HomeMy WebLinkAboutCS 31-17DICKERING
edy 61(
Report to
Executive Committee
Report Number: CS 31-17
Date: December 4, 2017
From: Marisa Carpino
Director, Community Services
Subject: Pickering Museum Village
- Policies
- File: A-1440
Recommendation:
1. That Council endorse Pickering Museum Village Policies as set out in Attachment 1 to this
report, subject to minor revisions acceptable to the Director, Community Services; and,
2. That the appropriate City of Pickering officials be authorized to take the necessary actions as
indicated in this report.
Executive Summary: Pickering Museum Village (PMV) has developed six policies in
response to requirements of the Ministry of Tourism, Culture and Sport. The purpose of this
report is to seek Council's endorsement of these Museum Policies.
Financial Implications: The Ministry of Tourism, Culture and Sport provides an annual grant of
approximately $39,000 to Pickering Museum Village through the Community Museums Operating
Grant. The adoption of these Museum Policies will achieve compliance with new guidelines set by
the Ministry of Tourism, Culture and Sport and will maintain the Museum's grant eligibility.
Discussion: Pickering Museum Village has developed six policies in response to
requirements set by the Ministry of Tourism, Culture and Sport. These are the first in a series of
policies which will be developed in order to meet the requirements of Ontario Museums as
established by the Ministry of Tourism, Culture and Sport. These requirements set best practice
standards for the operation of community museums in Ontario, enable museums to flourish in
programming, and protect the material culture of our communities.
The PMV Policies attached for Council's approval include:
• CUL 010 Collections Development and Management Policy
• CUL 020 Conservation Policy
• CUL 030 Research Policy
• CUL 040 Interpretation and Programming Policy
• CUL 050 Exhibit Policy
• CUL 060 Pickering Museum Village Policy
CS -31-17 December 4, 2017
Subject: Pickering Museum Village Policies Page 2
The creation of these Policies benefit the Museum in several ways. The Policies create a clear
set of guidelines, best practices, and processes to protect and preserve the material culture of
Pickering. The Policies also enable the City to qualify and be considered for various Provincial
Grants programs including the Community Museum Operating Grant. Lastly, these Policies
bolster Pickering Museum Village's status as an entrusted site for future artifact acquisitions and
donations.
These Policies demonstrate that the Pickering Museum Village, as custodians of these treasured
artifacts, meet the operational and ethical standards set by recognized industry leaders such as
the Ministry of Tourism, Culture and Sport, the Canadian Museum Association, and UNESCO.
Please note that Pickering Museum Village has operated according to written "Procedures"
governing these subject matters but these have been rewritten and updated to be "Policies" as is
required by the Ministry.
Attachments:
1. CUL 010 Collections Development and Management Policy
2. CUL 020 Conservation Policy
3. CUL 030 Research Policy
4. CUL 040 Interpretation and Programming Policy
5. CUL 050 Exhibit Policy
6. CUL 060 Pickering Museum Policy
Prepared By:
Tanya Ryc
Supervisor,''Cultural Services
TR:mc
Approved/Endorsed By:
Marisa Ga ino
Director, Community Services
Recommended for the consideration
of Pickering City Council
Tony Prevedel, P.Eng.
Chief Administrative Officer
yJetth Eft2017
C4 66/
DICKERING
ATTACHMENT #_ :TO REPORT#._CS 21- 11
Policy
Procedure Title: Collections Development and Management Policy
Policy Number
CUL 010
Reference
ICOP Code of Ethics for
Museums
CAC Code of Ethics and
Guidance for Practice
CMA Ethics Guidelines
Date Originated (mldly)
June 20, 2014
Date Revised (mldly)
December 4, 2017
Pages
12
Approval: Chief Administrative Officer
Point of Contact
Coordinator, Museum Operations
Policy Objective
The collection of artifacts, also referred to as cultural property, is a tangible representation of the
community's heritage, and is integral to the role and pur 04Se o
e Pickering Museum Village
(hereinafter referred to as "PMV"). As a responsible steward of t "-. artifacts in its possession,
the PMV will maintain current management and de°/lopment stand. sfor its collections. This
policy defines the.management goals, responsibilities and standards for 11 collection related
activities at the PMV. Overriding guidelines. as outlined in the Canadian Museums Association
Ethics Guidelines, the International Co cil of Museums Co le4of Ethics for M I aims, and the
Canadian Association for Conservation litural Property<r ode of Ethics and Guidance for
Practice will be followed.
Index
01 Definitions
02 Ownership
03 Resource
04 Ethics
05 Collection
06 Acquisitions
07 Tax Receipts and App
08 Documentation
Page
2-3
3
3-4
4-5
5-6
6-7
7
8
09 Preservation 8
10 Use and Operation of Artifacts 8-9
11 Loans 10
12 Deaccessioning 10-11
13 Disposal 12
14 Policy Review 12
01 Definitions
01.01 Acquisitions — Objects that the museum has legal ownership and control over
and are generally made by acceptance of donation, purchase, or field collecting.
01.02 Artifact — An object created or produced by humans, that has cultural
significance to Pickering. It may be used for exhibition, explanation, or
research, and is held in trust for the public for future generations to appreciate
and learn from. An artifact may be a building, an object including furniture,
tools, vehicles, household or personal items, textiles, books or paper records.
01.03 Core Collection — The PMV's collection of artifacts that have a specific
association with (or in some cases were typically used by) a person, place or
event within Pickering Township pertaining to the history of Pickering up to 40
years prior to the present date. Artifacts in this collection are reserved for
research and display under controlled conditions.
01.04 Deaccession — The act of permanently removing an artifact from the Core
Collection.
