Backup Documents 06/27/2017 Item #16D16 ORIGINAL DOCUMENTS CHECKLIST & ROUTING SLIP
TO ACCOMPANY ALL ORIGINAL DOCUMENTS SENT TO 160 1 6
THE BOARD OF COUNTY COMMISSIONERS OFFICE FOR SIGNATURE
Print on pink paper. Attach to original document. The completed routing slip and original documents are to be forwarded to the County Attorney Office
at the time the item is placed on the agenda. All completed routing slips and original documents must be received in the County Attorney Office no later
than Monday preceding the Board meeting.
**NEW** ROUTING SLIP
Complete routing lines#1 through#2 as appropriate for additional signatures,dates,and/or information needed. If the document is already complete with the
exception of the Chairman's signature,draw a line through routing lines#1 through#2,complete the checklist,and forward to the County Attorney Office.
Route to Addressee(s) (List in routing order) Office Initials Date
1.
2.
3. County Attorney Office County Attorney Office JAK 7/10/17
4. BCC Office Board of County
Commissioners \4/ kVA
5. Minutes and Records Clerk of Court's Office
PRIMARY CONTACT INFORMATION
Normally the primary contact is the person who created/prepared the Executive Summary. Primary contact information is needed in the event one of the
addressees above,may need to contact staff for additional or missing information.
Name of Primary Staff Amanda Towns nd,Museum Director Phone Number 252-7177
Contact/Department
Agenda Date Item was 6/27/17 Agenda Item Number 16 A 16_
Approved by the BCC I
Type of Document MOU—Marco Island Historical Society Number of Original One of,ecic
Attached ' , MvScur-vd-51-4,0 $rn-,, 14ocuments Attached
PO number or account N/A Lsoax.
number if document is
to be recorded
INSTRUCTIONS & CHECKLIST
Initial the Yes column or mark"N/A" in the Not Applicable column,whichever is Yes N/A(Not
appropriate. (Initial) Applicable)
1. Does the document require the chairman's original signature JAK
2. Does the document need to be sent to another agency for additional signatures? If yes, JAK*
provide the Contact Information(Name;Agency;Address;Phone)on an attached sheet.
3. Original document has been signed/initialed for legal sufficiency. (All documents to be JAK
signed by the Chairman,with the exception of most letters,must be reviewed and signed
by the Office of the County Attorney.
4. All handwritten strike-through and revisions have been initialed by the County Attorney's JAK
Office and all other parties except the BCC Chairman and the Clerk to the Board
5. The Chairman's signature line date has been entered as the date of BCC approval of the JAK
document or the final negotiated contract date whichever is applicable.
6. "Sign here"tabs are placed on the appropriate pages indicating where the Chairman's JAK
signature and initials are required.
7. In most cases(some contracts are an exception),the original document and this routing slip JAK
should be provided to the County Attorney Office at the time the item is input into SIRE.
Some documents are time sensitive and require forwarding to Tallahassee within a certain
time frame or the BCC's actions are nullified. Be aware of your deadlines!
8. The document was approved by the BCC on 3/28/17 and all changes made during the JAK
meeting have been incorporated in the attached document. The County Attorney's
Office has reviewed the changes,if applicable.
9. Initials of attorney verifying that the attached document is the version approved by the 312I K
BCC,all changes directed by the BCC have been made,and the document is ready for the
Chairman's signature. Sc.c
***NOTE: TIME SENSITIVE—PLEASE CONTACT AMANDA TOWNSEND WHEN READY.
[04-COA-01081/1344830/1]I:Forms/County Forms/BCC Forms/Original Documents Routing Slip WWS Or oinal 9.03.04,Revised 1.26.05,Revised 2.24.05;
Revised 11/30/12 ckre,srf\`rk
1 60 1 6
MEMORANDUM
Date: July 10, 2017
To: Amanda Townsend,
Museum Director
From: Teresa Cannon, Deputy Clerk
Minutes & Records Department
Re: MOU w/Marco Island Historical Society along with Loan Agreements
with Smithsonian Institution's National Museum of Natural History
and the University of Pennsylvania Museum of Archaeology and
Anthropology
Attached for your records, is one (1) original of each document referenced above
(Agenda Item #16D16), adopted by the Board of County Commissioners on Tuesday,
June 27, 2017.
Please forward for additional signatures and return the original back to the Minutes
& Records Department for the Board's Official Records.
If you have any questions, please call me at 252-8411.
Thank you.
Attachments
1 60 1 6
MEMORANDUM OF UNDERSTANDING (MOU)
between
The Marco Island Historical Society, a Florida Not for Profit Corporation
hereinafter("MIHS")
and
Collier County Board of County Commissioners
hereinafter("BCC")
I. PURPOSE&SCOPE
The purpose of this MOU is to clearly identify the roles and responsibilities of each party as they
relate to loan from the Smithsonian Institution's National Museum of Natural History(hereinafter
"Smithsonian" or "lending institution") and the University of Pennsylvania Museum of
Archaeology and Anthropology (hereinafter "UPenn" or "lending institution") of significant
artifacts found on Marco Island during the 1896 Pepper-Hearst Archaeological Expedition for a
temporary exhibit at the Marco Island Historical Museum (hereinafter the "Museum"). To
support this project, MIHS and BCC will work cooperatively to ensure that all appropriate
requirements and safeguards stipulated by the loaning institutions are performed and
implemented. Both MINS and BCC should ensure that project activities are conducted within the
highest professional standards and with the ultimate goal of benefitting the public.
II. BACKGROUND
The return on loan of Key Marco artifacts has been a shared objective of the Collier County
Museum and the Marco Island Historical Society for more than two decades. There are no better
artifacts in the world through which to engage, inspire, and educate people about Florida's early
Native American cultures. A temporary exhibit of important Key Marco artifacts will enable
Marco Islanders, Floridians, and visitors from around the world to recognize and appreciate the
incredible complexity and artistic achievements of the people who lived on Marco Island
centuries earlier. Seeing the artifacts in their place of origin will add to the appeal for residents
and visitors.
III. MINS RESPONSIBILITIES UNDER THIS MOU
MINS shall undertake the following activities:
1. Pay the cost of the loan of the UPenn artifacts.
2. Pay the cost of conservation required by UPenn.
3. Pay the cost of mount making as required by the lending institutions.
4. Assure any case modifications are approved by the respective lending institutions.
5. Pay the cost of any case modifications once approved by the lending institutions.
6. Store the packing and crating material as directed by the loaning institutions during the loan
period.
16016
7. Arrange and pay for transportation, accommodations, per diem and business related
communication for the institutions' couriers supervising installation and deinstallation, as
required by the loan agreements.
8. Monitor light and relative humidity levels and report to lending institutions in accordance
with the terms of the loan agreements.
9. Report immediately any change in conditions of objects, or loss or damage to the objects to
the lending institutions.
10. Verify and sign off on the condition of objects at the time of installation and deinstallation;
return condition reports to the lending institutions.
11. Assure the case for the Smithsonian artifact has a datalogger with remote reading capability
of a thermohygrometer and provide readings if required.
12. Report environmental readings that fall outside the parameters noted in the loan agreement
for the Smithsonian artifact.
13. Assure walk-throughs of the exhibition by exhibits staff in accordance with the terms of the
loan agreements.
14. Pay the cost of photography fees, if photographs are needed.
15. Seek required approvals of essays or articles in the exhibition catalog, if one is created.
16. Provide UPenn with five copies and Smithsonian with two copies of the exhibition catalog, if
one is created.
17. Seek lending institutions' written consent for photography of the items or the production of
images or products for sale inspired by or in connection with the loan material in accordance
with the terms of the loan agreements.
18. Assure that all printed and promotional materials and all labels and text panels include all
required acknowledgements and information in accordance with the terms of the loan
agreements.
19. Forward copies of publicity releases or other promotional materials promptly in accordance
with the terms of the loan agreements.
IV. BCC RESPONSIBILITIES UNDER THIS MOU
BCC shall undertake the following activities:
1. Procure and install a closed-circuit security system with offsite 24/7 monitoring.
2. Procure and install a back-up generator system with automatic activation.
3. Provide insurance for the artifacts borrowed from UPenn in accordance with the terms of the
loan agreement.
4. Pay the cost of insuring the artifact from the Smithsonian under the coverage extended by
them.
5. Arrange and pay for packing, crating and shipping of the artifacts to and from the Museum in
accordance with the terms of the loan agreements.
6. Pay the crate disposal fee required by UPenn.
7. Arrange and pay for manned security during Museum open hours.
16016
8. Assure that all printed and promotional materials and all labels and text panels include all
required acknowledgements and information in accordance with the terms of the loan
agreements.
9. Forward copies of publicity releases or other promotional materials to the lending institutions
promptly in accordance with the terms of the loan agreements.
10. Forward attendance figures for the exhibit to the lending institutions promptly in accordance
with the terms of the loan agreements.
11. Assume the role of primary contact with the lending institutions in case of emergency or
natural disaster, to include immediately notifying the lending institutions upon official
announcement of a hurricane watch and staying in continuous communication with them until
an official all-clear is announced.
V. NOTIFIICATION
All notifications and communications regarding activities covered by this MOU will be made in
writing to the parties as follows:
1. For the MINS:
Patricia Rutledge,Executive Director
The Marco Island Historical Society
180 S. Heathwood Drive
Marco Island,FL 34145
2. For the BCC:
Amanda Townsend, Director
Collier County Museum Division
3331 Tamiami Trail East
Naples,FL 34112
VI. IT IS MUTUALLY UNDERSTOOD AND AGREED BY AND BETWEEN THE PARTIES
THAT:
1. This MOU may be modified only by a written instrument executed by the parties.
2. Either party may terminate this MOU by providing the other party with thirty (30) days
advance written notice. In the event that one party provides the other party with notice of its
intention to terminate,the parties will meet promptly to discuss the reasons for the notice and
to try to resolve their differences.
3. Any financial obligations incurred as a result of this project, not specifically contemplated in
this MOU, will be covered in the most expedient manner at the time of need by the mutual
agreement of the parties and revisited for a settling of accounts by mutual agreement of the
parties on or before the end of the term of the MOU.
VII. EFFECTIVE DATE AND SIGNATURE
This MOU shall be effective upon the signature of MTHS and BCC authorized officials. It shall
be in force and effect until 30 days after the satisfactory return of the artifacts to the lending
institutions.
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MINS and BCC indicate agreement with this MOU by their signatures.
ATTEST: BOARD OF COUNTY COMMISSIONERS
DWIGI-I'I' E. BOCK,CLERK OF COLL Ellis/14 UNTY, FLORIDA
dry
BY �//. //
:� ,-Deputy Clerk 'enny a , ,hairm./
Attest as to Charrh's ;,
signafirre only' `.••. ,-`,,
THE MARCO ISLAND HISTORICAL SOCIETY
By: at') -1.0.... U n_1.1"C-
Date: V.VQ \f) , a0 1 1
r
Approv• .1"o, . and legality:
Itiii i
Jeffrey A. Kl.l '„Mk ounty Attorney
1 60 1 6
t 4 Smithsonian Institution
x`41` National Museum of Natural History
Department of Anthropology
April 24,2017
Austin Bell
Curator of Collections
Marco Island Historical Museum
180 S.Heathwood Drive
Marco Island,FL 34145-5028
Dear Mr, Bell,
I am pleased to formally approve the loan of the Key Marco Cat(A240915)to the Marco Island Historical
Museum from November 15,2018—April 15,2021.The loan is approved with the following conditions.
1. Insurance and loan agreement:The object has been appraised at a value of$500,000. It is agreed
that insurance for the object will be covered under the Smithsonian.The premium(approx. $2400.
annually)will be billed to the Marco Island Historical Museum by the Smithsonian insurance office,
which will also provide a certificate of insurance.Enclosed is the Department of Anthropology's
"Agreement for Outgoing Loans Requiring Insurance".This form must be signed and returned to David
Rosenthal at the address below before the loan can be shipped. A countersigned copy will be returned to
you for your records.
David Rosenthal Phone:(301)238-1318
Department of Anthropology FAX: (301)238-3109
Smithsonian Institution email:rosenthd@si.edu
si.edu
Museum Support Center
4210 Silver Hill Rd.
Suitland,MD 20746
2. Conservation requirements:
The Department of Anthropology's Exhibition and Loan Guidelines must be followed,with the
additional references below.The Guidelines are attached as an appendix to this loan agreement.
• The Marco Island Historical Museum will review the proposed materials for case construction
with NMNH.Any materials used in case construction that are not considered inert,such as wood
products,must be isolated from the case volume with an inert barrier layer or film such as
aluminum Dibond or Marvelscal. All openings made in the barrier layer for brackets must be
basketed.
sMrrttst:'N AN INSrrrcION
National Museum of Natural History
utth&Constitution Avenue N'W
Washington DC 20560-0112
16D16
Letter to Marco Island Historical Museum
Page 2
• Approved inert materials such as aluminum Dibond or acrylic should also be used for the case
inserts,object risers and back panels within the case display volume, If wood products are used
they must be sealed with an inert barrier layer. When passive buffering is required the case
chamber used to hold the passive buffering material below the deck would also need to be made
from inert materials or lined with a barrier layer.
• All materials used within the case volume including paints,fabrics,adhesives, graphics and
gaskets must be reviewed by NMNH.All materials used should have a four week off gassing
period. Recommended paints include 100%acrylic,no VOC paints.
