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Home My WebLink About2018-05-23 MinutesClarington 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 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 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. 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. 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 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) 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) 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) 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. 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) 11� i�/Ill • 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 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 do CCI Mission Statement CCI advances and promotes the conservation of Canada ® 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. 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 SELW1SD i&, A5 ( -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 Clarington Museums and Archives Facilities Assessment Final Report, May 2018 40 Clarington Museums and Archives Facilities Assessment Final Report, May 2018 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: 0 to review collections spaces within the context of the museum© collections management and research delivery initiatives; 0 to make recommendations to optimize collections preservation; and 0 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 DRUI41ffP IQML8M")9Q❑I I1WK4MHIVUJKL7QF3 W ❑DQG❑P H]Q0ILCL experiences with artifacts, exhibitions and programs that inspire future generations P EQW110 ❑ TISDE1b,M A MI )bW 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: 0 Sarah Jane Williams Heritage Centre (SJWHC) ❑former Bowmanville Library building that is currently used to store and exhibit archives and mixed collections 0 Waverley Place ❑ formerly the Bowmanville Museum which is located directly behind the SJWHC with Victorian era exhibits and period rooms 0 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 participateGLR�U&, M ( -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 SLR CP P E TTUC1&&5 2 0 AU?E-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 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 L 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 ww The assessment below considers risks to archival and artifact collections in storage [land 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: 0 subject matter categories and a geographic region that define the scope of collecting; 0 acquisition criteria to help ensure ethical and useful accessions; 0 deaccessioning criteria that permit targeted culling of artifacts; 0 collection documentation requirements; 0 general guidelines for collection care and access; and 0 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 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. 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 8 150%n 200% 150% 200%, . 150% —'rp 200% 2oo�io y — 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 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: 0 library book shelves for the boxed archival collection, 3D objects (small to medium sized) []some stored in plastic or cardboard boxes, and folded textiles; 0 map cabinet containing photographs and archival documents directly on the floor (Figure 3 bottom); 0 wood library cart with books, textiles, and 3D objects; 0 wall mounted pegboard for framed objects (e.g. Victorian wreaths): 0 part of the pegboard had collapsed due to the weight and some objects were damaged in the process; 0 reception countertop with cupboards below containing the accession registry and non -collection items; 0 wooden dresser containing folded textiles; 0 plastic container stored directly on the floor with rolled maps and architectural drawings wrapped in tissue paper; 0 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 9 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 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; 0 acid -free tissue for packing textiles and plastic dolls in boxes and bins, respectively; 0 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; 0 wood dresser adapted for visible storage exhibit. Clarington Museums and Archives Facilities Assessment Final Report, May 2018 11 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 ww 0 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; 0 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; 0 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 40 storage plans have not been finalized, initial ideas for arrangement include: 0 separating artifact and archival collection; 0 Aq Hf.I HTERTOQDQUE [SHP DqVNNWHAF[NH If Imo❑ 0 replacing existing shelving with compact storage units; 0 installing wire racks for hanging framed works; 0 relocating stored collections from Waverly Place to the SJWHC; 0 converting a basement office into a processing room for incoming collections at SJWHC; 0 creating a workstation in storage for accessing the database at SJWHC; 0 converting Clarke Schoolhouse back into a one room schoolhouse: 0 relocate stored collections to Clarke Schoolhouse storage facility or the SJWHC; 0 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: 0 assign zones to storage and to processing; 0 develop a long-term storage plan that accounts for collection growth and provides temporary storage for new records in the processing zone; 0 maximize use of space, using high density storage if floor loading permits it; p provide ample space for aisles and a clear route to the emergency exits; 0 aim to acquire archival quality furniture and install it according to the plan from the start; 0 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 40 Improve support for artifacts in storage. Improvements in artifact housing are suggested as part of storage