURE 4 LONDON, ONTARIO D HERITAGE IMPACT ASSESSMENT 302 GIVEN ROAD, CLARINGTON 3.3 Main House — Interior 3.3.1 Overview The main house and the rear addition may have been one accessible unit in the past however, renovations appear to have separated the two components. No major renovations have resulted in any significant reconfiguration of the building. The main house contains twelve staircases, an unusual number for a farmhouse. In addition several closets, and bathrooms appear to have been added over the past century. The room descriptions below are based on the current conditions of the house as observed during the field assessment conducted for this report. Where commented on, the room functions are provided for descriptive purposes and are not meant for interpretive purposes. Each floor level and room in the house has been assigned an arbitrary number for the purpose of description and analysis in this report. The basement rooms are prefixed with "B", while the ground floors are "G", and the second floor is "S". See Figure 5 for a floor plan sketch of each level to accompany the descriptions below. 3.3.2 Main House - Basement Room B-1 Room B-1 is a small storage room located in the southwest corner of the basement. Doorways provide access to Rooms B-2 and B-4. The west and south walls of the room have been rebuilt with concrete blocks in the late - 20th or early -21st century (Plate 15). Room B-2 Room B-2 is a narrow hallway that joins the rooms on the south side of the basement. The main features of this room are the brick arches that appear to support the interior of the house. These arches are mentioned in the Designation By-law for the property. The south wall has been reconstructed with concrete block in the late -20th or early 21St century (Plate 16) Room B-3 Room B-3 is a small room in the southeast corner of the basement separated from B-2 (hallway) by the brick arches. The south wall and a portion of the east wall have been rebuilt with concrete block. The north wall is constructed of brick. Room B-4 Room B-4 is in the northwest corner of the basement, and provides access to the Rooms B-1, B-5 (hallway), and B-8 (cellar). A staircase on the south wall also provides access to the ground floor kitchen. The room contains a spring that still provides water for the house. The spring was the original source of water for Samuel Wilmot's hatching experiments in the 1860s. A dumbwaiter is located on the south wall (Plates 17 and 18). Y. 17 November 2014 `Golder Report No. 1404035-R01 19 Associates HERITAGE IMPACT ASSESSMENT 302 GIVEN ROAD, CLARINGTON Room B-5 Room B-5 is a narrow hallway that connects Rooms B-4 and B-7. A door is located on the hallways north wall which provides access to a staircase and exterior entrance to the house at grade (Plate 19). Room B-6 Room B-6 is a small room located in the centre of the basement plan. The room's entrance is through a wide brick arch. Currently, the room houses a large ground -source heating unit that services the house (Plate 20). Room B-7 Room B-7 is located in the northeast corner of the basement. The south and west walls of the room are constructed of brick, while the west wall, and a portion of the north wall have been rebuilt with concrete block. A section of the north wall is constructed of stone and one is few interior locations in the building where the stone foundation is visible (Plate 21). ►; .. a �:3 Room B-8 is a small cellar that is constructed of formed concrete (Plate 22). Plate 15: Room B-1 looking northeast, showing entrances to Room B-4 on left, and B-2 on right N . 17 November 2014 "Golder Report No. 1404035-R01 20 Associates HERITAGE IMPACT ASSESSMENT 302 GIVEN ROAD, CLARINGTON Plate 16: Room 82 (far) and Room 83 (foreground) showing brick arches separating the rooms on the south wall of the basement Plate 17. Room 8-4 looking southwest showing staircase to ground floor (left), door to 81, and dumbwaiter (centre) 17 November 2014`Golder Report No. 1404035-R01 21 9.Associates HERITAGE IMPACT ASSESSMENT 302 GIVEN ROAD, CLARINGTON Plate 18: Room 8-4 looking north, showing pump that draws spring water under the slab Plate 19: Room 8-5 looking west showing narrow hallway. The door (right) provides access to the exterior entrance%xit on the north side of the main house 17 November 2014T Golder Report No. 1404035-R01 22 Associates HERITAGE IMPACT ASSESSMENT 302 GIVEN ROAD, CLARINGTON Plate 20: Room 8-6, looking west from Room 8-7 showing brick archway entrance to heating unit mechanical room Plate 21: Room 8-7 looking northeast showing remaining stone north wall (left) and rebuilt concrete east wall (right) 17 November 2014 Golder Report No. 1404035-R01 23 Associates HERITAGE IMPACT ASSESSMENT 302 GIVEN ROAD, CLARINGTON 000t: Plate 22: Room 8-8 looking southeast from corner of the room, showing cellar built of formed concrete and door to 8-4 3.3.3 Main House - Ground Floor Room G-1 Room G-1 is a large room, which appears to have functioned as a parlour on the southwest corner of the ground floor, a typical location for a 19th century house. The room has a large bay window on the south wall, and modern wall-to-wall carpet with large baseboards. The room can be accessed on from the main centre hallway on the east wall. A narrow hallway is located on the north side of the room that leads to the Room G-4. This hallway appears to be a service entrance for the room and indicates that the room appeared to be used for formal dining purposes. The remnant of wainscoting is present in this hallway (Plate 23). Room G-2 Room G-2 was the formal front hall of the house, and is the key feature of the centre -hall plan. The room provides access to five separate ground floor rooms, and contains the staircase to the second floor. The finishes include wooden floors, large baseboards, and door -trim profiles that may be original to the 1898 construction of the residence. The front door entrance includes a centered door with flanking sidelights, and a curved elliptical transom comprised of three separate windows (Plates 24 and 25). N 17 November 2014 `Golder Report No. 1404035-R01 24 Associates HERITAGE IMPACT ASSESSMENT 302 GIVEN ROAD, CLARINGTON Room G-3 is a parlour room that is similar in size to G-1, and is located on the southeast corner of the ground floor. The room has a large bay window on the south wall and modern wall-to-wall carpets with large baseboards. A fireplace is located in the northeast corner of the room, and a doorway provides access to G-2 (front hall). A set of French doors open onto G-7 (Plates 26 and 27). Room G-4 Room G-4 is a large kitchen on the west side of the house. The interior finishes include wood floors, wainscoting, large door profile, and decorative mouldings that line the tall ceiling. The north wall includes a storage closet, and a space for a stove that has been removed. Behind the stove space is wall that hides a service staircase to the second floor. An exterior entrance is also located on the north wall. The west wall includes two large windows, and consists of mostly modern cupboards and cabinets. The south wall is of particular interest as it includes four doors, which lead the basement, a front parlour, a service staircase to the second floor, and a pantry closet (Plates 28 and 29). Room G-5 Room G-5 is a rear entrance hall from the north side of the house. The interior includes wooden floors, wainscoting, and door profiles. The door on the north wall leads to a small mudroom/cloak room and exit on the north side of the house. The west wall includes a door to the kitchen, the south wall leads to the front hall, and the east wall includes a door to Room G-7. Room G-6 Room G-6 is a small bathroom located under the main central staircase of the front hall that appears to have been a 20th -century addition. We6=11 C&A Room G-7 is a large room on the east side of the house that once functioned as a farm office located inside of the house. The Reasons for Designation indicate that one exterior entrance led to a farm office. It appears that this room likely functioned as an office in the past. The room includes two large wood -sash windows, doorways to the front and rear halls, and an exterior entrance/exit to the east side of the house. A fireplace is located in the southeast corner of the room (Plate 30). 