• Case drawings and mount design must be reviewed and approved by the contract conservator at
the NMNH,Anthropology Conservation Lab(ACL).
• Free standing exhibit cases should be secured to the floor and locked.Case will require alarm.
• Security for the objects while on exhibit will follow requirements listed in our"Exhibition and
Loan Guidelines."In addition,there will be continuously monitored electronic intrusion
surveillance with an effective response system.There will be a security guard on-site when the
museum is open.
• Light levels must not exceed 10 foot candles,preferably with no illumination during non-visitor
hours.All lighting should be outside case.
• It is agreed that once the object is installed in the exhibit case,the case will not be opened,nor the
object removed for any reason unless a Smithsonian representative is present or has given written
approval.The only exception is in the case of extreme emergency.As discussed,please be in
touch with David Rosenthal if there is a hurricane prediction to decide on the course of action.
• The object will be displayed on a support/mount to be provided by NMNH.
• Temperature and Humidity: The humidity and temperature within the case where the objects are
displayed will be maintained at 45%+8%and 70°F+8°F. Every room where the objects are
placed or stored(including when crated)must maintain these temperature and humidity levels.
The case must have a datalogger with remote reading capability or a thermohygrometer.NMNH
may require that environmental readings be sent during the exhibition period.
• Case environmental readings that fall outside the parameters noted above must be reported to
David Rosenthal,(301)238-1318,rosenthd@si.edu
• NMNH may require the cases to have passive buffering such as RHAPID PAK humidity
buffering silica gel conditioned to 50%RH with appropriate airflow to meet the humidity
requirements. The case chamber/sub-deck used to hold the passive buffering material below or
behind the deck must be made from inert materials or lined with a barrier layer.
16 D 16
Letter to Marco Island Historical Museum
Page 3
• During the exhibit the crate and other packing materials must be stored in a temperature/humidity
controlled,pest free storage area.
• No food or drinks will be permitted in the exhibit hall at any venue.
• There will be a daily walk-through of the exhibition by exhibits/registration staff.
• At the conclusion of the loan copies of all condition reports and documentary photography must
be returned to the Department of Anthropology with the objects.
3. Costs to be covered by the Marco Island Historical Museum:
• Bracket/mount designs for the object must be discussed with and approved by the NMNH
Collections staff.Mount fabrication will be completed at the Smithsonian Institution's Museum
Support Center in Suitland,MD by Brigid Mountmaking.Crating and packing will be completed
by Yamada Packing.
• Brigid Mountmaking will provide cost estimates for mount fabrication,and Yamada Packing will
provide cost estimates for packing/crating;the NMNH staff will coordinate the reviews for cost
estimates.Work will not begin until both contractors have a signed agreement from the Marco
Island Historical Museum accepting their cost estimates,
• It is agreed the objects will travel to the Marco Island Historical Museum via a direct air shipment
with a courier from the NMNH Collections staff.All courier costs are to be covered by Marco
Island Historical Society.
• The conservation check in and exhibition installation of the NMNH objects will be completed at
the Marco Island Historical Museum with oversight by a member of the NMNH Collections staff.
4. Photographs/filming: All requests for images of the borrowed material should be directed to the
Department of Anthropology. Limited photographs/filming may be permitted for the purpose of
promotion of the exhibit provided prior approval of the Department of Anthropology is obtained. Contact
David Rosenthal,(301)238-1318, for questions about publicity images.
If you are planning to publish Smithsonian photographs or other images of Smithsonian collections,
please refer to the"Guidelines for Photographic Usage Fees"(See our Web site:
http:l/anthropologvsi.edu/anthro/cm under"Order Photographs"for photographic information and
forms.) If you have additional questions about photographic usage,please contact Dave Rosenthal,(301)
238-1318.
5. Exhibit catalog: If you are planning to publish an exhibit catalog,we require that two copies be sent
to our loan coordinator at the above address.
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Letter to Marco Island Historical Museum
Page 4
6. Product Development: No products incorporating or based on the borrowed material shall be
produced without approval of the Smithsonian Office of Product Development and Licensing (Phone:
202-633-2049).
Please indicate your acceptance of the above conditions by signing below and returning a copy of this
letter to David Rosenthal at the address listed above as soon as possible. Best wishes for a successful
exhibition.
Sincerely,
..-- /�
TorbetrRick
Chair
Department of Anthropology
Above loan conditions accepted for the Marco Island Historical Museum:
(authorized representative, Marco Island Historical Museum) (date)
Ab - oan .nditions accepted fs the Collier County Board of County Commissioners:
e
Penny Tayl,O%hainnan '
Approved a • ._.tity: ATTEST:
DWI T E.BR CE ERK
4444,ce__
� Deputy Cleric
Jeffrey A. a`
� '�
County A -y Attest as to Chairman's
signature only.
1601 6
NATIONAL MUSEUM OF NATURAL HISTORY Page 1 of 5
SMITHSONIAN INSTITUTION
Department of Anthropology
Museum Support Center
4210 Silver Hill Road; Suitland; MD; 20746
AGREEMENT FOR OUTGOING LOANS
Registrar No. 2080324
Marco Island Historical Museum Date 21 Apr 2017
Borrower name
180 S. Heathwood Drive Contact Austin Bell
address phone
Marco Island FL 34145-5028 email
City State/Country zip code
SMITHSONIAN CONTACT: David Rosenthal
phone email rosenthd@si.edu
In accordance with the terms of this Agreement, 1 Key Marco Cat are to be lent for the following purpose:
exhibit from 15 Nov 2018 to 15 Apr 2021 (from the date the obJect(s)leave the Smithsonian until their
return.)
Location of object(s)while on loan: Marco Island Historical Museum
INSURANCE: Total value of the object(s)for insurance purposes: $ 500,000.00
SHIPPING: Object(s)to be shipped to:
(address If other than above)
Shipment to be via: air with courier
Objects to be returned no later than: 15 Apr 2021
CREDIT LINE: Smithsonian Institution, Department of Anthropology
(for exhibition label
and publication)
SPECIAL REQUIREMENTS: See attached loan letter
(for Installation and handling)
i h. /�a• and agree t• his : Agr• ment including the CONDITIONS on the attached sheets.
t<=, \�
•tit om:. . :o "' �o Date
C\- 4-rr,cizn'27>aae-,CYSCourtIc•- ot-+�r*�� �cme.NrS Z3`�l 2 Z -`aOGVA
?'ltle 1 Telephone
Authorization to proceed with loan
Authorized Official,NMNH•Dr.Bruce D.Smith Date •
Curator }�
nue t.AVICHT E.BROCK, LERK
Approved . `an• e al-ty
to
HC[eSt
Jeffrey A. KI �z ty w, County Attorney aS t0 ne3tl�S
�
NATIONAL MUSEUM OF NATURAL HISTORYpage 2 0 ° 1 b
SMITHSONIAN INSTITUTION
Department of Anthropology
Museum Support Center
4210 Silver Hill Road; Suitland; MD; 20746
AGREEMENT FOR OUTGOING LOANS
Registrar No. 2080324
TERMS AND CONDITIONS FOR OUTGOING LOANS
I. Insurance
a) Loaned Object(s) must be insured during the period of this loan for the value stated on the face
of this agreement. Loan Object(s) must be insured under an all-risk, wall-to-wall policy subject
to the following standard exclusions: wear and tear, gradual deterioration, insects, vermin, or
inherent vice; repairing, restoration, or retouching process; hostile or warlike action,
insurrection, rebellion; nuclear reaction, nuclear radiation, or radioactive contamination.
b) If the insurance is to be carried by Lender with the premium billed to Borrower, this agreement
will act as proof of or as certificate of all-risk,wall-to-wall insurance coverage subject to
standard exclusions.
c) If Borrower carries insurance, Borrower represents that the required coverage as described
above will be secured and maintained and that Lender the will be named as additional insured.
Documented evidence of Borrower's insurance (copy of the policy and/or certificate of
insurance) must be provided to and approved by Lender before Loaned Object(s)will be
released.
d) Registrar must be notified in writing by Borrower and their insurer at least 20 days prior to any
cancellation or limitation in Borrower's policy.
II. Shipping/Packing!Transportation
a) Borrower is responsible for all packing, shipping, transportation and storage expenses.All
shipping, packing, and transportation arranged by Borrower and Freight
b forwarders,r least four
movements of Loaned Object(s) between venues, must be approvedy
weeks in advance of shipping.
b) Lender retains the right to require that outgoing loans be accompanied by a courier designated
by Lender. Any unpacking, mounting, dismantling, and repacking of Loaned Object(s)will be
supervised by Lender at Borrower's expense. The requirement of a courier will be established
and all conditions agreed upon by Lender and Borrower in writing to be signed by both parties.
c) Borrower must return the material in the same containers and materials as received.
Instructions provided by Lender for unpacking and repacking must be followed.
d) Any temporary storage between venues is not permitted without specific advance consent.
e) Government regulations will be adhered to in international shipments. Unless otherwise
agreed to by both parties,the Lender is responsible for adhering to its country's import/export
requirements and the Borrower is responsible for adhering to its country's import/export
requirements.
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NATIONAL MUSEUM OF NATURAL HISTORY Page 3 of 5
SMITHSONIAN INSTITUTION
Department of Anthropology
Museum Support Center
4210 Silver Hill Road; Suitland; MD; 20746
AGREEMENT FOR OUTGOING LOANS
Registrar No. 2080324
Ill. Care and Preservation
a) Loaned Object(s) borrowed must be given special care at all times to ensure against loss,
damage, or deterioration. Borrower agrees to meet the special requirements for installation as
noted in the appendix.
b) No pins, screws, nails, brackets, adhesive tape, wax, paint, or other mounting materials may
be used that might leave any marks or evidence on the objects. Loaned Object(s) may not
undergo technical examination or treatment of any type without written permission from
Lender.
c) Only professional personnel, under the supervision of Borrower's organization, will be permitted
to handle, move, or pack the objects. During the installation and de-installation, security
personnel or other security precautions must be in place in the exhibit area. At no time during
installation and de-installation may any loan material be left overnight unsecured or unattended.
d) Unless otherwise specified in the appendix, Borrower will maintain constant and adequate
protection of Loaned Object(s)from the hazards of fire, theft, exposure to extreme or
deteriorating light, extremes of temperature and relative humidity, insects, dirt, handling by
unauthorized or inexperienced persons, or touching by the public. Loaned Object(s)will only be
unpacked and/or repacked, temporarily stored and installed in areas where the temperature/
humidity control, and security systems operate on a 24 hour per day, 7 day per week basis.
e) Lender will provide handling and installation guidelines as appropriate.
IV. Damage, Loss,Theft
In the event Loaned Object(s) is damaged, lost or stolen, or changes in condition in any way,
whether in transit or while on exhibition, Borrower must immediately notify Lender's Registrar by
phone, followed by a written report of circumstances, including photographs. All packing and other
materials must be saved for Lender review. In the event of emergency, Borrower must take all steps
necessary to prevent any additional damage to Loaned Objects(s) No repairs or conservation work
shall be made of Loaned Object(s)without Lender's prior written consent.
V. Costs and Fees(Including Courier Fees)
Borrower is responsible for, unless otherwise specified in the appendix, courier,transportation,
customs, freight forwarding, insurance, crating, packing, storage, framing, conservation, and other
Loan-related costs.
VI. Condition Report
Lender will send a detailed condition report with Loaned Object(s). A suitable examination space
including examination light and magnification should be available for condition checking. Borrower
will review the condition report(s) at the time of arrival and departure of Loaned Object(s).
The condition report must be annotated by professional personnel, under the supervision of
Borrower, (and a Lender representative, if present) upon receipt and inspection of Loaned Object(s)
and prior to Loaned Object(s) repacking. Borrower must immediately notify Lender of any changes
in condition.
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NATIONAL MUSEUM OF NATURAL HISTORY Page 4 of 5
SMITHSONIAN INSTITUTION
Department of Anthropology
Museum Support Center
4210 Silver Hill Road; Suitland; MD; 20746
AGREEMENT FOR OUTGOING LOANS
Registrar No. 2080324
VII. Credit and Reproduction
a) Each Loaned Object(s) shall be labeled and credited in any publication as specified by Lender.
b) Photography is allowed for condition reporting and internal record keeping. Permission to
publish or otherwise reproduce photographs of Loaned Object(s), including in exhibition
catalogs, must be obtained directly from the (Museum list who) and the copyright holder when
applicable.
VIII. RetumlExtension/Cancellation
a) Any extension of the loan period must be approved by Lender in writing in advance of the
expiration date. Lender reserves the right to recall and/or cancel Loaned Object(s)from loan
on short notice.
b) Lender will make every effort to give reasonable notice of any cancellation.
c) In the event of cancellation by Borrower for any reason prior to the opening of the exhibition,
Borrower will remain responsible for all costs incurred by Lender and Museum Agents.
IX. Conflicts
In the event of any conflict between this agreement and any agreements of Borrowers, the terms of
this agreement shall be controlling. The agreement will be construed in accordance with Federal
laws and the laws of The District of Columbia. (New York for Cooper-Hewitt Museum)
X. Signatures
This document and any attached Appendix has been reviewed and signed by authorized parties.
