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
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.
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.
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
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.
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.
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.
.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
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.
.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.
.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
.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.
.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
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.
.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.
.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.
.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.
.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
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.
.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.
.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.
.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”.
.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.
.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.
.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.
.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.
.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.
.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.
.4
Documentation Standards
Markham Museum will
use accepted and consistent standards, methods and procedures to document
collections. Documentation must be maintained in perpetuity.
.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
.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.
.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.
.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.
.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.
.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.
.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.
.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.
.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.
.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
.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.
.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
.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
.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.