17 November 2014 Golder Report No. 1404035-R01 25 WAssociates HERITAGE IMPACT ASSESSMENT 302 GIVEN ROAD, CLARINGTON Plate 23: Service entrance to G-1 from G-4(kitchen) showing narrow hallway to parlour N . 17 November 2014 `Golder Report No. 1404035-R01 26 Associates HERITAGE IMPACT ASSESSMENT 302 GIVEN ROAD, CLARINGTON Plate 24: G-2 showing centre hall plan, including staircase, wood floors, and deep baseboard and door surround profiles. Door at back left is open to Room G-6 a small bathroom located under the staircase. Plate 25: Room G-2 showing front door entrance to house. Doorway to Room G-3 is at left 17 November 2014 VAssociates Golder Report No. 1404035-R01 27 HERITAGE IMPACT ASSESSMENT 302 GIVEN ROAD, CLARINGTON Plate 26: Room G-3 showing large bay window that is identical in both front parlour rooms (G-1 and G-3) Plate 27: Room G-3 showing fireplace on northeast wall, and French doors lead to Room G-7 on north wall N . 17 November 2014 `Golder Report No. 1404035-R01 28 Associates HERITAGE IMPACT ASSESSMENT 302 GIVEN ROAD, CLARINGTON Plate 28: Room G-4 showing north wall. Note storage closet on left, space for stove in middle, and rear exterior entrance on right. A service staircase is enclosed and hidden behind the north wall. Plate 29: Room G-4 showing south wall including four separate doorways to basement, parlour, second floor, and pantry 17 November 2014 Golder Report No. 1404035-R01 29 Associates HERITAGE IMPACT ASSESSMENT 302 GIVEN ROAD, CLARINGTON Plate 30: Room G-7 showing fireplace on southeast wall, and exterior entrance at left. French doors to G-3 at right. 3.3.4 Main House - Second Floor Room S-1 Room S-1 is a small room located at the southwest corner. The room includes two wood -sash windows, mid- sized baseboards, and a chair rail. A small ensuite bathroom has been built into the north wall of the room in the 201h century (Plate 31). Room S-2 Room S-2 is the centre hallway. The hall includes doors to all eight of the second floor rooms, and three staircases. The south wall of the room contains a door to the former balcony that was located above the front door. The door -surround includes rectangular sidelights and transoms. The hallway floors are wood with large baseboards (Plates 32 and 33). Room S-3 Room S-3 is a small rectangular room in the southeast corner of the second floor. The room has two sash windows, and a small closet on the west wall. 17 November 2014 `Golder Report No. 1404035-R01 30 Associates HERITAGE IMPACT ASSESSMENT 302 GIVEN ROAD, CLARINGTON Room S-4 Room S-4 is a large bathroom located on the west side of the house. The flooring and roof finishes are modern but the walls contain wainscoting. It is unclear what the original function of this room was but it has most recently functioned as a bathroom. The room is furnished with modern bathroom facilities including a shower and large bathtub (Plate 34). Room S-5 Room S-5 is a small room on the east side of the building. The room has one wood -sash window. A rectangular portion of the wall deviates from the east side of the room and hides what appears to be the chimney stack that extends throughout the different levels of the house. The remnants of an old stove pipe opening is visible on this wall and on the west wall (Plate 35). Room S-6 Room S-6 is a small, narrow room on the west side of the house. It is unclear what the original function of the room was, but its most recent use was as a laundry room. No historic fabric appears to be remaining in the room. Room S-7 Room S-7 is a small space functioning as a closet for Room S-8. It is located in the centre of the north wall and is located between Rooms S-2 and S8. A small window is located on its north wall. Room S-8 Room S-8 is a long, narrow room on the northwest corner of the second floor. The room includes two large wood -sash windows, and doorway access to Rooms S-2 (hall), S-3 (bedroom) and S-7 (closet) (Plate 36). Room S-9 Room S-9 is a located on the north side of the original portion of the house. The room includes a door to Room S-7 (hall) on its south wall, and wood sash windows on its east and west walls. A service staircase is located along the north wall that leads to the kitchen below. This narrow and hidden staircase suggests that the room functioned historically as the living quarters for the service staff of the house (Plate 37). N 17 November 2014 "Golder Report No. 1404035-R01 31 Associates HERITAGE IMPACT ASSESSMENT 302 GIVEN ROAD, CLARINGTON Plate 31: Room S-1 looking east showing door to S-2, baseboards, chair rail, and closet at right. Wall at left separates the room from the ensuite bathroom Plate 32: Room S-2 showing centre hall on the second floor. The closed door on the left leads to a narrow service stairway 17 November 2014 Golder Report No. 1404035-R0l 32 Associates HERITAGE IMPACT ASSESSMENT 302 GIVEN ROAD, CLARINGTON Plate 33: Room S-2 looking south, showing door to Room S-3 on the left, and the balcony door at right. Plate 34: Room S-4 showing modern bathroom finishes and wainscoting 17 November 2014 Golder Report No. 1404035-R0l 33 Associates HERITAGE IMPACT ASSESSMENT 302 GIVEN ROAD, CLARINGTON Plate 35: Room S-5 looking west showing sash window on west wall, and chimney stack with former stove pipe opening Plate 36: Room S-8 looking southwest showing door to Rooms S-5 (left), S-2 (middle) and S-7 (right) 17 November 2014 Report No. 1404035-R01 34 Golden W dates HERITAGE IMPACT ASSESSMENT 302 GIVEN ROAD, CLARINGTON K Plate 37: Room S-9 looking west showing wood sash window, door to service stairs (left) and closet door (right) 3.3.5 Attic The attic is a large open space above the second floor. A staircase from the second floor hallway (Room G-2) provides access to the attic hatch and the attic space. The floor is wood planked floor, and the space contains no interior partitions. The roof structure is made up of lightly -framed sawn lumber beams that tied into the rafters. A dormer window is located on the north wall. On the east and west walls, the chimney stacks that run throughout the house are visible (Plates 38 and 39). 