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NATIONAL MUSEUM OF NATURAL HISTORY Page 5 of 5
SMITHSONIAN INSTITUTION
Department of Anthropology
Museum Support Center
4210 Silver Hill Road; Suitland; MD; 20746
AGREEMENT FOR OUTGOING LOANS
Registrar No. 2080324
Itemized List of Object(s) Total Value: $ 500,000.00
CATALOG NUMBER COUNT OBJECT NAME PROVENIENCE
A240915-0 1 Statuette Of Mountain Lion Or North America:United States:Florida: $500,000.00
Panther Man God"Key Marco Cat" Collier County: :Key San Marco:Key
Marco:;;;
1 60 1 6
Smithsonian Institution
National Museum of Natural History
Department of Anthropology
CONSERVATION AND EXHIBITION GUIDELINES
These guidelines are intended to alert potential borrowers to our conservation procedures
and standards. They are also intended to convey the potential complexity, costs, and need
for clear and specific communication associated with loans and the exhibition of our
objects. The latter are, of course, varied and may require specific conservation, mounting
and exhibition interventions. Please feel free to contact us about concerns regarding
requirements related to your loan.
General Requirements
✓ ALL objects must be exhibited in closed glass or plexiglas exhibit cases to protect
from handling, airborne dust, insects, dirt and rapid environmental changes.
Exhibit cases should be fastened with security screws and may be required to be
locked and/or alarmed. In rare instances, permission may be given to exhibit an
object in the open,provided that environmental and security conditions are
suitable and the object is inaccessible to the public. Such permission must be
obtained in writing from the Chairman's office, Department of Anthropology.
✓ Objects may have individual installation and security requirements. See loan
agreement specifications for details.
✓ All exhibition materials in contact with objects must be sulfur-free and acid-free.
If in doubt concerning use of a material,consult the Anthropology Conservation
Laboratory.
✓ Objects must be handled only by persons trained and experienced in packing,
handling, and installing ethnographic and archeological objects.
✓ Persons installing the exhibition should have clean hands, free of jewelry that
might snag or damage an object. Clean gloves, preferably powder free latex, vinyl
or nitrile, should be worn when handling objects and must be worn when
handling metal and lacquer objects. Cotton gloves should be avoided when
handing objects with rough components as the cotton fibers can snag and damage
some objects.
✓ No object may be altered, cleaned or repaired without the written permission of
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the Chairman's Office, Department of Anthropology.
✓ Temporary holding and staging areas where objects may be placed must meet the
same general requirements as exhibit areas.
✓ Smoking, eating and drinking are prohibited in storage, staging and exhibition
spaces.
✓ It is the obligation of the borrower to ensure that the exhibit design, display
techniques and exhibit case materials meet the guidelines specified in this
document. The Anthropology Conservation Laboratory must receive exhibition
floor plans, display designs, drawings of exhibit case specifications and
bracketing designs for approval at least four months prior to exhibit installation.
The Anthropology Conservation Laboratory will further specify appropriate
techniques for display based on the needs of individual objects if necessary.
Security Requirements
✓ Security provisions must provide protection of objects against fire,theft,
vandalism, and accidental damage.
✓ The facility should be equipped with fire detection systems monitored around the
clock. Fire suppression systems may be required in some instances.
✓ Security personnel must be in constant attendance when the facility is open to the
public. Professionally trained guards or special guards for the specific exhibit may
be required.
✓ Daily inspection of the exhibition must be made by a member of the exhibitor's
professional staff.
✓ Security during hours when the exhibition is closed to the public must include
either periodic inspections of the exhibition space by guard personnel or
continuously monitored electronic intrusion surveillance with an effective
response system. The Department of Anthropology will determine which level of
security is appropriate, depending on the objects borrowed.
✓ Objects must be displayed in closed cases fastened with security screws.
Additional security in the form of locks and/or alarms on exhibit cases may be
required.
✓ Objects must be securely bracketed to exhibit case panels and free standing cases
should be secured to the floor.
✓ Temporary holding and staging areas should be secure from unauthorized entry
and objects must be protected from unnecessary handling and accidental damage.
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Lighting Requirements
✓ Both visible and ultraviolet light(UV) can cause structural damage and color
changes in displayed materials. Recommended light levels for objects on
exhibition must take into consideration length of exposure on exhibition. Consult
the chart below for general recommendations. Contact the Anthropology
Conservation Laboratory for materials or object types not listed in the chart.
✓ It is recommended that all UV radiation be eliminated from the exhibition
environment. When this is not possible the maximum acceptable proportion of
UV is 75 microwatts/lumen. Reduction of LTV can be accomplished through
filtration. UF3 plexiglas or the equivalent can be used in exhibition construction.
In addition, filters must be installed over all light sources at their fixture.
Incandescent bulbs are an exception if their manufacturer states they do not emit
UV.
✓ Infrared radiation is detectable as heat emitted by some light sources and special
attention to lighting design will minimize heat problems. All lighting fixtures
must be located outside of the exhibit cases and heat from incandescent lamps in
close proximity to cases must be vented away from exhibit cases.
✓ Lighting fixture location and light bulb wattage should be individually adjusted,
depending on the type of objects/materials exhibited. Lighting fixtures should be
no closer to objects than three feet for incandescent and no closer than two feet
for fluorescent. Fiber optic lighting designs also can be considered.
✓ There should be no natural light in the exhibit area. If this presents a problem,
consult the Anthropology Conservation Laboratory.
✓ No portion of an organic object shall be partially covered by another material or
object while on exhibit. If this presents a problem for exhibit design, contact the
Anthropology Conservation Laboratory for approval of alternate designs.
✓ Visible light levels should be monitored with appropriate light meters or other
suitable equipment.
✓ UV radiation in the exhibition environment should be monitored with an
appropriate UV monitor or other suitable equipment.
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RECOMMENDED LIGHT LEVELS
Material Recommended Light Level
EXTREMELY SENSITIVE 3 - 5 foot candle maximum
all textiles
objects with organic pigments& dyes
feathers
lacquer
composite organic objects
paper
water color paintings
albumen and tinted photographs
MODERATELY SENSITIVE 10 - 15 foot candle maximum
(unless qualified above)
bone, ivory,horn
wood,reed, grass including
tapa,basketry, mats
leather,parchment,rawhide, skin
fur
furniture
oil and acrylic paintings
objects with mineral pigments
LEAST SENSITIVE unrestricted
(unless qualified above)
metal, stone, ceramic, glass—not
embellished with light sensitive
materials
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Temperature and Relative Ilumidity Requirements
✓ The selection of artifacts for exhibition as well as their location in that exhibition
must take into consideration the sensitivity of the artifact to any existing
environmental extremes and/or fluctuations. Certain objects may not be capable
of withstanding particular exhibit environments.
✓ Temperature and relative humidity should remain constant. For most objects, 70E
+ 5E Fahrenheit, and 45% + 5 % RI! is the ideal environment year-round.
However, certain objects, e.g. lacquerware and some metals, may require special
environmental conditions; the Anthropology Conservation Laboratory will
provide additional information for such objects in the condition report and loan
agreement.
✓ When specified by the Anthropology Conservation Laboratory, additional
moisture stabilizers such as silica gel may be required in exhibit cases to maintain
a pre-established level of RH.
Object Bracketing and Mounting Requirements
✓ As a general rule, brackets and/or mounts for all objects are made by the
Smithsonian under the supervision of the Anthropology Conservation Laboratory
to the specification of the borrower.
• Under no circumstance may an object be removed from a
permanently attached bracketing system provided by the
Department of Anthropology.
✓ In rare instances,permission may be granted for the borrower to fabricate
brackets or mounts for loaned objects. The following criteria must be met:
• ALL brackets or mounts fabricated for objects by a borrower must
be approved by the Anthropology Conservation Laboratory. It is
the obligation of the borrower to obtain such approval at least four
months prior to exhibit installation.
• No object will be altered or repaired to accommodate exhibit
bracketing or mounting.
• Objects must be mounted in ways that avoid physical stress or
unbalanced weight distribution. Original hooks, strings, straps or
other parts of objects should not be used for support unless their
use has been discussed in advance with the Anthropology
Conservation Laboratory.
• Brackets/mounts must anticipate in their design the tendency for
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organic materials to droop, sag,or experience dimensional changes
while on exhibition.
• Brackets must be padded with non-abrasive, inert materials (e.g.,
synthetic felts, silicone tubing).
• No sticky substances (e.g.,museum wax, silicone rubber adhesive
or tapes) shall be used to hold objects in place. No object shall be
tacked, stapled,nailed, screwed or otherwise permanently mounted
to a board,backing, or wall.
• Objects must not be mounted using sharp folds or pleats (e.g.,
textile,paper, bark cloth).
• Textile artifacts and similar objects are especially sensitive to the
physical stresses of exhibition. Muslin linings, backing fabrics and
the like are often needed to reinforce and protect these objects.
Mannequins or other supports may be needed for costumes. The
Anthropology Conservation Laboratory will specify appropriate
techniques for display based on the needs of individual objects if
necessary.
Exhibit Case Requirements
✓ ALL exhibit case construction materials and/or case designs must be approved by
the Anthropology Conservation Laboratory. It is the obligation of the borrower to
obtain such approval at least four months prior to exhibit installation.
✓ All materials that comprise part of interior case environments must be free of acid
or harmful volatile chemicals. Suggested materials include inert metals, glass and
acrylic. Any materials used in case construction that are not considered inert such
as wood products must be isolated from the case display volume with an inert
barrier layer such as Dibond (Aluminum Composite Material) that is
appropriately gasketed or sealed with an approved caulk or aluminum tape. ACL
approved inert materials such as Dibond or Plexiglas (polymethyl methacrylate)
should be used for the case inserts, object risers and back panels within the case
display volume.
✓ All other materials used within the case display volume including paints, fabrics,
adhesives, graphics and gaskets must be approved by the ACL. All materials used
should have a four week off gassing period. Recommended paints include 100%
acrylic, no VOC paints. Recommended fabrics include Oddy tested fabrics from
Test Fabrics.
✓ Choose from stable classes of materials but also expect to provide Oddy testing
results for any materials not recently tested. This testing takes at least four weeks.
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✓ Objects must not touch exhibit case glass or plexiglas.
✓ Exhibit cases should not be placed near an outside door or window, under
exposed pipes, over or near a heat source or an air conditioning unit.
Packing Requirements
✓ Unless otherwise specified, all objects must be returned to the Department of
Anthropology at the conclusion of the loan period in the original packing
materials provided by the Anthropology Conservation Laboratory.
✓ When site packing is required by the borrower, all packing designs and packing
materials for Department of Anthropology objects must be approved by the
Anthropology Conservation Laboratory. It is the obligation of the borrower to
obtain such approval.
✓ Selection of the exterior shipping container will be dependent on the kinds of
objects included in the loan and the intended means of shipment. In some cases,
cardboard boxes will be adequate, in others wooden or metal crates will be
necessary. Consult the Anthropology Conservation Laboratory regarding
appropriate shipping containers.
✓ Interior packing should be simple and executed, where possible, with materials
that are free of acid or harmful volatile chemicals that could damage objects
✓ Interior packing must provide adequate cushioning for individual objects and
must not be abrasive to object surfaces.Non-abrasive, inert materials such as
Pellon, acid-free tissues,unbleached muslin or flannel, and the like may be
required.
Contract Conservation Requirements
✓ In general, Anthropology Conservation Laboratory staffing is not sufficient to
provide full conservation services for special projects such as loans and exhibits,
and the services of contract conservators funded by the borrower may be required.
✓ On all issues relating to the care of departmental collections, contractors will
work under the general guidance of the Anthropology Conservation Laboratory
and must maintain close communication on object treatment, as well as bracketing
and packing specifics.
✓ ALL treatments must be approved by the Anthropology Conservation Laboratory,
as well as the appropriate curator,before any interventions are undertaken.
✓ Completed treatments must be accompanied with appropriate documentary
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photography(digital images) which will be labeled following Anthropology
Conservation Laboratory protocols. Treatment and condition reports entered into
the Anthropology Conservation Laboratory database also must be provided.
Venue Conservation Requirements
✓ It is the responsibility of the borrower to monitor the changes in condition of
objects while on exhibition and tour. A contract conservator or other designated
representative must monitor objects throughout the loan period and notify the
Anthropology Conservation Laboratory immediately of any changes in condition.
✓ Site reports, when requested, must be sent to the Anthropology Conservation
Laboratory in a timely manner in order to be able to effectively evaluate
exhibition impact on our objects.
✓ If objects are damaged on exhibition,the decisions as to whether damaged objects
continue to be lent to a borrower and what treatments might be necessary are the
jurisdiction of the Anthropology Conservation Laboratory.
✓ Complete documentation(both written and photographic) may be required,
particularly if on-site treatments are involved.
Art on Paper and Photographs Requirements
✓ All art on paper will be matted in the following standard sizes: 7" x 11", 11" x
14",20" x 24", or 24" x 32".
✓ Matted objects will be enclosed between Mylar and UF3 plexiglas and sealed
around the edges with archival pressure-sensitive tape. The object will be shipped
in this format for framing by the borrower. The object may not be removed from
this package by the borrower.
✓ The borrower is responsible for the cost of the plexiglas package materials.
✓ In the case of photographs, copy prints will be used where possible.
Non-art on Paper
✓ All non-art on paper in single sheet format will be either matted as above or
encapsulated in Mylar.
✓ Encapsulated objects will be backed with buffered tissue. Objects may be attached
to matboard before encapsulation when necessary for extra support. This will be
determined by the Anthropology Conservation Laboratory.
✓ Encapsulated objects are to be matted and framed by the borrower. They may not
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he removed from the encapsulation.
