Markham Museum Collection Management Policy

Guidelines for Management of All Museum Collections

Contents

Introduction

1.0 Guiding Principals: Collections Management Policy

2.0 Purpose of Collections

3.0 Structure and Administration of the Collections Management Program

4.0 Collections Development

· Acquisitions

· Deaccessions

5.0 Documentation

6.0 Preservation and Conservation

7.0 Collections Use

8.0 Loans

Introduction

Material evidence of the Town of Markham’s cultural history and natural history is the primary resource of the Markham Museum.

The collections of any Museum are its distinguishing characteristic; their stewardship is its first responsibility and is the fundamental measure of the competency of the institution. Guided by the Museum’s Mission, Vision, Purpose and Mandate, collections are acquired, documented, researched, conserved and stored.

The acquisition, preservation, documentation and presentation of collections for future generations is the principal reason the Museum was created. The responsibility to safely hold and account for museum collections is considered a public trust obligation by professionally operated museums.

The intent of this document is to define the professional and institutional standards by which collections may be acquired, maintained, utilized and in some cases, disposed.

Prior to adding an artefact to the Museum’s permanent collections, one must consider the costs to maintain the artefact in perpetuity. Costs to maintain collections to basic standards increase with the addition of each object to the permanent collection; there is no such thing as achieving an ‘economy of scale’ for collections care and conservation.

Constructing and maintaining collections storage space and the attendant conservation functions are substantial expenditures. Strategic and efficient use and maintenance of the Museum’s conservation, research and storage resources comprise critical aspects of the collections management function.

1.0 Guiding Principles: Collections Management Policy

1.1 Definitions

Collection Management Policy

A clearly defined Collections Management Policy is a key document essential for the effective control of the Museum’s most important functions: collections acquisition, conservation and interpretation. This Collections Management Policy seeks to fully implement the stated and implied goals found in the Museum’s “Statement of Purpose”, ‘Mandate’ and the Mission Statement.”

This policy describes a frame work for objective setting, collections management processes and standards that will set the basis for specific actions on an annual, monthly and daily basis. The key processes are determining what to collect, method of acquisition, who will collect, records management, care of collections, how loans will be handled and how decisions will be made about objects that are deemed inappropriate or unsuitable parts of the collection.

Other Definitions:

Town Council: Shall mean the Council of the Corporation of the Town of Markham, acting in their capacity as the Town Council or in their proposed role as the regular (voting) members of the Markham Museum Foundation.

Museum: Markham Museum.

Museum Board: Shall mean the Markham Museum Advisory Board, until such time that a Museum Foundation may be established which shall replace the Museum Advisory Board, and upon doing so Museum Board shall mean the Board of Directors of the Markham Museum Foundation.

Chair: Chair of the Museum Board.

Museum Manager: The Manager of the Markham Museum and the ‘Curator’ as defined by the Provincial accreditation requirements for Community Museums. The position will be referred to as the ‘Manager’ in this policy

Maintenance Town Staff responsible for coordinating the Curatorial

Supervisor: Services function that would normally be referred to as a Curator or Collections Manager. The person directly responsible for the organization, storage, care, conservation and records management services for the permanent collection.

Discipline: A recognized field of human knowledge wherein evidence is systematically collected, studied, documented and interpreted by professionals specializing in that field according to principals and procedures generally accepted within the field, i.e. Palaeontology.

Accession: A process for documentation of a specimen or collection of objects; commonly indicates that an artefact or specimen is received into the Museum’s stewardship permanently

Deaccession: A process for identification and removal of objects from the Museum’s Permanent Collections.

Registration: Function and processes to ensure documentation of all movements and other significant change in status of materials in the Museum’s collection including receipt, accession, deaccession, loans, use of objects in display, tracking changing locations observed change in condition, restoration and conservation treatments.

Catalogue: To assess and document objective physical attributes, cultural, historical, categorical context, chain of ownership of specimens or elements of a collection according to accepted curatorial and discipline standards.

Accepted To carry out Museum specific tasks according to generally

Museum accepted criteria for quality of documentation, care,

Standards: handling and conservation such criteria or standards established by provincial, national and international museums associations and institutes.

Geographic Indicated the Town referred to in the Museum’s statement of

Mandate: purpose and therefore the most relevant artefacts will be obtained within this geographic area.

Historical Determining the historical significance of objects is largely

Significance: dependent on the accompanying provenance, oral history or other data available. Accepting secondary source accounts of artefacts direct association with a particular geographic location, personality, historical period or occurrence is subject to the evaluation and judgement of veracity of the Manager and Maintenance Supervisor.

1.1 Legal Authority

The Markham Museum is owned and operated by the Corporation of the Town of Markham. Ownership of the collection rests with the Corporation of the Town of Markham. Currently the Town of Markham is considering the creation of a Museum Foundation that will supersede the current Advisory Board. In the event that a Museum Foundation is created the roles and responsibilities currently allocated to the Advisory Board would likely be assumed by a Foundation Board.

1.2 Canadian and International Regulations

The Markham Museum and staff abide by all Canadian and International laws and regulations concerning transfer of ownership and transportation of objects across political boundaries. The policy of the Markham Museum is to forbid the acceptance or acquisition of any object that is illegally imported into or illegally collected in Canada, or that is collected or recovered under circumstances that would support or encourage irresponsible damage to or destruction of biota, collecting site, cultural or natural monuments or human burial places. The Museum may accept objects that have been confiscated and offered to the Museum by government authorities

1.3 Ethics

The Markham Museum will be guided by established professional standards and ethics. The Museum Board of the Markham Museum has adopted the Canadian Museums Associations Ethics Guidelines (1999). Ethical behaviour will also be described as ‘accepted museum standards’.

The Manager, Museum Board and Town Council will ensure that the Collections Program is protected from outside influence such that Museum and staff are not prevailed upon to abandon ethical, legal or professional standards by any individual or vested interest.

1.4 Asset Protection – Security & Insurance

By their nature the most valuable museum collections are ‘one of a kind’. This does not necessarily mean that the object is of uncommon design or origin; it means that the object is of exceptional relevance and historical significance to our community by virtue of the history of its use. In order to effectively protect these assets it is far more important to ensure that they are protected against damage or loss than it is to arrange the best possible insurance protection.

