HomeMy WebLinkAbout8.2 Attch 1 CollectionsMgmtPolicy&Procedures
Collections Management
Policy and Procedures
Dublin Heritage Center nn„so„m
i"i' 2002
April 2008
19
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ATTACHMENT 1
CONTENT PAGE NUMBER
Introduction ............:......................................................................................3
Mission Statement ..........................................................................................3
Introduction to Collections Management .............................................................3
Governance of the Collection .............................................................................4
The Purpose of the Collection ....................................4
Introduction to The Scope of Collection ...............................................................4
Scope of Collections Table ........................5, 6
Collections Policy ...........................................................................................7
Criteria for Acquiring Artifacts ...................................................................7
Donations to the permanent collection ........................................................7
Letter of receipt for donation ...9
Short term loans ......10
Long term loans ...................................................................................10
Procedures for accepting Ioans ...............................................................10
Deaccession or disposal of items from the permanent collection .....................11
2
9.;
INTRODUCTION
The Dublin Heritage Center is owned and administered by the City of Dublin. The
policies and procedures herein are intended to establish a ^°F^R collections at the
Dublin Heritage Center 11useu . The policies and procedures would authorize staff to
accept gifts and loans on behalf of the City of Dublin. Upon acceptance, the items
would be numbered and catalogued in accordance with professional museum standards
and accessioned into the permanent collection. The perFnanen~ collections will thea be
made available to the public through exhibits and limited study at the Dublin Heritage
Center AA+fseu .
MISSION STATEMENT - THE PURPOSE OF THE DUBL/N HERITAGE CENTER
MUS€UM
It is the mission of the Dublin Heritage Center Museum to collect, preserve and interpret
the material culture of Dublin to provide an historical and cultural focal point that will
enrich the community. The mission shall be accomplished throu h h~~ o"e
collections, the Original Murray School House, Old Saint Raymond's Church
apd the Pioneer Cemetery and the Kolb Buildinqs. The mission shall further be
accomplished through temporary exhibits that reflect a broad scope of topics, programs
that relate to Dublin and its history, and by encouraging the preservation of other
historic sites in Dublin.
INTRODUCTION TO COLLECTIONS MANAGEMENT
A Collections Management Policy is the most basic document used in administering
collections. The policy is often required for grant applications, accreditation with the
American Association for State and Local History, and may be requested by potential
donors. This document explains, in exacting detail, the purpose of the museum, its
collecting goals, its procedures for acquiring and disposing of artifacts and the handling
of incoming and outgoing specimens on loan.
3
GOVERNANCE OF COLLECTION
The plimary responsibility for governance, institutional policies, financial stability, and
legal accountability rests with the City of Dublin. Operational responsibility rests with
City staff.
THE PURPOSE OF THE DC°""""'E"'T COLLECTIONS
1. To preserve objects which provide the public with a truer understanding and
deeper appreciation of historic Dublin.
2. To strengthen and enrich the exhibits of the Dublin Heritage Center Nluseu
3. To provide resources for limited studies of Dublin.
INTRODUCTION TO THE SCOPE OF THE COLLECTION
,.,~m is defined in the
The Permanent Collection for the Dublin Heritage Center ~ ~
Scope of Collection Table and the Kolb Familv Collection Addendum. These documents
table systematically details wrhat artifacts that are to be pursued. The artifacts are
appropriate to the mission of the museum Dublin Heritaae Center and in harmony with
the collections policy.
4
DUBLIN HERITAGE CENTER NKSE-W SCOPE OF COLLECTIONS TABLE
Broad Artifact tvpe Exhibit Plan Acceptance Criteria
To ic
Native American . Early Illustrations Panels From Dublin vicinity
Artifacts . Maps Originals or,
Prehistoric . Charts Exact facsimile or,
-1826 See NAGPRA' reproduction
• Maps showing Panels Amador
Foundinq Dublin , migration routes Drawings of Spain/Mexico
World Historv . Photos of New Amador's Original artifacts brought
1826-1946 York, Ellis Island adobe house by immigrant families to
• Artifacts and adobe brick Dublin before 1900 -
personal items Ireland,
taken from Denmark,
country of origin Germany
to Dublin
Any original Period Dougherty, 1861 Ireland
Dublin's Earlv Kitchen Bonde, 1895 Denmark
Settlers . Personal Display Green, 1856 Ireland
Local Historv furnishing Tehan, 1846 Ireland
1846-1920 . Household Donlon, 1859 Ireland
furnishing Flannagan, 1868 Ireland
• Kitchen furnishing Graham
Local Historv . Laundry supplies Edwin Horan
• clothing Knapp
• Textiles - quilts, Cronin, 1915
handwork, lace Kolb,
• Toys Koopman, 0 Recipes Moller,
Niedt, 1906
• Journals Rasmussen, 1871
• Diaries And other original settler's
pre-1900 as research
reveals.
