Agenda 11/10/2020 Item #16D 5 (Smithsonian Institutions's Loan Agreement Extension)16.D.5
11/10/2020
EXECUTIVE SUMMARY
Recommendation to approve an extension to the loan agreement with the Smithsonian Institution's
National Museum of Natural History allowing the Collier County Museums and the Marco Island
Historical Society to borrow the Key Marco Cat for display at the Marco Island Historical Museum
until 2026.
OBJECTIVE: To continue to display the world-famous Key Marco Cat at the Marco Island Historical
Museum (MIHM) until 2026.
CONSIDERATIONS: On June 27, 2017, the Board of County Commissioners (Board) approved loan
agreements from the Smithsonian Institution's National Museum of Natural History and the University of
Pennsylvania Museum of Archaeology and Anthropology allowing the Collier County Museums and the
Marco Island Historical Society to borrow significant artifacts found on Marco Island during the 1896
Pepper -Hearst Archaeological Expedition for a temporary exhibit at the MIHM and approved a
Memorandum of Understanding outlining each organization's roles and responsibilities in hosting the
exhibition (Agenda Item # 16D 16).
The Board -approved Memorandum of Understanding specific to the project outlines each organization's
roles and responsibilities in hosting the exhibition. In general, the Museum Division has assumed
responsibility for site security and costs related to insurance and crating and shipping. The Marco Island
Historical Society has assumed responsibility for mount making and case modifications, environmental
monitoring and reporting, upgrades to the interpretive aspects of existing exhibits, and miscellaneous
other costs. The term of the agreement extends through thirty (30) days after the satisfactory return of the
artifacts to the lending institutions.
The exhibit, "Paradise Found: 6,000 Years of People on Marco Island," has been a transformative event
for the MIHM and the community it serves. The average annual visitation to the MIHM between 2014
and 2018 was 18,373 visitors. In 2019, the museum welcomed 35,783 visitors, an annual record, and an
increase of ninety-five percent (95%) over the previous five-year average. The museum also recorded its
four (4) highest months for visitation ever in 2019. In 2014, the Marco Island Historical Museum was
outside the top ten (10) of TripAdvisor's "things to do on Marco Island" - today, it is number one. The
USA Today's "10 Best" for 2019 listed the Marco Island Historical Museum as the number one "thing to
do" on Marco Island.
The loans have also brought the MIHM unprecedented cachet and media coverage. Thanks to the loans,
the MIHM has been mentioned in all major Lee and Collier county print publications, as well as in
numerous national publications, including Smithsonian, Forbes, USA Today, Archaeology, American
Archaeology (cover story), Anthropology News, Boston Globe, First American Art, and others. It was also
featured on the NPR radio program Gulf Coast Live and the statewide PBS television program How To
Do Florida. The Florida Anthropology Society highlighted the exhibition on its annual Florida
Archaeology Month poster, which featured the Key Marco Cat. The MIHM was awarded the 2019
Museum Excellence Award from the Florida Association of Museum for its efforts in bringing these loans
- and their accompanying exhibition - to fruition.
The Smithsonian Institution's National Museum of Natural History has offered to extend the period of the
loan for the Key Marco Cat to April 2026. Terms of the loan and the arrangements between Collier
County Museums and the Marco Island Historical Society would remain the same. The Key Marco Cat is
a renowned work and the centerpiece of the exhibit. However, to keep the exhibit fresh, the four (4)
objects from the University of Pennsylvania may be returned and different ones put on display. Should
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16.D.5
this come to fruition, a separate agreement will be brought to the Board for review and approval. We
expect this loan, if extended in conjunction with the new Penn Museum loans, will renew interest in the
MIHM and its award -winning exhibits, continuing its mission to educate and inspire the public about the
remarkable pre-Columbian Native American societies that once lived on Marco Island.
FISCAL IMPACT: In preparation for the exhibit (which opened in January 2019), the Museum Division
invested approximately $350,000 in the MIHM for security surveillance systems and the installation of a
back-up generator. Operating expenses associated with providing insurance coverage and manned
security are approximately $60,000 annually. For FY 21, these funds are budgeted in the Marco Museum
cost center within the Museum Fund (198). The Marco Island Historical Society invested over $250,000
in permanent facility upgrades for this exhibit and will continue to invest operating expenses in enhanced
marketing and exhibit refinements if new pieces are brought in.
