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Resolution 1987-200 - - - September I, 1987 RESOLUTION NO. 87- 200 RESOLUTION ESTABLISHING A FORMAL COLLECTIONS MANAGEMENT POLICY FOR THE COLLIER COUNTY MUSEUM Whereas, the Collier County Museum serves the County, its residents and visitors from an historical and informational standpoint and as a repository of significant historical and/or archeological materials; and Whereas, since the Museum's educational programs and exhibits rely directly upon historical documents, photographs and objects which are donated, loaned or purchased for its collection; and .... ;'Whereas, there is a need and it is desirable for there to be t.,';'" esfabUshed a collections management policy addressing the ~ - ,f:; ~ acquisition, care and disposal of Museum assets; and n. . ,'~~ . . , Whereas, such collections management policy for the Collier ):"Ccnmty Museum may describe certain of the purposes and goals of the Museum, establ~sh procedures for collection and disposal of objects, including accountability and record keeping, serve as a guide for Museum staff, and further, provide a pUblic statement of the Museum's professional standards, including its legal and ethical responsibilities regarding objects entrusted to its care; and Whereas, the adoption of a formal collections policy is desirable as an essential step in the Museum's efforts to achieve national recognition through accreditation by the American Association of Museums, whereby such accreditation signifies a commitment to excallence and would indicate that the Collier County Museum meet~ the accepted standards of the profession, makes the best use. of its resources, and is deserving of the public's trust and support. NOW THEREFORE, BE IT RESOLVED BY THE BOARD OF COUNTY COMMISSIONERS OF COLLIER COUNTY, FLORIDA, that: BOOK 107 PAr;[ 39 If' I . (i.., Septenber 1, 1987 107 FAG[ 40 Any and all prior formal or informal Museum collections 'policies are hereby repealed and superseded by the collections management policy and appended code of ethics for curators all of which are attached hereto and incorporated herein by reference ,and said collections management policy is hereby established and -approved as ,the collections management policy for the collier County Museum. , This,Resolution adopted after motion; second and roll call ,.vote 'as follows: BOARD OF COtlNTYCOMMtSSIONERs COLLIER C UNTY, FLQRIDA, . .~. " .5' ,:.. ':.... ,-~ J ; By: c:) /;" "_': ", '-: : ~::!;-1~ ~..,-'. :"~';'4 ,';;~: ; ~ . ~" . .. " ,~~ r. :'_~:: ,.- :.:::";. ~.'. - 1 : L~;~. I_t,-. .,'.. J', ......'. }... ~ . :........ . . ..,. .I.' .. ~ ., 'I", "J., " ), ',-.11. ..'~:~~~ .....1,.'." ,:,~" '~" " .-, .."1'..' . ..'''~ l"'_;~~~, ,,'I.' " - - - '~. Sept:enber l, 1987 COLLIER COUNTY MUSEUM COLLECTIONS MANAGEMENT POLICY The Collier County Museum was established with the principal purposes' of preservation and education, seeking to collect and preserve historical objects and artifacts from the County's past, and to provide related historical research, interpretation, and edUcational activities for the public. ~rf't The goals of t;he museum are: 1. To maintain a collection of historical objects and artifacts relating to Collier County, and to undertake basic preservation and conservation of the collection objects. 2. To collect and preserve archival records of Collier County, and to provide a non-circulating research library for the public. 3. To research, reconstruct, and interpret buildings and objects reflecting the history of Collier County, and to exhibit on the museum grounds other aspects of the County's past. 4. To study and interpret: a. the development of Collier County, from pre- history to the present, examining change over time, the relationship between man and the environment, and the interactions between the various cultures past and present, in Collier County. b. to interpret and present the history of Collier County through permanent and changing exhibits, educational programs for adults, families, and school groups, written educa- tional materials available to the public, and through other appropriate forms. 5. To share and exchange knowledge with other educa- tional and historical institutions and museums. BOOK 107 PAGE '41 .'