reorganization and ongoing care: 0 store medium-sized artifacts openly on shelves lined with corrugated plastic or microfoam, if storage is provided with good dust filtration; 0 invest in larger, shallow boxes or plastic containers (food -grade polyethylene or polypropylene) to reduce folding and stacking: 0 store small textiles stacked flat (interleaving with tissue or smooth nonwovens is ideal but may not be necessary); 0 store small objects in a single layer; 0 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); 0 invest in wall racks or pegboard for hanging agricultural tools; 0 store framed works in compartmentalized shelving units; 0 roll large flat textiles and suspend from chains (CCI 2008) and hang costumes (CCI 2009); 0 invest in a few map cabinets for large flat documents; 0 provide pallets, lined with corrugated plastic if appropriate, under any heavier objects that sit on the floor, and secure objects with straps, if necessary; 0 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: 0 bulbs in the SJWHC storage are solid state (LED) which emit no ultraviolet radiation; 0 rows of fixtures in the SJWHC storage and Clarke Schoolhouse storage facility can be separately controlled; and 0 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 ww Many artifacts are at low risk of light damage even in elevated light levels (Michalski 2017c): 0 materials like metal, stone, glass, ceramics, and carbon printing inks are unaffected by either visible light or UV; 0 some colours such as indigo dyes on wool are resistant to light fading; and 0 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: 0 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); 0 250 lux near newspaper records stored on the upper shelf in the SJWHC storage room; and 0 25 to 240 lux ranged throughout the Clarke Schoolhouse storage facility. Traditional benchmarks for display light levels include (Michalski 2017c): 0 50 lux for textiles, works on paper, watercolours on any medium, photographs, feathers, etc.; 0 150 lux for all oil and acrylic paint surfaces, polychrome, panels, furniture, etc.; and 0 300 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 amount Medium sensitivity FKI� HUSIKIWWW,/b (P High sensitivity BMW 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 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: 0 film adhered to window glass; 0 UV absorbing blinds in front of windows, either clear film or types that also reduce light levels; and 0 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: 0 removing film adhered to original window panes carries a risk of breaking the glass; 0 blinds need to be drawn to work; 0 clear film blinds almost give the look of an open window and are less likely to be raised for more light; 0 solar screens block UV, lower light levels, and, by blocking solar heat, can increase energy efficiency. 7 KHM UHRI E(1TW HI FIP5 QVJURSI-Qj+�C : 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: 0 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; 0 shelving can be arranged perpendicular to light banks so that all units are well lit (Figure 11 proposed layout): 0 particularly important if high density storage is possible; and 0 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 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: 0 storing textiles in archival quality or acid -free cardboard boxes; 0 covering rolled or hanging textiles with prewashed unbleached cotton fabric; 0 storing paper (e.g. newspapers) in archival quality boxes or folders; and 0 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 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: 0 concrete foundation and mostly brick exterior walls; 0 interior concrete walls that also surround the storage area; and 0 entry and emergency exit fire-resistant doors in storage. Clarington Museums and Archives Facilities Assessment Final Report, May 2018 18 ww Less fire resistive features of the SJWHC include: 0 large glass panel windows on the main floor; 0 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: 0 wood -frame structure 0 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: 0 automatic smoke detection throughout the facility (including storage) and heat detection in the basement kitchen; 0 fire pulls and fire alarm bells throughout; 0 two emergency exits (one in the exhibition space and one in storage), in addition to the main entrance; 0 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; 0 emergency lighting throughout the facility. Waverly Place has similar basic fire protection measures in place: 0 automatic smoke detection throughout the facility; 0 fire alarm bells throughout; 0 two doors in addition to the main entrance that can be used as emergency exits; and 0 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: 0 one emergency exit, in addition to the main entrance; 0 fire extinguishers near both doors on either side of the facility; and 0 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: 0 multi-purpose fire extinguishers throughout the buildings; 0 staff who have been trained to use extinguishers; 0 a municipal fire station less than 5 minutes away in Bowmanville; 0 a fire hydrant across the road on Temperance Street (for the SJWHC) and Wellington Street (for Waverly Place); 0 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 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 IIVMK ULFPKNNYISRVvW Effr-4�LE� RLQM 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 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: 0 a completed disaster team list with names and phone numbers, updated annually; 0 identified FMKSURUW RENfWat each facility, so response teams can focus their efforts on their safekeeping during an emergency; 0 more details on emergency training programs (e.g. training schedule and exercises); 0 a list of emergency supplies and