✓ The borrower is responsible for the cost of the plexiglas package materials.
Bound Materials
✓ All bound materials will be examined by an Anthropology Conservation
Laboratory conservator, or an outside conservator approved by the Anthropology
Conservation Laboratory, to determine the maximum extent for opening during
display. The borrower must state which pages of the volume will be exhibited
before specifications may be determined. The object must be exhibited on a cradle
made to the specifications determined by the Anthropology Conservation
Laboratory for that object. The cradles may be constructed by the borrower or
contracted by the Anthropology Conservation Laboratory at the borrower's
expense. The cradles must be made of plexiglas or archival quality rag board. If
this presents a problem for exhibit design, contact the Anthropology Conservation
Laboratory for approval of alternate designs.
✓ The pages of the book will be strapped open with polyethylene straps where
appropriate. Depending on the fragility, strapping must be carried out either by
Anthropology Conservation Laboratory staff or by trained personnel approved by
Anthropology Conservation Laboratory.
✓ The borrower is responsible for all costs associated with providing a cradle for
bound materials.
Any exceptions or alternative proposals to these guidelines should be made in writing to David
Rosenthal, Department of Anthropology, Museum Support Center, MRC 534, Smithsonian
Institution, 4210 Silver Hill Road, Suitland, MD, 20746.
Failure to comply with these guidelines, once negotiated with a borrower, may result in
increased conservation fees or revocation of a loan.
Anthropology Conservation Laboratory telephone number is (301) 238-1306.
May 2016
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3260 South Street
Penn Museum Philadelphia, PA 19104
UNIVERSITY of PENNSYLVANIA MUSEUM Registrar's Office
O1 ARCHAEOLOGY mIL/ ANTHROPOLOGY tel: 215-746-6975
LOAN AGREEMENT LO-2016-14
Loan Summary
Borrower/Organization:
Collier County Museum Division Marco Island Historical Society
3331 Tamiami Trail East 180 S. Heathwood Drive
Naples, FL 34112-4901 Marco Island, FL 34145-5028
Interim Director: Amanda O. Townsend, Collier County Museum Division
Contact: Austin J. Bell,Curator of Collections, Marco Island Historical Society
Phone: (239) 389-6447
E-mail: curatorq)themihs.org
Exhibition Title: Paradise Found: 6,000 Years of People on Marco Island
Loan Period: November 13, 2017—November 13, 2019
Venue(s)and Exhibition Dates: Marco Island Historical Museum(December 3, 2017—April 4,
2021)
Objects: 5 American Section Objects (see attached"Schedule of Objects")
Total Insurance Value: $1,000,000.00 USD
Lender:
University of Pennsylvania Museum of Archaeology and Anthropology
3260 South Street
Philadelphia, PA 19104
Head of Collections: Dr. James R. Mathieu on behalf of Dr. Julian Siggers, the Williams Director
Contact: Anne Brancati, Registrar for Loans
Phone: (215) 746-6975
Email: brancati(d),upenn.edu
1 ,
LO-2016-14
LOAN AGREEMENT
16016
Special Terms and Conditions
THIS AGREEMENT made on August 9,2016 by and between The Trustees of the University of Pennsylvania,
Philadelphia, Pennsylvania acting through the University of Pennsylvania Museum of Archaeology and Anthropology
(Penn Museum)and Collier County Museum Division,Naples, Florida/Marco Island Historical Society,Marco Island,
Florida(Borrower).
Penn Museum agrees to loan Borrower the 5 items listed in the attached Schedule of Objects(the "Loan Material")for
exhibition with a loan period from November 13,2017 to November 13,2019. This loan is governed by these"Special
Terms and Conditions"as well as the accompanying"Standard Terms and Conditions." To the extent that there is any
inconsistency between these"Special'Perms and Conditions"and the"Standard Terms and Conditions",these"Special
Terms and Conditions"shall take precedence.
1. INSURANCE
a). Borrower agrees to continuously insure the Loan Material for the entire loan duration on an all-risk fine arts policy,
both in transit and while on the premises of the Borrowing institution(wall-to-wall) in an amount not less than the figure
specified under the Total Insurance Value of the Loan Summary.The Trustees of the University of Pennsylvania must
be added as an additional insured and named as a loss payee on all insurance policies obtained by Borrower in
accordance with this paragraph.
b). Borrower must provide the Penn Museum with appropriate certificates of insurance evidencing the required coverage
before the Loan Material leaves the premises of the Penn Museum.
2. COSTS& PAYMENT
a). The Borrower agrees to assume the costs related to this loan, which include:
$1,500.00 Loan Fee($150/object/year for 2 years)
$375.00 Conservation Estimate($74/hour x 5 hours)
TBD Mount Making(estimate to be provided by Penn Museum's designated mount maker)
TBD Packing&Crating(estimate to be provided by Atelier Art Services Inc.)
$50.00 Crate Disposal Feel(1 crate)
b). Borrower agrees to pay the above-mentioned fees/costs to the Penn Museum directly. If paying by wire,the Penn
Museum will add a$50.00 wiring fee to each transaction.
c). Borrower agrees to assume any other costs related to this loan that are not specified in this Agreement. The Penn
Museum will notify the Borrower if any such costs are incurred.
d). All payments will be made to the Penn Museum within 30 days of receipt of invoice.
3. EXHIBITION& LABELS
a).The Loan Material must be exhibited in fully enclosed, locked,display cases.
b). Borrower must use mounts fabricated by Penn Museum's designated mount maker for Sea Turtle Figure(40715).
Mounts may be needed for other Loan Material based on the Borrower's case designs.
c).All case design drawings for the Loan Material must be approved in advance by the Penn Museum. Submitted design
drawings should specify deck or wall mounts, include the distance from the deck,the case material, and color.
d). Light and humidity levels within the exhibit cases must be kept at the levels designated in the attached"Schedule of
Objects."
e). All labels and text panels must prominently contain the legend,"Loaned by the University of Pennsylvania Museum
of Archaeology and Anthropology, Philadelphia,PA."In addition,any introductory text panels or information shall
prominently include the University of Pennsylvania Museum of Archaeology and Anthropology as a lender to the
exhibition.
f). The information provided on the attached"Schedule of Objects"includes basic object information. To the best of the
Penn Museum's knowledge,this information is accurate and should be used as the information source for the caption labels
in the exhibit and in a catalogue. Any need or desire to alter the informational content of the caption labels must be
approved in advance by the Penn Museum. Penn Museum accession numbers must be included in the object labels.
g). Once the Loan Material is installed,the Borrower cannot open the case(s)or remove the Loan Material from the case(s)
without written permission from the Penn Museum.
4. PACKING&CRATING
a). Penn Museum will make arrangements for packing and crating the Loan Material for shipment to Borrower. An
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1 60 1 6
LO-2016-14
estimate for packing and crating is provided under the Costs&Payments section on page 2 of this Agreement.
b). Borrower agrees to keep the packing and crating material in a secure,climate-controlled area on the Borrower's
premises and will use the same packing and crating material for the return of the Loan Material. If the packing and crating
material is lost or damaged, Borrower will inform the Penn Museum and,at its sole expense,will obtain reasonably similar
substitutes for the return shipment of the Loan Material.
5. SHIPPING
a). Penn Museum will release the Loan Material for shipment to the Borrower on or after November 13,2017.
b). In consultation with the Penn Museum, Borrower will coordinate,select the transportation carrier,and arrange for the
shipment of the Loan Material to the Borrowing institution's venue and all subsequent venues. Borrower will pay the cost
of such transportation.
c). Ground transportation must be via a fine arts shipper with air-ride,dual-driver,enclosed,climate-controlled and
exclusive-use or consolidated-use trucks.
d). Borrower will coordinate the return shipment with the Penn Museum's Registrar for Loans at least one month prior to
the close of the exhibition.The Loan Material must be returned to the Penn Museum as soon as possible after the exhibition
closes,and before November 13,2019,the end of the loan period.
6.COURIER
a). Penn Museum will send a courier to supervise the Loan Material for installation and deinstallation, including packing
and unpacking, condition reporting,and assisting with installation and deinstallation.
b).Borrower will arrange and be responsible for the cost of a hotel room close to the exhibition venue for the courier.
c). The Borrower agrees to be responsible for all the courier-related costs including transportation,hotel,per diem,and any
business related communication.The courier will receive upon his/her arrival a cash or cash equivalent per diem,according
to the current rate posted on the US General Services Administration's website for Marco Island,Florida in 2017 and 2019.
Ground transportation to and from airports/train stations and/or hotels is not included in the per diem.
7. PHOTOGRAPHY
a). If needed,Borrower must submit photography requests to the Penn Museum Photographic Archives
(p_hotos(n;pennmuseum.ors;).
b). Borrower shall provide information such as desired orientation,close-ups,and background color to the Penn Museum's
Photo Archives Department before the photography takes place.
c).The cost of photography shall be billed separately by the Penn Museum's Photo Archives Department.
8.CATALOGUE
a). If an exhibition catalogue or brochure is to be produced,Borrower shall,at its own expense,furnish Penn Museum with
five(5)copies. Borrower is responsible for the shipment of these catalogues to the contact address stated in this document.
IN WITNESS WHEREOF,the parties have set their hands and seals on the day and year first written above.
The Trustees of the University Collier County Museum Division Marco Island Historical Society
of Pennsylvania acting through Na I ees Marco Island,FL
Penn Museum, Philadelphia,PA
BY /
Dr.James R.Mathieu.Head of Collections, 1�tih \eY— •
on behalf of
Dr.Julian Siggers,the Williams Director .."64="5014 �+or�r�C� orr''T'tg9�a�6v'S
DATE: _ DATE: `\ DATE:
;7iEuT: Approli,• �. alt
DWIG E. ,CLERK BPItCiG . :— g 'ty
14
Jeffrey A. 1.la kqw, County Attorney
Attest ax u 's
signature only.
16016
1.0-2016-14
LOAN AGREEMENT
Standard Terms and Conditions
THIS AGREEMENT made on August 9,2016 by and between The Trustees of the University of Pennsylvania,
Philadelphia,Pennsylvania acting through the University of Pennsylvania Museum of Archaeology and Anthropology
(Penn Museum)and Collier County Museum Division,Naples,Florida/Marco Island Historical Society,Marco Island,
Florida(Borrower).
Penn Museum agrees to loan Borrower the items listed in the attached Schedule of Objects(the "Loan Material") for
exhibition with a loan period from November 13,2017 to November 13,2019. This loan is governed by the foregoing
"Special Terms and Conditions"as well as these"Standard Terms and Conditions." To the extent that there is any
inconsistency between the"Special Terms and Conditions"and these"Standard Terms and Conditions",the"Special
Terms and Conditions"shall take precedence.
1. INSURANCE
a). Borrower shall continuously insure the Loan Material on an all-risk fine arts policy subject to the standard exclusions,
both in transit and while in Borrower's custody(wall-to-wall)in an amount not less than the figure specified under the Total
Insurance Value in the attached Loan Summary. The Trustees of the University of Pennsylvania must be named as a loss
payee on all insurance policies obtained by Borrower in accordance with this paragraph and Borrower must provide Penn
Museum with appropriate certificates of insurance evidencing the required coverage before the Loan Material leaves the
premises of Penn Museum. Each certificate of insurance must indicate the amount and type of insurance, specify all named
insured and confirm that no policy reflected thereon shall be cancelled without notice to Penn Museum at least thirty(30)
days prior to the proposed date of cancellation.
b.) Borrower hereby guarantees the return of all Loan Material to Penn Museum according to the time schedule specified in
this Agreement. In the event that circumstances beyond Borrower's control preclude such return, Borrower shall
compensate Penn Museum for the full value of all Loan Material not returned. Borrower also agrees to indemnify and hold
harmless the University and Penn Museum from all legal and other expenses that Penn Museum or others may incur as a
result of a seizure of any of the Loan Material or other action preventing or delaying their return.
c). For all purposes under this Agreement,the value of the Loan Material,or any of them,shall be the dollar value set forth
in"Schedule of Objects." If any of the Loan Material,between the time the loan leaves the Penn Museum's premises
destined for Borrower and the time it returns to the Penn Museum's premises,has suffered any loss or damage then,solely
at Penn Museum's election,Borrower shall:
(a) pay Penn Museum the dollar value of the damaged item; or
(b) pay Penn Museum the cost of restoring or treating,to the extent practicable,the damaged item to its condition
upon leaving Penn Museum and any difference between the dollar value of said item set forth in"Schedule of
Objects"and the value of said item after such restoration. Payments for depreciation and restoration are subject to
the terms of the Borrower's insurance policy.
d). Penn Museum has thirty(30)days upon the return of the Loan Material to Penn Museum's premises to report and claim
loss or damage, if any.
e). Penn Museum may elect,on a case-by-case basis,to self-insure the Loan Material under the University of Pennsylvania
fine arts insurance coverage. The specific terms related to such coverage, if any,will be outlined in the `Special Terms and
Conditions."
