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HomeMy WebLinkAboutItem 8.3 Collection Mgmt Policy CITY CLERK File # D~[!]~-[][Q] AGENDA STATEMENT CITY COUNCIL MEETING DATE: May 6, 2008 SUBJECT: Revisions to the Collections Management Policy and Procedures Report by Elizabeth Isles, Heritage Center Director ATTACHMENTS: 1) Revised Collections Management Policy and Procedures including Kolb Family Collection Addendum pt.. qP 1) Approve revisions to Collections Management Policy and Procedures RECOMMENDATION: FINANCIAL STATEMENT: None DESCRIPTION: On July 18, 2002, the Dublin City Council approved the Collections Management Policy and Procedures for the Dublin Heritage Center Museum which defined the goals for collecting artifacts for the Museum. The manual, which conforms to museum standards, establishes procedural guidelines for permanent exhibits and authorizes Staff to collect and manage artifacts. In 2003, the Dublin Historic Preservation Association (DHP A) transferred ownership of the Heritage Center collections to the City of Dublin. The collections were catalogued, numbered and entered into the Past Perfect Museum Software Program. The collections are housed in the Murray School in the permanent exhibit known as "The Journey" which opened in August, 2006. On March 4, 2008, the City Council approved plans to permanently move five buildings from the Kolb Ranch to the Dublin Heritage Center. Included with the gift are some of the original furnishings of the buildings as well as some ranch equipment. The addition of the Kolb home, farm buildings and furnishings will broaden the scope and interpretative value of the Heritage Center by showing a typical Dublin farm family from the early 1900's. The existing Scope of Collections Table included in the Collections Management Policy and Procedures does not comprehensively address the Kolb furnishings. Approximately 150 new items have been identified for this collection. The Kolb Family Collection will include furniture, books, tools and items that do not fall within the existing criteria for the Dublin Heritage Center. Consequently, it is necessary to COpy TO: Page 1 of2 ITEMNO.~.3 G:\COUNCIL\Agenda Statements\2008\5-6 Collections Management Policy-Kolb Family.doc prepare an Addendum to the Collections Management Policy and Procedures that includes criteria for inclusion of additional collections that belonged to the Kolb Family between the years of 1867 to 1957. The revised Collections Management Policy and Procedures which includes the Kolb Family Collection Addendum is shown in Attachment 1. Deletions to the Policy and Procedures are lined out and additions are shown with a double underline. The Kolb Family Collection Addendum is included as pages 12-23 of the Policy and Procedures. On April 10, 2008, the Heritage and Cultural Arts Commission unanimously recommend approval of the revisions to the Collections Policy and Procedures. RECOMMENDATION: Staff recommends that the City Council take the following action: 1. Approve revisions to Collections Management Policy and Procedures. b<1~ Collections Management Policy and Procedures Dublin Heritage Center Museum July 2002 Aoril 2008 tu() z ~ /;>-&r08 8.3 ATTACHMENT 1 c91J2? 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 loans... ... ........ ............ ... ....... ... ... ... ... ... ...... ... ...10 Deaccession or disposal of items from the permanent collection ... ... ...............11 Kolb Family Collection - Criteria for Acceptance...... ... .. .. .. ... .. .. .. .. .. .. ...... .... .12 Kolb Family Properties-Collections... ... ... ... ...... ... ... ... ... ... ... ......... ... ... ...13-23 2 ~ ~ 7.:~ INTRODUCTION The Dublin Heritage Center is owned and administered by the City of Dublin. The policies and procedures herein are intended to establish a permanent collections at the Dublin Heritage Center Museum. 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 permanent collection~ will tJ:leR be made available to the public through exhibits and limited study at the Dublin Heritage Center Museum. MISSION STATEMENT - THE PURPOSE OF THE DUBLIN HERITAGE CENTER MUSEUM 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 throuah by using the permanent collection~, the Original Murray School House, Old Saint Raymond's Church aM the Pioneer Cemetery and the Kolb Buildinas. 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 4t~~ GOVERNANCE OF COLLECTION The primary 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 PERMANENT 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 Museum 3. To provide resources for limited studies of Dublin. INTRODUCTION TO THE SCOPE OF THE COLLECTION The Permanent Collection for the Dublin Heritage Center Museum is defined in the Scope of Collection Table and the Kolb Familv Collection Addendum. These documents table systematically details wAst artifacts that are to be pursued. The artifacts are appropriate to the mission of the museum Dublin Heritaae Center and in harmony with the collection~ policy. 4 ~6/)2.