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Backup Documents 10/26/2021 Item #16D11 ORIGINAL DOCUMENTS CHECKLIST & ROUTING SLIP 16011 TO ACCOMPANY ALL ORIGINAL DOCUMENTS SENT TO THE BOARD OF COUNTY COMMISSIONERS OFFICE FOR SIGNATURE 'i llVl u,i i ,it. i.11 Ili. 1 lit tilf Iiiilit itti 1'outing*tit, tint unit Ilia ill t to ilt'iul-',1.tl It t't]iu tilt'.tittllil _\eiut lit'\ tfe211e at the time the item is placed on the agenda. All complek'd rontin!aipc and nrie'iti !rincurnt'nt.,rnu,t he received in the County itttorne. Office n1i later than Monday preceding the Board meeting. **NEW** ROUTING SLIP Complete routing lines#1 through#2 as appropriate for additional signatures,dates,and/or information needed. If the document is already complete with the exception of the Chairman's signature,draw a line through routing lines#1 through#2,complete the checklist,and forward to the County Attorney Office. Route to Addressee(s) (List in routing order) Office Initials Date 1. 2. Risk agement Rill 3. County Attorney Office County Attorney Office JAK 11-18-21 4. BCC Office Board of County PT by 11-18-21 Commissioners JMH/s/ 5. Minutes and Records Clerk of Court's Office I ` k 11[18 204 to5(0,3 1 PRIMARY CONTACT INFORMATION Normally the primary contact is the person who created/prepared the Executive Summary. Primary contact information is needed in the event one of the addressees above,may need to contact staff for additional or missing information. Name of Primary Staff Amanda Townsend Phone 239-252-8287 Contact/ Department Agenda Date Item was October 26th,2021 Agenda Item Number 16D 11 Approved by the BCC Type of Document Repeal and replace Resolution No.87-200 to Number of Original Attached update and modernize the Collections Documents Attached Management Policy for the Museum Division. PO number or account 2021- 2-20,- number if document is to be recorded INSTRUCTIONS& CHECKLIST Initial the Yes column or mark"N/A"in the Not Applicable column,whichever is Yes N/A(Not appropriate. (Initial) Applicable) 1. Does the document require the chairman's original signature? N/A 2. Does the document need to be sent to another agency for additional signatures? If yes, N/A provide the Contact Information(Name;Agency;Address;Phone)on an attached sheet. 3. Original document has been signed/initialed for legal sufficiency. (All documents to be AT signed by the Chairman,with the exception of most letters,must be reviewed and signed by the Office of the County Attorney. 4. All handwritten strike-through and revisions have been initialed by the County Attorney's N/A Office and all other parties except the BCC Chairman and the Clerk to the Board 5. The Chairman's signature line date has been entered as the date of BCC approval of the AT document or the final negotiated contract date whichever is applicable. 6. "Sign here"tabs are placed on the appropriate pages indicating where the Chairman's AT signature and initials are required. 7. In most cases(some contracts are an exception),the original document and this routing slip N/A should be provided to the County Attorney Office at the time the item is input into SIRE. Some documents are time sensitive and require forwarding to Tallahassee within a certain time frame or the BCC's actions are nullified. Be aware of your deadlines! 8. The document was approved by the BCC on October 26,2021,and all changes made AT N/A is not during the meeting have been incorporated in the attached document. The County an option for Attorney's Office has reviewed the changes,if applicable. this line. 9. Initials of attorney verifying that the attached document is the version approved by the N/A is not BCC,all changes directed by the BCC have been made,and the document is ready for the/ an option for Chairman's signature. its line. 16011 RESOLUTION NO. 2021 - 2 2 0A 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 c21 ` day of 0,- c , 2021. a WAD op ATTEST:; _ ,v -. BOARD OF COUNTY COMMISSIONERS CRYSTAL K 1NZ>1L., Clerk COLLIE C TY, FLORI By: �. .ej u; • 'i. fik Ilk By: Attest as o Ch_ , anPetiii erg; PENNY YLOR, CHAIR A ' gnator� • ly. , pp M� and !_'rt ity: HIM Jeffrey a ow, County Attorney [19-MUS-00h 4/158 ;.2/1] 1 6 011 Collier County Museum Collections Management Policy I. 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. Acquisition is the legal process by which ownership of an object to be accessioned into the collection is transferred to the Division. 4. Obiects in temporary 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). III. 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 [19-MUS-00034/1667355/1] 1 �� 16011 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 order to record and maintain an accurate history of the evolution and development of the museums. [19-MUS-00034/1667355/1] 2 io) 16011 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 deaccessioned 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 [19-MUS-00034/1667355/1] 3 CAOI 16p11 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 clearly 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. [19-MUS-00034/1667355/1] 4 CAO 16Oil 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. VIII. 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 [19-MUS-00034/1667355/1) 5 16011 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. [19-MUS-00034/1667355/1] 6 GAO:' 16pi1 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. Xl. 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 deaccessioning, 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 [19-MUS-00034/1667355/1] 7 CAo) 16011 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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