equipment (including personal protective equipment) with information on available inventory, purchasing vendors and associated costs; 0 floor plans of each facility with the following highlighted: fMTLDW��H-BH7 ❑ zones, meeting points, location of utility shut offs, fire alarm pulls and extinguishers, first aid kits, etc.; 0 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: 0 location in a community that has somewhat less property crime per capita than the Ontario average (Statistics Canada 2017; Durham Regional Police Service 2015); 0 location next to the intersection of three relatively busy streets; 0 clear sight lines from the road along the south-east (front) side of SJWHC where windows and operable doors are located; 0 lit overnight by street lighting, 0 building lighting on all four sides; and Clarington Museums and Archives Facilities Assessment Final Report, May 2018 21 ww 0 a location roughly 5 minutes away from the local police detachment centre. Other characteristics of the site potentially increase security risks: 0 not well separated from downtown and residential neighborhoods; 0 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: 0 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); 0 location next to a relatively busy highway that is currently undergoing expansion; 0 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 0 building lighting at the main entrance and north-west doors. Other characteristics of the site potentially increase security risks: 0 location near a busy highway with no local pedestrian traffic or street lights, where vandals and thieves would not easily be identified; 0 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; 0 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: 0 door hardware is basic with keyed handles and exposed hinges on all doors at the SJWHC (except the main entrance) and Waverly Place: 0 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); 0 artifact storage is not highly secured, although its location is not obvious: 0 the door to artifact storage in SJWHC is P EMBLU6WI[2 QGLPlease' ❑ 0 the Clarke Schoolhouse storage facility is not identified as storage; Clarington Museums and Archives Facilities Assessment Final Report, May 2018 22 ww 0 openable windows on Waverly Place are large enough for entry and are accessible from ground level and the front deck; 0 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. 0 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; 0 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: 0 front-line staff could monitor visitors in spaces less visible from reception; 0 ideally, staff could also monitor the Clarke Schoolhouse storage facility from the SJWHC; 0 footage should be recorded and archived for 30 days to provide evidence for response in the event of an incident; 0 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 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: 0 flat roof was replaced two years ago; 0 staff kitchen and public washrooms are located away from collections; 0 windows in collection spaces are designed with exterior window wells: 0 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: 0 pitched roof with downspouts and gutters; 0 collections stored on grade, not below. Characteristics that increase protection include: HI 1 the facilities are located away from any rivers or lakes: 0 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. P H restroom, womeW restroom and furnace room); 0 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 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 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: 0 avoid storing collections directly below pipes (with the exception of the fire suppression system, if installed); 0 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; 0 consider purchasing storage cabinets that are water-resistant; 0 avoid utilizing top shelves unless artifacts and records are stored in protective enclosures (e.g. plastic bins); 0 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: 0 concrete block and metal fabricated constructions (e.g. SJWHC and Clarke Schoolhouse storage facility) provide poor thermal and vapour resistance; 0 collection spaces have no humidification or dehumidification. Clarington Museums and Archives Facilities Assessment Final Report, May 2018 25 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 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 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 ORa5O] 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 07N7 X174 Daniris izmve GAtao- Omftc! 12 MO.W6Wr4ebo- 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 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: 0 some objects are made of materials (glass, ceramic) that are likely not affected by relative humidity and temperature; 0 many wooden objects and furniture have been exposed to fluctuating environments for QHFDGFI .i Ri1HIDQGELfl3C /TSi O1U NEVOILHIhFWltherefore, future damage is less likely (Michalski 2017a): 0 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 fl KEBVT11 SSUMNUIEP DTH T EFIbe 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% in August 2017. Though this particular occurrence was the result of major fluctuation (in one day), if this high level of RH is consistently maintained for 3 days, mould will develop on sensitive materials (leather, textiles, paper) and active corrosion will develop on clean iron and copper alloys such as agricultural tools and implements (Figure 17). I I ]may �' 0 � 11]000 I___ T___________T___________T __________ W � o J p C, 100 -------- - ---------------- ---------- 0 C, LU 10 ----------------y----- - ------------------ - {s`t0 1 50% 60% 70% 80% 90% 100% RELATIVE HUMIDITY Figure 17. Time to onset of visible mould (Michalski 2017a). Clarington Museums and Archives Facilities Assessment