. -;' !', t . ~.: Sept:Enber l, 1987 The Collections Management Policy set forth herein is intended to establish the methods and procedures by which the collection objects owned by the museum shall be managed and maintained for the objective:of contributing to the purposes and goals of the museum. General Statement and Definitions' Collections management refers to the functions and duties of the museum with respect to the ownership, management, main- tenance, use and d~sposition of its collections and extends to the fundamental responsibility of the Collier County Board of County Commissioners, and the operating staff entrusted with the maintenance, use and security oithe collections. Definitions The following terms are used, with these meanings in this statement of policy. 1. The collection of the museum consists of objects and materials accessioned and maintained by the museum, with the specific purpose of contributing to the goals of the museum. 2. A collection piece or object is an item that"has been accessioned into the collection of the museum. 3..' Accessioning i~ the formal process of admitting an object into the museum's collection and to create its status as a collection piece or object. 4. Deaccessioning or Decessioning is the formal process used for permanently removing an object from the museum's collection and terminating its status as a collection piece. 5. 'Acquisition is the legal process by which ownership of an object to be accessioned into the collection is transferred to the museum. 6. Disposition is the legal process by which ownership of deaccessioned objects is transferred by the museum to another. ~ ..', ',' -~ 2 -- -- - ";'i'!J6,. ) ~.4't ,\0' < 'hi' f.':.~ ! ;:1 .,..tl ' "rj; ',.l~ I ".>)~.r. ." ....:.1 , i~~ 'J~ ":-:,'~ .,; :~<~ '~'{?: ,;:.;~ ::{f. ,.:',.':;~.f~' :/~. ';:'.'~\'t:' .,,..~r'f. < . .' \ "?x,-:, , " ::!:;~> , .1~!J r ...tl' ,~ ~ ~ .. ;;. - - .. Sept:enber 1, 1987' A loan is the temporary transfer of a collection piece, or pieces, to or from the custody of the museum 'tlithout involving a change of ownership, or a change in the status of the object as a collection piece, undertaken by both the lending and the borrowing institutions for specifically stated museum or educational purposes, for a limited period of time. 8.c. The museum shall refer to the Collier County Museum. 9. The Board of County Commissioners shall refer to the Collier County Board of County Commissioners. 10. Objects in custody are neither owned nor borrowea by the museum, but which are temporarily transferred to it for other than museum or educational purposes, such as for identificatio~, examination or gift or purchase consideration. 11. The Collections Manual provides the guidelines and formats . for' the administration and management of the museum IS collection. The Collections Plan is an inventory and analysis of the collection; and indicates areas which need expansion within ,_ __ _ ..~~_ .co+lection. ,,~. ':'..-" .~;; ~ ; '-~;; f'~.' . ~ ~tCollection~Objectives il_' _ ; '. . :,',~i.;P" An)'object or artifact 'must' be" relevant to the- purpose and goals of'the museum before it will be accessioned and maintained a8:!part .of the museum's collection. Acquisitions' to the collec- tion; whether by purchase, ~ift', loan, bequest, excavation, or'} other means, must De relevant to the history of Collier County, spanning the pre-history period, through the present, and shall be" appropriate for research, comparison and exhibit. In the acquisition of a collection piece, the interest of the public for vhi~hthecollection is held in trust, and the capability of the museum;to,mept the financial and other obligationscrented by the acquisition, must be considered. Acquisitions will be accepted ~.-..;"' '; :. ~:-. aOIll 107 p~.[ 43 If' , " ul.:", . ..~ J : r . .: !! ..;u "'d~ \.::"!' .'*t', '1,_, ;~ Sept:euber l, 1987 according to the needs and;directions stated in the Collections Plan, and the collection will not exceed the survey level, except 'with the approval of the director. ; ";:i :' ,'Maintenance of records is critical and will follow the f~,guidelines of the Collections Manual. To meet the educational :objectives of the museum, the collection will be accessible to '!.:the "public' for viewing and study through exhibi tion, normal -programs and events, or by pre-arranged visit. The museum ha~ an ethical duty to preserve a material record 'of human culture in Collier County and is obligated to maintain the. integrity of the collection, to physically care for the .objects, and provide adequate security. Periodic evaluation of the condition of the collection and provision for appropriate 'care, conservation and safekeeping are essential. Governance: The Board of County Commissioners and Staff Responsibilities The Board of County Commissioners holds the ultimate fiduciary responsibility for the protection of i~s assets and properties, including the c<?llection of the museum, and for ensurinq'assets and properties are properly and effectively ~sed . ~ I. ~. :.. for :~~" p':tblic purposes for whieh they were acquired and 1 (0 C-!,',' .,~ : maintained. ;:~. . ~ . '. 