Martin de Rond, Director of Legislative and Information Services/Town Clerk. Brenda Kriz, Records Manager/FOI Co-ordinator

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1 TOWN OF AJAX REPORT REPORT TO: SUBMITTED BY: PREPARED BY: SUBJECT: WARD(S): General Government Committee Martin de Rond, Director of Legislative and Information Services/Town Clerk Brenda Kriz, Records Manager/FOI Co-ordinator Establishment of the Ajax Archives N/A DATE OF MEETING: February 4, 2010 REFERENCE: N/A RECOMMENDATION: That the Ajax Archives be established and that a By-law to implement the necessary policy, procedures and fee schedule be approved. BACKGROUND: While the Town of Ajax is a relatively young municipality, it has an unusual and unique history. It is fortunate that so many have taken steps to preserve and document the evolution of this farming area into the thriving Town that it has become. Few municipalities have the opportunity to record and document the growth of their respective communities; however, with Ajax being so young and still having access to several of the founding fathers, the Town has been presented with a truly exceptional situation. Town Council established the Ajax Historical Board in the early 1980 s in order to assist in the preservation of the history of the creation, development and growth of the community. Its members began collecting historical photos, documents and artifacts soon afterwards. The collection quickly grew, and with no other place to store it, the material was kept in the Main Branch of the Ajax Public Library. In an effort to identify record and preserve the architectural heritage of the community, the Local Architectural Conservancy Advisory Committee (LACAC) was created. This group started collecting information on heritage properties after it was formed in This included photos, land title records and historical information on numerous properties and the families who had owned them.

2 Subject: Establishment of the Ajax Archives Page 2 After the Planning and Development Services Department moved to a space leased at 75 Chambers Drive in 1990, a room was created in the loading/storage area at the back of the building to store the collections of the Ajax Historical Board and LACAC. The space was also used as the meeting room for LACAC for several years. While stored in the same room, the two collections were kept separate and managed by the respective committees. A university student archivist was hired by the Ajax Historical Board in 1990 to do an inventory of the collection they had acquired. The student worked over the summers of 1990, 1991 and 1992 to develop a catalogue of photos, artifacts and documents. With no formal management of the items or for the maintenance of the archival inventory, it was difficult to maintain an accurate catalogue and ensure that the collection was preserved in accordance to best practices. On the corporate side, the municipal records were maintained and managed by the Clerk s Department, and as the Town grew, so did the amount of information being created and retained. The first Records Storage Centre was established in the basement of Town Hall in 1986 to store the municipal records and archival information of the corporation as well as the historical documents from Pickering Village, which became part of the Town of Ajax in This space was managed by the Clerk and/or Deputy Clerk until a Records Co-ordinator was hired in As the corporate records management program expanded to include all departments, the Records Storage Centre grew proportionate to the volume of records managed. In 1996, the Records Manager identified the need to establish a municipal archive as a means to preserve the historical and archival information of the municipality. An old vault in the basement of Town Hall was used as the first archive storage room. During the preparation of the 60 th Anniversary Reunion of the HMS Ajax and Veterans Association of the Battle of the River Plate, it became apparent that the archival holding of the Ajax Historical Board was in poor condition. With no formal management of the collection, it had fallen into a state of disrepair. In 1999 the Clerk s Department assumed responsibility for the Ajax Historical Board Collection. There was a reorganization of the advisory committee structure in 2000, at which time the Ajax Historical Board and LACAC were combined to form the new committee, the Ajax Heritage Advisory Committee. The heritage and historical collections of the two committees became the responsibility of the Clerk s Department and the Ajax Heritage Advisory Committee. The combined collection includes hundreds of artifacts, including original shells made in the Defence Industries Limited (DIL) plant, models of the H.M.S. Ajax, and items made from the teak of the 7 th H.M.S. Ajax. There are over 3,000 photos, which date back to the mid 1800 s, documenting the growth and development of the Town. Documents in these holdings include the entire collection of the DIL publication The Commando, as well as the history of families and buildings in Ajax. The municipal collection includes all original minutes of Council for the Village of Pickering, the Improvement District of Ajax, as well as the Town of Ajax, as well as the original by-laws. Documents include original agreements, such as the transfer of land to create the Memorial Park in Pickering Village, dated July, The oldest original document in the archives is the Declaration of Incorporation of the Pickering Fire Company, dated October 31, 1891.

