City of Coquitlam Archives Annual Report 2018

Annual Report 2018

TABLE OF CONTENTS

Above: Ten Clydesdale horses tied to fence at Colony Farm (Riverview Hospital Historical Society collection, C5S01-SS01-GN164)

Cover: City of Coquitlam Archives’ new home, located beside City Centre Library at the corner of Pinetree Way and Northern Avenue

Introduction. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3 2018 Highlights The Big Move. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4 Outreach. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5 Impact in the Community. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8 Acquisition Highlights . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9 Reference Services. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11 Arrangement & Description . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11 Digitization . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11 Conservation & Digital Preservation . . . . . . . . . . . . . . . . . . . . . . . . . . . 12 Plans for 2019 & Beyond . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12 Conclusion. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .13 Gallery – A Year in Review. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .14

INTRODUCTION

How time flies! The City of Coquitlam Archives celebrated its fifth anniversary in 2018 and has grown by leaps and bounds since its inception in 2013. After 126 separate acquisitions, the Archives’ collection now includes more than two hundred linear meters of archival records, with an estimated 750,000 photographs. There are nearly two thousand digitized records available online and the number is growing every day.

This year was full of exciting new online exhibits, workshops, and speaking engagements. The Archives received external grant funding from the University of British Columbia to digitize vital Council Committee records, and a crumbling map was saved through expert conservation work.

It certainly was a productive year, and it was also a year of possibilities, planning, and departmental partnerships that culminated in the move to the new City of Coquitlam Archives at 1171 Pinetree Way. The new Archives, located adjacent to the Coquitlam Public Library, City Centre Branch, will open to the public in early 2019.

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Above: Imperial Order of the Daughters of the Empire Centennial Scrapbook, ca.1971 (Coquitlam Heritage Society collection, C4-S7-C4.001) from Scrapbooks – Fragile Time Capsules online exhibit

2018 HIGHLIGHTS THE BIG MOVE

Above: Storage Vault at the new Archives facility located at 1171 Pinetree Way

The Big Move The original 2012 proposal to establish the City Archives outlined a phased approach to the physical accommodation requirements necessary to support the Archival Program, starting with a small space in City Hall followed by an expansion to a larger, more permanent space after several years.

Since its inception, the Archives has made 126 separate acquisitions. The great success of the acquisitions program meant that space constraints became an issue much sooner than anticipated. Storage space challenges also prevented a more proactive acquisitions program.

Over the past several years, it has become increasingly necessary to find creative solutions for the Archives’ storage needs. As a result, the holdings have been housed across four separate locations in City Hall, which presented an ongoing challenge for retrieval and timely customer service.

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Given the acquisitions success over the last five years, it became clear that a new space was required to accommodate current and future growth.

Following a corporate-level review of City space planning in early 2018, the City Clerk’s Office received approval to begin planning the move to the Pinetree Way facility, adjacent to the Coquitlam Public Library, City Centre Branch. Prudent budget management ensured that no supplemental capital request was required to retrofit and adapt the existing space to accommodate the Archives.

The new space was designed in partnership with Strategic Initiatives with a view to maximizing storage space in order to prioritize the preservation of the collection, while ensuring there was adequate processing and public space. A Request for Proposals was issued in July for the high-density mobile shelving for the storage vault.

To prepare for the move, staff conducted a thorough holdings review and put together a detailed inventory. The records were carefully prepared for the move and relocated in December 2018.

2018 HIGHLIGHTS OUTREACH

Top: Slide Back in Time map application allows viewers to compare aerial image captures from 2017 with 1963 aerial photographs from the City of Coquitlam Archives.

The new facility features over 1,400 square feet of space that includes a 550 square foot storage vault, which will provide double the linear storage space. The facility also features a reading room area for the public, four work stations, a scanning station, and display space that features an exhibit case and gallery wall. The exterior windows have been covered with UV blocking film as well as decorative wraps that feature historical images from the Archives’ collection in order to activate the corner of the building and increase the visibility of the Archives.