No amount of monetary compensation will replace the irreplaceable. Adequate insurance is certainly required to protect the Museum if collections it does not own are damaged or lost while in the Museum’s custody. Further, when collections are loaned by the Museum they will carry adequate insurance protection to first, communicate the importance of the object holds for the Museum and second, if the object is damaged, to afford the best possible restoration.

1.5 Policy Review

a) Policy must reflect advances in scholarship and changes in the Museum’s Statement of Purpose or the Mission Statement as required.

b) Policy changes must have the approval of the Manager, the Museum Board and Markham Town Council before implementation.

c) A review of this policy will be conducted every five years to consider current collecting priorities in addition to addressing the effectiveness of any and all parts of the Collections Policy.

2.0 Purpose of Collections:

The primary purpose for acquiring and maintaining collections is to directly support the Museum’s stated Mission and Vision, Mandate and Purpose.

2.1 Museum Mission and Vision Statement:

The Markham Museum and Historic Village honours Markham’s past and looks forward to its future. The Museum makes history relevant, accessible and enjoyable. It enriches the cultural life of our community by researching and preserving local history, and is a living place that is both fun and educational to visit. Its exhibitions, programs and archives reflect the experiences of all of Markham’s citizens, and involve them in its activities. The Museum will be a vital recreational as well as educational resource for residents and an exciting attraction not to be missed by our visitors.

2.2 Museum Mandate:

· The Markham Museum studies and collects the documentary and material heritage of the geographical area now known as the Town of Markham from earliest times to the present.

· The Markham Museum takes an interdisciplinary approach to its subject matter, with exhibitions and programs that include archaeology, history and science.

· The Museum presents exhibitions and programs reflecting the experiences of all its citizens, from the earliest humans to make this area their home to the most recent arrivals. Its archival resources similarly offer the potential for research into the heritage of all Town residents.

2.3 Museum Purpose:

The purpose of the Markham Museum and Historic Village is to collect, document, preserve, study, display and interpret to residents and their visitors the archival and material heritage of what is today the Town of Markham from the earliest evidence of human occupation to the present, including the contributions to the life of the Town by the diverse range of Markham’s historic and present population.

2.4 Collections Purpose:

· To preserve man-made objects and records which give people a truer understanding and deeper appreciation of the people, events and developmental processes originating and fostering the ongoing development and enrichment of the urban and rural communities of the Town of Markham; documenting the earliest evidence of human activity through to the contemporary community.

· To celebrate and understand the diversity of cultures that has contributed to the Town of Markham’s contemporary identity as a centre of innovation; a national economic and political leader; a community that offers a superior quality of life while preserving the heritage of the community.

· To preserve selected natural historical specimens representative of the surrounding area which illustrate the relationships and interactions between human culture and environment in the district.

· To preserve objects and records which illustrate and interpret specific persons, events or processes, past or present, relevant and of special significance to the present and future interpretation of the history of the Town of Markham.

· To strengthen and enrich the established or standing exhibits and education programmes of the Markham Museum through collections designated as ‘Education’ collections. These collections are acquired specifically to be used for a limited time in a display, ‘hands on’ public program or other non permanent public programming purpose.

· To encourage broad public interest in preservation of local history particularly among our community’s young people.

· To provide historical resources to the wider museum and academic community in the ongoing effort to provide a clearer understanding of the key events and processes that have shaped the environment, society, economy and culture of South-Central Ontario.

3.0 Structure and Administration of the Collections Program

3.1 Goals of the Collection Management and Research Program

· Achieve the highest possible professional and institutional standards for collections care, registration, documentation and research.

· Acquire new collections material that complement a long term collecting strategy supporting the Museum’s Mission, Mandate and Purpose.

· The collections function within Markham Museum facilitates the orderly use of collections for the following functions:

a) Public Education, Display.

b) Interpretation and Public Programs.

c) Research and Preservation.

· Collections Program is provided with adequate resources and facilities required to meet the basic standards for collections conservation and management.

3.2 Objectives of the Collections Management Program

· To determine what to collect through establishment of clear criteria, materials that may be added to the Museum’s collection through gift bequest, purchase, exchange, field collection or other transactions by which title and copyright to the object or specimen passes to the Museum.

· To identify each object or specimen with a number; to register and catalogue materials according to their natural or functional groupings; to maintain reliable inventory of collections and to preserve documentation for easy retrieval.

· To capture all useful data relevant to objects or specimens in the collection and that such documentation is verified, professionally recorded and preserved as being of importance equal to the specimens and artefacts themselves.

· To encourage and assist scholars, staff and visitors to use the collections for research, education and entertainment.

3.3 Administration

Location:

· The Collections Management and the Research Program currently occupy distinct places within the Museum. Temporary and permanent storage, archival storage, and office space for the Maintenance Supervisor is located in Mount Joy.

· Other facilities that accommodate storage areas are Strickler House basement, Chapman House basement, Wilson Store upper and lower levels, and the Ward Building.

Personnel:

· Currently the Manager is directly involved in the Collections Program acting in the role of Curator advising and instructing the Maintenance Supervisor. The Manager will assist in developing standards, targets and systems for acquisition and documentation of artefacts and specimens. In addition, the Manager will assist the Maintenance Supervisor in developing systems for the storage, care and conservation of objects and specimens. Further, the Manager will assist the development of systems for retrieval of information about specimens and artefacts.

· The Maintenance Supervisor carries the additional responsibilities normally supported by a Collections Manager. The Maintenance Supervisor is responsible for a cost centre called ‘Curatorial Services’ through which ongoing collections management functions are funded in addition to basic site and building maintenance.

· The Maintenance Supervisor is supported by an ongoing part time Collections Assistant and such part time staff that may from time to time be engaged as part of a special project or grant funded project.

3.4 Professional Staff Assistance for External Collections Management

Museum staff may upon the Manager’s approval, assist other organizations or individuals to catalogue or otherwise document specimens and materials to further the goals of the Museum as stated in the Mission, Vision, Mandate and Purpose Statements. Copies of the resulting research and/or documentation may be kept by the Museum.

4.0 Collections Development

· Within the context of the Museum’s long range collections development strategy Museum professional staff will plan, prioritize and execute the collection of artefacts and specimens for all categories of collections according to accepted museum standards of practice.

· The Museum Board through a specially struck committee will evaluate revisions to Collections Development Schedules and the Annual Collections Acquisition Plans to set annual priorities consistent with the long range collections development goals in addition to approving recommended changes to collections policy except criteria for historical significance.