Final Report, May 2018 28 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; 0 most artifacts are exhibited in display cases; 0 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: 0 ensure that the building envelope is well -sealed against air infiltration or vapour diffusion for higher levels of control: 0 monitor the recent roof replacement; 0 non-operable windows are preferred; 0 door and window seals need to be reliable; 0 install impermeable vapour barriers inside the insulation to prevent condensation within exterior walls: 0 contact a specialist to determine if ventilating the brick exterior to eliminate moisture would be appropriate; 0 consider retrofitting concrete caps of cantilevered walls to provide adequate water drainage away from brickwork; 0 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 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: 0 base graphs on data points every 15-30 minutes (although once per hour is good enough); 0 show data by month; 0 set consistent temperature axes, 0-30°C; 0 set consistent, preferably separate relative humidity axes, 0-100%; 0 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: 0 well -sealed display cases slow seasonal changes, reduce short-term fluctuations, and limit dust infiltration; 0 use of appropriate hygroscopic materials as part of display case designs (wood, textiles, paper) helps buffer relative humidity changes; 0 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; 0 light-coloured room finishes in storage which aids in pest detection. Clarington Museums and Archives Facilities Assessment Final Report, May 2018 30 ww Other building and site characteristics increase the likelihood of infestation: 0 deteriorated seals at the base of exterior doors that lead directly into collection spaces (Figure 18); 0 bushes along some exterior walls. Waverly Place has some characteristics that resist pests: ■ thick brick walls with few cracks; 0 most exterior doors have seals and thresholds. Other building and site characteristics increase the likelihood of infestation: 0 wood siding, structure and decks; 0 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; 0 most exterior doors have seals and thresholds. Other building and site characteristics increase the likelihood of infestation: 0 wood -frame interior; 0 doors left open in summer during open hours; 0 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: 0 cluster flies were exterminated at the Clarke Schoolhouse in spring and fall of 2017; 0 mice were observed at all facilities; 0 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 ww ■ garbage is checked daily; ■ garbage dumpsters are set near the parking spaces outside Waverly Place; ■ regular housekeeping routines maintain cleanliness; 0 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. TKTI P EM -FP IF] FROBW nevertheless remains at risk: 0 crowded collection storage rooms causing difficult access for effective casual or formal monitoring; 0 collection intake space opens directly into artifact storage ❑a common way that museum insect pests are likely introduced; 0 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 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): 0 seal ledges and nooks that could serve as roosting sites for birds or bats; 0 re -seal doors and windows; 0 use summer dehumidification to prevent damp environments which are favoured by many museum pests and required for mould growth; 0 remove vegetation adjacent to exterior walls (e.g. about 1 metre of pea gravel over landscape fabric) or at least avoid flowering plants El although landscaping can include gardens further away; 0 use light-coloured finishes (e.g. newly installed walls, new storage furniture) that aid pest detection; 0 if room finishes are upgraded, install smooth, easy to clean sealed concrete, tile, sheet vinyl, or hardwood flooring (not carpet) and coved wall bases; 0 store all collections in shelving and cabinets raised off the floor to permit thorough cleaning; 0 design or select visible storage exhibit furniture that facilitates regular cleaning around and under cases and occasional inspection and cleaning of artifacts within; 0 provide a quarantine space for inspection of new acquisitions separate from collection storage; 0 provide separate space for storing non -collection materials. Clarington Museums and Archives Facilities Assessment Final Report, May 2018 33 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 0 EQTISDMMNUhD0KDQff6IIHW2 IIIRUIt 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 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. ,I DO33W4J3WEFHDMVLI1F3E%SHFJ.P HJ[1TMI' ❑ 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 ❑I RCD 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: 0 objects immediately returning to storage (swing space); 0 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 40 Table 4. Suggested object categories [EICINWAiW [I&&5 2 0 XRE-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 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 metal flat file cabinets (also known as map cabinets). Remember to elevate cabinets to ensure they are not stored directly on the floor. y (Williams 1992) Clarington Museums and Archives Facilities Assessment Final Report, May 2018 37 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 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 RQNWMHT HME2 QT24EVIWU QDE�QEsupporting 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: p Regroup objects of the same type within the space, but also regroup them by size; 0 Use the full Cclear height' (i.e. useable vertical space below lighting fixtures, air ducts, water sprinklers) in all spaces; 0 Use the full usable floor space while maintaining safe access to collections to ensure injury to personnel and objects are avoided; 0 Use the full vertical space within