2. COSTS&PAYMENT
a). Borrower agrees to assume all costs related to this loan. Costs may include,but are not limited to:
• Loan and/or administration fees
• All costs related to the stabilization,treatment,and mounting of the Loan Material as deemed necessary by Penn
Museum for safe travel and exhibition. Conservation work may be done in-house or via outside contractor
• All costs associated with the safety of the Loan Material, in transit and on the Borrower's premises,as required by
Penn Museum's and Borrower's insurers
• Rigging expenses
• Engineering expenses
• Packing and crating building expenses
• Shipping and customs/CITES expenses
• Courier expenses including travel, lodging,and per diem
• Expenses associated with the return and reinstallation of objects such as handling fees and crate disposal fee
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LO-2016-14
• Photography Fees
b). The cost of photography will be determined and processed through the Penn Museum Photographic Archives
Department unless otherwise stated in the"Schedule of Fees." All other known costs will be stated in the attached
"Schedule of Fees."
c). Penn Museum will bill the Borrower for all loan costs stated in the attached"Schedule of Fees,"and any other costs
advanced by Penn Museum relating to this loan. Payment is due no later than 30 days after receipt of the invoice.
d). Borrower agrees to assume the service fees,if Borrower choose to wire the payment,both on the sending and receiving
ends. In such a case,a flat fee of$50 for each transaction on the receiving end will be applied to the invoice.
c). At Penn Museum's discretion, Borrower agrees to prepay a portion of estimated loan costs should the total amount
exceed$5,000.00. The schedule of payment installments will be determined on a case-by-case basis.
f). In the event that Borrower withdraws from the loan, Borrower is responsible for all costs(including administrative and
out of pockets expenses)incurred by any previously agreed upon loan related preparation that has occurred for this loan.
3. EXHIBITION&CARE OF OBJECTS
a). Borrower shall,at its own expense,provide adequate security and environmental conditions for the Loan Material.
Borrower shall assign security guards to approved locations during the hours in which the Exhibition is open. Borrower
must, as a security minimum during closed hours,have electronic surveillance systems that report to a central station
manned twenty-four(24)hours a day. Borrower must get prior approval to use plants in the exhibition gallery. Food and
drink shall not be permitted in the exhibition gallery.
b). Borrower must provide secure and environmentally appropriate temporary space for storing the Loan Material during
installation and deinstallation. If circumstances require Borrower to temporarily remove any object(s)from the exhibition,
Borrower must notify Penn Museum Registrar's Office in advance of such removal.
c). Borrower shall comply with any and all instructions (see "Special Terms and conditions" and under the attached
"Schedule of Objects") provided by Penn Museum relating to the care and handling of the Loan Material. Loss or
damage, whether in transit or on Borrower's premises, and regardless of who may be responsible, must be reported to the
Penn Museum Registrar's Office at once and described in detail. Borrower may not clean, restore or alter any Loan
Material or cause repair to be carried out on any damage to Loan Material without the explicit written approval of Penn
Museum,except for stabilization required in case of emergency. Should such a situation arise,Borrower will notify Penn
Museum immediately.
d). Loan Material must be displayed in fully enclosed locked cases. Permission to display any objects outside of locked
cases must be given in writing by Penn Museum Registrar's office. All case design drawings must be submitted to Penn
Museum prior to exhibition. Designs must indicate whether Loan Material will be mounted on wall or deck,the distance
from wall or deck,the case material and color.
e). Borrower must provide stationed or patrolled guard(s)when the exhibition is open to the public and must have
surveillance cameras and patrolled guard(s)when the exhibition is closed to the public.
4. LABELS&TEXT PANELS
a.)All labels and text panels must prominently contain the legend,"Loaned by the University of Pennsylvania Museum
of Archaeology and Anthropology,Philadelphia,U.S.A."
b).Penn Museum shall provide on the attached"Schedule of Objects"basic object information including object name,
dimensions,material,and provenience. To the best of the Penn Museum's knowledge,this information is accurate and
should be used as the information source for the caption labels in the exhibit and in a catalogue. Any need or desire to alter
the informational content of the caption labels must be approved in advance by the curatorial department of Penn Museum.
In addition,any introductory text panels or information shall prominently include the University of Pennsylvania Museum
of Archaeology and Anthropology as a major lender to the exhibition.
5. CONDITION REPORTS
Penn Museum will provide condition reports with images for each object. Both Penn Museum and Borrower must verify
and sign off on the condition of objects at the time of installation and deinstallaion as recorded in the condition reports.
Any changes must be noted and dated by both parties. Penn Museum must be promptly notified in writing of any changes
in object(s)condition.
6. PACKING
a). Penn Museum shall pack the Loan Material for shipment to Borrower and Borrower shall reimburse Penn Museum the
full cost of such packing. Borrower shall arrange and pay for all preparations necessary for reshipment of the Loan
Material to Penn Museum.
b). Penn Museum will provide packing and unpacking instructions. Borrower shall ensure that these instructions given by
Penn Museum are followed explicitly by competent packers trained in museum object handling and that the Loan Material
5
LO-2016-14 16 01 6
are handled with special care at all times to protect against damage or deterioration. In preparing the Loan Material for
return to Penn Museum,these objects will be packed in the same manner in which they were delivered to the Borrower.
Any alteration to the packing materials must be approved in advance by Penn Museum. All packing and unpacking of loan
material shall be done under the full supervision of the official representative(s)of Penn Museum, if present,whose
instructions are to be followed precisely. Borrower shall exercise reasonable and professional care in the transporting,
handling,displaying and safekeeping of the Loan Material.
7. SHIPPING &CUSTOMS
a). Borrower shall arrange for the shipment of the Loan Material to and from Borrower and shall pay the cost of such
transportation and any customs fees associated with the shipment. The transportation carrier and customs broker shall be
selected by Borrower and approved in advance by Penn Museum.
b). Air transportation must be via non-stop flights if available,or the most direct scheduled route available. Ground
transportation must include exclusive-use(or most expedient),climate controlled,air-ride, licensed dual-driver,enclosed
trucks.
c). Borrower shall reimburse Penn Museum for any charge collected by a third party from Penn Museum in connection with
the preparation,shipment and customs of the Loan Material.
8. COURIER
a). A courier(s)from Penn Museum shall accompany the loan objects for supervision of the installation and deinstallation,
including packing and unpacking,care and handling,presenting and securing, unless written notice is given to the contrary
by Penn Museum. The courier(s)shall be chosen by Penn Museum and will act as official representative of Penn Museum.
The total number of days required to oversee installation and deinstallation will be determined by Penn Museum based
upon the number and disposition of the object(s)and the intended schedule of the Borrower. Penn Museum reserves the
right to extend the stay of courier(s) if installation or deinstallation is not completed within the scheduled number of days.
b). The Borrower is responsible for all costs incurred by the courier(s)including transportation,hotel, per diem and
business-related communication.
9. REPRODUCTION AND PHOTOGRAPHY
a). Penn Museum reserves for itself the right to copy,photograph or reproduce the Loan Material. Borrower shall not
permit any of the Loan Material to be copied,photographed or reproduced without advance permission from Penn
Museum. However,these restrictions include the production of two-and three-dimensional recreations,duplications and
replicas of the Loan Material. Therefore,Borrower is prohibited from producing or causing to be produced any image or
product for sale inspired by and/or in connection with the Loan Material without the prior written consent of Penn Museum.
b). Borrower may cause the Loan Material to be photographed for curatorial,publicity,record and educational purposes,
provided that such photographs are not released without Penn Museum's prior written consent and provided further that
Penn Museum is supplied with a set of images. Penn Museum shall be entitled to ownership of the copyright to all
photographs taken of any Loan Material and Borrower shall secure the appropriate assignment of rights for each
photograph it takes or causes to be taken.
c). Borrower must submit request for any required photography to Penn Museum Photographic Archives at a minimum 90
days in advance.
d). Borrower is responsible for all reproduction and photography fees as set forth by Penn Museum Archives and Photo
Studio.
10. CATALOGUE/PUBLICITY
a). Any catalogue of,or publicity regarding,the Loan Material,shall contain prominent acknowledgment that the Loan
Material are on loan from the University of Pennsylvania Museum of Archaeology and Anthropology,are reproduced with
the permission of the University of Pennsylvania Museum of Archaeology and Anthropology,by which all rights are
reserved. Further,any alteration to the approved catalogue or publicity information as provided by Penn Museum may not
be carried out without first seeking the approval of Penn Museum. Borrower must submit request to Penn Museum for any
additional written materials such as essays or catalogue articles. Additional materials will be subject to special terms as
determined by Penn Museum.
b). Borrower shall,at its own expense, furnish Penn Museum with five(5)copies of any exhibition catalogue(s)or
scholarly publication(s)in which reference to the Loan Material has been made. Copies of publicity releases and other
similar matter relating to the Loan Material shall be forwarded to Penn Museum promptly. At the end of the loan period,
Borrower shall forward promptly to Penn Museum attendance figures for the exhibit.
11. RECALL/CANCELLATION
a). Penn Museum shall have the right at any time within the loan period to recall from Borrower any or all of the Loan
6
1 60 1 6
LO-2016-11
Material,provided that Borrower is notified by Penn Museum of the intent to withdraw in writing at least thirty(30)days
before the proposed withdrawal. Borrower shall be entitled to the good knowledge of the cause to withdraw. Borrower shall
promptly comply with all packing and shipping instructions given by Penn Museum in the course of such withdrawal. Penn
Museum shall subsequently reimburse Borrower for its costs and expenses of packing and shipping incurred by this
withdrawal.
h). If either party defaults in the performance of a material provision of this Agreement and such default is not cured within
thirty(30)days after receipt of a notice of such default from the other party,the non-defaulting party,at its option,may
terminate this Agreement effective on the date of delivering notice of termination. Penn Museum reserves the right to
terminate this Agreement immediately, if it determines in good faith that any of the Loan Material is at substantial risk.
12. ADDITIONAL TERMS
a).This Agreement shall not be construed to confer upon Borrower or any third party any ownership rights to any of the
Loan Material.
b).This Agreement shall inure to the benefit of and be binding upon the successors of each of the parties. '1'his Agreement
may not he assigned by either party without the prior written consent of the other.
c).This Agreement, written in English,together with all written special instructions accompanying the exhibition, is
intended by the parties as a final expression of their agreement and is a complete and exclusive statement of the agreement
and understanding of the parties. This Agreement, in combination with the Special Terms and Conditions and
accompanying exhibits and instructions, supersedes all prior agreements and understandings between the parties with
respect to the subject matter contained herein.
d). In any action or proceeding brought to enforce any provision of this Agreement,or where any provision hereof is validly
asserted as a defense,the successful party shall be entitled to recover reasonable attorneys' fees in addition to any other
available remedy.
e). In the event that any one or more of the provisions contained herein,or the application thereof in any circumstances, is
held invalid, illegal or unenforceable in any respect for any reason,the validity,legality and enforceability of any such
provision in every other respect and of the remaining provisions hereof shall not be in any way impaired or affected,it
being intended that all of the rights and privileges contained herein shall be enforceable to the fullest extent permitted by
law.
f).This Agreement may be executed in several counterparts and all counterparts shall constitute one and the same
instrument.
g). The authorized representative of the borrowing institution certifies that Borrower's policies and procedures conform to
the spirit of the UNESCO Convention.
h).This Agreement constitutes the entire understanding between the parties and may not be modified except in writing and
signed by the parties.
i).This Agreement shall be governed by the laws of the Commonwealth of Pennsylvania notwithstanding any conflict of
law provision to the contrary.
IN WITNESS WHEREOF,the parties have set their hands and seals on the day and year first written above.
The Trustees of the University Collier County Museum Division Marco Island Historical Society
of Pennsylvania acting through 410 i Marco Island,FL
Penn Museum, Philadelphia,PA
/A/
BY / BY
Dr.James R.Mathieu,Head of Collections, 'I�— yyrsf'0.4,Ca ^ ���kyetrv�
obehalf of .raCIS�' /t A�
Dr.Julian Siggers,the Williams Director r-t'c .����ke.rre...sr5
DATE: DATE:tia7,11 DATE:
ATTEST:
DWIGHT E.BR ,CLERK Appro 'i :nd legality
-%.,44111114j
0d` ' Jeffrey A. K . CountyAttorney
Attest as o airman s
,signature,only.
LO-2016-14 16 D 1 6
Penn Museum
UNIVERSITY of PENNSYLVANIA MUSEUM
of ARCHAEOLOGY tintl ANTHROPOLOGY
3260 SOUTI I STREET,PHILADELPHIA,PA 19104
REGISTRAR'S OFFICE,TEL(215)746-6975
Schedule of Objects
Loan Number LO-2016-14
SPECIAL CONDITIONS: Loan Material must be displayed in enclosed, locked display cases. See"Exhibition"under
"Special Terms and Conditions"for more specific display information.
ENVIRONMENT:
H2: Sensitive materials. Our minimum requirements are a relative humidity not exceeding 65%,and preferably not below
40%. The space must not be susceptible to abrupt changes in relative humidity. Temperatures should also be kept
relatively constant to stabilize the R.H.
LI b: Very sensitive. Illuminance must not exceed 100 Lux(10 footcandles)on any part of the object. The proportion of
ultraviolet in light should not exceed 75 microwatts/lumen.
L3: Non-sensitive. Stable to light at normal viewing levels.
I. Accession Number 40713
Object Spoon-Bill Man Mask ■-i
Provenience Key Marco, Florida is
Date ca. 1400 CE is% 1•s=.