01.05 Deed of Gift — A legal contract that permanently transfers the ownership of the
item(s) from a donor to the PMV/City of Pickering.
01.06 Education Collection -- The PMV's collection of objects available for the
purpose of interactive displays and active demonstrations which could result in
deterioration and damage through use. These items have no specific
association with a person, place or event within Pickering.
01.07 Material Culture - The physical objects created by a culture; the buildings,
tools, and other artifacts created by the members of a society.
01.08 Preservation — All actions taken to retard deterioration of, or to prevent damage
to, cultural property through activities that minimize chemical and physical
deterioration and damage and that prevent loss of informational content.
Preservation involves management of the environment and of the conditions of
use, and may include treatment in order to maintain cultural property, as nearly
Policy Title: Collections Development and Management Policy
Policy Number: CUL 010
Page 2 of 12
as possible, in a stable physical condition. The primary goal of preservation is
to prolong the existence of cultural property.
01.09 Repatriation —An artifact of specific significance to recognizable cultural, ethnic
or religious groups may be returned to such groups upon their request under
PMV procedural guidelines. Such groups must be able to assure the PMV that
the object is integral to the beliefs or culture of the group and that they are able
to provide proper care of the object according to accepted conservation
methods.
01.10 Temporary Receipt — A legal document that transfers the custody of the item(s)
to the PMV/City of Pickering temporarily; it includes name, address and phone
numbers of the potential donor, a description of the items, and the terms of the
donation.
02 Ownership
02.01 As stated in By -Law 620/77, the PMV is owned, operated, and maintained by
The Corporation of the City of Pickering.
02.02 The PMV's collection of artifacts is a tangible representation of the community's
heritage and is held in trust for the public by the City of Pickering.
03 Resources and Responsibilities
03.01 In a commitment to excellence, and in accordance with recognized museum
standards, the City of Pickering will provide the human, financial, and physical
resources to manage and maintain the PMV's collection.
03.02 The City of Pickering may provide an annual budget for acquisitions. Museum
staff and the Advisory Committee may also apply for additional funding from the
Pickering Museum Village Foundation for artifact acquisition and care.
03.03 The Coordinator, Museum Operations will:
Be responsible for the management of the collection and with the
Conservator, will ensure that all policies, plans, procedures, and
standard operating procedures pertaining to the collection are
developed, implemented and reviewed;
ii. Be responsible for ensuring that all staff and volunteers working with the
collection are aware of, and adhere to, collections policies, plans ,
procedures and standard operating procedures;
Ensure that all staff and volunteers working at the PMV understand and
maintain confidentiality in all matters pertaining to the museum's
operation, including collection records, and security routines and
systems;
Policy Title: Collections Development and Management Policy
Policy Number: CUL 010
Page 3 of 12
iv. Review the management of the collection annually, with'the assistance
of the Conservator and the Collections Sub -Committee; and,
v. Encourage and support staff to develop relationships that foster a
positive image of the museum in the community in order to support
collection development.
03.04 The PMV Advisory Committee will:
i. Appoint a Collections Sub -Committee which will review and make
recommendations to the Advisory Committee regarding the
development, management, and care of the collections; and
ii. Approve acquisitions and deaccessions, and forward deaccession
recommendations to Council for approval.
03.05 The Conservator will
Maintain the day-to-day management and care of the collection,
including all documentation pertaining to the collection, according to
current museological standards and guidelines;
ii. Ensure that all storage and exhibit materials, labelling techniques and
any other supplies in contact with the collection are inert and proven not
to accelerate deterioration within the collection;
Ensure that all artifacts having the potential to be hazardous to the
public, staff, volunteers, or to other artifacts in the collection, are
properly handled and stored;
iv. Advise the Collections Sub -Committee with regard to condition of
potential acquisitions, their storage and preservation requirements prior
to acceptance;
v. Review the collection and advise on gaps for the purpose of
strengthening the collection; and
vi. Build and maintain community relationships in order to support collection
development.
04 Ethics
04.01 In acquiring artifacts for the collection, the PMV and its representatives will act
responsibly and in a manner sympathetic to members of the community.
04.02 No.human remains will be accepted into the collection.
Policy Title: Collections Development and Management Policy
Policy Number: CUL 010
Page 4 of 12
04.03 Objects, which are of specific significance to recognizable cultural, ethnic, or
religious groups, will be added to the collection and displayed only in
consultation with representatives of the group to ensure that any display or
depiction of such objects is sensitive to their beliefs and concerns.
04.04 Consideration will be given to the probable outcome of the PMV's refusal to
accept the donation in regard to its sale, loss of provenance/history or
destruction.
04.05 The PMV will collect objects with regard to all municipal, provincial and federal
statutes and agreements concerning the control or banning of specific materials
or objects.
04.06 PMV staff, Advisory Committee members, and Collections Sub -Committee
members may not personally collect items that fall within the PMV's collection
mandate. Such personal collections will be considered, and must be declared,
a conflict of interest. Volunteers who are personal collectors will also be
expected to declare a conflict of interest, and therefore will not be eligible to
work with, assist, or advise on the collecting process.
04.07 The PMV will avoid accepting items with stipulations or legal restrictions,
including provincial and federal acts, or in contravention of the United Nations
Educational, Scientific and Cultural Organization (UNESCO) Conventions.
04.08 The PMV will respect the provisions contained in the Copyright Act, Ontario
Heritage Act, and the Municipal Freedom of Information and Protection of
Privacy Act insofar as they apply to the ethical acquisition of artifacts.
04.09 The PMV will not accept items with questionable, undetermined, or unethical
history of ownership.