'The:'Board of County Commissioners shall be advised when accessioning or deaccessioning an important collection piece which ',may reasonably be expected to attract unusual public attention, or when the balance and integrity of the collection r.; :'. may ~,~ :'significantly changed. 4 - - - - Septenber 1, 1987 Approval of the Board of County Commissioners shall be collection piece valued in excess of .$2,000 or deaccessioning a collection piece valued in excess of i.. . o;t,- $2',000. Collections Staff Responsibilities The museum archivist is responsible for collections manage- ment recommendations and actions, and is charged with the orderly increase of the collections as ou~lined in the collections plan, and the cataloging~ care and use, and deaccessioning of collec- tion objects, with the final approval of the museum director. The museum archivist is also responsible for maintaining prOper muniment files and is charged with accessioning collection objects; inventorying the collection, and establishing and " milhtaining other collection records as established in the ;"'- , ~", ;:, < Collections' Manual. The archivist is responsible for executing '~{ the';.'procedures of deaccesSioning, subject to' the director's ~~. approval. ' 'e'" '''The staff is obligated to the public and the museum to act in accordance with accepted ~thical principles as' established by the American Assoc'iation of Museum's "Code of :::thics for . CUrators.- (Attached) Staff members shall scrupulously avoid uny ac~ivity which may be perceived as an ubuse of their official pOsitions with the museum. Specifically, staff members shull not acquire objects owned or controlled by the museum, unl~ss ~uch transactions have been subjected to a formal ui~posal procedure tOtally public in nature. Collections objects shull be used only 1-. . aODK jl(JirPA~l ~~ ......f.; - ,t'd,; ,:q 5 107 P'\(;l ~6 SeptaIber l, 1987 for official museum purposes. and shall not leave the museum property except in the case of approved loans, with the specific approval of the museum director. No object may be moved from its 'recorded location without completing a change of location form, as established in the Collections Manual, and notifying the 'archivist of the change. At all times, staff members should be "aware of their responsibilities to preserve and protect the ~Accessioning of Ob~ec~s ~:; ~-'ObJects and materials may be added to the collection by' means of gifts, bequests, purchases, exchanges, or any other proper transaction by which full and absolute title to the "objects is given to the museum. The previous owner must provide documentary evidence or warranty of ownership and its effective transfer to the museum. The muniment shall be of a form that proveS' the museum's ~unqUalified, legal ownership of the object or materials. All records shall be properly maintained as outlined in the Collections Manual. ..,'":" The museum shall not accept items encumbered by donor 'ri~trictions, except in rare instances, with the approval of the director. Ownership by the museum shall normally be unrestricted as to"the 'use of an object. .. _.._~._._-. ., ..' c~'r ~,' No 'Object may be acquired on behalf of the museum ~'lithout ""f~e(specific prior approval of the director. ;J;_-~' '1 '): t.." ('}'r~'[ r ~ ~I , .. ~ .;" 6 J.;~' ':':i:~ ji:1 . ~ .::,.. . ':~~t . : ~~:.:( I'~~,J. : Ji~;' ". '}. .~ ~/ ,,.,~ :~..".'J.t " "'1 .".... '.' '~~"~ :~ ,':,..\ ". ". '. '-'. , . - - .. Septeuber 1, 1987 The Collections Plan will be the guideline in determining w~ether an object or materials should be acquired. Accessioning . '. o~ ;~y object must be consistent with the purposes and goals of Acquisitions shall be promptly accessioned upon ,receipt and, acceptance, following the system described in the Collections Manual. >",No acquisition shall be appraised by a staff member, or any ~~~9n ~losely associated with the museum, but staff members may r!nd~r~partial ,\ssistance to donors seeking independent, {"~'<iu~lified appraisers. Gifts will be acknowledged promptly, in .... 'I L 1'." .< writing, by the museum. ~'..