Agenda 10/26/2021 Item #16D11 (Repealing Resolution 87-200 - Museum Collections Management Policy)10/26/2021
EXECUTIVE SUMMARY
Recommendation to repeal and replace Resolution No. 87-200 to update and modernize the
Collections Management Policy for the Museum Division.
OBJECTIVE: To manage the Museum Division collections in accordance with contemporary best
practices with the goal of attaining the American Alliance of Museums accreditation.
CONSIDERATIONS: The mission of the Collier County Museum Division is to foster appreciation and
understanding of our communities' unique heritage and cultural development. To further this mission, the
Division collects and interprets a rich and diverse repository of artifacts of social and cultural significance
relevant to the pre -history, history, and continuing development of Collier County. Because the
collections are held in trust for the public and are made accessible for the public's benefit, the Museum
Division must maintain the highest legal, ethical, and professional standards. A Collections Management
Policy demonstrates these standards and guides decision -making. The policy gives the governing
authority, staff, and the public a framework for understanding and executing proper stewardship of the
collections.
The existing Collections Management Policy was approved by the Board of County Commissioners
(Board) in 1987. The museum industry, like all others, has evolved since that time, and new standards and
best practices have been adopted that are not reflected in the old document. Major differences between the
existing and proposed policy include:
Establishing the existence of four (4) distinct collections (Museum, Teaching, Research
Library, and Institutional) and differentiating the management practices for each;
Recognizing the use of a Collections Committee to guide decision -making with respect to
accessioning (formally admitting an item into the museum collection), deaccessioning
(formally removing an item from the museum collection), and like actions;
Providing that all items proposed to be deaccessioned be presented to stakeholder groups
and the public for comment, then forwarded to the Board for final approval;
Defining restricted and encumbered donations and establishing accessioning protocols for
each;
Defining terms of acquisition;
Enumerating legal and ethical considerations and specifically cross-referencing the
Native American Graves Protection and Repatriation Act of 1990 and Florida Statute
872.02; and
Addressing appropriate actions to be taken for unclaimed property.
FISCAL IMPACT: There is no direct Fiscal impact related to adopting an updated Collections Policy.
Collections, Exhibition, and Information Services represent approximately five percent (5%) of the total
Museum Division operating budget annually. For FY22, this is equal to a cost of $149,461. Capital funds
expended on restoration and upkeep of historic properties are also considered collections expenses. These
vary widely by fiscal year based on approved budgets. The sources of funds for Museum operating and
capital expenditures are Tourist Development Taxes and the General Fund.
GROWTH MANAGEMENT IMPACT: There is no Growth Management impact.
LEGAL CONSIDERATIONS: This item has been reviewed by the County Attorney, is approved as to
form and legality and requires majority vote for approval. -JAK
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10/26/2021
RECOMMENDATION: To repeal and replace Resolution No. 87-200 to update and modernize the
Collections Management Policy for the Museum Division.
Prepared By: Amanda Townsend, Director, Museum Division
ATTACHMENT(S)
1. Collections Meeting Minutes (PDF)
2. Resolution & policy - JAK signed (PDF)
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COLLIER COUNTY
Board of County Commissioners
Item Number: 16.D.11
Doe ID: 20122
Item Summary: Recommendation to repeal and replace Resolution No. 87-200 to update and
modernize the Collections Management Policy for the Museum Division.