shelving units by adjusting the shelf height; 0 Use all available wall space (provided walls are not damp or prone to condensation); 0 Whenever possible, use the surface area at the end of aisles by installing racks or pegboard; 0 Store long, thin objects on vertical racks instead of shelves; 0 Store small objects in boxes or drawers (or visible storage). Throughout the reorganization, follow these key criteria for functionality (from RE-ORG): 0 Storage areas will only contain objects that are accessioned 0 Storage areas have dedicated support spaces (office, workroom, non -collection storage) 0 No object is placed directly on the floor 0 Every object has been assigned a specific location in storage 0 Every object can be physically retrieved without moving more than two other objects (or boxes, or pallets, etc.) 0 Every object can be located within three minutes 0 The building and storage area offer adequate protection for the collection 0 Every object iVIU+H P LVU 11L 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 -2 5 * KHFLhon-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 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 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 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): 0 Rooms: Roman numerals (I, II, III, IV) 0 Individual storage units: consecutive numbers 0 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. Clarington Museums and Archives Facilities Assessment Final Report, May 2018 45 ww 5. References American Society of Heating, Refrigerating and Air -Conditioning Engineers (ASHRAE). CO ❑NLP VM 1S5 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 11 April 2018. http://publications. gc. ca/collections/collection_ 2016/pch/NM95-55-18-1997-eng.pdf Canadian Conservation Institute (CCI). Rolled Storage for Textiles. CCI Notes 13/3. Ottawa: Canadian Conservation Institute, 2008. Accessed 6 February 2018. https: //www. canada. ca/en/conservation-institute/services/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. MMJFI�XI11TII KWH)WA ❑ 12 V®❑DMI ❑ d1 tU 13M RCHIIM6 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) 11E) IJ [UTIE5 11 LUVW ARG❑ ❑IP I]III&HN [Bowmanville / Soper Creek Watershed Plan. Oshawa: Central Lake Ontario Conservation Authority, 2013. Accessed 11 April 2018. hitp://www.cloca.com/resources/Watershed_Man_Plans/Completed%20Watershed%2OManag ement%20Plans/B S %20W SP%20Approved%20Fina1%20Apri1%202013 .pdf &R(MFWW U3AV� QffQME ❑ suggested procedure' GSpectrum 5.0. London, UK: Collections Trust, 2017. Accessed 10 April 2018. https://collectionstrust.ora.uk/resource/inventory-su eg� s� ted - procedure/ ❑ EUCEP ®Flf RWfl6HWHIEI:]QQ:M ISRiW = I KWEIMI ELIY ®11RffH6I1YFHID Accessed 3 April 2018. h1tps://members.drps.ca/annual_report/2015/Annual report_ 2015_WEB.pdf EPA-ICCROM. Aide-memoire for Documentation in museums, n°8, Inventory control. Benin: / 1b FROIGEAD41P RTQFIIDIUFFIIQ(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. EStorage 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. LIanging 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-]2ublication/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. DQC16 ® IFICONLIM( Qom' H� r iGHIQRv Ri D ❑QIP W [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-]2reserve/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 q&&5 2 0 =5 ( -ORG: a Method to ReorgDQU IC T m SLP 16 VM fE ® RP III�I� &5 2 0 21 2017. Accessed 6 February 2018. htlps://www.iccrom.org/section/Treventive-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 0 NIOWII6 ®JB:YM I IID EP KEE 12 )AWID &DQDGMQ&onservation 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. 0 UIQiEJII4116®JB:?MIIEI3URL>UQ®ncorrectTemperature[][2IW7 Institute. Last modified 16 November 2017(b). Accessed 11 April 2018. https://www. canada.ca/en/conservation-institute/services/agents-deterioration/temperature.html 0 IFI DN16 ®JHjfflIIIE HR1RUMRQEL UM 12 W1DMDU)E1DQ❑ 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 0 LQHSEMMSM")M):��)RQIO SLP `CID: KU HIDLIFIIII]EREN W [Clarington: Municipality of Clarington, n.d. Accessed 19 February 2018. http://www.claringtonmuseums.com/about-us/who-we-are/ MuseumsPests.net. CBL WEccessed 3 April 2018. http://museumpests.net/prevention- introduction/ Clarington Museums and Archives Facilities Assessment Final Report, May 2018 47 ww RE -2 5 * 17 EP EQEL&PMFWQ6WHI17 ISVI 3 UFMC LLOMYR" FELHILIFFFI8. http://re- org.tumblr.com/ 61 -FUM QTI(JHI<QT [[E) RQJMDQJI 7LVR1Jl2 I&&79 2zlP BnCEFFlWnLLL10 I htlps://www.secureeng.co.uk/four-dangers-fake-cctv-cameras/ 6)P&MFVB1)QDGDE7DE(K252-0077: Incident -based crime statistics, by detailed violations and police services, Ontario ❑ [&❑ 16, 0 KD&DiM VWEF6V0&W7V&DQDEW DM RCUR-921 July 2017. Accessed 3 April 2018. http://www5.statcan. gc.ca/cansim/a26?lang=eng&retrLang=eng&id=2520077&tabMode=data Table&p 1=-1 &p2=9&srchLan=-1 Stewart, D. [Agent of Deterioration: ) KIF 12 W7 DM AW11- ❑ 11 September 2017. Accessed 6 February 2018. htlps://www.canada.ca/en/conservation- institute/services/agents-deterioration/fire.html Strang, T. and Kigawa, R. LLJH�0EHK UBWQ13Ottawa: Canadian Conservation Institute. Last modified 11 September 2017. Accessed 3 April 2018. https://www. canada.ca/en/conservation-institute/services/agents-deterioration/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. 7pWU_0KFT) KM BNTIWMP EM -FP W Uournal 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 7 LFP H:QUE] IWJ Hsi III]IW Dom] 2 V�f7 DEW modified 11 September 2017. Accessed 11 April 2018. https://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 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 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 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 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. 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)