Detailed descriptions of the major components of the collections, general criteria for evaluation of collections and strategic development priorities will be outlined and contained in three procedural manuals (entitled the “Collections Development Strategy”) for the three major categories of collections: Artefact collections, Archives and Library Collections and Architectural and Site Features collections. The Collections Development Strategy Procedural Manuals shall be developed by the Manager and Town Staff, in consultation with the Museum Board, and may be amended by the Manager from time to time with the approval of the Museum Board.

4.1 Collections Classification

The collections directly managed by the Markham Museum are divided into three distinct categories:

Permanent Collections

· Objects and specimens classified as ‘permanent’ are the most historically significant, generally irreplaceable, are complete and in good condition, and for which provenance or locality is well documented. Permanent collections are collected with the intent to hold the material in perpetuity according to accepted museum standards. Limited public access is permitted, e.g. on display in a sealed case within a controlled environment

Working Collections

· Objects and specimens comprising ‘working collections’ are employed in school and public programs. These programs require objects that can be operated or handled by staff, volunteers and the public, and that ultimately may be expendable. The designation of ‘Working Collection’ indicates that an object may receive a reduced level of care, documentation, conservation and restoration.

The working collections may also include ‘Voucher Collection’ (objects accepted by the Museum on a time limited basis on behalf of a research partner). Voucher Collections objects will be registered into a specially designated research collection area to support the results of a particular piece of research or analysis.

Other Collections

· The Town of Markham may enter into agreements with third parties, typically loan agreements or fee for service collections management agreements, wherein the Museum will specify the level of care relative to the two general categories described above. Proposals from third party cultural or museum organizations for the Markham Museum to hold artefact and/or archives collections owned by a third party, must be approved by Town Council.

4.2 Objectives for Collection and Acquisition of Materials

Objective 1:

To strategically or pragmatically acquire objects or specimens that enhance or complete existing themes or natural groupings in the collection and fulfil the mandate of the Museum as described in Section 2.0 above.

Objective 2:

To maintain and increase the quality of artefacts held in the Museum’s collection through rigorous application of selection criteria. The criteria for selection of objects to be acquired will generally be:

· Relevance to the history and culture of Markham

· Relevance to ongoing multi disciplinary public programming

· The condition of the object and the long term cost of stewardship

Detailed descriptions of current and long term collecting criteria are contained in the three Collections Development Strategy Procedural Manuals. The procedural manuals shall be developed by staff, reviewed by the Collections Development Committee and referred to the Museum Board for approval.

A) Collections Development Strategy - Current Collecting Priorities

Collecting priorities for the Permanent and Working Collections are periodically established to indicate types of objects identified by function or by historical significance, that are subject to active collecting. Current collecting priorities are time limited to one year maximum or less depending on the progress of the acquisition program. Current collecting priorities reflect the Museum's exhibition, public program and research plans within no more than a five year time frame. The main intent is to create a plan that is responsive to short term objectives such as a three year exhibition plan.

B) Collections Development Strategy - Long Range Collecting Priorities

By their nature long range collecting priorities are general in nature, set to meet the long range goals for the Museum as set out in the 2004 Museum Master Plan.

Basic Criteria for Collection and Acquisition of Materials:

As mentioned above the Markham Museum will strive to collect artefacts and specimens that generally are complete and in good condition, and for which provenance is well documented. The Markham Museum is also seeking artefacts and specimens that will ‘fill gaps’ in key existing collections such as the Museum’s large carriage collections.

The decision to acquire an artefact or specimen will be based upon the following considerations:

· Relevance to the mandate of the Markham Museum and to collections development priorities

· Significance, such as association with an event, person, historical period or geographic area. This criterion is subject to increasing knowledge and understanding of local history and historic processes. From time to time what is considered historically significant may be redefined or expanded as new information is received. The definition of historical significance as it pertains to each of the three categories of collection will be described in the Collections Development Strategy procedural manuals applicable to each category.

· Representation of themes, processes, activities and cultural norms with local significance.

· Results of primary research in Markham, such as voucher specimens and samples.

· Availability of human and financial resources to acquire, document, preserve, store and exhibit the artefact or specimen to the standards set in this document.

· Opportunities for use, exhibition, research and other program requirements.

· Physical condition

· Cultural sensitivity

· Oral and written documentation to support ownership, authenticity, study and use.

· Absence of threats to users or to other elements of the collection (does the object contain toxic substances).

· Absence of restrictions on use or disposition.

· Compliance with legislated responsibilities defined under the Ontario Heritage Act.

· Compliance with other applicable legislation and regulations.

4.3 Roles of Professional Staff & Museum Board in Acquisition and Deaccession of Collections:

Proposals for Acquisition and Deaccession of collections objects are developed by the Manager or the Manager’s designate. Professional staff and/ or contracted consulting curators or appraisers as may be required will evaluate the objects subject to acquisition or deaccessioning and report through the proper form to the Collections Development Committee of the Board

· The Manager is authorized to complete acquisitions valued up to $1,000. The Manager will inform the Board in the Managers Monthly Report of all acquisitions.

· The decision to acquire objects valued above $1,000 will be made by a the Museum Board based on recommendations from the Museum Collections Development Committee comprised of up to three Board Members and the Manager and or his designate, in accordance with any applicable or existing committee terms of reference or Memorandum of Understanding.

· The proposed acquisition of collections from a single source valued above $100,000 must obtain the prior approval of the Museum Board and Town Council.

· The final decision to acquire any historic structure offered for sale or donation to the Museum will be made by Town Council.

· All offers of donation of real property will be presented to Town Council for consideration.

· All recommendations for deaccession of all objects registered in the Permanent Collection are subject to the prior approval of Town Council.

· All recommended policy variances, changes in policy and material issues related to the management of Museum collections must be approved by Town of Markham Council.

· Proposed use of funds from the Museum’s Endowment Fund to acquire objects for the collections are subject to the prior approval of Town Council.

· The Museum Board must approve any acquisition or deaccession recommendation that in the opinion of the Manager could become controversial.