Archival Materials . Church Records
Local Historv . School Records Dublin pre- 1960
• CemeteryRecords
• City Directories
• Newspapers
• Photo ra hs
' NAGPRA - November 1990 - statute provides repatriation of cultural items in possession of museums
(exGuding the Smithsonian) NAGPRA instructs museums to inventory Native American cultural items and
contact the tribe of origin. Upon request of the tribe, the items must be repatriated. Museum may retain
objects of cultural patrimony only if they can trace their title back to a voluntary transfer by the culturally
affiliated Indian tribe.
5
Broad Artifact tvpe Exhibit Plan Acceptance Criteria
To ic
WWI & WWII Home . Ration books
front . Signs 1914- 1919
• Posters 1939-1945
Transportation in . Carriage Original to the town of
Dublin . Signs for Stage Dublin only
• Bus
• Age of the Auto
• Hwy 50
• Garage
• Gas Pum
Dublin as a Small . Hotels 1850's - 1940's
Town . Fire Dept
• Dentist /Doctor
• Pharmacy
• Bars/Restaurants
• Racetrack
• Telephone Co.
• Gara e
Green Store . Anything that Originals and facsimiles
Libra would have been
Dublin PO sold at Green,
original
counters/fixtures
Kolb Collection See Paaes 12-23
Addendum
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COLLECTIONS POLICY FOR THE DUBLIN HERITAGE CENTER MUSE-UM
1. CRITERIA FOR ACQUIRING ARTIFACTS
The Staff of the Dublin Heritage Center N4useum is authorized to collect
specimens that are defined within the Scope of Collection and the Kolb Collection
Addendum that meet at least one of the following criteria:
• Specimens that will help to interpret the ^~~~°~'s theme of the Dublin
Heritage Center by means of display i.e. they tell the story of
Dublin.
• The object has an educational or communicative function.
• The object is the best available example to accomplish the interpretive
purpose.
• An original object is almost always preferable to a facsimile.
1. The exceptions would be if exposure to light or other unavoidable
display conditions would harm the original, or if the original is
unique or extremely rare and would be better protected or be
more useful elsewhere.
• Specimens should be of highest quality in terms of their particular
interpretive function.
2. DONATIONS TO THE ocoIVInNENr COLLECTIONS SHALL BE
UNRESTRICTED
Legal title to the donated object must pass from the donor to the City without
restriction or conditions. Restrictive gifts are detrimental to sound museum
development and they should be courteously declined. Staff may point out that
the Heritage Center 1vuseam subscribes to the resolution unanimously adopted
by the Council of the American Association of Museums:
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Whereas, museums have commonly received collections through gifts and
bequests made with conditions requiring the material to be kept separate,
exhibited in one way or another for long terms of years or in perpetuity, or
otherwise specially administered; and
Whereas, museums have suffered greatly in their management and work
as a result of such restrictions; and
Whereas, limiting terms of gift and bequest are not consonant with the
best policies and aims of museum, but tend rather to warp or retard their
development and to inhibit change, so be it
Resolved that the American Association of Museums recommends to
museums that they accept no gifts or bequests of exhibition material upon
which any conditions are attached.
See samp/e letter of receipt for donation on the following page
8
Date
Dear
On behalf of the City of Dublin I wish to acknowledge and accept your generous gift of:
This gift will be a significant and welcome addition to our museum collections.
Please check with your accountant as some gifts to the City of Dublin are tax deductible.
In connection with all gifts, the City of Dublin requires a signed statement from the
donor giving such items without any restrictions. In accepting gifts, the City of Dublin
commits itself only to provide these articles the same care and protection accorded
other such valuable material. Accordingly, we are not bound by any agreement
regarding care, display or disposal of said property.
In order to complete the gift, you are requested to countersign both copies of this letter
on the line marked "donor" below, retain one for your own records, and return the
other to us. A return self-addressed envelope is enclosed for your convenience.
It is through public-spirited actions, such as yours, that the Dublin Heritage Center
Mttseu may better interpret local history to its many visitors. Thank you for your
generosity and cooperation.
Sincerely yours,
Elizabeth Isles
Heritage Center Director
1 hereby release to the City of Dublin the article or articles listed above as an unconditional gift.
Donor's Name Date
9
3. SHORT TERM LOANS
The Dublin Heritage Center Museum may borrow, on its own initiative,
specimens from other museum agencies and individuals. Short-term loans are
always for a specific use and a predetermined period, such as a temporary
exhibit.
4. LONG TERM LOANS
does not accept unsolicited loans from
The Dublin Heritage Center ~
individuals. The Dublin Heritage Center Museurn will accept long-term loans only
to fill in a gap in the permanent exhibit until it can acquire a similar one of its own.