- - ~'" :tr.:r...;,.,1;n determining whether an object or materials should be a~gu~ed ~or accessioning as,a collection piece, the following criteria should be met, with the approval of the director: ; ,,' 1. Accessioning of the object is consistent with the collection goals of the museum. 2. The authenticity and provenance of the object or materials is satisfactory to the collect~ons staff. Re~pmmendations for' new acquisitions should also include the following information: ...,.. 1. The name and address qf the object's present owner, the -means of the acquisition, by purchase, gift, exchange, or by some other means, the present location of the object, and the prospective time and manner oi trunsfer of title and possession to the museum. 2. The appraised value of the object by a certified independent source not associated with the museum, if available or appropriate, and the name oi the appraiser. 3. The recom!nended purchase price of the object, or its value if the object is a gift. aOOK 107 PAr,E 47 I,' ' ," ".:'~--.-. 7 : . ~~. \ .~i r,r, '.:f..~i' , Iii/. .~T . )':1 '; ',:..' ; :::."~ , .1" , ~, 48 Sept:enber 1, 1987 ~,:)" ~ '-~:;'" ~'r ~. . 4. The manner in which::full and absolute t.itle of the object may be effectively transferred to the museum. 5. A description of any limitations on ownership, use or future disposition of the object by the museum. 6. A description of how the object will be used and eXhibited, and a statement concerning the object I s relevance to the museum's collection. 7. A statement describing the immediate conservation requirements of the object, and the approximate cost of the care and maintenance of the object. Deaccessioninq of Collection Pieces 'Deaccessionin~ of collection pieces shall be undertaken with ~pecial sensitivity and discretion. In general, objects retaining their physical integrity, their authenticity and usefulness to the purposes of the museum, should remain part of the COllection. J'. ~ ,:t;~Howev!3r,. the museum remains free to improve the collection, ,,~. ,the, public interest, through selective deaccessioning of objects. . i;,. ;,:~ ,:To deaccession an object, the museum must determine it has ;.tbe!1egal right to do so. If an object was accessioned with ,,:J:'e,strictions, the museum must recognize and observe any limitatio.ns, unless' such adherence is impossible or substantially detrimental to the museum. If adherence to any restriction is ,impossible or detrimental to the museum, the object may be deaccessioned if it meets any of the criteria below. ,,' "Deaccessioned objects and materials shall not be acquired by 'o~nY;Jmusewn employee, or by, any individual closel~' associated '..t;~J1n r..'1;.:~ <! ~ . $_ " . .:t: B -- September 1, 1987 If an object is not restricted and if one of the following are met, the object may be deaccessioned and removed from the collection in accordance with the collections policy. " 1. The object is no longer relevant to the purpose and goals of the museum. 2. The object has deteriorated beyond any useful function, or the museum cannot preserve the object properly. 3. The use of the object for exhibit, research, or comparison is doubtful or highly unlikely. ,4. The object is one of art excessive number of same or similar 9bjects, and thus is not of significant importance to the purpose or goals of the museum. 5. The transfer of the object to the care and custody of another institution is clearly more appropriate and in the public' interest than its retention by the museum. 6. After careful research, the object is determined to be inappropriate for the museum's collection, in terms of origin, or in any other way. accepted into the collection with specific or implied conditions may be deaccessioned if, after subsequent research, it is discovered that the origin, prevenance, or quality of the object is different than was believed at the time of acceptance. The object must be deaccessioned according to the restrictions under which the gi~t was made. No' collection piece may be deaccessioned '....ithout the prior " approv.al'of the director. ._~-"- . . ':;:.A' deaccession. recommendation shall include the following .".'. ~~ . ;:...... . .. ' " "",. , , j,i, information: ::: ~~,' '.1:,': ':~ .' 1. Az description of 'how the object \...a5 acquired 'and the' date of acquisition. '." ..',' 2. How the object was used by the museum. eOOK 107 PA'jE 4.9 , l,~ ~ ,,!, lJ '(;. ~ ~:" 9 " ~ ,.. " Sept:elIbe:r 1, 1987 50 3. The reason, as ~bited lin this policy, for deacces- sioning the object.' 