Material Wood,Pigment , %
Source William Pepper Florida Expedition, ■
Collected by Frank Hamilton Cushing, 1897 • •�
Measurements 19.6 cm L x 14.4 cm W x 5 cm Deep gi•
•
Insurance Value $250,000.00 i
•
•
Environment H2,Llb •
•
Display Mount may be needed for design reasons
2. Accession Number 40715
Object Sea Turtle Figure
Provenience Key Marco,Florida
Date ca. 1400 CE
Material Wood,Pigment
Source William Pepper Florida Expedition,
Collected by Frank Hamilton Cushing, 1897
Measurements 10 cm H x 16.8 cm L x 8.4 cm W
:1•` i••••N- •- 6
Insurance Value $250,000.00Ls i 111 i >•
Environment H2,Llb
Display Mount required
3. Accession Number 40718A
Object Alligator Head Figure(Top Half)
Provenience Key Marco, Florida
Date ca. 1400 CE
Material Wood,Pigment
Source William Pepper Florida Expedition,
Collected by Frank Hamilton Cushing, 1897 ■ 111_111_11_11_111_%%111e
Measurements 7 cm H x 25 cm L x 10 cm W i +1 . .r
Insurance Value $125,000.00
Environment H2,Lib
Display Mount may be needed for design reasons;
8
LO-2016-14 160 1 6
cannot be stacked with 40718B
4. Accession Number 40718B
Object Alligator Head Figure(Jaw)
Provenience Key Marco, Florida
Date ca. 1400 CE
Material Wood,Pigment
Source William Pepper Florida Expedition,
Collected by Frank Hamilton Cushing, 1897 ti io o■rum•�M"�a
Measurements 4,8 cm H x 24.7 cm L x 10.5 cm W r ■ ■ ■ ■ ■
Insurance Value $125,000.00
Environment H2, Ll b
Display Mount may be needed for design reasons;
cannot be stacked with 407I8A
5. Accession Number 40796 4
Object Shell
Provenience Key Marco,Florida ;
Date ca. 1400 CE , 16, \
Material Sun shell;Pigment
�# 1
Source William Pepper Florida Expedition,
Collected by Frank Hamilton Cushing, 1897 ',I
Measurements 9.4 cm L x 4.7 cm W x 1.3 cm Deep
Insurance Value $250,000.00
Environment H2,L3
Display Mount may be needed for design reasons
9
16D16
MEMORANDUM
Date: July 10, 2017
To: Amanda Townsend,
Museum Director
From: Teresa Cannon, Deputy Clerk
Minutes & Records Department
Re: MOU w/Marco Island Historical Society along with Loan Agreements
with Smithsonian Institution's National Museum of Natural History
and the University of Pennsylvania Museum of Archaeology and
Anthropology
Attached for your records, is one (1) original of each document referenced above
(Agenda Item #16D16), adopted by the Board of County Commissioners on Tuesday,
June 27, 2017.
Please forward for additional signatures and return the original back to the Minutes
& Records Department for the Board's Official Records.
If you have any questions, please call me at 252-8411.
# ippt_ � 9
,(/`
Thank you.
�f golf
94A/
?)A, 2‘/
Attachments fi/(1
0? 1/11/1 lit°1-L
2� 14
16016
MEMORANDUM OF UNDERSTANDING(MOU)
between
The Marco Island Historical Society, a Florida Not for Profit Corporation
hereinafter("MIHS")
and
Collier County Board of County Commissioners
hereinafter("BCC")
PURPOSE&SCOPE
The purpose of this MOU is to clearly identify the roles and responsibilities of each party as they
relate to loan from the Smithsonian Institution's National Museum of Natural History(hereinafter
"Smithsonian" or "lending institution") and the University of Pennsylvania Museum of
Archaeology and Anthropology (hereinafter "UPenn" or "lending institution") of significant
artifacts found on Marco Island during the 1896 Pepper-Hearst Archaeological Expedition for a
temporary exhibit at the Marco Island Historical Museum (hereinafter the "Museum"). To
support this project, MIHS and BCC will work cooperatively to ensure that all appropriate
requirements and safeguards stipulated by the loaning institutions are performed and
implemented. Both MINS and BCC should ensure that project activities are conducted within the
highest professional standards and with the ultimate goal of benefitting the public.
II. BACKGROUND
The return on loan of Key Marco artifacts has been a shared objective of the Collier County
Museum and the Marco Island Historical Society for more than two decades. There are no better
artifacts in the world through which to engage, inspire, and educate people about Florida's early
Native American cultures. A temporary exhibit of important Key Marco artifacts will enable
Marco Islanders, Floridians, and visitors from around the world to recognize and appreciate the
incredible complexity and artistic achievements of the people who lived on Marco Island
centuries earlier. Seeing the artifacts in their place of origin will add to the appeal for residents
and visitors.
HI. MINS RESPONSIBILITIES UNDER THIS MOU
MINS shall undertake the following activities:
1. Pay the cost of the loan of the UPenn artifacts.
2, Pay the cost of conservation required by UPenn.
3. Pay the cost of mount making as required by the lending institutions.
4. Assure any case modifications are approved by the respective lending institutions.
5. Pay the cost of any case modifications once approved by the lending institutions.
6. Store the packing and crating material as directed by the loaning institutions during the loan
period.
16016
7. Arrange and pay for transportation, accommodations, per diem and business related
communication for the institutions' couriers supervising installation and deinstallation, as
required by the loan agreements.
8. Monitor light and relative humidity levels and report to lending institutions in accordance
with the terms of the loan agreements.
9. Report immediately any change in conditions of objects, or loss or damage to the objects to
the lending institutions.
10. Verify and sign off on the condition of objects at the time of installation and deinstallation;
return condition reports to the lending institutions.
11. Assure the case for the Smithsonian artifact has a datalogger with remote reading capability
of a thermohygrometer and provide readings if required.
12. Report environmental readings that fall outside the parameters noted in the loan agreement
for the Smithsonian artifact.
13. Assure walk-throughs of the exhibition by exhibits staff in accordance with the terms of the
loan agreements.
14. Pay the cost of photography fees, if photographs are needed.
15. Seek required approvals of essays or articles in the exhibition catalog,if one is created.
16. Provide UPenn with five copies and Smithsonian with two copies of the exhibition catalog, if
one is created.
17. Seek lending institutions' written consent for photography of the items or the production of
images or products for sale inspired by or in connection with the loan material in accordance
with the terms of the loan agreements.
18. Assure that all printed and promotional materials and all labels and text panels include all
required acknowledgements and information in accordance with the terms of the loan
agreements.
19. Forward copies of publicity releases or other promotional materials promptly in accordance
with the terms of the loan agreements.
IV. BCC RESPONSIBILITIES UNDER THIS MOU
BCC shall undertake the following activities:
1. Procure and install a closed-circuit security system with offsite 24/7 monitoring.
2. Procure and install a back-up generator system with automatic activation.
3. Provide insurance for the artifacts borrowed from UPenn in accordance with the terms of the
loan agreement.
4. Pay the cost of insuring the artifact from the Smithsonian under the coverage extended by
them.
5. Arrange and pay for packing, crating and shipping of the artifacts to and from the Museum in
accordance with the terms of the loan agreements.
6. Pay the crate disposal fee required by UPenn.
7. Arrange and pay for manned security during Museum open hours.
16016
8. Assure that all printed and promotional materials and all labels and text panels include all
required acknowledgements and information in accordance with the terms of the loan
agreements.
9. Forward copies of publicity releases or other promotional materials to the lending institutions
promptly in accordance with the terms of the loan agreements.
10. Forward attendance figures for the exhibit to the lending institutions promptly in accordance
with the terms of the loan agreements.
11. Assume the role of primary contact with the lending institutions in case of emergency or
natural disaster, to include immediately notifying the lending institutions upon official
announcement of a hurricane watch and staying in continuous communication with them until
an official all-clear is announced.
V. NOTIFUCATION
All notifications and communications regarding activities covered by this MOU will be made in
writing to the parties as follows:
1. For the MINS:
Patricia Rutledge,Executive Director
The Marco Island Historical Society
180 S. Heathwood Drive
Marco Island,FL 34145
2. For the BCC:
Amanda Townsend,Director
Collier County Museum Division
3331 Tamiami Trail East
Naples,FL 34112
VL IT IS MUTUALLY UNDERSTOOD AND AGREED BY AND BETWEEN THE PARTIES
THAT:
1. This MOU may be modified only by a written instrument executed by the parties.
2. Either party may terminate this MOU by providing the other party with thirty (30) days
advance written notice. In the event that one party provides the other party with notice of its
intention to terminate,the parties will meet promptly to discuss the reasons for the notice and
to try to resolve their differences.
3. Any financial obligations incurred as a result of this project,not specifically contemplated in
this MOU, will be covered in the most expedient manner at the time of need by the mutual
agreement of the parties and revisited for a settling of accounts by mutual agreement of the
parties on or before the end of the term of the MOU.
VII. EFFECTIVE DATE AND SIGNATURE
This MOU shall be effective upon the signature of MIHS and BCC authorized officials. It shall
be in force and effect until 30 days after the satisfactory return of the artifacts to the lending
institutions.
16016
MIHS and BCC indicate agreement with this MOU by their signatures.
ATTEST: BOARD OF COUNTY COMMISSIONERS
DWIGHT E.BROCK,CLERK OF COLL lIRUNTY,FLORIDA
(ZsC.C.k.A .N.Z.V‘Cf,---- By: //./, i/
,Deputy Clerk enny Tao. , -hainmaor
Attest as to Chairman's
signature only.
THE MARCO ISLAND HISTORICAL SOCIETY
t
By:`` f.: % J,G ( ' ivy ", )2,-Q...
v
Date: vom \, o \ �(
F
Approv-i �- ..I"o,;� � and legality:
Ul
Jeffrey A.Kl: '7-711111ounty Attorney
i
41-TPA. 16 016
Smithsonian Institution
�..1` National Museum of Natural History
Department of Anthropology
April 24, 2017
Austin Bell
Curator of Collections
Marco Island Historical Museum
180 S.Heathwood Drive
Marco Island,FL 34145-5028
Dear Mr. Bell,
I am pleased to formally approve the loan of the Key Marco Cat(A24091 5)to the Marco Island Historical
Museum from November 15,2018—April 15,2021.The loan is approved with the following conditions.
1. Insurance and loan agreement:The object has been appraised at a value of$500,000. It is agreed
that insurance for the object will be covered under the Smithsonian.The premium(approx.$2400.
annually)will be billed to the Marco Island Historical Museum by the Smithsonian insurance office,
which will also provide a certificate of insurance.Enclosed is the Department of Anthropology's
"Agreement for Outgoing Loans Requiring Insurance".This form must be signed and returned to David
Rosenthal at the address below before the loan can be shipped. A countersigned copy will be returned to
you for your records.
David Rosenthal Phone:(301)238-1318
Department of Anthropology FAX: (301)238-3109
Smithsonian Institution email:rosenthd@si.edu
Museum Support Center
4210 Silver Hill Rd.
Suitland,MD 20746
2. Conservation requirements:
The Department of Anthropology's Exhibition and Loan Guidelines must be followed,with the
additional references below.The Guidelines are attached as an appendix to this loan agreement.
• The Marco Island Historical Museum will review the proposed materials for case construction
with NMNH.Any materials used in case construction that are not considered inert,such as wood
products,must be isolated from the case volume with an inert bather layer or film such as
aluminum Dibond or Marvelseal.All openings made in the barrier layer for brackets must be
gasketed.
shitrF(soroAN INSTITUTION
National Museum of Natural History
loth&Constitution Avenue NW
Washington DC 205a0-9112
16016
Letter to Marco Island Historical Museum
Page 2
• Approved inert materials such as aluminum Dibond or acrylic should also be used for the case
inserts,object risers and back panels within the case display volume. If wood products are used
they must be sealed with an inert barrier layer. When passive buffering is required the case
chamber used to hold the passive buffering material below the deck would also need to be made
from inert materials or lined with a barrier layer.
• All materials used within the case volume including paints,fabrics,adhesives,graphics and
gaskets must be reviewed by NMNH.All materials used should have a four week off gassing
period. Recommended paints include 100%acrylic,no VOC paints.
• Case drawings and mount design must be reviewed and approved by the contract conservator at
the NMNH,Anthropology Conservation Lab(ACL).
• Free standing exhibit cases should be secured to the floor and locked.Case will require alarm.
• Security for the objects while on exhibit will follow requirements listed in our"Exhibition and
Loan Guidelines."In addition,there will be continuously monitored electronic intrusion
surveillance with an effective response system.There will be a security guard on-site when the
museum is open.
• Light levels must not exceed 10 foot candles,preferably with no illumination during non-visitor
hours.All lighting should be outside case.
• It is agreed that once the object is installed in the exhibit case,the case will not be opened,nor the
object removed for any reason unless a Smithsonian representative is present or has given written
approval.The only exception is in the case of extreme emergency.As discussed,please be in
touch with David Rosenthal if there is a hurricane prediction to decide on the course of action.
• The object will be displayed on a support/mount to be provided by NMNH.
• Temperature and Humidity: The humidity and temperature within the case where the objects are
displayed will be maintained at 45%+8%and 70°F+8°F. Every room where the objects are
placed or stored(including when crated)must maintain these temperature and humidity levels.
The case must have a datalogger with remote reading capability or a thermohygrometer.NMNH
may require that environmental readings be sent during the exhibition period.
• Case environmental readings that fall outside the parameters noted above must be reported to
David Rosenthal,(301)238-1318,rosenthd@si.edu
• NMNH may require the cases to have passive buffering such as RHAPID PAK humidity
buffering silica gel conditioned to 50%RH with appropriate airflow to meet the humidity
requirements. The case chamber/sub-deck used to hold the passive buffering material below or
behind the deck must be made from inert materials or lined with a barrier layer.
