Report to: General Committee Date of Meeting: June 12, 2006

SUBJECT: Museum Collections Policy

PREPARED BY: George Phillips / 905 294-4576

RECOMMENDATION:

THAT the report entitled Museum Collections Management Policy be received;

AND THAT Council approves the new Markham Museum Collections Management Policy (Appendix A) recommended for Council approval by the Markham Museum Advisory Board on March 1^st 2006;

AND THAT the Museum Manager be authorized to execute routine legal agreements relating to the Museum collections as outlined in the “Markham Museum Collection Management Policy” in a form satisfactory to the Town Solicitor which includes artifact and archives loan agreements, agreements to acquire artifact and archives materials (with specific exceptions described in the Collections Management Policy) , gift agreements, agreements to exchange artifacts and archives with other museums and archives; and agreements granting permission to third parties to use and/or reproduce artifacts or archival materials owned by the Town.

1. Purpose 2. Background 3. Discussion 4. Financial 5. Environmental

6. Accessibility 7. Engage ^21st 8. Affected Units 9. Attachment(s)

PURPOSE:

The purpose of the report is to seek Council approval of the Museum Collections Management Policy. The Markham Museum is currently accredited by the Provincial Department of Culture under its Community Museum Operating grant program... The maintenance of that accreditation is dependant on the organization’s development and implementation of the Collections Management Policy

Further, the Collections Management Policy incorporates recommendations contained in the Museum’s Master Plan document. The recommendations include ensuring that the collections of the Museum reflect the diversity of the community and support the Museum’s intent to develop public programming that is inclusive and multidisciplinary.

BACKGROUND:

The Museum Collection Management Policy has been drafted based on the recommendation of the Museum Master Plan and is consistent with professional museum collection practices. Following the review of the Museum’s facilities and operations as a part of the Museum Master Plan study, the Museum planning consultants noted the absence of an approved Collections Policy and recommended that one be completed incorporating recommendations for collections development and particularly reinforcement of the Museum’s collections documentation processes.

OPTIONS/ DISCUSSION:

The following outlines the objectives of the Collections Management Policy:

• Achieve the highest possible professional and institutional standards for collections care, documentation and knowledge transfer.
• Acquire new collections material that complement a long term collecting strategy supporting the Museum’s Mission, Mandate and Purpose.
• The Markham Museum’s collections will be used for the following purposes:

a) Public Education, Display.

b) Interpretation and Public Programs.

c) Research and Preservation.

• The Collections Program is provided with adequate resources and facilities required to meet the basic standards for collections conservation and management.
• The Manager, the Museum Board and Town Council will ensure that the Collections Program is protected from outside influence such that the Museum and staff are not prevailed upon to abandon ethical, legal or professional standards by any individual or vested interest.

The policy describes professional practices, outlines the processes and identifies who carries primary responsibility for the following core collections management activities:

· Defining the purpose and scope of the Markham Museum’s Collections

· Assigning collections to specific categories for the purposes of determining future use and level of conservation

· Collections Development activities and processes in terms of:

• Acquisitions
• Deaccessions

· Documentation

· Preservation and Conservation

· Loans

In addition the Markham Museum Collections Management Policy identifies the roles of the Museum Board and the Museum Manager in the administration of the policy. The policy sets specific limits with respect to delegation of authority to the Museum Manager to execute routine transactional agreements relating to the Museum collection on behalf of the Town, actions that must be reviewed and approved by the Museum Board and finally actions and decisions that must be approved by Council.

The policy clearly states Markham Museum’s commitment to national and international ethical standards in addition to a clear set of guidelines that are intended to follow specific curatorial procedures. The policy assures external agencies and individuals that the Markham Museum is committed to achieving the highest level of collections stewardship.

The policy authorizes the Museum Manager to develop processes and procedures that specifically describe how the Museum will carry out the commitments to documentation, conservation and strategic collections development for each of the three major categories (artefacts, archives and architectural) of collections held by the Museum described in the policy.

FINANCIAL TEMPLATE (Separate Attachment):

Not applicable

ENGAGE 21^ST CONSIDERATIONS:

The revised Collection policy brings it into alignment with the vision of creating opportunities for all cultures in our community to be fully represented in the collections and programming presented at the Markham Museum.

ATTACHMENTS:

Appendix A -Draft Markham Museum Collections Management Policy

RECOMMENDED

BY:

Barbara M. Roth Jim Sales

Director, Recreation and Commissioner of Community

Culture Services and Fire Services

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