LEGAL CONSIDERATIONS: This item is approved as to form and legality and requires majority vote
for approval. - CMG
GROWTH MANAGEMENT IMPACT: There is no Growth Management impact associated with this
item.
RECOMMENDATION: To approve an extension to the loan agreement with the Smithsonian
Institution's National Museum of Natural History allowing the Collier County Museums and the Marco
Island Historical Society to borrow the Key Marco Cat for display at the Marco Island Historical Museum
until 2026.
Prepared By: Amanda Townsend, Director, Museum Division
ATTACHMENT(S)
1. Smithsonian agreement fully executed (PDF)
2. MOU fully executed (PDF)
3. Marco Island Loan Letter (PDF)
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COLLIER COUNTY
Board of County Commissioners
Item Number: 16.13.5
Doe ID: 13985
Item Summary: Recommendation to approve an extension to the loan agreement with the
Smithsonian Institution's National Museum of Natural History allowing the Collier County Museums and
the Marco Island Historical Society to borrow the Key Marco Cat for display at the Marco Island
Historical Museum until 2026.
Meeting Date: 11/10/2020
Prepared by:
Title: — Museum
Name: Lorna Jervis
10/20/2020 3:51 PM
Submitted by:
Title: Division Director - MuseumOperations Support — Museum
Name: Amanda O. Townsend
10/20/2020 3:51 PM
Approved By:
Review:
Museum
Operations & Veteran Services
Public Services Department
Public Services Department
County Attorney's Office
County Attorney's Office
Office of Management and Budget
Budget and Management Office
County Manager's Office
Board of County Commissioners
Amanda O. Townsend Additional Reviewer
Kimberley Grant
Level 1 Reviewer
Todd Henry
Level 1 Division Reviewer
Steve Carnell
Level 2 Division Administrator Review
Colleen Greene
Additional Reviewer
Jeffrey A. Klatzkow Level 3 County Attorney's Office Review
Debra Windsor
Level 3 OMB Gatekeeper Review
Ed Finn
Additional Reviewer
Geoffrey Willig
Level 4 County Manager Review
MaryJo Brock
Meeting Pending
Completed
10/22/2020 3:07 PM
Completed
10/26/2020 12:09 PM
Completed
10/27/2020 12:20 PM
Completed
10/28/2020 8:15 AM
Completed
10/29/2020 8:21 AM
Completed
10/29/2020 9:16 AM
Completed
10/29/2020 12:22 PM
Completed
10/29/2020 1:51 PM
Completed
11/02/2020 10:55 AM
11/10/2020 9:00 AM
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Smithsonian Institution
National Museum of Natural History
Department of Anthropology
April 24, 2017
Austin Bell
Curator oiCollections
Marco island Historical Museum
180 S. Heathwood Drive
Marco Island, FI, 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 abject 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
Department of Anthropology
Smithsonian Institution
Museum Support Center
4210 Silver Hill Rd.
Suidand, MD 20746
2. Conservation requirements:
Phone: (301)238-1318
.FAX: (301)238-3109
email: rosenthd/@,si.edu
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 NMNK 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 laver or film such as
aluminum Dibond or Marvelseal. All openings made in the barrier layer for brackets must be
gasketed.
SMITHSONIAN 1N`,1.JTUTtt7N
National 1,1usemn oi` Natur:al ffistury
loth & Gonstitation Avenue NW
Washington tx; 20%O-:n 12
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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 witha. 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.
• Can 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.
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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. Photographstfilming: 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:
httn://anthrot)ologv.si.edu/anthro%m under "Order Photographs" for photographic information and
forms.) If you have additional questions about photographic usage, please contact Dave Rosenthal, (301)
238-1318.
S. 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,
Torbe;>Zck
Chair
Department of Anthropology
Above loan conditions accepted for the Marco Island Historical Museum:
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(authorized representative, Marro Island Historical Museum) (date)
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tions accepted �1[ the Collier County Board of County Commissioners:
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Tayman
ApprhTTEST:
DWI T E. 8 CLERK
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Jeffre8eputycle*
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signature only.