04.10 The PMV will not collect live ammunition.
04.11 The PMV will not collect restricted or prohibited weapons as defined by the
Canadian Firearms Act.
04.12 The PMV may collect unrestricted and/or antique weapons as defined by the
Canadian Firearms Act, provided that all regulations relating to acquisition and
storage are met.
05 Collection Development
05.01 As a responsible steward of those artifacts in its possession, the PMV will make
every reasonable effort to collect, document, and preserve those artifacts
reflective of the museum village's vision, mission, mandate and statement of
purpose.
05.02 Current storage conditions and space must be adequate to house new and
existing artifacts.
Policy Title: Collections Development and Management Policy
Policy Number: CUL 010
Page 5 of 12
05.03 The resources required for the long term preservation of potential artifacts must
be carefully considered prior to acquisition.
05.04 Long and short term goals, including strategic plans, will be a factor of
consideration in collection development.
05.05 Collection development will take into account gap analyses and identified
weaknesses.
05.06 In order to facilitate public and educational programming, and to avoid
deterioration of the Core Collection through use, the PMV will develop, manage,
and maintain two collections: a Core Collection and an Education Collection.
i, The Coordinator, Museum Operations and the Conservator will be
responsible for the development of the Core Collection, with the support
of the Collections Sub -Committee; and
ii. Recommendations for the development of the Education Collection will
be shared among staff and volunteers working in programs and will take
into consideration programming and living history active displays.
05.07 PMV staff, volunteers, Advisory Committee members, and Collections Sub -
Committee members may not accept items for donation, but will refer potential
donors directly to the Coordinator, Museum Operations or the Conservator.
05.08 PMV Staff, volunteers, Advisory Committee members, and Collections Sub -
Committee members will not attempt to act as a broker or representative of the
PMV, with regards to the potential donation/acquisition of artifacts into either the
Core or Education Collection:
06 Acquisitions
06.01 The PMV collects material culture, by donation or purchase, pertaining to the
history of Pickering up to 40 years prior to the present year, in order to
understand and interpret the community's past, present and future.
06.02 Objects under consideration for acquisition must have Temporary Custody
forms accompanying them.
06.03 Decisions to acquire material culture into the Core Collection will be made
based on the following conditions and criteria:
Provenance to the community (those things made and/or used in
Pickering, associated with a person, place or event in Pickering);
ii. Typical or representative of objects made or used in Pickering; that are
historical, cultural, or aesthetic in nature; and that support the
interpretative representation of the heritage buildings;
Policy Title: Collections Development and Management Policy
Policy Number: CUL 010
Page 6 of 12
iii. Be in good or excellent condition, or be a unique and rare addition to the
collection;
iv. Are not duplicates of current collection items; and
v. Are well documented with clear legal title, free of provisions and
restrictions.
06.04 Objects which are accepted into the Education Collection will be those that are
typical of, or representative of, objects made or used in Pickering during the
PMV's interpretive time line, but which have no specific association with a
person, place or event within Pickering or Pickering's history. These objects
may be duplicates of those within the Core Collection.
06.05 All artifact donations to the PMV will be deemed as a gift without ties, as
detailed in the PMV Deed of Gift.
06.06 The donors of items not approved for acquisition will be contacted immediately
to retrieve their possessions. Items will be considered abandoned if no
response or arrangements for pickup have been made following all reasonable
attempts by staff.
06.07 The PMV reserves the right to dispose of abandoned items.
07 Tax Receipts and Appraisals
07.01 Tax receipts may be made available upon request by the donor.
07.02 For objects less than $1,000.00, an independent appraisal is not required. An
original bill of sale or receipt is acceptable if the item was purchased within the
last 12 months.
07.03 The Coordinator, Museum Operations and/or the Conservator may provide
current fair market value for objects under an estimated value of $1,000.00.
07.04 Items estimated to be worth more than $1,000.00 must be independently
appraised at the donor's cost. PMV staff may arrange for an independent
appraisal paid for by the City of Pickering, only if the donor signs a Deed of Gift
transferring ownership to the museum prior to the appraisal.
07.05 The appraisal must reflect the current fair market value of the object(s).
07.06 The appraisal must be conducted by a member of the Certified Personal
Property Appraisers Guild of Canada or equivalent.
07.07 The donor may not be the appraiser.
07.08 Upon transfer of ownership by signed Deed of Gift, and issuance of a tax
receipt, gifts will not be returned to the donor.
Policy Title: Collections Development and Management Policy
Policy Number: CUL 010
Page 7 of 12
08 Documentation
08.01 In order to maintain the significance and value of the objects in the PMV
collection, all pertinent information regarding the identity, history, provenance
and transfer of legal title of the artifacts will be collected, recorded, and
preserved.
08.02 The PMV will collect and preserve the above mentioned information in the
following formats: written, electronic, graphic, audio visual.
08.03 Where applicable, the PMV will follow all guidelines and maintain records
required by municipal, provincial or federal statutes, such as for firearms or
hazardous materials that may be held in the collection.
08.04 Hard copies of all documentation pertaining to the collection will be maintained.
08.05 The electronic records will be backed up on the City of Pickering computer
server.
08.06 PMV will maintain current collections managementprocedures for, and proper
documentation of, the incoming and outgoing loan of those artifacts within its
possession.
09 Preservation
09.01 The PMV will strive to preserve all collection material (including historic
buildings on site) for future generations. The responsibility of the preservation
of the collection is that of the Coordinator, Museum Operations and the
Conservator.
09.02 All staff and volunteers will be trained in Artifact Care and Handling Procedures
and will be responsible for following them and the Conservation Policy as it
pertains to their daily work routines.