~ DUBLIN HERITAGE CENTER MUSEUM SCOPE OF COLLECTIONS TABLE Foundina Dublin World Historv 1826-1946 Dublin's Earlv Settlers Local Historv 1846-1920 Local Historv Archival Materials Local Historv . Early Illustrations . Maps . Charts See NAGPRA1 . Maps showing migration routes . Photos of New York, Ellis Island . Artifacts and personal items taken from country of origin to Dublin Any original . Personal furnishing . Household furnishing . Kitchen furnishing . Laundry supplies . clothing . Textiles - quilts, handwork, lace . Toys . Recipes . Journals . Diaries . Church Records . School Records . CemeteryRecords . City Directories . Newspapers . Photo raphs Panels Panels Drawings of Amador's adobe house adobe brick Period Kitchen Display From Dublin vicinity Originals or, Exact facsimile or, reproduction Amador Spain/Mexico Original artifacts brought by immigrant families to Dublin before 1900 - Ireland, Denmark, Germany Dougherty, 1861 Ireland Bonde, 1895 Denmark Green, 1856 Ireland Tehan, 1846 Ireland Donlon, 1859 Ireland Flannagan, 1868 Ireland Graham Edwin Horan Knapp Cronin, 1915 Kolb, Koopman, Moller, Niedt, 1906 Rasmussen, 1871 And other original settler's pre-1900 as research reveals. Dublin pre- 1960 1 NAGPRA - November 1990 - statute provides repatriation of cultural items in possession of museums (excluding 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 tJU(j't ?; WWI & WWII Home . Ration books front . Signs . Posters TransDortation in . Carriage Dublin . Signs for Stage . Bus . Age of the Auto . Hwy 50 . Garage . Gas Pum Dublin as a Small . Hotels Town . Fire Dept . Dentist /Doctor . Pharmacy . Bars/Restaurants . Racetrack . Telephone Co. . Gara e . Anything that would have been sold at Green, original counters/fixtures 1914- 1919 1939-1945 Original to the town of Dublin only 1850's - 1940's Green Store Librarv Dublin PO Originals and facsimiles Kolb Collection Addendum See Paaes 12-23 6 '11Jt,~ COLLECTIONS POLICY FOR THE DUBLIN HERITAGE CENTER MUSEUM 1. CRITERIA FOR ACQUIRING ARTIFACTS The Staff of the Dublin Heritage Center Museum 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 museum's theme of the Dublin Heritaae Center by means of display i.e. they tell the museum 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 PERMANENT 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 Museum subscribes to the resolution unanimously adopted by the Council of the American Association of Museums: 7 %1fJZ; 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 sample letter of receipt for donation on the following page 8 C1~~? 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 11 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 Museum may better interpret local history to its many visitors. Thank you for your generosity and cooperation. Sincerely yours, Elizabeth Isles Heritage Center Director I hereby release to the City of Dublin the article or articles listed above as an unconditional gift. Donor's Name Date 9 \O~"J,~ 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 The Dublin Heritage Center Museum does not accept unsolicited loans from individuals. The Dublin Heritage Center Museum 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 10 1IU]) "?? . Define the period of time for the loan · Remind the lender that, while the Dublin Heritage Center Museum will assuredly care for the specimen as if it belonged to the museum 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 museu m. . 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 \21J~?/ Addendum to the Collections Management Policy and Procedures of the Dublin Heritage Center Kolb Familv Collection Proposed Criteria for Acceptance: 1. Scooe 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. Exceotions: 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. Soecials Circumstances for Farm Eauioment 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? 12 13~23 Kolb Familv Properties-Collections List Back Porch Use Classroom, workspace, hands-on activities, demonstrations. Period: 1911-1957 1. Butter churn 2. Wash tub 3. Bowl 4. Crockery jug 5. Crock 6. ~cker jug 7. Sink 8. Lunch box (1930's) 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 These items to be placed on back porch from basement: 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 ' r, c~, ;_ - ~~ ; ~:, - .x= , l geti~ ~ 13 l ~~ ~~ 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) 14 ~~~23 Dininq Room Use: Period: Period room, museum, small functions 1911 Collection: 46. Oak table 47. Chairs (5) 48. Side board 49. Vase (large Dutch on table) 50. Tea Pot (blue) 51.Tea Pot (Gold/white) 52. Runner (dining table) 53. Runner (side board) 54. Rugs 55. Glasses, wine and cordial 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 box 64. Stein (Bavarian) 65. Stein (German) 66. Plates (2 large, decorative German) 15 ~c~~a3 Livinq Room Use: Period: Period room, museum, small functions 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 16 ~~~z3 82. Table oak 83. Photo album - (Kroger family) 84.Book 85. Books of postcards 86. Xylophone (2) 87. Envelope from 1906 Earthquake 88. Table 89. Runner 90. Upholstered Chair (1940s) 17 Haliwav Use: Archives storage Period: None 91. Built-in cabinet 92. Carol Kolb's books and paints 93. Cards and cribbage set ~g~ 23 18 Public Room Use: Period: Kolb exhibit, archives access/research, meeting space 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) \qlfJZ~ 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: Period: Discovery room, classroom or office None 103. Green night stand (move to upstairs bedroom) 104. Jeans jacket } 105. BB gun 106. Bill's books, science, boy scout, etc For exhibit 19 Second floor Use: Period: Youthful bedroom 1911-1957 107. Chairs, white, 2 108. Table, white 109. Table dark with lamp 110. Chairs (2) 111. Crib 112. Buggy 113. High-Chair (1930's) 114. Rocker, small pink 115. Bed, iron 116. Bedspread, chenille 117. Rugs 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 2~~23 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 Shop Use: Restroom Period: None 135. Tin coffee/tobacco cans 136. Glass jars pre 1957 137. Denim Jackets Z~~23 21 221J 2) 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 23~2~ These pieces will be retained by the Strom Family: Bed Round night table Short Dresser Tall Dresser 23