Artifacts that are on indefinite loan shall have an expiration or renewal date
defined.
5. PROCEDURE FOR ACCEPTING LOANS FROM AGENCIES
• The museum agency requesting a loan (Heritage Center) completes a
facilities report, which includes details concerning the museum's security,
climate control systems, insurance and methods of transport and handling.
• A loan agreed upon, the curator/director from the lending agency completes a
Loan Form listing the borrower's responsibilities and prepares a Condition
Report disclosing the condition of the object before it leaves the facility. The
borrowing agency issues Certificate of Insurance to the agency prior to the
artifact being released.
• Upon receipt of the object, the borrowing agency checks the condition report
and reports any changes that might have occurred in transit.
6. LETTER OF RECEIPT FOR LOANS
The Dublin Heritage Center Museum will provide the lender with a letter of
receipt. This letter expresses appreciation.
• It must also identify the object clearly
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• Define the period of time for the loan
• Remind the lender that, while the Dublin Heritage Center AAuseum will
assuredly care for the specimen as if it belonged to the mun Collections,
responsibility cannot. be assumed for any loss or damage.
7. DEACESSION AND DISPOSAL OF ARTIFACTS
When a museum specimen ceases to have value, keeping it in the collection
wastes space, staff time and money. Good management requires its disposal.
• Determine beyond a reasonable doubt that the specimen has no further use
to the museum.
• Means of disposal
o Transfer or Exchange with another museum
o Exchange with dealers or collectors. Barter for more appropriate
specimen.
o Sell to dealers or collectors.
o Gift to responsible public or private institution, organization or agency.
o Destruction. A few objects have no historical, aesthetic or educational
value.
o Clearing House Services such as the National Park Service.
o Return to previous owner.
Prior to disposal, by any of the above means, the Heritage Center Director will
bring the matter of each object before the Heritage and Cultural Arts Commission
for approval.
11
Addendum to the Collections Management Policy and Procedures of the
Dublin Heritage Center
Kolb Familv Collection
Proposed Criteria for Acceptance:
1. Scope of Collection: Furnishing and personal effects that belonged to Kolb family
home located at 11393 Dublin Canyon Road between the years 1867 - 1957. This
collection will be used to tell the story of Kolb family who came to Dublin from Bavaria. The
Kolb family is significant to Dublin history because they were the proprietors of the General
Merchandise Store, local farmers and helped shape civic structure.
2. Persons: George Kolb, Wilhelmina (wife), Harold Kolb, Elsie Kroger (wife), Donna Kolb
Miller, William Kolb and Carol Kolb Strom.
3. Dates: The start date 1867 is the year that George Kolb came to America. The end date
1957 is the year that Carol Kolb graduated high school and moved out of the house. 1957
marks an end and a change, and it meets the "50 year old" minimum to be considered an
"antique" or collectible.
4. Exceptions: Items that fall outside this criteria can be accepted if they are "dated prior
to 1867 but are directly linked to George Kolb and his birthplace of Bavaria. Items dated
after 1957 may be accepted if they have been determined to have significant historical
and/or interpretative value.
5. Specials Circumstances for Farm Eauipment and Tools: Farm equipment and tools
will be accepted on a case-by-case based on the following:
• How is the public going to interact with it?
• What is its interpretative value?
. What can we learn from it?
• What is its aesthetic value?
• Is it interesting or unique?
• Does it add to the landscape?
• Where will it be stored?
• Will the public be safe?
• Can skateboarding or climbing be prevented?
. Will it be protected from the elements?
• Will it be protected from vandalism?
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Kolb Familv Properties-Callections List
Back Porch
Use Classroom, workspace, hands-on activities, demonstrations.