Left: Pigeon with Camera (Bundesarchiv, Bild 183R01996 / CC-BY-SA 3.0 via Wikimedia Commons) from Birds Eye View online exhibit

Outreach The Archives pursued several exciting outreach opportunities in 2018 in order to continue building the profile of the City of Coquitlam Archives in the community. Successful initiatives from previous years such as Throwback Thursday and Lest We Forget carried forward and these have continued to raise awareness of the program in the community and inform residents and researchers of the work that is undertaken to preserve Coquitlam’s documentary heritage.

Online Exhibits The Archives continued its series of online exhibits to showcase archival records from the holdings and to explore and celebrate various aspects of Coquitlam’s history.

The three exhibits from this year were highlighted on the City’s social media channels and in the Tri-City News, helping to raise awareness and drive traffic to the Archives’ website. A special thanks to staff in Corporate Communications for all their hard work to get these exhibits online and in the public consciousness.

The online exhibit program for 2018 opened with Scrapbooks – Fragile Time Capsules, which showcased a selection of 20th Century scrapbooks held by the City of Coquitlam Archives. These wonderful records are valued for the perspectives they offer on their particular themes

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2018 HIGHLIGHTS OUTREACH

#TBT – Throwback Thursday The popular Throwback Thursday social media posts continued in 2018 and proved to be an entertaining way of encouraging people to engage with the records preserved at the Archives. Throwback Thursday has also become a highly engaging internal initiative and the Archives receives weekly positive feedback from staff. The Throwback Thursday initiative will continue in 2019.

Above left: Andréa Tarnawsky and Angeline Chirnside at Treefest 2018 Above right: #TBT – Throwback Thursday for National Pet Day (Albert Pett with a dog, C6-S01-C6.27)

and for the specific histories they document; however, scrapbooks are fragile by nature and become increasingly delicate as they age. The exhibit not only shared images of these wonderful keepsakes but it also discussed the preservation challenges related to various types of scrapbooks and outlined measures that can be taken to preserve them. The exhibit concluded with some helpful tips and links on how to preserve scrapbooks at home.

In May, the Archives launched its second online exhibit for the year entitled, May Day – The Celebration of Spring. The exhibit explored the history of May Day and its observance in Coquitlam and presented some of the wonderful May Day records held by the Archives.

In November, Bird’s Eye View: Coquitlam From Above introduced visitors to the history and science of aerial photography and how it has been used to inform decisionmaking in Coquitlam. The exhibit also showcased the new Slide Back in Time online map viewer that was developed in partnership with the City’s Mapping and Drafting Section to enhance access to the historical aerial photographs held by the Archives. Staff painstakingly mapped all of the historical aerial photographs from 1963 to the modern Coquitlam map. The result of their work is an incredible tool that allows researchers to slide back and forth between 1963 and 2017. Special thanks to Mona Rudolph and Mike Esovoloff from the City’s Mapping and Drafting Section for their enthusiasm for this project and all their hard work to transform the historical aerial photographs into a dynamic online map.

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Lest We Forget 2014 marked the 100th anniversary of the beginning of the First World War. As part of its commemoration efforts, the City of Coquitlam Archives partnered with Douglas College to deliver an expanded version of Library and Archives Canada’s Lest We Forget Program. The program provides an opportunity for students to connect with the past and commemorate the sacrifices made by Canadian soldiers and nurses during the First World War. Students learn to interpret archival military service files from Library and Archives Canada and they use the knowledge they gain to develop their own creative commemorations.

2018 marked the end of the centenary commemorations of the First World War. To mark the centenary, City Archivist, Emily Lonie, offered the Lest We Forget program to the Douglas College History Department’s second level War and Society course. Students were tasked with producing a creative commemoration of their chosen soldier or nurse and asked to write a reflective paper on their experiences using the primary source documentation. As has been the case in previous years, students reported that they find the project incredibly rewarding and that it enables them to connect with the past in ways they never expected. The Archives is currently exploring new partnership opportunities with Douglas College to further develop archival literacy among students across a range of disciplines.