09.03 Staff and volunteers will be trained in duties specific to their position as outlined
in the Heritage Housekeeping and Maintenance Manual, and in expected
responsibilities relating to the Disaster Preparedness Plan and Salvage
Procedures.
09.04 All staff and volunteers are responsible for reporting any threat or concern about
artifacts and buildings to the Conservator immediately.
10 Use and Operation of Artifacts
10.01 It is understood that use and operation of certain mechanical artifacts may
increase the preservation and longevity of the artifact. However, it is a certainty
that continued use will cause wear and tear, necessitating maintenance, repair,
Policy Title: Collections Development and Management Policy
Policy Number: CUL 010
Page 8 of 12
and replacement of parts, resulting in Toss of the evidential and heritage value of
the artifact.
10.02 As a living history site, PMV may choose to enhance guest experience and
knowledge by using and/or operating objects and machines in active
demonstrations. Those objects and machines will be Education Collection
pieces, not Core Artifacts.
10.03 Core artifacts may be selected for use and/or operation on a case-by-case
basis, at the discretion of the Coordinator, Museum Operations and the
Conservator and at the approval of the Advisory Committee.
10.04 When recommending if an artifact may be used or operated, the Coordinator,
Museum Operations and the Conservator will be responsible for finding a
balance between living history interpretation benefits and the long-term
preservation of the artifact: The following factors will be considered:
The ability of museum staff to protect the safety of the public, staff and
the collection;
ii. The ability of the City of Pickering to provide the resources to operate an
artifact;
iii. The existence of a duplicate artifact that will be preserved in its original
state;
iv. The interpretive value to the public, the range of demonstrative
techniques available, and the effect the operation will have on the
artifact;
v. The relative, significant heritage of the artifact, with consideration of
rarity, provenance, uniqueness and value;
vi. Alternative, less invasive operation to sustain working order rather than
original power source; and
vii. The research benefits of using the artifact against the preservation of
the artifact's history of use.
10.05 Core artifacts identified and approved for use will be documented in the
collection records.
10.06 Core artifacts may not be rented.
10.07 Film rental contracts that include interiors and existing staging will be
considered on a case-by-case basis.
Policy Title: Collections Development and Management Policy
Policy Number: CUL 010
Page 9 of 12
11 Loans
11.01
Loans of artifacts to other recognized institutions may be approved by the
Coordinator, Museum Operations or the Conservator for a set period of time for
the purpose of research or exhibition, provided that the PMV's loan conditions
are met.
11.02 The PMV will not loan artifacts from the Core Collection to individuals.
11.03 Incoming loans may be approved by the Coordinator, Museum Operations or
the Conservator for a set period of time for the purpose of research or to
enhance Temporary Exhibitions.
11.04 The PMV will not agree to long term loans with no determined end date for
either outgoing or incoming loans. Exceptions may be considered at the
discretion of the Coordinator, Museum Operations.
11.05 For both outgoing and incoming loans, documentation (including photographs)
regarding condition and value must be completed, and loan forms must be
signed, prior to the loan taking place. This documentation will become part of
the artifact's permanent file.
11.06 The PMV will provide the same standards of care for incoming loans as for its
Core Collection. If the PMV feels that the lending institution's conditions cannot
be met, the loan will not proceed.
12 Deaccessioning
12.01 As part of responsible collections management, the PMV acknowledges that in
order to maintain a relevant collection within the parameters of the PMV Vision,
Mission, Mandate, and Statement of Purpose, artifacts may require removal
from the Core Collection.
12.02 In the interest of ethical collections management, and unless an artifact is
deemed hazardous, PMV has no legal title, or it is in an unstable or rapidly
degenerating condition, it will not be considered for deaccession until it has
been in the collection a minimum of two years.
12:03 The PMV will perform a deaccession with strict adherence to ethical and
museological guidelines and practices.
12.04 Prior to a deaccession, the Coordinator, Museum Operations and the
Conservator will ensure that:
The PMV/City of Pickering holds the legal title to the object, and that
there are no holds or restrictions placed on the donation; and
Policy Title: Collections Development and Management Policy
Policy Number: CUL 010
Page 10 of 12
ii. In the case of artifacts with no clear title or that are poorly documented
or undocumented, a serious and documented attempt was made by staff
to research and investigate ownership.
12.05 The PMV Advisory Committee must approve deaccession, in a formal meeting
of the Committee, at the recommendation of the Collections Sub -Committee.
12.06 Final approval to deaccession must be granted by the Mayor and Council.
12.07 Artifacts may be recommended by the Collections Sub -Committee for
deaccession if:
The artifact is the subject of repatriation;
ii. The artifact is significantly incomplete (unidentifiable piece or fragment)
or is not representative of the type of object;
iii. The artifact is in such poor condition that preservation, conservation or
restoration is not a viable option;
iv. The artifact is duplicated in the collection and having a duplicate is not of
value to the collection;
v. The artifact is not relevant to the PMV's collecting mandate and/or plan;
vi. There is incomplete documentation and provenance for the artifact;
vii. The artifact has no effective use in current or future exhibitions,
research, interpretation, active demonstration or public use;
viii. There are ethical issues related to ethnographic collections and human
remains;
ix. There are restrictions on legal title;
x. It has been found subsequently that there is questionable legal title;
xi. Correcting old accessioning mistakes (i.e. item was never meant to be
an artifact or accessioned); and
xii. The object is a threat to the collection, staff, volunteers, or structure of
the PMV.
12.08 Records (or a copy) will be maintained for all artifacts deaccessioned, and will
include the original catalogue information, documentation of the reason(s) for
deaccession and approval, and documentation of the disposal of the artifact.