4.4 Methods of Acquisition

Artefacts and specimens are acquired through field collecting, gift or bequest, purchase and exchange; some collections are acquired as in house creations and objects found in the collection (previously unregistered objects discovered in the collection).

a) Field Collecting

Specimens or artefacts may be collected by Museum staff, or by others acting on behalf of the Markham Museum.

b) Gift or Bequest

A gift or bequest may be accepted from any source, including a staff member.

c) Purchase

Artefacts or specimens may be purchased from any source without restriction except for the following:

· A member of Town Council, Museum Board, staff, volunteer or research associate of the Markham Museum;

· Family members and friends of the above or;

· An organization in which an individual belonging to one of the above groups has an interest.

Acquisition from any of the above will require the approval of the Museum Board. In such cases the Markham Museum will establish a purchase price that reflects fair, appraised market value, with strict adherence to ethical guidelines.

d) Exchange

The exchange of artefacts or specimens between institutions is an established and useful means of developing and improving a collection. Exchanges may be arranged by the Manager or Curator responsible for the collection type being considered with the approval of the Museum Board or its Collections Management Committee, provided that the exchange meets the following criteria.

· Both parties are in full agreement with the terms and conditions

· Both the acquisition and the disposal of artefacts or specimens are documented for the permanent records.

· The removal of the object will not impair the collection in any functional way.

· The removal will be approved first through the deaccessioning process.

e) In House

Objects created in house or used within the Markham Museum as a functional object may be subsequently accessioned into the collection.

f) Found in the Collection

Un-accessioned objects that have been treated as artefacts or specimens over time but for which registration documentation (receipts, gift agreements etc.) can not be found are designated ‘found in the collection’. Following a reasonable effort to establish the identity of the donor, these objects will be accessioned if approved through the acquisition review process.

g) Objects Brought in for Examination:

The Museum staff will examine objects for visitors or other agencies free of charge for identification and authentication, but not appraisal. Examination is on a daily basis by appointment only. When leaving objects for any period of time, a written request for identification must be completed and signed by the owner of the object as part of the registration process. Objects brought in for identification will be considered abandoned if not retrieved within three months of the first date of acknowledgement of identification. Following a warning by registered mail, objects deemed abandoned will be treated as the property of the Museum and may be accessioned or disposed of. These requirements must be understood and agreed upon by the owner before signing the request for identification. This requirement was initiated in order to prevent reclamation of property that has been housed for long periods of time in the Museum. The Museum waives all responsibility for loss or damage to objects during their stay in the Museum.

4.5 Appraisals and Tax Receipts

Donations to the Museum may be tax deductible as a charitable contribution for the fair market value of the property as determined by an appraisal, receipt or other valid documentation. The Town of Markham has developed a detailed policy for issuance of tax receipts that will form the basic guideline for the Museum Board in respect of donations of property and cash.

· The Manager is recognized by the Canada Revenue Agency as an appraiser for material valued up to an estimated value not exceeding $1,000.

· Whenever possible and feasible the appraisal for a gift in excess of $1,000 will be undertaken by an appraiser acting at arms length from the Markham Museum and the Donor. The cost of an outside appraisal for income tax purposes will in most cases be borne by the Markham Museum as financial resources permit. Otherwise the Markham Museum will negotiate with the potential donor for a cost sharing arrangement.

· If in place of a professional appraisal, the donor has a valid receipt of purchase, the Museum can provide a letter of acceptance from this information.

· If the museum encounters difficulty finding a qualified independent appraiser or the cost of the appraisal involves an unreasonable expense the museum may research the fair market value received for similar objects at auction or other recent sale and base the receipted value on that evidence.

· Prior to issuing a tax receipt the Museum must receive from an appraiser: a written statement with a description of the items and his/her valuation; this must be received at the time of the donation.

· Museum staff will not recommend to the public a specific dealer, appraiser, or auctioneer, but may provide a list of such people with the understanding that provision of a list does not constitute an endorsement.

· Application for certification as Cultural Property for income tax purposes may be made for artefacts and specimens that appear to be of outstanding significance and national importance. The process is initiated by the Manager or designate.

4.6 Deaccessioning Collections

Museums regularly exchange or dispose of specimens or objects in the interest of improving the collections or when they no longer have relevance for the Museum’s purposes. Curators may lend materials when public education and research can best be served. As described in more detail below, primary consideration will be given to transferring the objects to the Museum’s study collection and then through gift, exchange or sale to another tax exempt, public institution wherein they may serve a valid purpose in research, education or exhibitions. Under no condition will the Museum remove from the public trust by sale or any other means, an item, man-made or nature-formed, which is of prime historical, cultural or scientific value.

4.7 Assessment of Objects for Deaccessioning:

a) Objects registered in the Permanent Collection should be retained permanently if they continue to be relevant and useful to the Museum’s purposes and activities and if they can be properly stored, preserved and used. Objects that in the judgement of the Manager, do not meet the basic criteria for retention as described above and are not aligned with the relevant Collections Development Strategy and this recommendation is supported by concurrence from the Museum Board and Town Council may be considered for removal from the collection.

b) Objects that are registered in the ‘Working’ and ‘Other’ Collections categories do not require a formal evaluation prior to deaccessioning and may be removed from the collection without Museum Board and Town Council approval.

c) Objects that do not fit within the Museum’s mission, vision, mandate and purpose statements.

d) Objects of significant regional or national historical, cultural or scientific value whose care and conservation is beyond the means of the Markham Museum.

e) Duplicates of artefacts that are historically significant; objects that are not suitable for research, exhibition or loan are considered for deaccessioning.

f) Unknown origin of an object found in the collection or objects that are incompletely documented such that the Museum’s ownership of the object is in question, in such cases the object is returned to the last documented owner.

g) The evaluation of the object will be directed by criteria contained in the relevant section of this Collections policy and/or the relevant Collections Development Strategy Procedural Manual; findings will be documented on the form entitled “Recommendation for Deaccessioning Museum Artefacts”.

4.8 Education and Term Research

Objects or specimens recommended for deaccessioning and retained for educational demonstration or term research in the ‘Working Collection’ category will be retained for a specified period of time. The identification numbers will be changed to reflect the change in status according to established registration procedures. Under special circumstances the object or specimen may be returned to the Permanent Collection subject to the process applying to all acquisitions.

Objects acquired by professional staff for term research projects will be disposed of by the approved methods at the discretion of the researcher.