City Events In keeping with annual tradition, the Archives participated in Coquitlam’s Canada Day celebrations at Town Centre Park. This event provides an opportunity to connect with Coquitlam residents to inform them of the services offered

2018 HIGHLIGHTS OUTREACH by the Archives. The annual guessing contest asked three trivia questions related to information available on the Archives’ display. Participants were asked the date of the first Council meeting, the year that the Coquitlam Centre opened, and the year Coquitlam became a City. The trivia questions were popular with residents and presented a wonderful way to connect with those in attendance at the festivities.

The Archives also participated in a number of other city events including the Communities in Bloom picnic, Treefest, and Welcome to Coquitlam. Again this year, the Archives was one of the tables with a trivia question at Welcome to Coquitlam and this encouraged conversation and engagement with the Archives’ historical display.

Professional Associations and Local Organizations The City of Coquitlam Archives continued to be an active and engaged member of the wider archival community in British Columbia and across the country, to ensure that staff members remain up to date on professional best practices and issues facing the community.

The City Archivist continued to serve as Secretariat for the Lower Mainland Municipal Archivists Forum, which met twice in 2018 to discuss a range of common issues, share resources and best practices, and discuss areas of potential collaboration or cooperation.

The City Archivist also continued her two-year term as a member of the Awareness Strategy Task Force, which is one of three national task forces convened by the Steering Committee on Canada’s Archives. The Awareness Strategy Task Force is focused on ensuring that both the public and decisionmakers understand the value and importance of archives.

Archives and Records Officer, Angeline Chirnside continued her two-year term as Treasurer for the Archives Association of British Columbia. In this role, she ensures the association’s finances are managed in accordance with relevant legislation and provides her input as a member of the Board.

City Clerk, Jay Gilbert contributed his archival expertise as a member of the External Advisory Committee for Library and Archives Canada’s Documentary Heritage Communities Program.

Workshops, Speaking Engagements, and Conferences The City Archivist partnered with the Coquitlam Heritage Society to offer a workshop in conjunction with their Heirlooms and Treasures exhibit running from September, 2018 to June, 2019. The hands-on workshop, entitled, Photo and Document Preservation 101, was an opportunity

to share tips and tricks for preserving family photos and documents. The workshop was oversubscribed and participants were enthusiastic. The workshop will be offered again in 2019.

It is important for professionals to make themselves available to the next generation in order to enhance pedagogy with real world experience. To this end, the City Archivist was once again invited to sit on a panel of archivists at the University of British Columbia (UBC) for a Masters seminar on archival appraisal. Students were presented with a range of archival contexts and encouraged to ask questions.

In 2018, the City Archivist presented to the Burquitlam Community Association and the Port Moody Heritage Commission regarding the services of the Archives. The Burquitlam Community Association wished to learn more about the process of donating records to the Archives and the Port Moody Heritage Commission was interested in the Archives Feasibility Study that was conducted in Coquitlam in 2001.

Archives staff attended the annual conference of the Association of Canadian Archivists in Edmonton, the annual conference of the Archives Association of British Columbia in Victoria, and the annual Association of Canadian Archivists conference at the University of British Columbia (ACA@ UBC) hosted by students and faculty of the University of British Columbia’s School of Library, Information, and Archival Studies program. The ACA@UBC welcomes international archival experts who share best practices from diverse national perspectives.

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Above: Emily Lonie presenting the Photo and Document Preservation 101 workshop at Mackin House

2018 HIGHLIGHTS IMPACT IN THE COMMUNITY

Above: A painting and text panel from the exhibit Coquitlam Heritage: Mosaic of our Past, presented by the Coquitlam Heritage Society and Place des Arts Right: Brunette Street, ca. 1915 (Coquitlam 100 Years collection, C6-S01-C6.201)

Impact in the Community The City of Coquitlam Archives’ holdings are being used in the community in exciting ways. In 2018, the Coquitlam Heritage Society and Place des Arts collaborated on a project and exhibit entitled, Coquitlam Heritage: Mosaic of our Past, which was on display at Place des Arts in February. The exhibit brought together artwork that explored aspects of Coquitlam’s rich cultural and natural heritage. Artists used archival images from the City of Coquitlam Archives as inspiration for their work.