16016
Letter to Marco Island Historical Museum
Page 3
•
• During the exhibit the crate and other packing materials must be stored in a temperature/humidity
controlled,pest free storage area.
• No food or drinks will be permitted in the exhibit hall at any venue.
• There will be a daily walk-through of the exhibition by exhibits/registration staff.
• At the conclusion of the loan copies of all condition reports and documentary photography must
be returned to the Department of Anthropology with the objects.
3. Costs to be covered by the Marco Island Historical Museum:
• Bracket/mount designs for the object must be discussed with and approved by the NMNH
Collections staff.Mount fabrication will be completed at the Smithsonian Institution's Museum
Support Center in Suitland,MD by Brigid Mountmaking.Crating and packing will be completed
by Yamada Packing.
• Brigid Mountmaking will provide cost estimates for mount fabrication,and Yamada Packing will
provide cost estimates for packing/crating;the NMNH staff will coordinate the reviews for cost
estimates.Work will not begin until both contractors have a signed agreement from the Marco
Island Historical Museum accepting their cost estimates.
• It is agreed the objects will travel to the Marco Island Historical Museum via a direct air shipment
with a courier from the NMNH Collections staff.All courier costs are to be covered by Marco
Island Historical Society.
• The conservation check in and exhibition installation of the NMNH objects will be completed at
the Marco Island Historical Museum with oversight by a member of the NMNH Collections staff.
4. Photographs/filming: All requests for images of the borrowed material should be directed to the
Department of Anthropology. Limited photographs/filming may be permitted for the purpose of
promotion of the exhibit provided prior approval of the Department of Anthropology is obtained. Contact
David Rosenthal,(301)238-1318,for questions about publicity images.
If you are planning to publish Smithsonian photographs or other images of Smithsonian collections,
please refer to the"Guidelines for Photographic Usage Fees"(See our Web site:
http://antbronoloaysi.edu/anthro/cm under"Order Photographs"for photographic information and
forms.) If you have additional questions about photographic usage,please contact Dave Rosenthal,(301)
238-1318.
5. Exhibit catalog: If you are planning to publish an exhibit catalog,we require that two copies be sent
to our loan coordinator at the above address.
16016
Letter to Marco Island Historical Museum
Page 4
6. Product Development: No products incorporating or based on the borrowed material shall be
produced without approval of the Smithsonian Office of Product Development and Licensing (Phone:
202-633-2049).
Please indicate your acceptance of the above conditions by signing below and returning a copy of this
letter to David Rosenthal at the address listed above as soon as possible. Best wishes for a successful
exhibition.
Sincerely,
Kl:„...-
Torbert Rick
Chair
Department of Anthropology
Above loan conditions accepted for the Marco Island Historical Museum: .
ay.4;...:._ 7/13/I1
(authorized representative, Marco Island Historical Museum) (date)
c3coAduzu Q. Cl\KXCIts.\ '1\. 1 \I
czc
Ab —enditions accepted f the Collier County Board of County Commissioners:
/0/
Penny Tay ►40r-hairman '
Approve. . ; : . lite: ATTEST:
DWI T E.8R4 CLERK
111111 ,
Jeffrey A. a Deputy Clerk
County A 1, y Attest as to Chairman's
signature only.
16016
NATIONAL MUSEUM OF NATURAL HISTORY Page 1 of 5
SMITHSONIAN INSTITUTION
Department of Anthropology
Museum Support Center
4210 Silver Hill Road; Suitland; MD: 20746
AGREEMENT FOR OUTGOING LOANS
Registrar No. 2080324
Marco Island Historical Museum Date 21 Apr 2017
Borrower name
180 S. Heathwood Drive Contact Austin Bell
address phone
Marco Island FL 34145-5028 email
City State/Country zip code
SMITHSONIAN CONTACT: David Rosenthal
phone email rosenthd@si.edu
In accordance with the terms of this Agreement,1 Key Marco Cat are to be lent for the following purpose:
exhibit from 15 Nov 2018 to 15 Apr 2021 (from the date the obJect(s)leave the Smithsonian until their
return.)
Location of object(s)while on loan: Marco Island Historical Museum
INSURANCE: Total value of the object(s)for insurance purposes: $ 500,000.00
SHIPPING: Object(s)to be shipped to:
(address If other than above)
Shipment to be via: air with courier
Objects to be returned no later than: 15 Apr 2021
CREDIT LINE: Smithsonian Institution, Department of Anthropology
(tor exhibition label
and publication)
SPECIAL REQUIREMENTS: See attached loan letter
(for installation and handling)
AP
1-11/. • • and agree t• his = e Agr- ment including the CONDITIONS on the attached sheets.
I b�2�t
•ut orrc:• •'icre, :o
►� � �Qy��-,r ata
rrrx� �GIca_vtiil Co u t-r ' .t (flt-rOrt-.\r* \.Grine. "-7 Telephone i p dl e ZS I - cq
e
Authoriptlon to pr teed with loan
Authorized Official,WMNH Date
Curator
Title u'.iiGH1 E.BROCK, LERK
Approved form aridTegality
Jeffrey A. KI z r, County Attorney HRest as t4 hac it711an's
16016
NATIONAL MUSEUM OF NATURAL HISTORY Page 2 of 5
SMITHSONIAN INSTITUTION
Department of Anthropology
Museum Support Center
4210 Silver Hill Road; Suitland; MD; 20746
AGREEMENT FOR OUTGOING LOANS
Registrar No. 2080324
TERMS AND CONDITIONS FOR OUTGOING LOANS
I. Insurance
a) Loaned Object(s) must be insured during the period of this loan for the value stated on the face
of this agreement. Loan Object(s) must be insured under an all-risk, wall-to-wall policy subject
to the following standard exclusions:wear and tear, gradual deterioration, insects,vermin, or
inherent vice; repairing, restoration, or retouching process; hostile or warlike action,
insurrection, rebellion; nuclear reaction, nuclear radiation, or radioactive contamination.
b) If the insurance is to be carried by Lender with the premium billed to Borrower, this agreement
will act as proof of or as certificate of all-risk,wall-to-wall insurance coverage subject to
standard exclusions.
c) If Borrower carries insurance, Borrower represents that the required coverage as described
above will be secured and maintained and that Lender the will be named as additional insured.
Documented evidence of Borrower's insurance(copy of the policy and/or certificate of
insurance) must be provided to and approved by Lender before Loaned Object(s)will be
released.
d) Registrar must be notified in writing by Borrower and their insurer at least 20 days prior to any
cancellation or limitation in Borrower's policy.
II.Shipping/Packing/Transportation
a) Borrower is responsible for all packing, shipping, transportation and storage expenses.All
shipping, packing, and transportation arranged by Borrower and Freight forwarders, including
movements of Loaned Object(s) between venues, must be approved by Lender at least four
weeks in advance of shipping.
b) Lender retains the right to require that outgoing loans be accompanied by a courier designated
by Lender. Any unpacking, mounting, dismantling, and repacking of Loaned Object (s)will be
supervised by Lender at Borrower's expense. The requirement of a courier will be established
and all conditions agreed upon by Lender and Borrower in writing to be signed by both parties.
c) Borrower must return the material in the same containers and materials as received.
Instructions provided by Lender for unpacking and repacking must be followed.
d) Any temporary storage between venues is not permitted without specific advance consent.
e) Government regulations will be adhered to in international shipments. Unless otherwise
agreed to by both parties,the Lender is responsible for adhering to its country's import/export
requirements and the Borrower is responsible for adhering to its country's import/export
requirements.
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NATIONAL MUSEUM OF NATURAL HISTORY Page 3 of 5
SMITHSONIAN INSTITUTION
Department of Anthropology
Museum Support Center
4210 Silver Hill Road; Suitland; MD; 20746
AGREEMENT FOR OUTGOING LOANS
Registrar No. 2080324
III. Care and Preservation
a) Loaned Object(s) borrowed must be given special care at all times to ensure against loss,
damage, or deterioration. Borrower agrees to meet the special requirements for installation as
noted in the appendix.
b) No pins, screws, nails, brackets, adhesive tape, wax, paint, or other mounting materials may
be used that might leave any marks or evidence on the objects. Loaned Object(s) may not
undergo technical examination or treatment of any type without written permission from
Lender.
c) Only professional personnel, under the supervision of Borrower's organization, will be permitted
to handle, move, or pack the objects. During the installation and de-installation, security
personnel or other security precautions must be in place in the exhibit area. At no time during
installation and de-installation may any loan material be left overnight unsecured or unattended.
d) Unless otherwise specified in the appendix, Borrower will maintain constant and adequate
protection of Loaned Object(s)from the hazards of fire, theft, exposure to extreme or
deteriorating light, extremes of temperature and relative humidity, insects, dirt, handling by
unauthorized or inexperienced persons, or touching by the public. Loaned Object(s)will only be
unpacked and/or repacked,temporarily stored and installed in areas where the temperature/
humidity control, and security systems operate on a 24 hour per day, 7 day per week basis.
e) Lender will provide handling and installation guidelines as appropriate.
IV. Damage, Loss,Theft
In the event Loaned Object(s) is damaged, lost or stolen, or changes in condition in any way,
whether in transit or while on exhibition, Borrower must immediately notify Lender's Registrar by
phone, followed by a written report of circumstances, including photographs. All packing and other
materials must be saved for Lender review. In the event of emergency, Borrower must take all steps
necessary to prevent any additional damage to Loaned Objects(s) No repairs or conservation work
shall be made of Loaned Object(s)without Lender's prior written consent.
V. Costs and Fees(Including Courier Fees)
Borrower is responsible for, unless otherwise specified in the appendix, courier,transportation,
customs, freight forwarding, insurance, crating, packing, storage, framing, conservation, and other
Loan-related costs.
VI. Condition Report
Lender will send a detailed condition report with Loaned Object(s).A suitable examination space
including examination light and magnification should be available for condition checking. Borrower
will review the condition report(s)at the time of arrival and departure of Loaned Object(s).
The condition report must be annotated by professional personnel, under the supervision of
Borrower, (and a Lender representative, if present) upon receipt and inspection of Loaned Object(s)
and prior to Loaned Object(s) repacking. Borrower must immediately notify Lender of any changes
in condition.
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NATIONAL MUSEUM OF NATURAL HISTORY Page 4 of 5
SMITHSONIAN INSTITUTION
Department of Anthropology
Museum Support Center
4210 Silver Hill Road; Suitland; MD; 20746
AGREEMENT FOR OUTGOING LOANS
Registrar No. 2080324
VII. Credit and Reproduction
a) Each Loaned Object(s) shall be labeled and credited in any publication as specified by Lender.
b) Photography is allowed for condition reporting and internal record keeping. Permission to
publish or otherwise reproduce photographs of Loaned Object(s), including in exhibition
catalogs, must be obtained directly from the (Museum list who)and the copyright holder when
applicable.
VIII. Return/Extenslon/Cancellation
a) Any extension of the loan period must be approved by Lender in writing in advance of the
expiration date. Lender reserves the right to recall and/or cancel Loaned Object(s)from loan
on short notice.
b) Lender will make every effort to give reasonable notice of any cancellation.
c) In the event of cancellation by Borrower for any reason prior to the opening of the exhibition,
Borrower will remain responsible for all costs incurred by Lender and Museum Agents.
IX. Conflicts
In the event of any conflict between this agreement and any agreements of Borrowers, the terms of
this agreement shall be controlling. The agreement will be construed in accordance with Federal
laws and the laws of The District of Columbia. (New York for Cooper-Hewitt Museum)
X. Signatures
This document and any attached Appendix has been reviewed and signed by authorized parties.
NATIONAL MUSEUM OF NATURAL HISTORY Page 5 of 5
SMITHSONIAN INSTITUTION
Department of Anthropology
Museum Support Center
4210 Silver Hill Road; Suitland; MD; 20746
AGREEMENT FOR OUTGOING LOANS
Registrar No. 2080324
Itemized List of Object(s) Total Value: $ 500,000.00
CATALOG NUMBER COUNT OBJECT NAME PROVENIENCE
A240915-0 1 Statuette Of Mountain Lion Or North America:United States:Florida: $500,000.00
Panther Man God"Key Marco Cat" Collier County: :Key San Marco:Key
Marco:;;;
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Smithsonian Institution
National Museum of Natural History
Department of Anthropology
CONSERVATION AND EXHIBITION GUIDELINES
These guidelines are intended to alert potential borrowers to our conservation procedures
and standards. They are also intended to convey the potential complexity, costs, and need
for clear and specific communication associated with loans and the exhibition of our
objects. The latter are, of course, varied and may require specific conservation, mounting
and exhibition interventions. Please feel free to contact us about concerns regarding
requirements related to your loan.
General Requirements
✓ ALL objects must be exhibited in closed glass or plexiglas exhibit cases to protect
from handling, airborne dust, insects, dirt and rapid environmental changes.
Exhibit cases should be fastened with security screws and may be required to be
locked and/or alarmed. In rare instances,permission may be given to exhibit an
object in the open,provided that environmental and security conditions are
suitable and the object is inaccessible to the public. Such permission must be
obtained in writing from the Chairman's office, Department of Anthropology.
✓ Objects may have individual installation and security requirements. See loan
agreement specifications for details.
✓ All exhibition materials in contact with objects must be sulfur-free and acid-free.