Period: 1911-1957
1. Butter churn
2. Wash tub 3. Bowl
4. Crockery jug f ,
5. Crock
6. Wicker jug 7. Sink
8. Lunch box (1930's)
f
9. Crocks ~
10. Coffee Cans
11. Milk Can
12. Rolling Pin
13. Hanging farm tags
14. Baby Bath
15. Rope
16. Lantern
17. Blue enamelware bowl
18. Canes & club ~ . i
These items to be placed on back porch from basement A V
19. Pie Safe (standing cabinet) ' •
20.Canning supplies- strainer, enamelware pots, spoons, etc
21. Boiler pan
22. Butter churn
23. Enamelware pots and pans
24. Bills divided plate (2)
25. Bottle topper
26. Bottles, vintage beer bottles used for canning
27. Bottle tops
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Kitchen
Use: Working kitchen for events, small teaching demonstrations
Period: 1957
28.Table Framed photos need
29. Chairs (4) conservation and ~
30. Framed Photographs scanning ~
31. Toaster
32. Pitcher large
33. Pitcher small
34. Coffee mill
35. Percolator
36. Glass refrigerator dishes (assorted)
37. Bowls
„
38. Platters
39. Baking tins and pans
40. Crocheted pot holders
41. Dish towel
42.Curtains ~43. Cast iron pots
44. Mixmaster (1930s)
45. Lamp (move living room) t.
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Dininq Room
Use: Period room, museum, small functions
Period: 1911
Collection: ,
46.Oak table
47. Chairs (5)
48. Side board
49. Vase (large Dutch on table)
.I
50. Tea Pot (blue)
51. Tea Pot (Gold/white)
52. Runner (dining table)
53. Runner (side board) ` a y.
54. Rugs
55.Glasses, wine and cordial - 31
56. China dishes
57. Magazines
58. Books
59. Dishes stored in cabinet
60. Dutch boy and girl figurines
61. Miniature cup collection
62. Silver salt and peppers
63. Card and poker chip set in wood
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64. Stein (Bavarian)
65. Stein (German)
66. Plates (2 large, decorative German)
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15
Livinq Room
Use: Period room, museum, small functions
Period: 1911
67. Chair Mission/Craftsman Rocker 68. Chair; Mission/Craftsman
69. Chair, Mission/Craftsman
~
70.Angel over door
71. Books in bookcase } - -
72. Piano (Henrietta & Peter Kroger's)
73. Print above piano
74. Floor Lamp
75. Buffalo, cast iron
76. Bell (to go in kitchen or back porch)
77. Mirror above fireplace
78. German Christmas Tree
79. Life Magazines, 1930's ~
80. Clock
81.Two little metal bells on either side of clock
s16
82. Table oak
83. Photo album - (Kroger family)
84. Book
85. Books of postcards
86. Xylophone (2)
87. Envelope from 1906 Earthquake . f
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88. Table
89. Runner
6
90. Upholstered Chair (1940s)
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17
Hallway
Use: Archives storage
Period: None
91. Built-in cabinet
92. Carol Kolb's books and paints
93. Cards and cribbage set -
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18
Public Room
Use: Kolb exhibit, archives access/research, meeting space
Period: None
94. Desk, with peeling paint
95. Rocking Chair, black Victorian
96. Stove, small iron, black paint
97. Gramophone with horn and needles
98. Feed bin (move to back porch) (This is a rectangular, rustic, bench type with lid)
99. Flour bin table, small (move to back porch)
Grandparents Bedroom
Use: Discovery room, classroom or office
Period: None
100. Dresser set, baby brush, comb, mirror (French Ivory, move to upstairs)
101. Dresser runner cloth (move to upstairs)
102. Picture (Dutch lady - move in Living Room)
Bill's Bedroom
Use: Discovery room, classroom or office
Period: None
Note: Unfurnished except for one built-in cabinet
103. Green night stand (move to upstairs bedroom)
104. Jeans jacket
105. BB gun For exhibit
106. Bill's books, science, boy scout, etc
19
Second floor
Use: Youthful bedroom
Period: 1911-1957
107. Chairs, white, 2
108. Table, white
109. Table dark with lamp
110. Chairs (2)
111. Crib
112. Bug9Y ~
113. High-Chair (1930's) ; -
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114. Rocker, small pink
115. Bed, iron '
116. Bedspread, chenille
117. Rugs
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118. Paintings and portraits
119. Books, children's books, family library
120. Dog, Rin Tin Tin
121. Toys and games (any)
122. Yellow cart (use in Kitchen)
123. Framed Prints
124. Lamp shade, floral
20
Old-House
Use: Restrooms
Period: None
125. Yellow Dresser (bring from Old House, use in 2"d floor bedroom)
Sundav School Barn
Use: Public assembly, theater, classroom
Period: None
126. Barrels (3-4)
127. Feed bin (2)
128. Rope ,
129. Burlap Bags (3-4)
130. Tables (2-3)
131. Stove (black, used in Dining Room)
132. Leather Jacket
133. Tractor
134. Old Wagon- supply
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Shop
Use: Restroom
Period: None "
135. Tin coffee/tobacco cans
136. Glass jars pre 1957 ~ ¦
137. Denim Jackets
21
Items located at the Strom House:
Note: To be added to collections
138. Bills Hat and Cup ("I am smiling")
139. Lunch boxes, c. 1930s Bill & Harold's
140. Stereopticon (2) + cards
141. Shaving strap
142. Plate, blue & white, large .
143. Fireplace andirons (for living room)
144. Crumber, celluloid
145. Spice containers
146. Pie pan, small
147. Ash trays (Firestone c. 1935)
148. Egg cup
149. Denim Coats
150. High Chair
151. Elsie's High School Diploma
152. Crib Blankets
22
These pieces will be retained by the Strom Family:
Bed
Round night table
Short Dresser
Tall Dresser
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