More than twenty images from the City of Coquitlam Archives as well as content from online exhibits were included in local author, Ralph Drew’s book entitled, Coquitlam Chronicles: Historical Crossroads on the Fraser River, which was published in 2018. The expansive work details Coquitlam’s natural, political, and cultural history, from the ice age to the early twentieth century.

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2018 HIGHLIGHTS ACQUISITION HIGHLIGHTS

Acquisition Highlights 1.

Riverview Hospital Historical Society collection The majority of the archival records held by the Riverview Hospital Historical Society were transferred to the provincial government in 2012 for eventual transfer to the Royal BC Museum/BC Archives. Some archival material was transferred to the City of Coquitlam Archives and has been rehoused, and arranged and described in the Archives’ online search portal, Quest. Of particular interest to researchers will be the collection of records relating to the School of Psychiatric Nursing, which was located at Essondale/Riverview from 1931 to 1972/73 before being transferred to the British Columbia Institute of Technology (BCIT).

2.

ArtsConnect fonds ArtsConnect was a longstanding organization in the Tri-Cities and in 2018 more than twenty boxes of records were transferred to the City of Coquitlam Archives, mostly covering the 1990s to the present.

These records will be an important addition to the Archives holdings to document the history of arts initiatives in the area.

3.

4.

Coquitlam Foundation Fonds The Coquitlam Foundation has been providing grant funding to a wide variety of organizations in Coquitlam since 1992. In 2018, the organization transferred operational records and a series of photographs to the Archives.

Burquitlam Lions Club Fonds The Burquitlam Lions Club was dissolved in 2018 and the organization transferred photographs, scrapbooks, promotional materials, and administrative records to the Archives to preserve

a record of the important work performed by the organization.

5.

Alain Boire collection Alain Boire has been a passionate member of the Maillardville community for many years, serving on the Board of the Maillardville Residents Association.

As part of anniversary celebrations for Maillardville’s centenary, he began compiling information about the history of Maillardville. A web project blossomed into a book entitled: With Hearts and Minds: Maillardville, 100 Years of History on the West Coast of B.C., which was published in 2016. In 2018, Mr. Boire transferred his research collection as well as records he accumulated from Caisse Populaire de Maillardville. These records will be processed and made available to researchers in 2019.

6.

Accrual to the Northeast Coquitlam Ratepayers’ Association fonds The Northeast Coquitlam Ratepayers’ Association (NECRA) was one of the first local organizations to donate records to the City of Coquitlam Archives.

The NECRA fonds was augmented in 2018 with the transfer of meeting minutes from 1967 to 2005.

7.

Coquitlam Teacher-Librarians’ Association fonds The Coquitlam Teacher-Librarians’ Association was formed in 1964 to support faculty members and advocate for the issues confronting teacherlibrarians. The fonds consist of the operational records of the Coquitlam Teacher-Librarians’ Association from 1964 to 2017 and includes operational records as well as records relating to annual conferences.

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Above: School of Psychiatric Nursing graduation portrait, 1931 (Riverview Hospital Historical Society collection)

2018 HIGHLIGHTS ACQUISITION HIGHLIGHTS

8.

Top: Notre Dame du Cap à Lourdes (Charpentier Family collection, C11-C11.003) Above Left: Miss Coquitlam Pageant participants in a car (Miss Coquitlam Pageant collection) Above right: Russell Hellard operating radio equipment during the Second World War (Russell Hellard fonds)

9.

Charpentier Family collection The Charpentier Family donated three incredible panoramic photographs showing the congregations of Our Lady of Lourdes and Our Lady of Fatima posed in front of the churches in the early 1950s and 1960s. The photographs have been digitized and made available online through Quest.