Meeting Date: 10/26/2021
Prepared by:
Title: — Museum
Name: Lorna Jervis
09/17/2021 3:20 PM
Submitted by:
Title: Division Director - MuseumOperations Support — Museum
Name: Amanda O. Townsend
09/ 17/2021 3:20 PM
Approved By:
Review:
Museum
Amanda O. Townsend Additional Reviewer
Operations & Veteran Services
Todd Henry
Additional Reviewer
Operations & Veteran Services
Jeff Newman
Additional Reviewer
Public Services Department
Todd Henry
Public Services Department
Public Services Department
Dan Rodriguez
PSD Department Head
Office of Management and Budget
Debra Windsor
Level 3 OMB Gatekeeper Review
Growth Management Operations Support
Christopher Johnson
County Attorney's Office
Jeffrey A. Klatzkow Level 3 County Attorney's Office Review
County Manager's Office
Sean Callahan
Level 4 County Manager Review
Board of County Commissioners
Geoffrey Willig
Meeting Pending
Completed
09/17/2021 3:31 PM
Skipped
09/21/2021 1:09 PM
Completed
09/21/2021 1:15 PM
Completed
09/21/2021 1:26 PM
Completed
10/07/2021 12:24 PM
Completed
10/07/2021 12:46 PM
Additional Reviewer Completed
Completed
10/13/2021 2:36 PM
Completed
10/19/2021 8:22 AM
10/26/2021 9:00 AM
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FRIENDS OF THE
COLLIER COUNTY MUSEUMS
Preserving our Friendship with the Past
Friends of the Collier County Museums
Collections Policy Subcommittee Meeting Minutes
Government Center Library
August 17th, 2021 at 2.00 PM
1. Call to Order: 2:00 pm
2. Roll Call
a. In Attendance: Bill Dwight, Harold Weeks, Dennis Gillis (zoom audio) and Amanda Townsend
b. Absent: Valerie Bundy
3. Declaration of Quorum
a. A quorum was declared by Harold.
4. Background:
a. Amanda gave background on the process of updating the policy to date
5. Discussion:
a. Comments and suggestions submitted by Bill were reviewed and discussed.
6. Motion:
a. Harold made a motion to support the Collections Policy as submitted (attached), with the one
change that the notification via website and to stakeholder groups as described in Section IX also
be added to Section XIII, that museum staff will submit the revised document to the BCC for
approval, and that FOCCM will support the same. Dennis second the motion and all were in
favor.
7. Adjournment
a. Motion to Adjourn: 2.25 pm.
Harold motioned to adjourn. Dennis seconded the motion. All in favor — Aye. The motion was
approved.
Date:`
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RESOLUTION NO.2021 -
A RESOLUTION OF THE BOARD OF COUNTY COMMISSIONERS OF
COLLIER COUNTY, FLORIDA, REPEALING AND REPLACING
RESOLUTION NO. 87-200 IN ORDER TO REVISE THE COLLECTIONS
MANAGEMENT POLICY FOR THE COLLIER COUNTY MUSEUM
DIVISION.
WHEREAS, collections advance the museum's mission while serving the public. Because
collections are held in trust for the public and are made accessible for the public's benefit, the
public expects museums to maintain the highest legal, ethical and professional standards; and
WHEREAS, to demonstrate these standards, museums establish policies to support its
mission and operations and to guide decision -making. Policies give the governing authority, staff
and public the opportunity to learn about standards and help the museum fulfill its responsibilities
as a steward of collections; and
WHEREAS, the collections management policy for the Collier County Museum Division
is currently set forth in Resolution No. 87-200; and
WHEREAS, the Board of County Commissioners wishes to repeal and replace Resolution
No. 87-200 in order to update and modernize the Collections Management Policy for the Collier
County Museum Division.
NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF COUNTY
COMMISSIONERS OF COLLIER COUNTY, FLORIDA, that Resolution No. 87-200 is hereby
repealed in its entirety, and any and all prior formal or informal Museum collections policies are
hereby replaced with the Collier County Museum Collections Management Policy attached hereto.
THIS RESOLUTION ADOPTED after motion, second and majority vote on this the
day of , 2021.
ATTEST: BOARD OF COUNTY COMMISSIONERS
CRYSTAL K. KINZEL, Clerk COLLIER COUNTY, FLORIDA
am
Jeffrey
Deputy Clerk
m and legality:
w, County Attorney
I0
PENNY TAYLOR, CHAIR
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Collier County Museum
Collections Management Policy
Statement of Purpose
The mission of the Collier County Museum Division is to foster appreciation and understanding
of our communities' unique heritage and cultural development. To further this mission, the
Division collects and interprets a rich and diverse repository of artifacts of social and cultural
significance relevant to the pre -history, history, and continuing development of Collier County.