Note will be made with the original entry in the Accession Register of the date of
deaccession.
Policy Title: Collections Development and Management Policy
Policy Number: CUL 010
Page 11 of 12
13 Disposal
13.01 Artifacts may be disposed of or destroyed only after deaccession has been
approved.
13.02 PMV will make all reasonable efforts to inform the registered donor or family (if
donor is deceased) that the object is to be disposed of as requested on the
Deed of Gift and only if a tax receipt was not issued.
13.03 Every attempt will be made to relocate deaccessioned artifacts within the
museum community. The receiving museum will assume packing and transport
costs.
13.04 Failing the above steps, the object may be offered for sale to the public, in
accordance with the City of Pickering's Purchasing Policy, PUR-010, section 15
(Disposal of Surplus Assets) at public auction to the highest bidder and based
on current market value.
13.05 No member or family member of the Collections Sub -Committee, the PMV
Advisory Committee or City of Pickering staff or volunteers will be allowed to
purchase the object.
13.06 If an artifact is in a total state of disrepair, the artifact may be destroyed in view
of two persons consisting of the Coordinator, Museum Operations, and/or the
Conservator, and/or at least one member of the PMV Advisory Committee.
13.07 Profits from the sale of donated artifacts must go towards collections
development or artifact maintenance/conservation.
14 Policy Review
14.01 This policy will be reviewed a minimum of every three years, by the Coordinator,
Museum Operations, the Conservator, and the Collections Sub -Committee.
14.02 Changes to this policy will be approved by the PMV Advisory Committee prior to
going forward for City and Council approval.
Please refer to all associated Procedures and Standard Operating Procedures, if applicable, for
detailed processes regarding this Policy.
Policy Title: Collections Development and Management Policy
Policy Number: CUL 010
Page 12 of 12
PICKERING
ACHMENI # a �. TO REPORT �S 31— II'
Policy
Policy Title: Conservation Policy
Policy Number
CUL 020
Reference
Date Originated (mldly)
Date Revised (mldly)
Pages
ICOM Code of Ethics for
December 4, 2017
7
Museums
CAC Code of Ethics and
Guidance for Practice
CMA Ethics Guidelines
The Getty Institute's
Conservation Museum Planning
Approval: Chief Administrative Officer
Point of Contact
Supervisor, Cultural Services
Policy Objective
As a responsible steward of the material culture and herita
Village (hereinafter referred to as the "PMV") and the Cit
retain staff qualified to preserve these materials for t ben
conservation (both preventive and treatment base
heritage buildings are a high priority. The City of
environment for artifacts, whether in storage, on e
treatment or restorative work is carried out by traine
Pickering, the Pickering Museum
,ging recognize the need to
lure generations. The
artifact collection and
est possible physical
Insure.that any
rd king with the
efit o
°the museum
ckering will provide`i
t, or on loan, and
ls. All sta
hum Association's`"`Ethics
ce for Practi e" as outlined by the Canadian
operfy, `and will follow all current legislation affecting
collection will maintain strict adherence,
Guidelines" and the "Code of Ethics and
Association for Conservation of Cultural P
conservation and collections
Index
01 Definitions
02 Respo
03 Prior t`
04 Preventive.°RYonservation
05 Treatment Cons' ation
06 Standards
07 Policy Review
Page
2-4
4-5
5
6
6
6-7
7
01 Definitions
01.01 Conservation — All actions aimed at the safeguarding of cultural property for
the future. The purpose of conservation is to study, record, retain, and restore
the culturally significant qualities of the cultural property as embodied in its
physical and chemical nature with the least possible intervention. Conservation
includes the following: examination, documentation, preventive conservation,
preservation, treatment, restoration and reconstruction.
01.02 Core Collection — The PMV's collection of artifacts that have a specific
association with (or in some cases were typically used by) a person, place or
event within Pickering Township pertaining to the history of Pickering up to 40
years prior to the present date. Artifacts in this collection are reserved for
research and display under controlled conditions.
01.03 Cultural Property — Objects that are judged by society, or by some of its
members, to be of historical, artistic, social or scientific importance. Cultural
property, also referred to as artifacts, can be classified into two major
categories: 1) Movable objects such as works of art, artifacts, books, archival
material, and other objects of natural, historical, or archaeological origin; and, 2)
Immovable objects such as monuments, architecture, archaeological sites and
structures of historical or artistic interest.
01.04 Documentation — All of the records, written and pictorial, accumulated during
the examination and treatment of a cultural property. Documentation can
include the examination records and condition report, treatment proposal,
treatments records and report, recommendations for future care, samples taken
from the cultural property, and relevant correspondence. The purpose of this
documentation is to:
i. Record the condition of cultural property;
ii. Record information revealed during examination or other conservation
activities that assists in the understanding of the cultural property;
iii. Record the changes to the property due to conservation activities, and
the justification for these changes; and
iv. Provide information helpful to the future care and treatment of cultural
property.
01.05 Education Collection — The PMV's collection of objects available for the
purpose of interactive displays and active demonstrations which could result in
deterioration and damage through use. These items have no specific
association with a person, place or event within Pickering.
Policy Title: Conservation Policy
Policy Number: CUL. 020
Page 2 of 7
01.06 Intervention and Repair — Any action that results in a physical or chemical
change to a cultural property, including steps taken to replace or correct broken,
damaged or faulty components or elements of an artifact, either inside or
outside, or to make minor alterations or renovations to it in order to maintain its
operating efficiency.
01.07 Invasive Treatment — All actions directly applied to an item or a group of items
aimed at arresting current damaging processes or reinforcing their structure.