10. Russell Hellard fonds accrual Russell Hellard has been an engaged volunteer in the Coquitlam community for many years and his existing fonds at the Archives consists of records relating to his many volunteering initiatives, including the Crime Prevention and Community Policing Committees, the Centennial Committee,

Miss Coquitlam Pageant collection

and the BC Summer Games. In 2018, Mr. Hellard

The collection consists of colour photographs and

donated additional records related to his

negatives of the Miss Coquitlam Pageant and

volunteering as well as an incredible collection of

related events from 1986 to 1988. The photographs

personal photographs and documentary records

feature the donor, Deborah Smyth, who was Miss

pertaining to his deployment to Australia as part

Congeniality in 1986. The collection also includes

of the Canadian Army’s No. 1 Wireless Signal Group

some news clippings and a VHS tape containing a

during the Second World War. These unique and

recording of the 1986 Miss Coquitlam Pageant.

fascinating records will be featured in an upcoming online exhibit in 2019.

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2018 HIGHLIGHTS REFERENCE SERVICES, ARRANGEMENT AND DESCRIPTION, DIGITIZATION Reference Services The City of Coquitlam Archives’ provides online access to digital content and descriptions of the holdings through Quest, the Archives’ online search portal. As more digital content is added to Quest, researchers are better able to access historical records without having to approach the Archives for assistance. Many researchers accessed content online in 2018. Quest received a record of more than 3,300 users, who consulted more than 34,000 pages of content.

In 2018, members of the public made 130 reference requests and 10 on-site reference appointments. The subject trends from previous years continued, with historical photographs as the most requested records.

Historical property information accounted for the second largest number of requests as heritage consultants and members of the public search for historical records pertaining to properties in the City.

During the past year, the City Archivist answered 44 staff requests and assisted with several staff projects by providing access to records, historical information, and professional expertise. Some highlights include: the City’s winning bid in the Communities in Bloom Class of Champions; the ongoing Street Naming Database project; providing content to Corporate Communications for use on social media; and providing historic information that has helped to inform decision-making in the Planning and Development Department.

Arrangement and Description In 2018, 33 new accessions were received and 1,018 archival descriptions were added to Quest. This important arrangement and description work enables more efficient location of specific items and, in turn, makes the entire collection more accessible and thus more valuable to researchers. The work is time consuming and requires a significant percentage of the Archives’ resources. This foundational arrangement and description work will continue to be a core activity in 2019 in order to make new acquisitions available to the public as soon as possible.

Digitization The Archives continued to digitize hundreds of photographs and textual records, making them available online in 2018.

A collection of glass negatives depicting the horses, cows, and buildings at Colony Farm was digitized in 2018 and added to Quest in full resolution.

In 2016, the Planning and Development Department transferred hundreds of aerial photographs from 1963 to 1991. The 1963 set was digitized in 2018 and made available online. In 2019, the copyright protection will expire on the 1969 set of aerial photographs. The 188 aerial photographs from 1969 were digitized in 2018 and will be uploaded to Quest. This will bring the total to 330 full resolution aerial photographs available online.

The Archives also completed the second part of a multiphase project to digitize the microfilmed records of the Office of the City Clerk. In many cases, the City Clerk’s Office microfilm reels contain the only surviving copies of Reports to Council, as well as critical correspondence and supporting documentation that provide evidence of decision-making. By making these records accessible in digital form, there will be a substantial cost savings as searching time will be dramatically reduced. This project will enable the Archives to provide enhanced customer service to City staff and the public.

In 2018, the Archives received a grant of $3,666 from the British Columbia History Digitization Program (BCDHP).

The program “promotes increased access to British Columbia’s historical resources by providing matching funds to undertake digitization projects that will result in free online access to unique historical material from around the province.” The Archives received funding to offset the cost of digitizing Council Committee Minutes from 1946 to 1997. The project was completed in 2018 and more than 500 digitized documents were uploaded to Quest and made available to the public. The built-in search capabilities of Quest ensure that the content of the minutes is fully text searchable, making this an incredibly useful set of records documenting an important era in Coquitlam’s development.

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Above: Digitized Council Committee minutes, now available online through Quest

2018 HIGHLIGHTS

PLANS FOR 2019 & BEYOND Plans for 2019 & Beyond Acquisitions • Capitalizing on the new facility’s increased storage capacity by developing relationships with community groups, and other proactive measures to promote the transfer of historical material.