Collier County Museums are a Division of Collier County Government which includes among its
guiding principles those espoused by the Collier County Manager's Agency: Honesty, Integrity,
Service, Accountability, Quality, Respect, Knowledge, Stewardship, Collaboration, and Self -
Initiating, Self -Correcting. As such, the Division's collections are held in trust for the public. The
Museum Division prioritizes access to significant cultural material for public interest and
scholarship and maintains the highest ethical and professional standards in the curation and
interpretation of its collections.
II. Definitions
The following terms are used with the meanings in this statement of policy:
1. Accessioning is the formal process of admitting an object into the Division's collection
and to create its status as a collection piece or collection object.
2. Deaccessioning is the formal process used for permanently removing an object from the
Division's collection and terminating its status as a collection piece or collection object.
3. Acguisiti_o_n is the legal process by which ownership of an object to be accessioned into
the collection is transferred to the Division.
4. Objects in temporal custody are neither owned nor borrowed by the Division, but are
temporarily transferred for identification, examination, or gift or purchase
consideration.
5. Restricted donations are items offered for the collection with modest conditions on
their future use. Conditions on restricted donations will not materially affect Division
operations or finances. An example of a restricted donation would be a photograph
donated with the requirement to include a credit line when reproducing it.
6. Encumbered donations are items offered for the collection with significant conditions
on their future use. Conditions on encumbered donations could materially affect
Division operations or have budgetary implications. Examples of encumbered donations
include items that would require substantial resources to store, display, or care for; or
items with significant carrying costs (including historic structures).
Ill. Types of Collections
The Division shall possess four types of collections Museum, Teaching, Research Library, and
Institutional.
A. Museum Collection
The Museum Collection includes tangible heritage that shall possess high aesthetic quality
or be of significance historically, culturally, scientifically, technologically, or educationally to
the public or scholars. Items in the Museum Collection shall relate directly to the purpose of
the Division and shall be used solely for exhibitions, research, publications, preservation and
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exhibition loans. Items not directly related to the history of Collier County may exist within
the Museum Collection if such items significantly enhance or complement the collection.
Three of the Museum Division's properties are listed on the National Register of Historic
Places. These structures are part of the Museum Collection. Additionally, Collier Museum at
Government Center has a collection of historic buildings also considered part of the
Museum Collection. The Secretary of the Interior's Standards for Rehabilitation (36 CFR 67)
shall be utilized when performing building maintenance, improvements or enhancements to
historic structures. For properties that have been designated historic by the Collier County
Board of County Commissioners, Section 2.03.07.E of the Land Development Code shall
apply.
The Museum Collection is overseen by the Curator of Collections. All material proposed for
the Museum Collection will be acquired in conformance with Section VI Methods of
Acquisition. Material in the Museum Collection is formally accessioned. Material in the
Museum Collection may only be deaccessioned in conformance with Section IX.
Deaccessioning.
B. Teaching Collection
Items in the Teaching Collection may be used and/or consumed for educational
programming, hands-on activities, and traveling trunks.
The Teaching Collection is overseen by the Curator of Education. Material for the Teaching
Collection is selected by the Curator of Education. Any material proposed for the Teaching
Collection by another party may be accepted or declined by the Curator of Education.
Material in the Teaching Collection is not formally accessioned or deaccessioned, and
Sections VI Methods of Acquisition and IX Deaccessioning do not apply to the Teaching
Collection. Records of receipt and disposition of Teaching Collection materials shall be
maintained separately by the Curator of Education.
C. Research Library Collection
Items in the Haldeman Research Library include books, local histories, genealogical records,
and other documents. Items in this collection may not meet all the requirements of the
Museum Collection and will be used for research. over time, and within the constraints of
copyright, the Haldeman Research Library will be digitized for better public use.