These actions are only carried out when the items are in such a fragile
condition, or deteriorating at such a rate, that they could be lost in a relatively
short time. These actions sometimes modify the appearance of the items.
01.08 Material Culture — the physical objects created by a culture; the buildings,
tools, and other artifacts created by the members of a society.
01.09 Preservation -- All actions taken to retard deterioration of, or to prevent damage
to, cultural property through activities that minimize chemical and physical
deterioration and damage and that prevent loss of informational content.
Preservation involves management of the environment and of the conditions of
use, and may include treatment in order to maintain cultural property, as nearly
as possible, in a stable physical condition. The primary goal of preservation is
to prolong the existence of cultural property.
01.10 Preventive Conservation — All actions taken to mitigate damage and
deterioration to cultural property. This is achieved through the formulation and
implementation of policies and procedures in areas such as lighting,
environmental conditions, air quality, integrated pest management; handling,
packing and transport, exhibition, storage, maintenance, use, security, fire
protection, and emergency preparedness and response.
01.11 Preventive Maintenance — All actions taken to preserve or keep a cultural
property in a given existing condition, including routine, cyclical, non-destructive
actions taken to slow the deterioration of cultural property. In technical terms,
maintenance consists of regular inspections of cultural property and may involve
small-scale treatments (e.g. surface cleaning, renewal of protective coatings,
etc.). Preventative maintenance is a powerful tool to prevent decay and avoid
Targe -scale conservation -restoration treatments. A suitable maintenance
program implemented after the conservation treatment aims at preserving the
improved conditions of the cultural property.
01.12 Reconstruction — All actions taken to recreate, in whole or in part, a cultural
property, based on literary, graphic, pictorial, archaeological, and scientific
evidence. Reconstruction is aimed at promoting a better understanding of a
cultural property, and is based on little or no original material, but clear evidence
of a former state.
Policy Title: Conservation Policy
Policy Number: CUL 020
Page 3 of 7
01.13 Restoration — All actions taken to modify the existing materials and structure of
cultural property to represent a known earlier state. The aim of restoration is to
reveal the culturally significant qualities of a cultural property. Restoration is
based on respect for the remaining original material and clear evidence of an
earlier state.
01.14 Stabilization — Treatment procedures intended to maintain the integrity of
cultural property and to minimize deterioration.
01.15 Treatment Conservation — All actions taken to stabilize, modify, repair or
restore cultural property to a known earlier state with the aim to preserve
aesthetic and historical values.
02 Responsibilities:
02.01 The City of Pickering may allocate funds in each budget year (be they current or
capital) for artifact and building preservation, maintenance, and repairs.
Museum staff and the Advisory Committee may also apply for additional funding
from the Pickering Museum Village Foundation, or other funding organizations,
for artifact preservation and care.
02.02 The PMV will maintain a regular evaluation and inspection schedule for all
cultural property in its possession and care. This includes building surveys,
condition reports and assessments, inventories and risk assessments based on
accumulated data.
02.03 The PMV will maintain, review and update a Disaster Preparedness Plan and
provide response training to staff and volunteers.
02.04 The preservation and conservation of the PMV's buildings and collections is the
responsibility of all museum staff.
02.05 The Coordinator, Museum Operations and the Conservator are responsible for:
i. Jointly determining conservation and preservation priorities based on
building surveys, inventories and exhibition/programming needs;
ii. Establishing and maintaining environmental standards where possible;
and
iii. Ensuring that all staff and volunteers working with the collections are
trained in artifact care and handling, heritage housekeeping, and in
recognizing risks and threats to the collection.
02.06 All museum staff and volunteers are responsible for the following:
Maintaining the security of the collection, including protection from
damage, deterioration or loss;
Policy Title: Conservation Policy
Policy Number: CUL. 020
Page 4 of 7
ii. Reporting preservation concerns promptly to the Conservator;
iii. Adhering to care and handling techniques, as trained, when working with
or around museum artifacts; and
iv. Adhering to plans and directives outlined by the Conservator when
included in treatment projects.
03 Priorities
03.01 Preventive conservation is the best use of resources in the care of the Core
Collection. Improvements in this area affect positive changes on a large amount
of artifacts. Preventive conservation measures will take precedence over any
conservation treatments. Conservation treatments will take precedence over
restoration treatments.
03.02 The Education Collection at the PMV, used in active displays and
demonstrations is considered expendable. Care, maintenance and treatment of
the Core Collection will always take precedence over the Education Collection.
03.03 Any intervention applied to a cultural property will be thoroughly researched in
terms of historic and aesthetic accuracy as well as stability of materials and
processes. The history and evidence of past use will be respected. This will
apply to both maintenance and treatment conducted by staff, and to work
contracted to outside professionals.
03.04 Heritage buildings on the PMV site will undergo regular inspections in order to
develop repair and maintenance priorities. All work will be sympathetic to the
original structure, well researched in terms of accuracy, and undertaken by
qualified professionals. Capital projects such as roof replacement, painting and
drainage will be forecasted and planned.
03.05 Conservation decision making and planning will reflect the museum's Mission,
Vision, Mandate, and Statement of Purpose. Priority for attention/treatment will
be as follows:
i. Artifacts requiring emergency treatment/stabilization;
ii. Artifacts determined by the Coordinator, Museum Operations to be of
particular historic significance;
iii. Artifacts required for exhibit/display;
iv. Artifacts required by programming; and
v. All other artifacts owned by the PMV.
Policy Title: Conservation Policy Page 5 of 7
Policy Number: CUL 020
04 Preventive Conservation
04.01 The PMV has a wide range of museum environments, from contextual exhibits
in heritage buildings to case displays. With this in mind, the PMV will strive to
meet and maintain current museum environmental standards wherever
possible.