3 Subject: Establishment of the Ajax Archives Page 3 When the Town Hall retrofit was completed in 2007, it included a new Records Storage Centre for the municipal records, as well as a room solely for the purpose of creating an archival storage space for the three distinct collections. With all the information under the responsibility of one person, and as a result of the historic information being intertwined, the decision was made to create one collection, the Ajax Archives. When complete, the collection will provide the community with a unique and extensive history of the municipality, captured by numerous documents, newspapers, photos and artifacts. DISCUSSION: The task of merging the three holdings into one collection will be a multi-year project. The indexing system initially used to organize the Historical Board Collection will continue to be used in the archive, however there are hundreds of artifacts, photos, documents and artwork that will need to be inventoried and indexed. The Archives Advisor of the Archives Association of Ontario (AAO) has visited the Ajax Archives for the purpose of assessing the condition of the collection and the storage area. Several recommendations with respect to best practices relating to moving forward with an archive project were received. The first recommendation was to establish a mandate and collection policy for the archives (attached to this report as Appendix A). From this, it has been determined that the mandate of the Ajax Archives will be to ensure that only items which relate to the history, development and growth of the Town are accepted and preserved. This policy will allow staff, in consultation with the Heritage Advisory Committee, to undertake an assessment of items which have no direct relevance to the history or development of the municipality, and determine if long term storage and preservation is in the best interest of the archive. Should it be determined that certain pieces do not align with the mandate, then steps will be taken to de-accession or remove items from the collection. Another important part of the policy is to determine ownership and copyright of the materials held in the archives. While it may be impossible to document this with the older items in the collection, steps can be taken to ensure that any future items accepted become the permanent property of the archives. The proper documentation of donation and/or gifts to the archives will ensure an accurate history of the item is created and maintained, including information and consent from the donor and the historical relevance of the donation. Additionally, an access policy outlining the terms and conditions with which the public can access the collection will be required. This policy will also establish fees and charges that may be attributable for research services or reproduction requests. A survey of other municipalities which operate or maintain an archive was completed to review potential best practices and fee schedules. Based on the findings, a fee schedule has been prepared (attached to this report as Appendix B) for services noted above. The acceptance of the by-law will give the collection the recognition as a formal archive. This recognition will allow the registration as such with the Archives Association of Ontario (AAO). Once established as a formal archive, the municipality will be able to take advance of grants or other incentives which are available only to accredited archives.

4 Subject: Establishment of the Ajax Archives Page 4 There has been some collaboration with the Ajax Public Library to provide another means of access to the archival information to the public. As part of the Pickering / Ajax Digital Archive (PADA) project, the entire collection of photos in the archive was made available to the Library, and is now available on the PADA website. There has been some recent discussion about further collaboration projects that will ensure more access to the historical information through the Local History Room in the main branch of the Ajax Library. FINANCIAL IMPLICATIONS: The Ajax Archives is not intended to serve as a revenue generating function; however, as articulated in the fee schedule, certain services will require staff time and/or other resources where certain charges may be necessary. COMMUNICATION ISSUES: Upon the implementation of an access policy and the completion of the organization of the archives, an information program will be developed to increase public awareness and appreciation of the history of the Town of Ajax. Some progress has been made on this endeavor to date with the display cases in Town Hall which allow for the prominent display of historic information and artifacts. Staff will work with the Communication Department to put forward appropriate messaging and review the potential for development of the Town s website to include pertinent information. CONCLUSION: The history of the community that has become the Town of Ajax is as unique as it is diverse. The photos, artifacts and records which document the inception, growth and development of the municipality are a legacy to future generations. The preservation and conservation of the items in the Ajax Archives is an important step to ensuring this history is kept safe, and is accessible to the community. Brenda Kriz, Records Manager/FOI Co-ordinator Blair Labelle, Manager of Legislative Services/Deputy Clerk Martin de Rond, Director of Legislative and Information Services/Town Clerk Appendix A Ajax Archives Policy and Procedures By-law Appendix B Ajax Archives Fee Schedule