The Research Library Collection is overseen by the Curator of Collections. Material for the
Research Library Collection is selected by the Curator of Collections. Any material proposed
for the Research Library Collection by another party may be accepted or declined by the
Curator of Collections. Material in the Research Library Collection is formally accessioned.
Material in the Research Library Collection may be deaccessioned by the Curator of
Collections. Section IX. Deaccessioning does not apply to the Research Library Collection.
D. Institutional Collection
Items in the Institutional Collection document the history of the Collier County Museums.
Materials include all Division -produced items and items produced by outside sources, in a
order to record and maintain an accurate history of the evolution and development of the
museums.
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The Institutional Collection is overseen by the Curator of Collections. Material for the
Institutional Collection is selected by the Curator of Collections. Any material proposed for
the Institutional Collection by another party may be accepted or declined by the Curator of
Collections. Material in the Institutional Collection is formally accessioned. Material in the
Institutional Collection may be deaccess[oned by the Curator of Collections. Section IX.
Deaccessioning does not apply to the Institutional Collection.
IV. Access to Collections
Access to collections is made possible to the public through exhibitions, research, publications,
and educational programs. The Division will allow access to and use of its collections in a
controlled, professional manner that protects the physical and intellectual integrity of the
material. Access to the collections will not be unreasonably denied. However, acknowledging its
responsibility to safeguard the collections, the Division reserves the right to control access to
prevent the following:
1. Deterioration, mutilation, loss, or discoloration of collection objects.
2. Undue interference with the administrative, professional, and technical operations of
the Museum Division.
3. Undue impact on the delivery of services to other museum users.
V. Collections Committee
The Collections Committee is comprised of the Curator of Collections as Chair and Museum
Managers of Collier County Museum locations with predominantly Division collections on
display.
The Committee will meet regularly to review potential donations, purchases, deaccessions, or
objects found in collection. The committee will base its decisions on relevance to the mission
statement and this Collections Management Policy.
VI. Methods of Acquisition
The Division shall acquire its collections through gift, bequest, purchase or any transaction by
which legal title to objects is transferred to the Division.
A. Donations
Potential collection donations may be taken into temporary custody to allow for proper
review, research and consideration prior to formal acceptance. Actions taken during the
assessment phase, such as acceptance of items into temporary custody, off -site examination
of items offered, and return of items declined for the collection, must follow established
Division procedures.
Unencumbered and unrestricted donations that fit within the parameters of this Collections
Management Policy may be approved by the Collections Committee for inclusion in the
Museum Collection, suggested by the Committee for inclusion in one of the other three
collections (subject to the acceptance by the appropriate Curator), or declined.
Restricted donations may be accepted into the Museum, Research Library, or Institutional
Collection. Restricted donations will not be accepted into the Teaching Collection. Restricted
donations offered will be carefully reviewed before acceptance. If the Collections
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Committee finds that the benefit of inclusion of the material in the collections is superior to
the restrictions placed thereon, the Committee will make a recommendation for acceptance
to the Division Director. The Division Director shall approve all restricted donations. All
restrictions will be dearly stated in the Division's permanent records.
Encumbered donations offered must be approved by the Board of County Commissioners
items donated anonymously where the identity of the donor is unknown shall be treated as
"Found in Collection" items.
Items donated anonymously where the identity of the donor is known shall be treated as all
other donations. The anonymity of the donor will be honored to the extent allowable by
public records law.
Any material offered for donation but declined by the Division will be returned to the donor
at their expense, including shipping. If the material is not returned to the donor successfully
after two attempts, it will be treated as unclaimed property.
B. Bequests
The Division reserves the right to accept or refuse any bequest of collections material. In
reviewing a bequest, the Division shall follow the same procedures as for donations.
C. Purchases
The Division will make a reasonable effort to acquire desired items through donation or
bequest before considering a purchase.
Staff with budgetary authority may seek out and/or purchase collections items of a purchase
price under $1000 if such is done in accordance with the Collections Acquisition Plan, within
budgetary restrictions, and with Collections Committee approval.