4.9 Ethical and Legal Considerations:

a) In addition to proper records management and inventory control (registration processes), the disposition of deaccessioned artefacts must be handled with great care in order to meet the fiduciary responsibility of the Museum and the policies of the Town of Markham in respect to disposal of surplus assets (contained in Purchasing Bylaw). In order to avoid negative public perceptions the Museum must be prepared to describe clearly why in the interests of competent and ethical collections management the deaccessioning is being undertaken. The Museum therefore will not acquire objects with the definite intention of eventual disposal. For example, for the purpose of selling or trading.

b) The staff must obtain the consent of the members of the Museum Board and Town Council before any of the Museum’s deaccessioned Permanent Collections are sold or otherwise disposed of.

c) The staff must ascertain that no legal restrictions or conditions are attached to a donated object considered for deaccession.

d) Objects ‘found in the collection’ that are not or incompletely documented such that the Town’s ownership of the object is in doubt will be listed in an advertisement in the local newspaper with a notice informing possible owners that written claims of ownership (supported by documented proof of ownership) must be received by the Manager on behalf of the Museum Board and the Town of Markham within a specified time period. Photos, available documentation and or the actual object will be made available for inspection by potential claimants during regular business hours during the notice period. If satisfactory evidence of ownership is produced the object will be returned to the claimant subject to approval of the Museum Board.

e) Staff must keep full accounts of proceeds recovered from sales of objects. Town Council, Town Staff and Museum Board Members may not purchase objects offered for sale as this would constitute self-dealing.

f) Any Museum identification marks or numbers must be removed prior to disposition.

g) Registration records, correspondence and deaccession related records including the record of sale will be kept permanently in the accession file.

4.10 Methods for Disposition of Deaccessioned Artefacts:

a) The Museum may advise the donor or a member of his/her immediate family as a gesture of respect. Disposition of materials originally bequeathed to the Museum require that the Museum consult with the executor(s) to avoid disrespect. Town Staff will determine if there are any legal impediments to disposing the object (i.e. - object was bequeathed in trust).

b) The disposition of deaccessioned objects will be by means of sale, trade or exchange, gift, the return of short or long term loans, and the intentional discard (destruction of an object that has lost its identity).

c) The manner of disposition shall be in the best interest of the Town, the citizens of the Town of Markham and the maintenance of the Museum’s public trust. Therefore, once a decision has been reached to remove an object permanently from the collection, the following guidelines generally apply:

I. Historical, cultural or scientific material of a region should remain within the region. Every effort will be made to ensure that an object significant to the Markham Museum’s mandated geographic area of responsibility, remain in that area.

II. That first consideration will be given to an institution that can provide the highest degree of care for or make the most appropriate use of the object. The above description usually refers to a public, non-profit organization with purposes similar to those of the Museum

III. It assumed that the object was purchased or offered to the Museum so that the object would be accessible to the general public. Therefore, every reasonable effort will be made to advertise the availability of the deaccessioned materials as widely as possible among sister institutions. In instances where the Museum would prefer to retain ownership of objects or collections for which it has no immediate use, a long term loan to another institution may be preferable to storage or outright transfer.

IV. Only after reasonable effort is made to transfer the object to a public institution will consideration be given to sell or otherwise transfer the object to a private entity or individual. However, no object shall be acquired privately by a staff member, Town Councillor, member of the Museum Board or volunteer; and all objects must be sold either at public auction or, as a third consideration, designated consignor or dealer. Advertising shall not make reference to Museum in the case of public sale except if in the judgement of the Manager such advertisement is of benefit to the Museum.

V. The proceeds from the sale of a deaccessioned object will only be used to strengthen the collections through strategic acquisitions; or may be applied to improving the conditions and management of remaining collections. Funds received will be deposited to the Museum’s endowment reserve fund.

VI. All information regarding the disposition of deaccessioned items will be maintained in the accession records permanently.

VII. All deaccessioned fossil and archaeological material must be delivered to a recognized institution for final disposition. Sale or trade of fossil material is restricted by law and must not be dispersed to the public. If no qualified institution is willing or able to accept the object into its collection or undertake to assess and direct permanent disposition, ethical practise calls for the destruction of the object. This action ensures that there is no possibility that the object is buried intact only to be ‘rediscovered’ in the field misleading future researchers. Archaeological and palaeontological objects deaccessioned from the collection should, upon recommendation of the Manager and the approval of the Museum Board and Town Council be completely destroyed.

VIII. Ethnological Artefacts – Deaccessions from the Ethnology collections should be limited to very badly deteriorated or inauthentic objects. No satisfactory guideline concerning repatriation of Ethnographic objects representing a consensus of Canadian Museum and aboriginal representation was discerned during the policy research conducted for this section. Repatriation is a very complex and delicate question requiring a thoughtful response. The long term plans of the Museum exhibit and research programs must be considered as well as the ability of the group of individual to care for the artefact following repatriation.

5.0 Documentation

The Markham Museum must accurately and thoroughly document (registration activities) all of its collections with particular emphasis on the Permanent Collections, to fully realize the value and significance of all collections and to fulfil the Museum’s stewardship role. Documentation is essential for collections development, research, preservation, and interpretation.

Documentation is the responsibility of the Curatorial Services unit currently led by the Maintenance Supervisor acting as the Collections Manager.

5.1 Documentation Types

Documentation will include information in written, electronic, audio visual or graphic form, pertaining to the identity, locality, provenance, and transfer of legal title of artefacts and specimens to any category of the Museum’s collection. Documentation will also include information regarding significance, function, description, condition, and usage after acquisition.

5.2 Documentation of Condition

When objects are integrated into the Permanent Collection they must be described in sufficient detail to enable the detection of any deterioration. Any change in condition or treatment to an artefact or specimen will also be documented.

5.3 Documentation of Change of Status

Temporary or permanent change in the status of an artefact or specimen, such as an outgoing loan, deaccessioning, or transfer to a working collection, must be thoroughly documented.

5.4 Documentation Standards

Markham Museum will use accepted and consistent standards, methods and procedures to document collections. Documentation must be maintained in perpetuity.

5.5 Legal Documents

Legal documents dealing with acquisitions and deaccessions must be kept in hard copy form, with a duplicate set stored in an off site location. Copies of the electronic records stored in the Museum’s electronic catalogue must be maintained offsite and backed up frequently

5.6 Freedom of Information

Some of the Museum’s documentation is subject to restricted access due to limitations placed by the Municipal Freedom of Information and Protection of Privacy Act, and any other applicable legislation. The Museum will ensure that access to any documentation is consistent with the intent of this legislation.