• Conducting a comprehensive analysis of the records produced by the City. This will inform the archival appraisal of the City’s operational records, which will eventually facilitate transfer of City records to the Archives.

Preservation • Implementing a Digital Preservation Program to ensure digital records can be preserved over the longterm.

• Digitizing important collections (e.g. tax assessment rolls).

Above: 1937 Cemetery Map – BEFORE conservation treatment

• Assessing and addressing the conservation needs of the holdings.

Access

Right: 1937 Cemetery Map – AFTER conservation treatment

• Expanding content available online through Quest.

• Continuing the intellectual and physical processing of new and existing holdings.

Conservation Professional conservation treatment is vital to the preservation of fragile or damaged archival records, and the Archives has committed to the treatment of at-risk records in its holdings by identifying annual conservation projects.

In 2018, the Archives invested in the conservation of a 1937 map of the original layout of Robinson Memorial Cemetery.

The map had been previously rolled and showed signs of water and pest damage along the bottom. The map had dark brown discolouration along the edges as well as some localized staining throughout. Conservators performed dry surface cleaning, accretion removal, tear repair, humidification and pressing, and encapsulated the map in five millimeter Melinex for storage and handling. The map can now be safely consulted by researchers without risk of further damage.

Digital Preservation The 2017 Annual Report anticipated that the City of Coquitlam Archives would be exploring the implementation of a digital preservation initiative in 2018. The planning and execution of the move to the new facility prevented this project from being fully realized in 2018 but staff members are intending to continue this initiative in 2019.

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• Continuing to provide detailed responses to public and staff reference requests.

• Continuing to seek relevant archival material and arranging donations to the Archives.

Outreach • Producing quarterly online exhibits that highlight the records and the work being done in the Archives.

• Curating exhibits in the new Archives facility in partnership with other heritage and arts organizations.

• Continuing outreach initiatives like Throwback Thursday, History Pin, Lest We Forget, and speaking engagements.

• Developing new outreach initiatives in partnership with Douglas College, Coquitlam Heritage Society, et cetera.

CONCLUSION

Another exciting and productive year has come to a close for the City of Coquitlam Archives.

We look forward to welcoming the public to the new City Archives on Pinetree Way in early 2019. The new facility will ensure the Archives can continue to grow and serve the members of the Coquitlam community.

Going forward, the Archives will continue to arrange, describe, and make available the records already in its holdings and those soon to come. The Archives remains committed to developing new and innovative outreach initiatives that raise awareness of the program and encourage residents to learn about their shared history.

Looking to the future, there are exciting things to come in 2019, as the Archives welcomes the public to the new facility and begins to engage with digital preservation to ensure that all records, be they analogue or digital, are preserved and discoverable for years to come.

City of Coquitlam Archives Team City Archivist: Emily Lonie Archives and Records Officer (50% Archives): Angeline Chirnside Archives and Records Officer (6 month term): Andréa Tarnawsky

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Above: Three horses pulling a plow at Colony Farm (Riverview Hospital Historical Society collection, C5-S01-SS01-GN141)

GALLERY – A YEAR IN REVIEW ACQUISITIONS

ACQUISITIONS: Above: Our Lady of Fatima Parish. ca 1960s (C11) Right: Coquitlam Float at May Day in New Westminster (C13) Far right: A page from a 1973 Nursing Annual (C5)

EVENTS: Below left: Welcome to Coquitlam 2018 Below right: Communities in Bloom 2018

EVENTS

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GALLERY – A YEAR IN REVIEW IMPACT IN THE COMMUNITY

IMPACT IN THE COMMUNITY Above left: Painting of Macintosh Street from Coquitlam Heritage: Mosaic of our Past Above right: Painting of Riverview, West Lawn from Coquitlam Heritage: Mosaic of our Past Left: Cover of Coquitlam Chronicles, by Ralph Drew

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City of Coquitlam 3000 Guildford Way Coquitlam, BC V3B 7N2

| coquitlam.ca/archives