04.02 New building acquisitions may be provided with a heating/cooling system to
minimize temperature and relative humidity fluctuations.
04.03 An Integrated Pest Management Strategy will be followed and reviewed
annually, or as issues arise.
04.04 The Collections Storage Area in the Administration Building will meet or exceed
environmental standards as determined by the Ministry of Tourism, Culture and
Sport.
04.05 The Collections Storage Area in the Administration Building will be secure and
used only for artifact storage. Admittance will be at the discretion of designated
museum staff.
04.06 Newly acquired heritage buildings will be evaluated and monies may be
budgeted for repairs, renovations, and other measures as required to ensure
their long-term preservation.
05 Treatment Conservation
05.01 Conservation treatments will be based on artifact condition assessments and
reports provided by the Conservator. The Coordinator, Museum Operations and
the Conservator will determine the extent and nature of the treatment.
05.02 All treatments will be diligently documented, with full condition and treatment
proposals and reports. Photographs will be taken before, during and after
treatment. All research, samples and investigative data pertaining to the artifact
and its treatment will be kept.
05.03 Where the scope of work falls outside of the expertise of the staff Conservator, a
qualified Conservator specializing in that area will be consulted.
06 Standards
06.01 All treatments (conservation or restoration) will be of minimal intervention to the
object.
06.02 Reversible techniques and materials will be used whenever possible in
treatments, cataloguing and display.
Policy Title: Conservation Policy
Policy Number: CUL 020
Page 6of7
06.03 Restorations will be historically accurate and based on solid, documented
observations and research, based on a known earlier date.
06.04 Restorations/reconstructions will be easily detectible and will not be
aesthetically deceptive to appear original.
07 Policy Review
07.01 This policy will be reviewed a minimum of every three years, by the Coordinator,
Museum Operations, the Conservator, and the Collections Sub -Committee.
07.02 Changes to this policy will be approved by the PMV Advisory Committee prior to
going forward for City approval.
Please refer to all associated Procedures and Standard Operating Procedures, if applicable, for
detailed processes regarding this Policy.
Policy Title: Conservation Policy
Policy Number: CUL 020
Page 7of7
DICKERING
ATTACHMENT # TO REPOR ..#, CS 31 11"
Policy
Procedure Title: PMV Research Policy
Policy Number
CUL 030
Reference
Date Originated (mldly)
December 4, 2017
Date Revised (mldfy)
Pages
5
Approval: Chief Administrative Officer
Point of Contact
Supervisor, Cultural Services
Policy Objective
The City of Pickering recognizes the importance of research in the development and
maintenance of sound museum collections, conservation, coma = nication, exhibit, and education
and interpretive practices and activities. Accurate docume ati n of information will be ensured,
in compliance with the Pickering Museum Village (here wafter red' .ed to as the "PMV") Vision,
Mission, Mandate, Statement of Purpose, and Value:
This policy outlines the kinds of ongoing resears✓h 1 ndertaken internally upport of PMV
activities, responsibilities to be adhered to when co acting re arch, an aw research will be
facilitated for, and shared with, memberf the public
Index Page
01 Definitions, 1-2
02 Commitment to Research «Rw E,
2
03 Types of Research Activities h kx 5 3
04 Accesshto the Colle tion s t x 3
05 Ethical and Legal Res ibiliti� 3-5
01 Definitions
01.01 Acquis s Oboe is that the PMV has legal ownership and control over and
are gene a adk by acceptance of donation, purchase, or field collecting.
01.02 Artifact — An object created or produced by humans, that has cultural
significance to Pickering. It may be used for exhibition, explanation, or
research, and is held in trust for the public for future generations to appreciate
and learn from. An artifact may be a building, an object including furniture,
tools, vehicles, household or personal items, textiles, books or paper. records.
01.03 Core Collection — The PMV's collection of artifacts that have a specific
association with (or in some cases were typically used by) a person, place or
event within Pickering Township pertaining to the history of Pickering up to 40
years prior to the present date. Artifacts in this collection are reserved for
research and display under controlled conditions.
01.04 Education Collection — The PMV's collection of objects available for the
purpose of interactive displays and active demonstrations which could result in
deterioration and damage through use. These items have no specific
association with .a person, place or event within Pickering.
01.05 Material Culture --- The physical objects created by a culture; the buildings,
tools, and other artifacts created by the members of a society.
01.06 Research — An investigation of a specific subject that involves formulating
problems, gathering and critically analyzing evidence, recording observations,
and developing conclusions.
02 Commitment to Research
02.01 PMV has a responsibility to encourage, and contribute to the research,
development of, sharing of, and housing of knowledge and resources about the
community's past and its material culture, as identifiedin the PMV's governing
statements.
02.02 Space and a library of resource 'material will be maintained, and will be
continually developed to support research.
02.03 Budgetary support may be provided by the City of Pickering to support research
by the annual allocation of funds for materials, equipment, space, and staff
resources.
02.04 Staff and volunteers will undertake research as necessary to support PMV
activities.
02.05 Priorities for research will be determined based on PMV goals and objectives as
set out in current approved strategic, business, or master plans, and that
research will align with and support the PMV's current Comprehensive
Interpretive Plan.