17 November 2014 Golder Report No. 1404035-R01 35 WAssociates HERITAGE IMPACT ASSESSMENT 302 GIVEN ROAD, CLARINGTON Plate 38: Attic space looking northwest showing attic hatch, posts, and rafters Plate 39: Attic space looking southwest showing posts, trusses, and rafters. The taller masonry portion on the left indicates the central location of the pediment on the south (main) fagade of the house 17 November 2014 Golder Report No. 1404035-R01 36 Associates HERITAGE IMPACT ASSESSMENT 302 GIVEN ROAD, CLARINGTON 3.3.6 Rear Addition Exterior The east side of the rear addition consists of the two doors and two windows. The southern -most door has a shed -roof door cover located above, and leads to a rear interior entrance into the back of the main house, while the northern -most door leads to the separate apartment that has been constructed in the rear addition. The two windows are located on either side of the north door. All of the doors and windows have brick flat -arch lintels above (Plate 40). The north side of the rear addition consists mostly of the lean-to style garage. The exterior finish of the garage is board -and -batten wood siding and it has raised seam metal roof. Two windows are located on the ground floor of the garage, and a wood sash window is located on the second floor of the rear addition. The west side of the rear addition consists of a door and two windows. All three have brick flat -arch lintels. The footprint of a previous exterior structure is visible on the face of the brick. A large patio has been constructed on this side of the addition (Plate 41) I k. Plate 40: East side of rear addition showing two doors and two windows. Lean-to style garage is visible on the right N . 17 November 2014 "Golder Report No. 1404035-R01 37 Associates HERITAGE IMPACT ASSESSMENT 302 GIVEN ROAD, CLARINGTON Plate 41: West side of rear addition showing windows and doors, footprint of exterior structure, and patio 3.3.7 Rear Addition Ground Floor Rooms G-8 to G10 Rooms G8 to G10 include a bathroom, kitchen, and bedroom as a separate apartment that have been built in the rear addition of the house. All three rooms have undergone extensive modern renovation and retain little to no heritage features or value (Plates 42 and 43). N 17 November 2014 "Golder Report No. 1404035-R01 38 Associates HERITAGE IMPACT ASSESSMENT 302 GIVEN ROAD, CLARINGTON Plate 42: Room G-9, looking west in rear addition, showing modern renovations, and renovated bathroom in Room G-8 Plate 43: Room G-10 looking west showing modern renovation in rear addition N . 17 November 2014 "Golder Report No. 1404035-R01 39 Associates HERITAGE IMPACT ASSESSMENT 302 GIVEN ROAD, CLARINGTON Room S-10 Room S-10 is the second storey of the rear addition. The room is a large attic space with wooden floors. It has a wood sash window on its north wall, and an exposed brick wall on its south wall including a centered chimney stack (Plate 44). Plate 44: Room S-10, or attic space in rear addition. The walls and ceiling are finished in a modern particle board, and the south wall consists of exposed brick, showing the masonry stack on the north wall 17 November 2014 Golder Report No. 1404035-R01 40 Associates HERITAGE IMPACT ASSESSMENT 302 GIVEN ROAD, CLARINGTON 4.0 ANALYSIS 4.1 Ontario Regulation 9/06 Ontario Regulation 9/06 provides criteria for determining cultural heritage value or interest. If a property meets one or more of the following criteria it may be designated under Section 29 of the Ontario Heritage Act. The criteria for determining cultural heritage value or interest according to Ontario Regulation 9/06 are as follows: 1) The property has design value or physical value because it: ■ Is a rare, unique, representative or early example of a style, type, expression, material or construction method; ■ Displays a high degree of craftsmanship or artistic merit; or ■ Demonstrates a high degree of technical or scientific achievement. 2) The property has historic value or associative value because it: ■ Has direct associations with a theme, event, belief, person, activity, organization, or institution that is significant to a community; ■ Yields, or has the potential to yield information that contributes to an understanding of a community or culture; or ■ Demonstrates or reflects the work or ideas of an architect, artist, builder, designer, or theorist who is significant to a community. 3) The property has contextual value because it: ■ Is important in defining, maintaining or supporting the character of an area; ■ Is physically, functionally, visually or historically linked to its surroundings; ■ Is a landmark N 17 November 2014 "Golder Report No. 1404035-R01 41 Associates HERITAGE IMPACT ASSESSMENT 302 GIVEN ROAD, CLARINGTON 4.2 Evaluation Table 1: Ontario Regulation 9/06 Evaluation of the Belmont House, 302 Given Road, Clarington Criteria Site Specific Evaluation 1) The property has design value or physical value because it: i) Is a rare, unique, representative or early example of a style, Representative example of a large type, expression, material or construction method; Georgian farmhouse with Edwardian Classicism details ii) Displays a high degree of craftsmanship or artistic merit; or Contains brick arches from original construction of the house c. 1816-1820 iii) Demonstrates a high degree of technical or scientific and the spring where Samuel Wilmot achievement. experimented with fish-breeding techniques in the 1860s 2) The property has historic value or associative value because it: ■ Associated with Samuel Street Wilmot, Deputy Surveyor in Upper i) Has direct associations with a theme, event, belief, person, Canada and Major in the Battle of York, 1813. activity, organization, or institution that is significant to a community; ■ Associated with Samuel Wilmot, the founder of the Newcastle Fish Hatchery and the Father of Canadian Fish Culture ii) Yields, or has the potential to yield information that contributes to an understanding of a community or culture; None identified or iii) Demonstrates or reflects the work or ideas of an architect, artist, builder, designer, or theorist who is significant to a None identified community. 3) The property has contextual value because it: i) Is important in defining, maintaining or supporting the None identified character of an area; Historically linked to the Wilmot Creek ii) Is physically, functionally, visually or historically linked to its that runs south and west of the property surroundings; or which fed the house and the Newcastle Fish Hatchery iii) Is a landmark. None identified 17 November 2014 Golder Report No. 1404035-R01 42 WAssociates HERITAGE IMPACT ASSESSMENT 302 GIVEN ROAD, CLARINGTON 4.2.1 Cultural Heritage Value or Interest Design/Physical Value The property contains cultural heritage value due to the design of the Belmont house. Belmont is a three -bay Georgian style residence that includes Edwardian details. The original Belmont was of frame construction and built in the Georgian style in the early -191" century and was rebuilt on the original foundation in the same style in the late 1890s, this time using brick, a common building material during the Edwardian period. The symmetrical fagade, smooth red brick materials, and pillared verandahs represent fine Edwardian details. The centre -hall plan, fireplaces and mantels, remaining original wood trim, basement brick arches and the cellar spring which still feeds the house with water, contribute to the