5.7 Firearms

The Maintenance Supervisor is required to obtain a valid Possession and Acquisition Firearms License and keep it up to date. The Museum will pay for the Canadian Firearms Safety Course and licensing fees. Only staff members with a Fire Arms Acquisition Certificate or possession certificate can handle the firearms in the collection.

All firearms must be registered with the Canada Firearms Centre. They must be entered in the Museum’s Firearms business ledger. The Certificate of Registration will be stored in this ledger.

The Museum will accept Antique Firearms and Restricted Weapons provided they meet the criteria used to assess all prospective donations. The Museum will not keep live ammunition as part of the collection.

When a firearm is placed on display, it will be unloaded an unable to be fired by using a secure locking device. A restricted firearm must be securely attached to something that cannot be moved.

5.8 Inventory and the “Acid Test”

Schedules for inventory and inspection of artefacts are determined by the relative sensitivity of the materials and the relative value in both historical and monetary terms. The Museum, and specifically the collections management program, must conduct systematic and frequent inspections and inventory checks in order to spot loses and/or damage promptly and make timely efforts to recover objects in unsafe environmental conditions or to trace stolen or misplaced artefacts.

The proper conduct of this activity of the collections management program can be the most important in terms of the public perception of the competence of the Museum administration and could result in serious legal consequences. Museums have been found in civil court to be in breach of their fiduciary responsibility due to their failure to locate objects or maintain objects in proper condition according to minimum acceptable standards.

6.0 Preservation and Conservation

The Markham Museum has a responsibility to preserve its Permanent Collections in perpetuity. Working Collections are provided a less comprehensive level of care and handling (for example Working Collections may be handled by the public and stored in unstable conditions). This commitment includes Permanent Collections objects in storage, on exhibit, used in programs and research, on loan, and in transit. In all of these activities the Markham Museum will comply with the procedures set out in the Markham Museum Conservation and Documentation Processes and Procedures Manual. The Markham Museum Conservation and Documentation Processes and Procedures Manual shall be developed by the Manager and Town Staff, in consultation with the Museum Board, and may be amended by the Manager from time to time with the approval of the Museum Board.

6.1 Responsibility

The preservation and conservation of the Permanent Collections is the direct responsibly of the Maintenance Supervisor acting as a Collections Manager, supervised by the Manager. The Manager accepts full responsibility for communicating the resource needs of the collections management program to the Museum Board and to the Town of Markham Council.

a. The care and preservation of the collections are the responsibility of the Manager and the Maintenance Supervisor. This includes the environment of collection storage areas, handling, storage methods, display environment, loans and security.

b. Practices of care and preservation shall be consistent with the best available information on the subject within the Discipline. The Museum maintains an extensive file of information concerning care of collections in its file of Canadian Conservation Institute notes and bulletins. Specific advice should be obtained from a trained conservator, in cases where the CCI notes are incomplete or inappropriate.

c. Regular inspections of the Permanent Collection will be scheduled with frequency and level of inspection determined by the relative sensitivity of the materials involved. For example, textiles should be inspected twice as frequently as wooden objects. (Detailed description of inspection procedure is contained in the Museum Conservation and Documentation Processes and Procedures Manual)

d. Regular maintenance and storage materials upgrading will be scheduled in accordance with the above inspection schedule.

e. Any disagreements on the method of care and preservation of collection shall be expressed in writing and brought to the attention of the Manager.

f. Artefacts judged to have exceptional market value; notable historical significance or natural history “type” specimens must be stored in a secure facility with their special status obviously indicated.

g. The Museum’s collection of sacred objects shall be stored, cared for and preserved in accordance with accepted procedures respecting the sensitivities of those individuals or organizations recognized by the Museum as having a legitimate interest in the care and handling of those objects.

6.2 Permanent and Working Collections

The Museum is committed to maintaining the most secure environment possible for its collections. Collections storage and display locations will receive the highest level of fire and security protection possible within the Museum’s financial resources.

Objects in the collection are covered under the Town of Markham’s comprehensive insurance policy. As the Museum continues to upgrade its catalogue, specific collections or individual objects will be identified as having exceptional monetary value and therefore will require outside appraisal and separate insurance coverage.

6.3 Other Collections

With respect to collections owned by third parties, it is incumbent on the Manager to determine if the object is at exceptional risk of damage or loss and once risk is determined to either refuse acceptance of the object or make provisions for increased protection either on site or offsite.

Insurance coverage for collections or objects not owned by the Museum will be covered under the lenders policy or through the Museum insurance policy as per agreement with the Manager or his designate. All collections or objects that the Town agrees to extend insurance coverage, first must receive approval of the Town of Markham Finance department and the Town’s underwriter. In order to ensure adequate protection under its coverage each object should be fairly appraised and that appraisal and a copy of the corresponding agreement sent to the insurer.

6.4 Emergency Plans

The Markham Museum will maintain an up to date and comprehensive emergency plan specifying both preparedness and response procedures to be followed in the event of an emergency. The Emergency Plan will be developed by the Manager and Town Staff, in consultation with the Museum Board. The Emergency Plan shall be reviewed by the Manager and the Museum Board annually.

7.0 Collections Use

The Markham Museum is committed to the long term preservation of artefacts and specimens in its care. However, a balance must be struck between the preservation of the collection and its use for research, exhibition, educational, promotional, and commercial purposes. The Markham Museum acknowledges that access to and use of the collection, by staff and the public, increases risk to the collections and such access must be classified and appropriate controls invoked.

Access to the collection is provided through exhibitions, programs, events, publications, collections records (on line), research files, visual resources and consultation with curatorial staff. Access to and use of archaeological and ethnological artefacts must consider cultural sensitivities. Access to the collection will also be provided in accordance with the provisions and restrictions of the Municipal Freedom of Information and Protection of Privacy Act, or any other applicable privacy legislation.

Access to and handling of firearms is restricted under federal legislation.

The collections must be organized and managed in such a way that it is readily accessible for all purposes consistent with the Museum’s Mission, Vision Mandate and Purpose.