5 Appendix A THE CORPORATION OF THE TOWN OF AJAX BY-LAW NUMBER **-2010 A By-law to authorize and establish the policies and procedures of the Ajax Archives. WHEREAS the origin and history of the area now known as the Town of Ajax is a unique and treasured asset; and WHEREAS much effort has been made to collect and preserve the history of Ajax to recognize the effort to build this community and for the benefit of future generations; and WHEREAS the past efforts of the now defunct Ajax Historical Board and Ajax Local Architectural Conservancy Advisory Committee have been assumed by a co-operative management of the Town of Ajax and its Heritage Advisory Committee; and WHEREAS the formal creation, recognition and mandate of an Ajax Archives is required; NOW THEREFORE the Council of the Corporation of the Town of Ajax enacts as follows: That the Ajax Archives will: 1. Collect and preserve archival materials which illustrate or document the growth and development of the Town of Ajax, both before and after incorporation, or which pertain in whole or in part to activities or development within the geographic boundaries of the Town of Ajax; 2. Arrange and describe these materials according to archival principles and make them accessible to the general public on a regular basis, unless access is restricted by legal requirements or written agreements with the donor; 3. Provide adequate and appropriate conditions for the storage, protection, and preservation of archival material; 4. Provide regular reference services to individuals, organizations, the municipal government or other groups interested in the activities and holdings of the Archives; 5. Provide educational and outreach programs whenever possible to increase public awareness and appreciations of Ajax's history and development. 6. Ensure that material acquired by the Ajax Archives become the permanent property of the Archives and, therefore, the municipality, until such time as it is deemed to be no longer relevant to the Archives, in which case the material may be deaccessioned. Deaccessioning will not take place without written approval of the Records Manager and the Heritage Advisory Committee. All information pertaining to the deaccessioning and disposition of material will be retained in the Archives' records. 7. Retain the right to reproduce materials by mechanical, electronic, or photographic means for security, conservation or research purposes. 8. Will accept historical material of any medium, including: textual records, photographs and other visual records; maps, plans, and architectural records; and sound recordings and oral history tapes. The Archives will only accept books, printed materials, artifacts and electronically stored data at the discretion of the Records Manager. 9. Retains the right to charge for any reproduction or other research service. A schedule of fees will be made available to the general public on a regular basis. 10. Only accept material on a permanent basis, except when borrowing material for shortterm loans to reproduce or to include in displays or exhibits. 11. Loan materials from the Archives to other institutions or organizations only under the following circumstances: i) Written authorization is obtained from the Heritage Advisory Committee and/or responsible Department;

6 Appendix A ii) The Records Manager provides written permission for the loan; iii) The borrower ensures adequate care and handling of the material on loan. iv) If at any time it is determined that the material on loan is not being cared for adequately, the Records Manager may cancel the loan and request the immediate return of the material. 12. Ensure no person is prevented from using archival material unless it is determined that the materials will be physically abused in a libelous or illegal manner. READ a first and second time this READ a third time and finally passed this Mayor Clerk

7 Appendix B AJAX ARCHIVES Preserving our past for tomorrow FEE SCHEDULE The AJAX ARCHIVES reserves the right to set the following fees: - Photocopy fee of.254 per page for letter, legal or ledger sized pages. - A reproduction fee of $10.00 per sheet for size drawings or larger (17"X22") reproduced in-house. - Where the drawings must be sent out for reproduction, the requester will be responsible for the full invoiced amount plus a 20% handling fee. - Researchers will pay for the reproduction costs of any photographs, including (but not limited to) the negative and/or print, and a 20% handling fee. - Where the requester asks that the material be mailed, the requester will be responsible for the postage. - A reproduction fee will be applicable for electronic reproduction of photos to photographic paper: 4x6 reproduction = $ 2.50 per photo 8x10 reproduction = $ 3.00 per photo - Scanning of photo for storage on a recordable compact disc: Charge for each disc = $ 3.00 Each photo transferred to disk = $ Where a researcher/individual would like the archive staff to conduct the search, there is a fee of $30.00 per hour. A quote will be provided prior to the start of the search. - When it is estimated that the fee will total more than $25.00, the requester will be asked to provide a deposit equal to half the estimated amount. This deposit is to be paid prior to the copying or reproduction being done. - The Ajax Archives reserves the right to waive any/all the fees if it deems it reasonable to do so.

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