interior design and the architectural heritage value of the property. Historic/Associative Value The property contains cultural heritage value due to its direct historic associations with Samuel Street Wilmot and Samuel Wilmot. Samuel Street Wilmot was a Deputy Surveyor in Upper Canada and served as a Major during the Battle of York in 1813. He purchased the property following the War of 1812 and built the first Belmont residence. His son, Samuel Wilmot inherited the family farm business and is best known for his fish - breeding experiments which began in the basement of his Belmont house in the early 1860s. By the late 1860s, Wilmot established the Newcastle Fish Hatchery. He later pursued a career as Superintendent of Fish Culture in Canada and oversaw the establishment and construction of 15 hatcheries across Canada. Contextual Value The property contains contextual value due to its proximity to Wilmot Creek. The creek is located south and west of the house and was the source of water that fed — and continues to feed — the cellar spring of the Belmont residence. The creek was once the breeding area for the salmon found in the Great Lakes and was the water source that also fed the Newcastle Fish Hatchery that was located just west of the Belmont residence. 4.3 Heritage Attributes The defining heritage attributes of the property include: ■ Massing and form of the original Belmont house, including three -bay symmetry on south facade ■ Pillared verandahs on south and east facades ■ Wooden dentils and brackets on cornice ■ Bay windows in front parlour rooms ■ Wood -sash windows ■ Original foundation and basement including brick vault arches N 17 November 2014 "Golder Report No. 1404035-R01 43 Associates HERITAGE IMPACT ASSESSMENT 302 GIVEN ROAD, CLARINGTON ■ Cellar spring ■ Fire places and mantels ■ Centre hall plan ■ Remaining historic wooden trim in interior ■ Landscape features including mature trees and curved gravel carriageway that arrives at the main entrance of the Belmont residence 4.4 Statement of Cultural Heritage Value The Belmont house at 302 Given Road in the Municipality of Clarington is a distinctive example of Georgian architecture and Edwardian Classicism detailing used on a country estate. The residence was initially built by Major Samuel Street Wilmot in the early -19th century and was home to Wilmot and his family including his son Samuel Wilmot. Wilmot inherited the property and the family farm business and established the Newcastle Fish Hatchery one of the first fish hatcheries in Canada just west of the residence, on Wilmot Creek. The Belmont burnt down in 1898 and was rebuilt in an almost identical style with different materials and Edwardian details following the fire. 4.5 Designation The property is currently designated under Part IV of the Ontario Heritage Act, as per By-law 88-173 in the Municipality of Clarington. The property was designated in 1988 for its architectural and historical value. The designation by-law identifies the following significant elements of the property: ■ Cellar with its several large rooms separated by brick arches built by Major S.S. Wilmot ■ Cellar spring where Samuel Wilmot, Father of Canadian Fish Culture, began his experiments ■ Reconstructed Belmont is representative of the larger brick homes built at the time ■ Cellar spring, slate roof (recently replaced with a synthetic roof), two pillared verandahs with railed balconies above (balconies have been removed), the main staircase of cherry, the fireplaces and mantels, and most of the original wood trim N. 17 November 2014 "Golder Report No. 1404035-R01 44 Associates HERITAGE IMPACT ASSESSMENT 302 GIVEN ROAD, CLARINGTON 5.0 PROPOSED UNDERTAKING, IMPACTS, AND MITIGATION 5.1 Proposed Undertaking Halminen Homes is proposing to subdivide and develop the areas surrounding the subject property. The draft plan of subdivision places the house on a large lot such that it can remain in situ. 5.2 Potential Impacts Little to no adverse impacts to the Belmont house are anticipated. However, the rural landscape setting of the farm property will be lost. The subdivision will also further separate the house from the remnants of the Newcastle Fish Hatchery that was located southwest of the house. 5.3 Mitigation Options Retention of the house in situ, will minimize adverse impacts to the property. If the lot that is created around the house is established as indicated in the subdivision plans, the heritage attributes identified in By-law 88-173 and this report will be protected. The lot around the house is large enough to retain the character of the rural farm property. N. 17 November 2014 "Golder Report No. 1404035-R01 45 Associates HERITAGE IMPACT ASSESSMENT 302 GIVEN ROAD, CLARINGTON 6.0 RECOMMENDATIONS 6.1 Lot Subdivision To minimize direct and indirect impacts to the house, the lot that will remain around the property should be large enough to avoid extensive demolition of the landscape features including the mature trees on the south side of the house, as well as the curved carriageway. This will minimize impacts to the landscape features of the property and ensure that the heritage attributes of the Belmont residence will be protected. 6.2 Interim Management of Belmont At the time of the preparation of this HIA, the Belmont residence appeared to be in good exterior and interior condition. Halminen Homes should continue to maintain the house in this condition to prevent deterioration of the property's heritage attributes and provide for the best redevelopment options in the future. 6.3 Future Restoration Opportunities Future restoration of the balcony above the pillared verandah on the south fagade, and any necessary repairs to the verandahs themselves should be considered, if feasible. 6.4 Deposit Copies Copies of this report and any relevant subsequent documentation should be deposited with: Clarington Public Library Clarington Museums and Archives Newcastle Branch 62 Temperance Street 150 King Street Bowmanville, Ontario Newcastle, Ontario L1C 3A8 L1B 11-5 N 17 November 2014 "Golder Report No. 1404035-R01 46 Associates HERITAGE IMPACT ASSESSMENT 302 GIVEN ROAD, CLARINGTON 7.0 SOURCES 7.1 Published Sources Blumenson, John. Ontario Architecture: A Guide to Styles and Building Terms 1784 to the Present. Toronto: Fitzhenry and Whiteside, 1990. Carter, Floreen Ellen. Place Names of Ontario. Volumes One and Two. London, Ont.: Phelps Publishing Company, 1984. Chapman, Lyman John and Donald F. Putnam. The Physiography of Southern Ontario, 3rd edition. Ontario Geological Survey Special Volume 2. Toronto: Ontario Ministry of Natural Resources, 1984. Dean, W.G. Economic Atlas of Ontario. Toronto: University of Toronto Press, 1969. Illustrated Historical Atlas of the Counties of Northumberland and Durham, Ont. Toronto: H. Belden & Co., 1873. MacCrimmon, Hugh. "The Beginning of Salmon Culture in Canada." Canadian Geographic Journal 71 (September 1965): 96-103. Mcllwairth, Thomas F. Looking for Old Ontario. Toronto: University of Toronto Press, 1997. Ontario Agricultural Commission. Report of the Commissioners (and Appendices A to S). Toronto: Blackett Robinson, 1880. Simpson, D.B. "Major Samuel Street Wilmot." Association of Land Surveyors, Annual Report. Toronto (1921): 108-110. Squair, John. The Townships of Darlington and Clarke, including Bowmanville and Newcastle. Toronto: University of Toronto Press, 1927. "The Great Dominion Fish -Breeding Establishment, Near Newcastle, Ontario." Canadian Illustrated News. Volume XV, No. 12, (1877): 184-185. 