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NATIONAL MUSEUM Of NATURAL HISTORY Page 1 of 5
SMITHSONIAN INSTITUTION
Department of Anthropology
Museum Support Center
4210 Silver Hill Road, Su band; MD; 20746
AGREEMENT FOR OUTGOING LOANS
Registrar No. 2080324
Marco Island Historical Museum Date 21 Apr 2017
wername
180 S. Heathwood Drive Contact Austin Bell
address phone
Marco Island FL 34145-5028 email
Gly stawcounky zip owe
SMITHSONIAN CONTACT: David Rosenthal
phone email rosmtthd@si.edu
In accordance with the terns of this Agreement, ) KeyMarco Cat are to be lent for the following purpose:
exhibit from 16 Nov 2018 to 15 Aor 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: $ 600,000.00
SHIPPING: Object(s) to be shipped to:
(address N other than above)
Shipment to be via: air with courier
Objects to be returned no later than: 15 Apr 2021
CREDIT LINE:
(for axhlbNw label
and pubkovoy
Smithsonian institution, Department of Anthropology
SPECIAL REQUIREMENTS: See attached loan letter
1 -100 1 s a e
1 h/; a and agree t is Ag mart Including the CONDITIONS on the attached sheets.
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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
1. 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 Borrowers 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 Lenders 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 Lenders 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.
Vlll. ReturnfExtension/Canceliation
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
CATAIX)G NUMBER COUNT OBJECTNAMIE
PROVENIENCE
A240915-0 I 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.
2
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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 UV can be accomplished through
filtration. U173 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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Material
EXTREMELYSENSITIVE
all textiles
objects with organic pigments & dyes
feathers
lacquer
composite organic objects
paper
water color paintings
albumen and tinted photographs
MODERATELY SENSITIVE
(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
(unless qualified above)
metal, stone, ceramic, glass — not
embellished with light sensitive
materials
4
Recommended Lipht Level
3 - 5 foot candle maximum
10 - 15 foot candle maximum
unrestricted
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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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16. D.5.a
✓ 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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16. D.5.a
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 U173 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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16. D.5.a
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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I►I ►I � s ►I1 11l
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 Doan 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
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16.D.5.b
MEMORANDUM OF UNDERSTANDING (MOU)
between
The Marco Island Historical Society, a Florida Not for Profit Corporation
hereinafter (11MIHS11)
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 MIHS and BCC should ensure that project activities are conducted within the
highest professional standards and with the ultimate goal of benefitting the public.
H. 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.
M. MIHS RESPONSIBILTTIES UNDER THIS MOU
MIHS 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.
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16.D.5.b
7. Arrange and pay for transportation, accorrunodations, 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 tenns 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.
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16.D.5.b
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 MIHS:
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.
VH. 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.
Packet Pg. 1 4
MIHS and BCC indicate agreement with this MOU by their signatures.
ATTEST:
DWIGHT E. BROCK, CLERK
B
;Deputy Clerk
Attest as to Chairman's
signature only.,
THE MARCO ISLAND HISTORICAL SOCIETY
By: `` Szq1-' U G L1 X
Date:
F
Jeffrey A.
and legality:
Attorney
BOARD OF COUNTY COMMISSIONERS
OF COLL)ER1:QUNTY, FLORIDA
10
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16.D.5.c
0 Smithsonian
National Museum of Natural History
Department of Anthropology
05 Oct 2020
Trn. 2080324
Attn: Austin Bell
Marco Island Historical Museum
180 S. Heathwood Drive
Marco Island, FL 34145-5028
Dear Austin Bell:
As per your request, we would be happy to grant an extension of the loan transaction listed below. The
terms of the original loan agreement remain in place. After review, we have updated the insurance value on
the artifact to $900,000. The artifact will continue to be covered under the Smithsonian Institution's
insurance policy and the premium billed to you. Please continue to send regular environmental data reports.
If in the course of your exhibition, you encounter any questions or problems that might affect these loan
arrangements, please do not hesitate to contact us. Otherwise, we expect the specimens to be returned by 30
Apr 2026.
Loan #: 2080324
A240915 Key Marco Cat
Sincerely yours,
Laurie Burgess
Associate Chair, Department of
Anthropology
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