4. A description of any restrictions associated with the ',object. 5. iThe amount for which the object is currently valued by the'museum and the current fair market value of the object. ~.,' t. "':' .... ":' 6. A description of the method of disposition of the object. 't: '~he disposition of deaccessioned objects may be accomplished by: 1. Auction, with an agreement in writing with the organiza~ion conducting the auctxon stating the terms, minimum bid, time and place of che auction, conditions relating to the identity of the museum as the owner. 2. Sale, trade, or donation, accompanied with an independent evaluation by a certified appraiser of the current market value of the deaccessioned object, as well as the object to be acquired if by trade. 'Other museums and institutions shall be considered a preferred ;method of disposition for deaccessioned objects. As a cour~esy, if donors of items to be deaccessioned are alive, the museum will notify the donor of the intent to deaccession. Any funds received as a result of deaccessioning an object from the collection shall be placed in an accessions reserve and will be used for t~e purpose'of purchasing and accessioning other objects into the museum's coll~ction. Loans of Objects J Loans of collection pieces may be made to other institutions when determined to be in the best interest of the public and not materially detrimental to the museum. Objects may be loaned or borrowed to further, the goals of the mU!icum. No collection piece t.' '~.~.::, .' '~ ....'.' It .n: 10 '.. .....,. 'I . ' t~." :-"i:' ;~l.':. 'j ~ 'i, .-.....',;. "~t( '}!~' '.:w~~'F~' 'i"t: ~ ,;" . ..f~. - - .. September 1, 1987 be loaned to another institution without prior approval of the director, and the following criteria must be met: 1. The borrowing institution is an established institution with purposes and goals similar to the Collier County Museum's goals. 2. The borrowing institution has successfully demonstrated its ability to provide appropriate care, security, and safekeeping of the borrowed object(s), and has acknowledged its financial responsibility to the museum for any damage or loss. terms and conditions of the loan must include any restrictions or unu~ual requirements, and will include how the ~objects will be used by the borrowing institution. The duration >', ';,of 'euch loan will be predetermined and will be included in the .~'terms and conditions of the loan. Satisfactory arrangements must ,c, ;;';'f. ~:"be made for the transportation of the object (s) to the borrmdng ;;:. iJistitution and the return of the object (s) to the Collier County ,~-, The director will appoint a staff member to monitor the loan and oversee the packing, shipping, and all related details. The director must approve all incoming loans and assure the lending person or institution compliance with any restrictions. Loaned objects will be recorded as outlined in the Collections in Temporary Custody f--! ~The museum is responsible for documenting the receipt of objects received temporarily for the purposes of identification, . . authentication, examination for purchase consi.deration, or . related activities, and \rlill follow the .::orm included in the Coiiections Manual. The museum will provide proper carl.! of the objects in temporary custody, but will not insure :.uch objects. IODIC 107 PAGl 51 1.;,\,:~ . 0.. ".- 11 ~~. ro' " _~l07FAlit 52 ",~ Septenber l,1987 The length of time an object may stay ,within the museum as an ': object in temporary custody will be pre-determined by the ":cU.rector and the owner of the object, and \-lill not exceed 6 :. 'JI1oilths . ~S~curitv and Insurance "'The museum's collection is its most important asset and must be protected. The museum must provide adequate security for all "collection objects and is responsible for proper storage and ;-eXhibit techniques" appropriate detection' equipment, crowd ; control, and careful inventory and record-keeping procedures. 'The collections staff and the museum director will work directly with the County's Risk Management Department to deter- mine appropriate insurance coverage for the property and contents of the Collier County Museum, with certain objects itemized for 'special coverage, as appropriate. : . ~ ' Outgoing and incoming loans will be insurea as deemed appro- 'priate by curatorial/collections staff and the County's Risk " ManagemElO t Department. --.# :',.'..J . !:ot' ~.:: i': r~ ~, "~ ": ~ r" 12 -'