7.1 Access to Collections

a) Staff & Volunteer Access to Collections

The level of staff access to collections is determined first by the category of collection, (archives, permanent collections, ethnographic collections) where each collection has particular physical or cultural sensitivity to be considered. The decision to provide access to particular staff or volunteers is made by the Curator and/ or the Collections Manager (Maintenance Supervisor). Any staff or volunteers who handle artefacts and specimens must have appropriate training suited to the particular collections. Access to collections documentation is controlled by the Curator or the Collections Manager through designation of a level of access to the collections catalogue data base. Only the Curator (Manager) and the Collections Manager (Maintenance Supervisor) shall have access to detailed source and appraisal information.

b) Public Access to Collections

The Markham Museum allows for a wide range of collections access by the public depending on the category and classification of the collection.

Some ‘Permanent Collections’ by virtue of their relative historic significance, physical or cultural sensitivity would only be considered for the most protected forms of access. Access to historic structures is governed by the relative sensitivity of original building components. Access to some areas within historic buildings may be limited or restricted.

Admission and other access fees for use of the collection for commercial purposes are approved by Town Council in the Fees and Charges Bylaw. In keeping with the Markham Museum’s educational mission, uses for non – commercial purposes carry a discounted fee structure.

7.2 Types of Access

Any agreement involving use of the collections must be documented in writing, signed by both parties and approved by the Manager or designate. The Markham Museum must be credited for any use of its collections.

The Manager makes the decision whether to loan objects from the collections and the conditions of any loan and is authorized to execute loan agreements on behalf of the Town of Markham.

Physical Access to collections is provided through exhibitions, programs, events and tours. Special requests for physical access are provided through loans, individual requests (i.e. archival research material) and fee for use situations.

Intellectual Access to collections is provided through records, images and other information that may be requested for publication, research, web sites, electronic media, display, promotional materials and advertising.

· Some artefacts and documents of a particularly sensitive nature will be made accessible only to family members of the donor, at the discretion of the Museum’s Curator. Access to restricted items for family members will be arranged through the Museum’s staff (fee applies), but family members may have unsupervised access to objects, documents or works of art donated by them or owned and/or used by their loved one in the Viewing Room space set aside in the Museum for this purpose

· Access for research purposes will be arranged through the Archives staff, with researchers supervised by staff at all times when in the presence of the objects, documents, or media.

· The Museum will endeavour to make as much collection-related information available as possible via the Archives, including related information about its own collections as well as collections held by other institutions.

· All proposed uses of the Museum collections is subject to intellectual property and/or copyright restrictions and legislation. The Museum Conservation and Documentation Processes and Procedures Manual, which is developed by the Manager and Town Staff in consultation with the Museum Board, contains detailed and periodically updated information copyright laws as they apply to the Museum’s collections.

o If the Museum (Town of Markham) owns copyright or intellectual property rights or the material is deemed to be in the ‘public domain’, the Manager is authorized to permit use of the material subject to execution of an agreement with the client that sets conditions of use, attribution and payment of fees.

o If the Museum does not own copyright, use of the material for commercial purposes is not permitted subject to the client obtaining a release of copyright from the owner or the owner’s representative on the approved form provided by the Museum.

o If the Museum does not own copyright, use of the material for educational or scholarly research purposes may be permitted in accordance with the provision of the Copyright Act or any other applicable legislation, subject to the Museum recording the clients name, address and full particulars of the intended use of the material in a registration system as required by legislation; in addition the client will sign an agreement to restrict future use of all copied material to the single declared uses as described in the register.

Other Determining Factors for Access

· Condition of artefact or specimen

· Risk to the artefact or specimen

· Location and security

· Public health or safety risks

· Intended use; ethical issues

· Expertise of the requestor

· Human and financial resources required to fulfill request

7.3 Research

a) Collection research is required in order to evaluate artefact categories and sub-categories to determine future collecting priorities or to determine where selective culling or artefacts should occur.

b) To aid cataloguing, research focussed on artefact or specimen type will be conducted according to a pre-determined research plan. A vertical file is to be maintained on functional grouping of artefacts.

c) Collections research will be conducted such that the developmental standard will be to obtain quality, reliable data regarding descriptive, contextual and historical significance, sufficient to serve the minimum requirements of the given discipline in cultural, ethnological and natural history curatorial areas.

d) Museum documentation relating to collections shall be available for reasonable public access except for categories of information approved as confidential by the Manager or for which disclosure is prohibited by the Municipal Freedom of Information and Protection of Privacy Act, or any other applicable legislation.

e) Copies of vital documentation and records shall be kept in a secure location outside the Museum premises.

7.4 Exhibitions

a) Permanent and Working Collections may be used in exhibitions.

b) All exhibitions are proposed to the Manager through a standard format that addresses the theme, objectives, background research, term, and interpretive plan.

c) Conservation and security are a key consideration when Permanent Collections objects are considered for an exhibition

d) Risks to the collections and the proposed mitigation of those risks are a documented part of any exhibition proposal.

e) The Manager is responsible for determining whether and for what duration an object may remain on display

f) Due to the nature of the Museum, outdoor exhibitions are frequently installed. Normally the Permanent Collections cannot be adequately protected in out door installations and will not be used.

g) No original archival materials from the Permanent Collection may be used in displays

7.5 Interpretive Programs

a) Only objects from the ‘Working Collections’ may be used in hands on demonstrations in interpretative and education programs.

b) Interpretive staff must not directly associate persons or historical events to the object used in the demonstration when no such association exists.

c) Interpretive staff handling objects used in demonstrations must communicate the type of care and handling that museum collections normally receive.

d) Due to the nature of the Museum interpretive programming and special events frequently occur outside, normally Permanent Collections objects are not considered for out door use.

e) No original archival materials may be used in interpretive programming

7.6 Museum Gallery Photographs

The Markham Museum does allow photographs to be taken in the gallery. Excluded are those objects which are subject to copyright restriction. Also, photographs taken by visiting photographers may not be published without written permission from the Manager. If permission is granted, a fee applies and acknowledgment to the Markham Museum must be given in the publication. An agreement, if appropriate or required may be executed by the Manager on behalf of the Town.

a) Subject to the approval of the Curator, the Museum may make photographs of Museum collections available by reproduction to interested parties upon request for a fee via the Archives. Requests for photos must include the name of the individual, the agency represented, and the purpose for which the photographs will be used. This information must be kept in a separate register by law and is subject to inspection by the Copyright Board. All copyright restrictions will apply regarding reproduction of the images. In certain circumstances a copyright agreement may be required, and the Curator or the Manager shall be authorized to execute such agreements on behalf of the Town.

b) The Museum may allow photographs to be taken of collections upon approval of advance requests by the Curator. Requests must include name of photographer, agency represented, purpose for which the photos will be used, particular items to be photographed, and equipment to be used.

c) All photography must be undertaken at the location where the items are stored or displayed.

d) The Museum will not allow photography if deemed to cause damage to the artefacts, documents or works of art.

e) The Museum will allow no photography of restricted collections.