If in doubt concerning use of a material, consult the Anthropology Conservation
Laboratory.
✓ Objects must be handled only by persons trained and experienced in packing,
handling, and installing ethnographic and archeological objects.
✓ Persons installing the exhibition should have clean hands, free of jewelry that
might snag or damage an object. Clean gloves,preferably powder free latex,vinyl
or nitrile, should be worn when handling objects and must be worn when
handling metal and lacquer objects. Cotton gloves should be avoided when
handing objects with rough components as the cotton fibers can snag and damage
some objects.
✓ No object may be altered, cleaned or repaired without the written permission of
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the Chairman's Office, Department of Anthropology.
✓ Temporary holding and staging areas where objects may be placed must meet the
same general requirements as exhibit areas.
✓ Smoking, eating and drinking are prohibited in storage, staging and exhibition
spaces.
✓ It is the obligation of the borrower to ensure that the exhibit design, display
techniques and exhibit case materials meet the guidelines specified in this
document. The Anthropology Conservation Laboratory must receive exhibition
floor plans, display designs, drawings of exhibit case specifications and
bracketing designs for approval at least four months prior to exhibit installation.
The Anthropology Conservation Laboratory will further specify appropriate
techniques for display based on the needs of individual objects if necessary.
Security Requirements
✓ Security provisions must provide protection of objects against fire, theft,
vandalism, and accidental damage.
✓ The facility should be equipped with fire detection systems monitored around the
clock. Fire suppression systems may be required in some instances.
✓ Security personnel must be in constant attendance when the facility is open to the
public. Professionally trained guards or special guards for the specific exhibit may
be required.
✓ Daily inspection of the exhibition must be made by a member of the exhibitor's
professional staff.
✓ Security during hours when the exhibition is closed to the public must include
either periodic inspections of the exhibition space by guard personnel or
continuously monitored electronic intrusion surveillance with an effective
response system. The Department of Anthropology will determine which level of
security is appropriate, depending on the objects borrowed.
✓ Objects must be displayed in closed cases fastened with security screws.
Additional security in the form of locks and/or alarms on exhibit cases may be
required.
✓ Objects must be securely bracketed to exhibit case panels and free standing cases
should be secured to the floor.
✓ Temporary holding and staging areas should be secure from unauthorized entry
and objects must be protected from unnecessary handling and accidental damage.
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Lighting Requirements
✓ Both visible and ultraviolet light(UV) can cause structural damage and color
changes in displayed materials. Recommended light levels for objects on
exhibition must take into consideration length of exposure on exhibition. Consult
the chart below for general recommendations. Contact the Anthropology
Conservation Laboratory for materials or object types not listed in the chart.
✓ It is recommended that all UV radiation be eliminated from the exhibition
environment. When this is not possible the maximum acceptable proportion of
UV is 75 microwatts/lumen. Reduction of LTV can be accomplished through
filtration. UF3 plexiglas or the equivalent can be used in exhibition construction.
In addition,filters must be installed over all light sources at their fixture.
Incandescent bulbs are an exception if their manufacturer states they do not emit
UV.
✓ Infrared radiation is detectable as heat emitted by some light sources and special
attention to lighting design will minimize heat problems. All lighting fixtures
must be located outside of the exhibit cases and heat from incandescent lamps in
close proximity to cases must be vented away from exhibit cases.
✓ Lighting fixture location and light bulb wattage should be individually adjusted,
depending on the type of objects/materials exhibited. Lighting fixtures should be
no closer to objects than three feet for incandescent and no closer than two feet
for fluorescent. Fiber optic lighting designs also can be considered.
✓ There should be no natural light in the exhibit area. If this presents a problem,
consult the Anthropology Conservation Laboratory.
✓ No portion of an organic object shall be partially covered by another material or
object while on exhibit. If this presents a problem for exhibit design, contact the
Anthropology Conservation Laboratory for approval of alternate designs.
✓ Visible light levels should be monitored with appropriate light meters or other
suitable equipment.
✓ UV radiation in the exhibition environment should be monitored with an
appropriate UV monitor or other suitable equipment.
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RECOMMENDED LIGHT LEVELS
Material Recommended Light Level
EXTREMELY SENSITIVE 3 - 5 foot candle maximum
all textiles
objects with organic pigments & dyes
feathers
lacquer
composite organic objects
paper
water color paintings
albumen and tinted photographs
MODERATELY SENSITIVE 10 - 15 foot candle maximum
(unless qualified above)
bone, ivory,horn
wood,reed, grass including
tapa,basketry,mats
leather,parchment, rawhide, skin
fur
furniture
oil and acrylic paintings
objects with mineral pigments
LEAST SENSITIVE unrestricted
(unless qualified above)
metal, stone, ceramic, glass—not
embellished with light sensitive
materials
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Temperature and Relative Humidity Requirements
✓ The selection of artifacts for exhibition as well as their location in that exhibition
must take into consideration the sensitivity of the artifact to any existing
environmental extremes and/or fluctuations. Certain objects may not be capable
of withstanding particular exhibit environments.
✓ Temperature and relative humidity should remain constant. For most objects, 70E
+ 5E Fahrenheit, and 45%±5 %RH is the ideal environment year-round.
However, certain objects, e.g. lacquerware and some metals, may require special
environmental conditions; the Anthropology Conservation Laboratory will
provide additional information for such objects in the condition report and loan
agreement.
✓ When specified by the Anthropology Conservation Laboratory, additional
moisture stabilizers such as silica gel may be required in exhibit cases to maintain
a pre-established level of RH.
Object Bracketing and Mounting Requirements
✓ As a general rule, brackets and/or mounts for all objects are made by the
Smithsonian under the supervision of the Anthropology Conservation Laboratory
to the specification of the borrower.
• Under no circumstance may an object be removed from a
permanently attached bracketing system provided by the
Department of Anthropology.
✓ In rare instances, permission may be granted for the borrower to fabricate
brackets or mounts for loaned objects. The following criteria must be met:
• ALL brackets or mounts fabricated for objects by a borrower must
be approved by the Anthropology Conservation Laboratory. It is
the obligation of the borrower to obtain such approval at least four
months prior to exhibit installation.
• No object will be altered or repaired to accommodate exhibit
bracketing or mounting.
• Objects must be mounted in ways that avoid physical stress or
unbalanced weight distribution. Original hooks, strings, straps or
other parts of objects should not be used for support unless their
use has been discussed in advance with the Anthropology
Conservation Laboratory.
• Brackets/mounts must anticipate in their design the tendency for
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organic materials to droop, sag, or experience dimensional changes
while on exhibition.
• Brackets must be padded with non-abrasive, inert materials (e.g.,
synthetic felts, silicone tubing).
• No sticky substances (e.g.,museum wax, silicone rubber adhesive
or tapes) shall be used to hold objects in place. No object shall be
tacked, stapled,nailed, screwed or otherwise permanently mounted
to a board, backing,or wall.
• Objects must not be mounted using sharp folds or pleats (e.g.,
textile,paper, bark cloth).
• Textile artifacts and similar objects are especially sensitive to the
physical stresses of exhibition. Muslin linings, backing fabrics and
the like are often needed to reinforce and protect these objects.
Mannequins or other supports may be needed for costumes. The
Anthropology Conservation Laboratory will specify appropriate
techniques for display based on the needs of individual objects if
necessary.
Exhibit Case Requirements
✓ ALL exhibit case construction materials and/or case designs must be approved by
the Anthropology Conservation Laboratory. It is the obligation of the borrower to
obtain such approval at least four months prior to exhibit installation.
✓ All materials that comprise part of interior case environments must be free of acid
or harmful volatile chemicals. Suggested materials include inert metals, glass and
acrylic. Any materials used in case construction that are not considered inert such
as wood products must be isolated from the case display volume with an inert
barrier layer such as Dibond (Aluminum Composite Material) that is
appropriately gasketed or sealed with an approved caulk or aluminum tape. ACL
approved inert materials such as Dibond or Plexiglas (polymethyl methacrylate)
should be used for the case inserts, object risers and back panels within the case
display volume.
✓ All other materials used within the case display volume including paints, fabrics,
adhesives, graphics and gaskets must be approved by the ACL. All materials used
should have a four week off gassing period. Recommended paints include 100%
acrylic, no VOC paints. Recommended fabrics include Oddy tested fabrics from
Test Fabrics.
✓ Choose from stable classes of materials but also expect to provide Oddy testing
results for any materials not recently tested. This testing takes at least four weeks.
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✓ Objects must not touch exhibit case glass or plexiglas.
✓ Exhibit cases should not be placed near an outside door or window, under
exposed pipes, over or near a heat source or an air conditioning unit.
Packing Requirements
✓ Unless otherwise specified, all objects must be returned to the Department of
Anthropology at the conclusion of the loan period in the original packing
materials provided by the Anthropology Conservation Laboratory.
✓ When site packing is required by the borrower, all packing designs and packing
materials for Department of Anthropology objects must be approved by the
Anthropology Conservation Laboratory. It is the obligation of the borrower to
obtain such approval.
✓ Selection of the exterior shipping container will be dependent on the kinds of
objects included in the loan and the intended means of shipment. In some cases,
cardboard boxes will be adequate, in others wooden or metal crates will be
necessary. Consult the Anthropology Conservation Laboratory regarding
appropriate shipping containers.
✓ Interior packing should be simple and executed, where possible, with materials
that are free of acid or harmful volatile chemicals that could damage objects
✓ Interior packing must provide adequate cushioning for individual objects and
must not be abrasive to object surfaces. Non-abrasive, inert materials such as
Pellon, acid-free tissues, unbleached muslin or flannel, and the like may be
required.
Contract Conservation Requirements
✓ In general, Anthropology Conservation Laboratory staffing is not sufficient to
provide full conservation services for special projects such as loans and exhibits,
and the services of contract conservators funded by the borrower may be required.
✓ On all issues relating to the care of departmental collections, contractors will
work under the general guidance of the Anthropology Conservation Laboratory
and must maintain close communication on object treatment, as well as bracketing
and packing specifics.
✓ ALL treatments must be approved by the Anthropology Conservation Laboratory,
as well as the appropriate curator,before any interventions are undertaken.
✓ Completed treatments must be accompanied with appropriate documentary
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photography(digital images)which will be labeled following Anthropology
Conservation Laboratory protocols. Treatment and condition reports entered into
the Anthropology Conservation Laboratory database also must be provided.
Venue Conservation Requirements
✓ It is the responsibility of the borrower to monitor the changes in condition of
objects while on exhibition and tour. A contract conservator or other designated
representative must monitor objects throughout the loan period and notify the
Anthropology Conservation Laboratory immediately of any changes in condition.
✓ Site reports,when requested, must be sent to the Anthropology Conservation
Laboratory in a timely manner in order to be able to effectively evaluate
exhibition impact on our objects.
✓ If objects are damaged on exhibition,the decisions as to whether damaged objects
continue to be lent to a borrower and what treatments might be necessary are the
jurisdiction of the Anthropology Conservation Laboratory.
✓ Complete documentation(both written and photographic)may be required,
particularly if on-site treatments are involved.
Art on Paper and Photographs Requirements
Ni All art on paper will be matted in the following standard sizes: 7" x 11", 11" x
14", 20" x 24", or 24" x 32".
✓ Matted objects will be enclosed between Mylar and UF3 plexiglas and sealed
around the edges with archival pressure-sensitive tape. The object will be shipped
in this format for framing by the borrower. The object may not be removed from
this package by the borrower.
✓ The borrower is responsible for the cost of the plexiglas package materials.
✓ In the case of photographs, copy prints will be used where possible.
Non-art on Paper
✓ All non-art on paper in single sheet format will be either matted as above or
encapsulated in Mylar.
✓ Encapsulated objects will be backed with buffered tissue. Objects may be attached
to matboard before encapsulation when necessary for extra support. This will be
determined by the Anthropology Conservation Laboratory.
✓ Encapsulated objects are to be matted and framed by the borrower. They may not
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be removed from the encapsulation.
✓ The borrower is responsible for the cost of the plexiglas package materials.
Bound Materials
✓ All bound materials will be examined by an Anthropology Conservation
Laboratory conservator, or an outside conservator approved by the Anthropology
Conservation Laboratory, to determine the maximum extent for opening during
display. The borrower must state which pages of the volume will be exhibited
before specifications may be determined. The object must be exhibited on a cradle
made to the specifications determined by the Anthropology Conservation
Laboratory for that object. The cradles may be constructed by the borrower or
contracted by the Anthropology Conservation Laboratory at the borrower's
expense. The cradles must be made of plexiglas or archival quality rag board. If
this presents a problem for exhibit design, contact the Anthropology Conservation
Laboratory for approval of alternate designs.
✓ The pages of the book will be strapped open with polyethylene straps where
appropriate. Depending on the fragility, strapping must be carried out either by
Anthropology Conservation Laboratory staff or by trained personnel approved by
Anthropology Conservation Laboratory.
✓ The borrower is responsible for all costs associated with providing a cradle for
bound materials.
Any exceptions or alternative proposals to these guidelines should be made in writing to David
Rosenthal, Department of Anthropology, Museum Support Center, MRC 534, Smithsonian
Institution, 4210 Silver Hill Road, Suitland, MD, 20746.
Failure to comply with these guidelines, once negotiated with a borrower, may result in
increased conservation fees or revocation of a loan.
Anthropology Conservation Laboratory telephone number is (301) 238-1306.
May 2016
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