Division Director approval is required for purchase of collections items with a purchase price
over $1000, that are not contemplated in the Collections Acquisition Plan, or whose
purchase price exceeds budgetary allocations.
D. "Found in Collection" Items
Items located in the collections without adequate documentation indicating their
provenance or donor are considered "Found in Collection." "Found in Collection" items shall
be considered by the Collections Committee in the same manner as donations. The
Collections Committee will use available information on the object (if any) to determine
whether to accept the object into the Museum Collection or recommend to the appropriate
Curator its inclusion in any one of the other three collections. If a "Found in Collection"
object is declined for use in all four collections, it will be treated as unclaimed property.
VII. Terms of Acquisition
The Division will attempt to ensure ownership by donors; however, the Division will not be
responsible for confirming ownership. a
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The donor will transfer all right, title, interest in copyright, and the exclusive right of
reproduction, adaptation, and distribution to the Division (unless as noted in records of
restricted donations approved by the Division Director and encumbered donations approved by
the Board of County Commissioners).
The Division will endeavor to accept only items that it can provide proper care for in perpetuity.
The Division cannot guarantee that items will be placed on display.
The Division reserves the right to display items at any Collier County Museum location, and to
loan items to other institutions in accordance with Section X. Museum Loans.
Vlll. legal and Ethical Considerations
Items of questionable provenance or obtained through illicit trade will not be acquired. only
when the Division has determined to the best of its ability that material has been collected in
compliance with laws and regulations will the items be acquired. This includes laws and
regulations of the United States, all states, and foreign countries.
If there is suspicion that an object offered to the Division for acquisition is stolen property or has
entered the United States illegally, the Collections Committee will report all pertinent facts to
the Division Director immediately. The Division Director will advise the County Manager and
appropriate law enforcement authorities at the earliest opportunity.
The Division will make every effort to identify and abide by the Native American Graves
Protection and Repatriation Act, Florida Statute 872.02, and any other applicable laws.
Division staff shall not provide appraisals of donations or privately owned materials. Staff may
direct individuals to online resources to assist with locating professional appraisers but will not
recommend specific individuals.
Division staff shall not compete with the Division's collecting activities. The Division prohibits
active acquisition for personal use by staff members of materials identified in the Collections
Acquisition Plan or clearly appropriate for the Museum Collection. This policy does not apply to
materials appropriate for the Teaching, Research Library, or Institutional Collections.
IX. Deaccessioning
The Division may deaccession material in order to refine the Museum Collection. All material
proposed for deaccessioning will be reviewed thoroughly by the Collections Committee for a
recommendation and submitted to the Director. If the Director concurs with the
recommendation of the committee, the Director will invite the following stakeholder
organizations to review items proposed for deaccessioning at their next regularly scheduled
meetings: Friends of the Collier County Museums, Friends of the Museum of the Everglades,
Marco Island Historical Society, Southwest Florida Archaeological Society, and Southwest
Heritage, Inc. These stakeholder organizations will be given a period of sixty days during which
they may take a formal vote with respect to their position on the proposal and share such with
the Director. The Director will also ensure that items proposed for deaccessioning be posted on
the Collier Museums website for at least thirty days to allow for further public comment. The
committee's, Director's, and stakeholder organizations' recommendations, and any other public
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comment received, will then be forwarded to the Board of County Commissioners for final
approval.
An object may be deaccessioned from the collection for any one of the following reasons:
1. No longer relevant to the purpose and goals of the Division
2. Beyond the capability of the Division to maintain
3. Not useful for research, exhibition, or educational programs in the foreseeable future
4. Duplicate of another collection item
5. Poor, less important, incomplete, or unauthentic example
6. Physically deteriorated or hazardous material
7. Originally acquired illegally or unethically
8. Subject to a legislative mandate, such as repatriation
9. Subject to restriction or encumbrance the Division is no longer able to meet
10. Transfer to the care and custody of another institution is more appropriate and in the
public interest
Material approved to be deaccessioned may be disposed of in one of the following methods:
1. Donation to another museum, library, or archive
2. Repatriation
3. Transfer to the Teaching, Research Library, or Institutional Collection
4. Auction, sale, or trade
5. Physical destruction
Deaccessioning via auction, sale, or trade must include specified use of proceeds.