7.2 Unpublished Sources Corporation of the Town of Newcastle. By -Law 88-173. Ganaraska Region Conservation Authority. Wilmot Creek Background Report: Abiotic, Biotic and Cultural Features for preparation of the Wilmot Creek Watershed Plan. 2009. Municipality of Clarington Files. Architectural and Historical Reasons for Designation. Van Dyke, Myno. "The Newcastle Fish Hatchery." Newcastle Village and District Historical Society. 17 November 2014 Golder Report No. 1404035-R01 47 WAssociates HERITAGE IMPACT ASSESSMENT 302 GIVEN ROAD, CLARINGTON 7.3 Online Sources "Aquaculture." The Canadian Encyclopedia. www.thecanadianencyclopedia.ca (accessed May 2014). McCullough, A.B. "Samuel Wilmot." Dictionary of Canadian Biography. www.biographi.ca (accessed May 2014). "Samuel Wilmot." The Canadian Encyclopedia. www.thecanadianencyclopedia.ca (accessed May 2014). Statistics Canada. "Community Profile for Durham, Ontario." www.statscan.gc.ca (accessed May 2014). Statistics Canada. "Community Profile for Clarington, Ontario." www.statscan.gc.ca (accessed May 2014). Village of Newcastle. "Village History" www.villageofnewcastle.ca (accessed May 2014). N 17 November 2014 "Golder Report No. 1404035-R01 48 A55DClates HERITAGE IMPACT ASSESSMENT 302 GIVEN ROAD, CLARINGTON 8.0 IMPORTANT INFORMATION AND LIMITATIONS OF THIS REPORT Golder Associates Ltd. has prepared this report in a manner consistent with the standards and guidelines developed by the Ontario Ministry of Tourism, Culture, and Sport, Programs and Services Branch, Cultural Division, subject to the time limits and physical constraints applicable to this report. No other warranty, expressed or implied is made. This report has been prepared for the specific site, design objective, developments and purpose described to Golder Associates Ltd., by D.G. Biddle & Associates Limited (the Client). The factual data, interpretations and recommendations pertain to a specific project as described in this report and are not applicable to any other project or site location. The information, recommendations and opinions expressed in this report are for the sole benefit of the Client. No other party may use or rely on this report or any portion thereof without Golder Associates Ltd.'s express written consent. If the report was prepared to be included for a specific permit application process, then upon the reasonable request of the Client, Golder Associates Ltd. may authorize in writing the use of this report by the regulatory agency as an Approved User for the specific and identified purpose of the applicable permit review process. Any other use of this report by others is prohibited and is without responsibility to Golder Associates Ltd. The report, all plans, data, drawings and other documents as well as electronic media prepared by Golder Associates Ltd. are considered its professional work product and shall remain the copyright property of Golder Associates Ltd., who authorizes only the Client and Approved Users to make copies of the report, but only in such quantities as are reasonably necessary for the use of the report by those parties. The Client and Approved Users may not give, lend, sell, or otherwise make available the report or any portion thereof to any other party without the express written permission of Golder Associates Ltd. The Client acknowledges the electronic media is susceptible to unauthorized modification, deterioration and incompatibility and therefore the Client cannot rely upon the electronic media versions of Golder Associates Ltd.'s report or other work products. Unless otherwise stated, the suggestions, recommendations and opinions given in this report are intended only for the guidance of the Client in the design of the specific project. N. 17 November 2014 "Golder Report No. 1404035-R01 49 Associates HERITAGE IMPACT ASSESSMENT 302 GIVEN ROAD, CLARINGTON 9.0 CLOSURE We trust that this report meets your current needs. If you have any questions, or if we may be of further assistance, please contact the undersigned. GOLDER ASSOCIATES LTD. Michael Greguol, M.A. Junior Cultural Heritage Specialist MG/CAA/slc/ly Christopher Andreae, Ph.D., CAHP Associate, Senior Built Heritage Specialist Golder, Golder Associates and the GA globe design are trademarks of Golder Associates Corporation. \\golder.gds\gal\london\active\projects - other offices\mississauga\2014\1404035 dg biddle - hia - 302 givens rd - newcastle\report\final\1404034-r01 nov 17 14 dg biddle hia belmont house 302 given rd clarington.docx 's. 17 November 2014 "Golder Report No. 1404035-R01 50 Associates HERITAGE IMPACT ASSESSMENT 302 GIVEN ROAD, CLARINGTON APPENDIX A By-law 88-173 17 November 2014 "Golder Report No. 1404035-R01 A55DClate5 r '141 : U)RPORATYON OF 'M 'I'06C Or NEWCASTLE BY-LJ4N 88-173 being a by-law to des.ignate the property kiiaon municipally as "The Belm)nt<" located in Part of Lot 32, Concession 2, farmer ' ►rohip of Clarke, rvra in the Town of tv 4castle, Pegi.onal Mi.uxicipalit:y of Durham dr a property of architectural and historical value and interest designated as Part 3, Plan 1OR-2308. WHYS the Gntario ,Ieritage Act, 1974 authorizes the Cbun it of a municipality to evict= by-laws to designate real property including all the buildincls and str-�tirt:ures thereon to bu of architectural arra historical i iterest; and MIEICAS the Qt)unclt of the Cnrporaticn of the 7bwm of Newcastle has caused W be sexved upm the owner of the lands and premises }mown as "The Belmmt." located in Part o.i- Lot 32, Concession 2, former Zbwnship of Clarke, now in the Ubwn of Newrcait.le and upon the Cota.rio heritage i'bundation, !Notice of lntiention to be p.tr1J&ied in the canycian Statesman, a newspaper having a general cix _%1atic_.n tLn the area of r.. desingaticn, anoe each week for thrtm consecutive. weeks nFnely September : 8, October 5 and DcWber 12, 1988, aru.i Wftz:RMAS "'ilte Lent:" in part of Lot 32, ccnoession 2, foxier Tuwrohip of Clarke has a very significant architectural value of interest to the 1bwn of Newcastle and its people in that the cellar with its several large room mated by brick arches was bl.ilt by Major S.S. Wilmot circa 1814 and contains the spring where his son, S m ual Wil mote, the rather of Canadian Fish Culture began his experiments in the 1860s. it was ,.order his guidatoe that the first fish hatchery in (Amia was built on ti7e property, the spot now marked by an historical plzgm erecter! in 1967. Following a fire in 1898, the house wau reoonstructed on the foundation. It is essentially the same as the orig=al and is repw_sent::itivr! of the Larger brick homes built at the time. Tn particular, the cellar spring which stlll supplies the house with water, the slag roof, two pil l;sred verandahs with railed balanni.es above, the main staircase of cherry, the fireplaces and mantels, and most of the original woodt.rin am- being specifically designated as being of Architectural value.: and MMRUAS the I,aca: Areiitectural a►sexvation Advisory Onmitbee of the Tcun of !uew�tle has recamtr-_nded that the pr>,-*_rf<y "The Belmont", Part of Lot 32, 0onoession 2, fox -ter Township of Clarke be designated under the terms of the Ontario Heritage 1<_t:; and V*EREAS no notice of objection to the omposed designation has been served uport the Clerk of th,_* Kmicipalit y; a:Yd NOW Vii- BE THE C JNCCSLL OF 711E G)FI10RA7704 OF MEE TOWN OF b&CAST3E NL'' _Y 1. There Is desi. na oW as being c f.: sr. chitectural and Historical value of interest, the real property )u oars ;minicipally as "The Belmont", Part c" Lot 32, Ckncrs.; i -on 2, former 1bw:.