8.0 Loans

All loans both to the Museum and from the collections to third parties shall be subject to the execution of a loan agreement. The Museum Manager shall have the authority to execute loan agreements on behalf of the Town.

No objects are borrowed for long-term use from any other institution or individual without a review by the Manager and approval of the Museum Board.

Prior to accepting incoming loans the Museum must make a diligent and documented effort to establish ownership.

Caution is urged when considering long term loans due to the expense involved in housing, handling, maintaining, insuring and exhibiting objects over the term of the loan. Short-term loans to the Museum for reference, comparison, photography or exhibits are more common and generally have little impact on the collections management program budget and staff resources. The Manager or his designate must ensure that all loans are fully documented including incoming condition and any restrictions of use. The Manager shall be authorized to execute incoming loan agreements on behalf of the Town. All incoming loans of significant value (over $1,000) must be reported to the Museum’s insurer.

a) Incoming Loans -Guidelines:

Prior to accepting incoming loans the Museum must make a diligent and documented effort to establish ownership.

Unsolicited material left at the Museum, whether intended for donation or loan, must be considered to be on loan to the Museum. Hourly attendants and support staff should be informed of proper procedures to deal with unsolicited material offered or deposited during off-hours.

The status of objects on indefinite loan from any source except an established Museum should be changed to either that of a gift or a loan with definite expiration or renewal date set, or at least a written agreement obtained that the lender or his/her heirs will notify the Museum a specified number of days before withdrawing the objects. Such a period should be sufficient to revise exhibits which may contain such material.

Any loan to the Museum requires a written agreement on the appropriate form, signed by the authorized representatives of the Museum. Persons authorized to sign loan agreements on behalf of the Town are the Manager or Maintenance Supervisor. A complete and detailed condition report must be completed immediately upon the receipt of the object.

Several options for insuring the object are available. The responsibility for insurance or a waiver of responsibility should be included on the loan form at the point of receipt. The lender of the object must supply an estimate of the value of the object and/or agree to an estimated value on the Loan Agreement.

Generally objects with modest monetary valuation will be covered by the existing Town of Markham comprehensive insurance carried by the Museum. However, some loans require special insurance arrangements which should be concluded prior to the object being delivered into the custody of the Museum. As deemed necessary the lender may be required to provide the necessary insurance naming the Town as additional insured.

All loans to the Museum should have a clearly stated use and destination (i.e. for display). Further, all loans should be for a specified term, indicated on the loan form. Permanent loans will be accepted only upon approval of the Manager and Museum Board. Objects left unclaimed for 90 days following expiry will, after reasonable efforts to contact the owner, be subject to storage and handling fees. Upon approval of the Museum Board and following a publicly advertised notice of sale, the objects will be sold to recover the Museum's costs.

b) Loans from the Museum - Guidelines:

The Markham Museum is mandated to provide artefacts for exhibitions and displays in a manner that will promote local heritage and scientific awareness and raise the profile of the Museum.

The Museum's own display program is the first priority. A second priority is Loans to museum and art gallery institutions within the geographic mandate of the Museum. Careful consideration will be given to prospective borrowers that are not public Museums or public non-profit galleries. Approval of the loan request will be conditional on the extent of public access to premises where the loaned material is displayed.

The Manager and/or the Maintenance Supervisor will assess the loan application and determine whether the loaned material could be expected to be returned in not substantially worse condition in addition to the above criteria.

Costs of transportation, care and handling, special insurance coverage will be borne by the borrowers of the Museum's artefacts. Normally conditions of the out bound loan are included in a loan agreement that is executed on behalf of the Town by the Museum Manager.

Normally loans to public institutions are made without requiring a loan or rental fee. Collections objects loaned for use in a commercial setting generally require payment of an exhibition and processing fee.

The Manager and/or the Maintenance Supervisor shall have authority to approve loans which are for a term not exceeding one year. No loan will be made for a term exceeding one year except upon approval of the Museum Board. The Manager may approve extensions to loan agreements in force at the time of a request for extension for varying terms not exceeding one year.

c) Permanent Loans

The Museum may, as an alternative to transferring, donating or selling a deaccessioned artefact, consider making permanent loan to another Museum or non-profit group. The Museum will not consider accepting permanent loans from individuals but may accept permanent loans from other Museums if the objects are directly related to a collecting priority or fill a gap in a category of artefacts in the permanent collection and cannot be obtained through donation or purchase. The above conditions are dependent on the overriding condition that the object have complete provenance, and documented association to local events, historical processes, persons or the geographic mandate of the Museum. Further, that the Museum in acquiring Museum material will accept no subsequent claim by the borrowing institution for maintenance or restoration costs.

d) Collections Owned by Others

Collections and specimens belonging to other persons or institutions may be stored temporarily by the Museum only if and while it is in the interest of the Museum to do so and if Museum is able to store them adequately.

Generally such an agreement would be made to temporarily assist the owners if they are not able to adequately store the material and the material. Further, the object must be a documented artefact, not replica material, at risk of damage or destruction and of significant local historical or scientific value. The Museum will hold collections and specimens owned by others only if a formal agreement exists between the Museum and the other party, captured on a loan agreement form but identified as a temporary custody arrangement. In all cases irrespective of monetary value, quantity and/or historical significance, collections from third parties not loaned to the Museum require the approval of the Manager. The Manager makes the decision whether to loan objects from the collections and the conditions of any loan and is authorized to execute loan agreements on behalf of the Town of Markham.

e) Roles of Professional Staff and Board Members:

Loans policy is approved and regularly (annual) reviewed by the Museum Board. Professional staff will evaluate loans to and from the Museum, complete the necessary documentation, maintain a well organized record keeping system and monitor loan terms. The Museum Board will be required to evaluate and provide a decision on loans with special conditions attached on loan that are considered problematic, i.e. outside the policy limits herein described.

The Manager makes the decision whether to loan objects from the collections and the conditions of any loan and is authorized to execute loan agreements on behalf of the Town of Markham.