Deaccessioned objects and materials shall not be acquired by any Division employee, or by any
individual closely associated with the Division.
X. Museum Loans
A. Incoming Loans
The Division will initiate or accept loans, not to exceed twelve months, from institutions,
organizations, foundations, or individuals. The Division will not accept permanent loans.
Loans will be used to further the Division's mission through exhibitions and research. Loans
will only be with an intended purpose. The Division will not accept loans for storage. If the
loan has any unusual restrictions, it must be approved by the Division Director. If the loan
has any encumbrances, it must be approved by the Board of County Commissioners.
Complete records of all loan transactions will be kept by the Division. Items on loan to the
Division will be treated as permanent collections items, the Division being responsible for
their safety and security. Insurance will be carried by the Division for all incoming loans,
unless arrangements are agreed upon in advance.
The Division will only return loaned materials to the original lender or duly authorized
agents. Heirs must present legal proof of ownership before the Division will release loaned
materials.
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All rules and regulations governing loans to the Division will be clearly stated in an Incoming
Loan Agreement and agreed to by the lender and the Division prior to the Division taking
custody of loaned material.
Unclaimed incoming loan materials not returned to the lender successfully after two
attempts will be treated as unclaimed property.
B. Outgoing Loans
Loans of collection objects may be made to other institutions when determined to be in the
best interest of the public and not materially detrimental to the Division. Objects may be
loaned or borrowed to further the goals of the Division.
The following criteria must be met:
1. The borrowing institution is an established institution with purposes and goals
similar to the Museum Division; and
2. The borrowing institution has successfully demonstrated its ability to provide
appropriate care, security, and safekeeping.
All rules and regulations governing loans from the Division will be clearly stated in an
Outgoing Loan Agreement and agreed to by the borrower and the Division prior to releasing
material to the borrower. Insurance for the material loaned from the Division will be carried
by the borrower who will provide the Division with a Certificate of insurance. Any
exceptions must be made in advance on the Outgoing Loan Agreement.
Complete records of all loan transactions will be kept by the Division. All loans from the
Division may be subject to periodic checks made by Division staff and may be subject to
recall if the Outgoing Loan Agreement is not satisfied.
XI. Unclaimed Property
Items in temporary custody declined and unable to be returned to the owner, anonymously
donated items declined where the donor identity is unknown, "Found in Collection" items
declined, and unclaimed incoming loan items unable to be returned to the owner shall be
treated as unclaimed property. The Division will follow the requirements of Florida Statute
265.565 for disposition of unclaimed property.
XII. Inventories and Documentation
Proper documentation will be maintained on all collections activities, including acceptance into
temporary custody, return of materials declined, acquisition and accessioning, disposition and
deaccess]oning, incoming and outgoing loans, and disposition of unclaimed property.
Inventorying and documentation must follow established Museum Division procedures.
XIII. Revisions
The Collections Committee shall review the Collections Management Policy every five years to
ensure that it accurately reflects the purpose, mission, and goals of the Division; and that its
requirements meet or exceed accepted museum practices and standards. Proposed changes to
the policy will be submitted to the Director. If the Director concurs with the recommendations
of the committee, the Director will invite the following stakeholder organizations to review the
proposed change to the policy at their next regularly scheduled meetings: Friends of the Collier
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County Museums, Friends of the Museum of the Everglades, Marco Island Historical Society,
Southwest Florida Archaeological Society, and Southwest Heritage, Inc. These stakeholder
organizations will be given a period of sixty days during which they may take a formal vote with
respect to their position on the proposal and share such with the Director. The Director will also
ensure that the proposed changes be posted on the Collier Museums website for at least thirty
days to allow for further public comment. The committee's, Director's, and stakeholder
organizations' recommendations, and any other public comment received, will then be
forwarded to the Board of County Commissioners for final approval.
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