—L1 .p of Clarke, now in the Town of Newcastle in the degional Municipality of Durhgm. 2. 7tie Municipal SrAicitor is hereby authorized to cause a copy of this by-law to be registered against the property described in the pre°d=-ng paragraph, in the prc*er land registry office. f ic+ By-law BB -173 3, The Tbwn Clerk is hereby authorized to cause a copy of this by -1w to be served upon the owners of -Ehe aforesaid property and can the (itario Heritage Foundation, and to cause notice of the passing of this bylaw to be published, in the Canadian statesmmn, a newspaper having general circulation in the area of the designation, once each week for three consecutive weeks. 2 - Dy -law read a first and second tin this 7th day of N weber , 198,9 By --law read a third titre and finally passed this 7th day of Noventer , 1988 HERITAGE IMPACT ASSESSMENT 302 GIVEN ROAD, CLARINGTON APPENDIX B Draft Plan of Subdivision 17 November 2014 "Golder Report No. 1404035-R01 A55DClate5 RESIDENTIAL DEVELOPMENT AREAS A T T O W N SUBJECT - PROPERTY O F 9 KING A VE. VILLAGE C L A R I N G T O N O� EY 66 / 66 L___ I NOT PART 1 LAND USE SCHEDULE I I 23 I -+ PROPOSED USE LOT/BLK # ------------ 0.00 i� LOW DENSITY RESIDENTIAL 0.00 SINGLE DETACHED (1 Om) --------------- 0-0 2 SINGLE DETACHED (11.3) 0-0 --------------- SINGLE DETACHED (12m) 0-0 HIGHWA Y NO. 2 SINGLE DETACHED (15m) 0-0 -+ TOTAL 00.00 I MEDIUM DENSITY RESIDENTIAL BLOCKS 0 STREET TOWNHOUSES (7.0) TO SCALE STREET TOWNHOUSES BLOCK 0,0 ----T-- (8.23m OR 7.00m FRONTAGE) NON RESIDENTIAL BLOCK 0 PARK ----�----------- OPEN SPACE/VALLEY LANDS PART LOTS BLOCKS 0-0 BLOCKS 0-0 I 0.3m RESERVE ROADS BLOCK 0 18.Om ROW 23.Om ROW PART 1 TOTAL ----------------- FUT. PART 2 LAND USE SCHEDULE PROPOSED USE LOT/BLK # ------------- LOW DENSITY RESIDENTIAL SINGLE DETACHED (1 Om) I I 0-0 ----- SINGLE DETACHED (11.3) 0-0 I I SINGLE DETACHED (12m) 0-0 SINGLE DETACHED (15m) 0-0 TOTAL I I MEDIUM DENSITY RESIDENTIAL STREET TOWNHOUSES (7.0) BLOCK TOWNHOUSES -- O BLOCKS 0 BLOCK 0 r' NON RESIDENTIAL BLOCKS 0-0 COMMERCIAL SITE OPEN SPACE/VALLEY LANDS BLOCKS 0-0 PART LOTS BLOCKS 0-0 r 0.3m RESERVE BLOCK 0 ROAD WIDENING BLOCKS 0-0 ROADS 18.Om ROW 23.Om ROW PART 2 TOTAL I PART 3 LAND USE SCHEDULE ----t------ �, PROPOSED USE LOT/BLK # LOW DENSITY RESIDENTIAL \ SINGLE DETACHED (10m) -____-a 0-0 ----------- SINGLE DETACHED (11.3) 0-0 SINGLE DETACHED (12m) 0-0 SINGLE DETACHED (15m) 0-0 TOTAL 4 D V MEDIUM DENSITY RESIDENTIAL STREET TOWNHOUSES (7.0) BLOCKS 0 I/ VE NON RESIDENTIAL BLOCK 0 PARK OPEN SPACE/VALLEY LANDS BLOCKS 0-0 19 20 PART LOTS ROAD WIDENING BLOCKS 0-0 BLOCKS 0-0 0.3m RESERVE BLOCK 0 ROADS 18.Om ROW - - - ' PART 3 TOTAL PART 4 LAND USE SCHEDULE PROPOSED USE LOT/BLK # I ` \ 4 ` I - - - 49 I� -- LOW DENSITY RESIDENTIAL SINGLE DETACHED (1 Om) 0-0 - - - 50 SINGLE DETACHED (11.3) 0-0 SINGLE DETACHED (12m) 0-0 --- 51 i SINGLE DETACHED (15m) 0-0 -- - - - -- 5 TOTAL MEDIUM DENSITY RESIDENTIAL STREET TOWNHOUSES (7.0) �( 3 I BLOCKS 0 \ COY 54 NON RESIDENTIAL BLOCK 0 PARK -I- - - - - - - OPEN SPACE/VALLEY LANDS BLOCKS 0-0 I 55 PART LOTS BLOCKS 0-0 _I- - - - - - - 0.3m RESERVE BLOCK 0 I 56 ROADS 18.Om ROW S7 PART 4 TOTAL 58 _______ TOTALS 59 OWNER'S AUTHORIZATION ---;- i 60 ----------- I/wE LAND OWNER i 61 BEING THE REGISTERED OWNER OF THE - - -I- - - - - - - SUBJECT LANDS HEREBY AUTHORIZE 62 D.G.BIDDLE AND ASSOC. LTD. - - 1 - - - - - - OOD TO PREPARE AND SUBMIT A DRAFT PLAN OF SUBDIVISION FOR APPROVAL 1EENUE SIGNED --r--T-- - -- I I I I I I TITLE I I I I i I I DATE OWNER'S AUTHORIZATION I/WE LAND OWNER BEING THE REGISTERED OWNER OF THE SUBJECT LANDS HEREBY AUTHORIZE D.G.BIDDLE AND ASSOC. LTD. TO PREPARE AND SUBMIT A DRAFT PLAN OF SUBDIVISION FOR APPROVAL V - _ _ - - �O�D SIGNED TITLE - ---_ DATE O� EY 66 / 66 0.00 87 WHI7F5S7' 0.00 23 23 / 23 GRA 26 26 / 26 0.00 i� 202 / 202 0.00 11 � FLOOD A VF � A y 00.00 2 67 / 52 00.00 00 G/(�E'iy ipOgO 00 HIGHWA Y NO. 2 I 22 / �O 00.00 NEWCASTLE 60 PLAN 60 TO SCALE # OF MAX/MIN AREA LOT/BLKS # OF UNITS (ha) 66 66 / 66 0.00 87 87 / 87 0.00 23 23 / 23 0.00 26 26 / 26 0.00 202 202 / 202 0.00 11 61 / 61 00.00 2 67 / 52 00.00 0 0 1.370 0 0.00 0.00 0 / 0.00 0 0 0.00 0 0 0.00 0 0 0.00 0 1 330/315 120.12 # OF MAX/MIN AREA LOT/BLKS # OF UNITS (ha) 0 0 / 0 0.00 0 0 / 0 0.00 0 0 / 0 0.00 0 0 / 0 0.00 00 00 / 00 0.00 4 22 / 22 00.00 1 60 / 60 00.00 0 30 0.00 0 0.00 0.00 0 / 0.00 0 21 0.00 0 21 0.00 0 0 0.00 0 0.00 0.00 0 1 82 / 82 1 5.39 # OF MAX/MIN AREA LOT/BLKS # OF UNITS (ha) 30 30 / 30 0.00 0 0 / 0 0.00 21 21 / 21 0.00 0 0 / 0 0.00 51 51 / 51 0.00 5 22 / 22 00.00 0 18 / 0.371 0 0.00 0.00 0 27 0.00 0 13 0.00 0 0.00 0 0 / 0.00 0 73 / 73 5.03 # OF MAX/MIN AREA LOT/BLKS # OF UNITS (ha) 18 18 / 18 0 0.00 27 27 / 27 0.00 0.00 13 13 / 13 0.00 0 0 / 0 0.00 58 58 / 58 0.00 3 14 / 14 00.00 0 0.085 0 0.00 0 0.00 0 0.00 0 0.00 0 1 72 / 72 1 5.17 000 557 / 542 35.71 OWNER'S AUTHORIZATION I/WE LAND OWNER BEING THE REGISTERED OWNER OF THE SUBJECT LANDS HEREBY AUTHORIZE D.G.BIDDLE AND ASSOC. LTD. TO PREPARE AND SUBMIT A DRAFT PLAN OF SUBDIVISION FOR APPROVAL SIGNED TITLE DATE SURVEYOR'S CERTIFICATE HEREBY CERTIFY THAT THE BOUNDARY OF THE LANDS TO BE SUBDIVIDED AS SHOWN ON THIS PLAN AND THEIR RELATIONSHIP TO ADJACENT LANDS ARE ACCURATELY AND CORRECTLY SHOWN ONTARIO LAND SURVEYOR ONTARIO LAND SURVEYORS SIGNED O.L.S DATE No. REVISION DATE I BY I APPROVED REVISIONS PROPOSED DRAFT PLAN -----------------PART OF LOTS 31 AND 32, CONCESSION 2 GEOGRAPHIC TOWNSHIP OF CLARKE NOW IN THE MUNICIPALITY OF CLARINGTON REGIONAL MUNICIPALITY OF DURHAM D.G. Biddle & Associates Limited consulting engineers and planners 96 KING STREET EAST • OSHAWA,ON L1 H 166 IER PHONE (905)576-8500 • FAX (905)576-9730 info<9)dgbidd1e.com TSCALE: 1:1250 1112092 DRAWN BY: H.R. DESIGN BY: F.V.H. IDP -1 CHECKED BY: X.X.X. PLOT DATE: 21/10/2014 0 0 w L Q 0 N m O Z n L a 0 Q a- w U Z 0 U / CD Z_ a 0 N m O N z Q I cn w Y w of w cn 0 O O 0 0 / w w m 0 Q cn a Q / As a global, employee -owned organisation with over 50 years of experience, Golder Associates is driven by our purpose to engineer earth's development while preserving earth's integrity. We deliver solutions that help our clients achieve their sustainable development goals by providing a wide range of independent consulting, design and construction services in our specialist areas of earth, environment and energy. For more information, visit golder.com Africa + 27 11 254 4800 Asia + 86 21 6258 5522 Australasia + 61 3 8862 3500 Europe + 44 1628 851851 North America + 1 800 275 3281 South America + 56 2 2616 2000 solutions@golder.com www.golder.com 0 ron Clat!Wgt011 Memo If this information is required in an alternate format, please contact the Accessibility Co-ordinator at 905-623-3379 ext. 2131 To: Mayor Foster and Members of Council From: Michelle Chambers, Adminstrative Assistant to the Municipal Clerk Date: June 11, 2018 Subject: Council Meeting, June 11, 2018— Update File: PG.25.05.Council Agenda Please be advised of the following additions to the Council agenda for the meeting to be held on Monday, June 11, 2018: 9. Communications — Direction (Additions) 9.2 Bob Malone, Immediate Past President and Director and Myno Van Dyke, Vice -President and Director, Newcastle Village and District Historical Society, regarding Report PSD -051-18, Amendment of Heritage Designating By-law - The Belmont (Item 9 of the Planning and Development Committee Report) (Motion to Refer to the Consideration of Report to PSD -051-18) (Item 9 of the Planning and Development Committee Report) 9.3 Keven Liu, Vice President, Canada China Industry Promotion Association — Regarding a request to represent Clarington at the "Cool City International Forum & Summit for Cooperation Between Silk Road Cities", China -City of Xining (Motion for Direction) 14. By -Laws (Additions) 2018-060 Being a by-law to designate the property known for municipal purposes as 156 Church Street, Bowmanville, Municipality of Clarington as a property of historic or architectural value or interest under the Ontario Heritage Act, R. S. O. 1990, Chapter 0.18 .1Y Y -A (41 _e v", e �_ )__ ,,- Michelle Chambers, Administrative Assistant to the Municipal Clerk C. A. Allison, Chief Administrative Officer Department Heads The Corporation of the Municipality of Clarington 40 Temperance Street, Bowmanville ON L1 C 3A6 1905-623-3379 June 10, 2018 Newcastle Village and District Historical Society Unit 3 • 20 King Avenue West • Newcastle • Ontario L1 B 1 H7 • newcastlehistorical.ca To: Mayor Foster and to members of Municipal Council, For some time now, members of the Clarington Heritage Committee and the Newcastle Village and District Historical Society have been working to establish a basis for the creation of a Heritage Park in the area of historic Belmont House, east of Wilmot Creek. We view this to be an important mission to preserve the link between the Creek and Belmont House and the history of the Newcastle Fish Hatchery. We, in the Society, were alarmed to see the development plan currently under review by Planning staff which, if approved as applied for, would see Belmont House virtually cut off from any link to the Creek. It seems to us the historic importance would be lost if the development plan was allowed to go ahead without significant recognition of early salmon fish breeding facility located on the east bank of the Creek. As well, this was the site of one of Canada's first Museums dedicated to fishery and, farther back than our recorded history, the Creek served as the fishing grounds of Indigenous peoples. A number of artifacts have been unearthed in the area immediately east of the Creek. The Heritage Impact Assessment completed in November, 2014 does not address this area, only the north side of Given Road and the immediate environs of Belmont House. More work needs to be carried out so that a more detailed plan can be worked out with Planning staff, including an all-important pedestrian link running north from Highway 2 along the east bank of the Creek. We urge Council to table the matter to permit more research and plan development so that this one-time opportunity not be lost to development insensitive to the cultural and heritage aspects of this important part of Newcastle. We have met with and briefed the area Councillors and the Director of Planning and his staff. We intend to meet with representatives of the local/nearby Indigenous peoples to engage their interest. Sincerely Bob Malone, Myno Van Dyke, Immediate Past President and Director, NVDHS Vice -President and Director, NVDHS Pride in Yesterday - Pride Today - A Proud Tomorrow From: Chambers, Michelle To: Chambers, Michelle Subject: FW: RE: Regarding to the Name List for visiting City of Xining Date: June -11-18 5:55:28 PM Dear Mayor Foster: I am currently in China and I spoke to the Xining Government and they are very sincerely that you can attend the event in July. Many large companies are ready to expand their business and invest in City of Clarington. As you know 2018 is Canada -China Tourism year and there are many people from Xining would like to come to visit Toronto in October and if you can make this trip then City Of Clarington will become one stop for those tourists. Government of Xining hope and willing to have a deep cooperation with City of Clarington. Xining has a historic opportunity to raise its profile and become a hub city with the creation of the New Silk Road under China's visionary `One Belt, One Road' policy. Xining has concentrated its efforts in eight pillar industries: new energy, new materials, non- ferrous metal smelting and processing, special chemicals, deep processing of plateau animals and plants, Tibetan carpets, wool spinning, equipment manufacturing, new building materials, energy conservation and environmental protection. Xining also serves as an important producing base of special steel, electrolytic aluminium, Tibetan carpets and numerical control machines for the whole of China. Xining is also a base for the burgeoning solar power industry, with an annual output of 14,500 tonnes of polycrystalline silicon and 4,000 tonnes of monocrystalline silicon as well as polysilicon solar cells and photovoltaic (PV) components. The city aims to continue its development to become an important new energy base for China and the next step will be to create a silicon materials and PV manufacturing industry chain. Already, it is home to a rapidly developing lithium battery production centre — producing batteries that power mobile phones and the increasingly popular electric vehicles seen in cities worldwide. Xining has an annual output of 3,750 tonnes of li-ion battery cathode materials The metals industry is also extremely well developed in Xining. The city has an output of 2.2 million tonnes of electrolytic aluminium, 1.3 million tonnes of special steel and 1.2 million tonnes of steel, making it a major domestic metal smelting and deep processing base. The Chinese General Consulate visited City of Clarington in the year of 2013, 5 years pasted and now it the right time for City Clarington to have the connection with one of the most important cities in China -City of Xining. Once again this is a fantastic opportunity for both cities. Looking forward to hear from you soon. All of major governors are waiting for Mayor Foster in City of Xining. Keven Liu Vice President NFP & QA_A +1647-701-6688 3660 Midland Avenue, Suite 340, Toronto, ON M1V OB8 www.cclpa.ca If this information is required in an alternate format, please contact the Accessibility Co-ordinator at 905-623-3379 ext. 2131 The Corporation of the Municipality of Clarington By-law 2018-060 Being a by-law to designate the property known for municipal purposes as 156 Church Street, Bowmanville, Municipality of Clarington as a property of historic or architectural value or interest under the Ontario Heritage Act, R. S. O. 1990, Chapter 0.18; Whereas the Ontario Heritage Act, R. S. O., 1990, c.O. 18 authorizes the Council of the Municipality to enact by- laws to designate properties to be of historic or architectural value or interest for the purposes of the Act; and Whereas the Council of the Corporation of the Municipality of Clarington has caused to be served upon the owner of the property known for municipal purposes at156 Church Street, Bowmanville and upon the Ontario Heritage Foundation, Notice of Intention to Designate the aforesaid real property and has caused such Notice of Intention to be published in the Clarington This Week, a newspaper having general circulation in the area of the designation on May 9, 2018; and Whereas the reasons for the designation of the aforesaid property under the Ontario Heritage Act are contained in Schedule "A" attached to and forming part of this by-law; and Whereas the Clarington Heritage Committee has recommended that the property known for municipal purposes as 156 Church Street, Bowmanville, be designated as a property of historic or architectural value or interest under the Ontario Heritage Act; and Whereas no notice of objection to the proposed designation was served upon the Municipal Clerk within the period prescribed by the Ontario Heritage Act; Now Therefore the Council of the Corporation of The Municipality of Clarington hereby enacts as follows: The property known for municipal purposes at 156 Church Street, Bowmanville which is more particularly described in Schedule "B" which is attached to and forms part of this by- law, is hereby designated as a property which has historic or architectural value or interest under Section 29 of the Ontario Heritage Act, R. S. O. 1990, c., O. 18. 2. The Solicitor for the Municipality of Clarington is hereby authorized to cause a copy of this by-law to be registered against the title to the property described in Schedule "B" hereto. 3. The Municipal Clerk is hereby authorized to cause a copy of this by-law to be served upon the owner of the property described in Schedule "B" hereto and on the Ontario Heritage Foundation. The Municipal Clerk also is authorized to cause notice of the passing of this by-law to be published in the Clarington This Week, a newspaper having general circulation in the area of the designation. Passed in Open Council this 11th day of June, 2018. Adrian Foster, Mayor Andrew Allison, Chief Administrative Officer Schedule 'A' To By-law 2018 - Statement of Significance and list of character defining features Cultural Heritaae Attributes The heritage value of 156 Church Street, Bowmanville resides in the fine Italianate brick house was built circa 1890. It replaced an earlier brick home, both owned and occupied by members of the Shaw family. In 1845 Thomas Shaw (1819-1885) emigrated to Canada from England with his wife Jane (nee Newby 1815-1901) and daughter Mary Elizabeth (1843-1920). Although no records of the family's early life can be found, it seems probable that they came to Bowmanville almost immediately, as Mary Elizabeth's obituary in 1920 states that "she lived 75 years on Church Street". At least four more children were added to the family: Thomas Junior (1848-1884), Cornelia (b.1851) Anna (b.1852) and Oratis Franklin (1856-1882). In the 1861 Census, Thomas and Jane are living in a brick house on Church Street in Bowmanville and Thomas' occupation is given as "hotel keeper". It is fair to assume that he is managing the Alma Hotel, built on Lot 156 Church Street in 1856 and owned by Samuel Mason. In 1869, Jane Shaw purchased Lot 155 from William Dean, (this was possibly the house she and Thomas were already living in) and in 1872 Thomas purchased the Alma Hotel from Samuel Mason. The Alma was a handsome, three- storey brick building located at the busy corner of Church and Temperance Streets. From a photograph taken on July 5th 1886, it appears to have in excess of 30 rooms, and was undoubtedly a very successful family enterprise. Originally a temperance house, this seems to have changed with Shaw ownership - in the 1881 Census Thomas Junior's occupation is described as "bar keeper." Over the course of two years, Thomas and Jane lost their eldest grandson Newby Muir (January 1882) and both sons — Orastis Franklin (known as Frank) in April 1882 and Thomas Junior in September 1884. Thomas Senior did not long survive them, dying in May 1885. Then, on July 7 1888, a fire began in the hotel stables which quickly spread to the hotel, the Shaw residence and ultimately to the Congregational church. All were lost. The Shaw residence and church were rebuilt, but the Alma Hotel was never replaced. After re -construction, Thomas Shaw Senior's widow, Jane, moved into the new house at 156 Church Street — a residence considerably larger and more elegant than its predecessor. Originally set back from the street, it was one of the most imposing homes in Bowmanville. In the 1891 Census, Jane's daughter Mary Elizabeth Muir (now a widow), grand- daughter Annie Muir and grandson James Marriner Muir (a teacher) are all living with her. In 1892, James leaves for Hawaii, where he marries and raises a family of his own. By the 1901 Census Jane, Elizabeth and Annie are sharing the house with four young boarders, all described as "sandwich makers". After Jane Shaw's death on November 11 1901 her daughter, Mary Elizabeth Muir inherited the property under the terms of Thomas Shaw's Will. In 1918, Mary Elizabeth Muir deeded 156 Church Street to her daughter Annie, and in 1919 sold Lot 156 (site of the Alma Hotel) to The Bell Telephone Company for $2,000. Following Mary Elizabeth's death in July 1920, Annie sells the property to William Claude Caverley for $6,000. Annie does not long survive her mother, dying in Toronto on May 15, 1921. 156 Church Street remained in the Caverley/Oliver family until 1955, when it was sold to local doctor Allen B. Sylvester. In 1968, Dr. Sylvester sold the property to Dr Harold Anfossi who, in turn, sold it in 1975 to the Regional Municipality of Durham. At present, it houses a Regional Day Care Centre. Architectural Heritage Attributes The Shaw House is beautifully proportioned, with sophisticated detailing. Dichromatic brickwork is used effectively, and the contrast between buff and red brick forms a distinctive pattern between the storeys. Buff brick also accents the solid quoins and double rows of hood mouldings above the paired windows. The broad eaves are supported by elegant brackets below a hipped slate shingled roof. The recessed central bay is unique, enclosing an intricately detailed storm porch with panelled double doors, sidelights and three rounded transom lights. 156 Church Street in Bowmanville is a fine Italianate brick house built circa 1890. The craftsmanship of its construction is extraordinary and is evidenced in its exterior and architectural features which include: Exterior • dichromatic brickwork (buff and red brick) • buff brick also accents the solid quoins and double rows of hood mouldings above the paired windows • the elegant brackets below a hipped roof on the broad eaves. • the recessed central bay • the double doors, sidelights and three rounded transom lights of the front porch • the slate shingles on the angular sides (hipped) of the roof Schedule 'B' To By-law 2018 - Legal Description: Lt 155 Blk L, Plan Grant Bowmanville Pt Lot 154, Blk L, Plan Grant, Bowmanville Being Pt 5 on 1OR-378 Municipality of Clarington Regional Municipality of Durham PIN 26626-0073 (LT)