Policy Title: Research Policy Page 2 of 5
Policy Number: CUL 030
03 Types of Research Activities
03.01 Research will be conducted in the following ways and areas:
The research of artifacts accepted into the PMV's collections (both Core and
Education Collections) is necessary to understand artifact significance and
value to the community, uniqueness and rarity of the objects, and to enhance
understanding of the collections overall;
ii. Research in support of PMV event, program and exhibition planning and
development is necessary to ensure accuracy of information shared with the
public, and to build a greater knowledge base for the PMV's resource library;
and
Research is necessary to support PMV function and will include, but is not
limited to, artifact care, conservation treatment, interpretation trends and
development strategies, education sector changes (e.g. common curriculum),
marketing and promotional strategies, strategic, master and business plan
strategies, survey and evaluation development and analysis, training and
other professional development techniques and methods, use and application
of technology, and public engagement strategies.
03.02 Research related to the community and its history will be conducted and/or
facilitated to support public and City interdepartmental requests.
04 Access to the Collection
04.01 Request for access to the artifact collection (Core or Education Collections) and
the PMV library resource material will be granted to the public by appointment.
04.02 When access is granted to the collections, a trained staff member will provide
orientation and remain present.
04.03 Public and internal inquiries and appointments will be recorded and tracked as a
user and public service statistic.
04.04 Requests from the public for staff to conduct research will be reviewed on a
case-by-case basis; the PMV may apply research fees to cover the cost of staff
wages, and as approved annually in the City's user fees and charges.
05 Ethical and Legal Responsibilities
05.01 Only staff and volunteers with proven historical research skills and/or
background will be selected to conduct research.
05.02 Staff and volunteers conducting research on collections will be trained in Artifact
Care and Handling before beginning a research project.
Policy Title: Research Policy Page 3 of 5
Policy Number: CUL 030
05.03 Research will be as accurate, detailed, and objective as access to reference
material and resources will allow. Off-site research at archives and libraries will
be encouraged where possible and necessary, and as resources allow.
05.04 All research conducted by staff and volunteers to support PMV activities will:
Be fully and properly documented, with sources accurately cited;
ii. Be kept on file along with primary sources collected; and,
Ensure future researchers will be able to review data collected, along with the
researcher's theories and conclusions.
05.05 All PMV staff and volunteers will understand and follow standards of ethical
behaviour in research (e.g. confidentiality of records, publication guidelines,
credit, etc.), and will uphold municipal, provincial, and federal legislative
requirements (e.g. copyright legislation, Municipal Freedom of Information and
Protection of Privacy Act) when preparing research for publication or sharing.
05.06 When collecting information from a person (visitor surveys, oral history,
interviews), participants will be informed of their right to withdraw, their privacy
will be protected, and written consent must be attained if the PMV intends to use
the information. The PMV will not share information that the participant has
identified as confidential.
05.07 All research conducted by staff or volunteers to support public programs,
events, and exhibits will be shared with the public (except for information
identified as private or confidential) through interpretative methods and
techniques (e.g. exhibition text panels, interactive verbal interpretation and
storytelling, blogs and publications).
05.08 Excluding information declared as private or confidential, the results of research
conducted in support of PMV operational functions will be shared with the public
and/or City staff solely for the purpose it was intended (e.g. data analysis,
reports).
05.09 When research is conducted by the public through access to the PMV's
resources and/or collections, the user will be requested to provide a copy of the
final work to be included in the PMV's resource library, and the PMV credited
and/or cited in their final work. All restrictions on public access regarding
confidentiality and privacy will be honoured.
05.10 Relevant Senior Museum staff (Coordinator, Museum Operations, Event &
Volunteer Programmer, Conservator) will review and evaluate research
conducted by volunteers and program staff, to ensure research objectives and
recognized ethical and legal standards are met.
05.11 All research conducted for the PMV by staff and volunteers will be the property
of the City of Pickering.
Policy Title: Research Policy Page 4 of 5
Policy Number: CUL 030
05.12 All forms that collect personal information will contain a notation that includes
the reasons the information is being collected and what it is being used for, in
accordance with the Municipal Freedom of Information and Protection of Privacy
Act.
06 Policy Review
06.01 This policy will be reviewed a minimum of every three years, by the Coordinator,
Museum Operations.
06.02 Changes to this policy will be approved by the PMV Advisory Committee prior to
going forward for City approval.
Please refer to all associated Procedures and Standard Operating Procedures, if applicable, for
detailed processes regarding this Policy.
Policy Title: Research Policy Page 5 of 5
Policy Number: CUL 030
- C4
DICKERING
ATTACHMENT # 1 d_ s �t..J' CS 3k
Policy
Policy Title: PMV Interpretation and Programming Policy
Policy Number
CUL 040
Reference
PMV Policy
Date Originated (mldly)
December 4, 2017
Date Revised (mldly)
Pages
11
Approval: Chief Administrative Officer
Point of Contact
Supervisor, Cultural Services
Policy Objective
The City of Pickering recognizes that the Pickering Museum Vil: e (hereinafter referred to as
"PMV") is a public facility dedicated to preserving, studying, Xr a . i terpreting the community's
heritage. Programming creates a link between the PMV, i ; tact collections and the visitor,
and is the most visible core interpretive function of the P1I°` P is dedicated to providing high
quality, innovative, and interactive programs that ars ponsive t. community and that build
and sustain public trust.
The purpose of this policy is to define the PMV's rcrl sand res veloping,
presenting, and evaluating effective museum program, with, and s' f%rt, the PMV's
governing principles (Vision, Mission, Ilnt%e, Stateme ®: ' urpose, and Values).
. Index
01 Definitions
02 Comprehensive inter
Page
2-4
4
03 Audienc 4-5
04 Guest v rvices 5
05 Prograe fanning and Dev,elopmefr 5-7
06 Program Evalt"tian` 7
07 Commitment to Life1 9 L R'ng 8
08 Educational Programmi 8-9
9
09 Community Programming
10 Staff Training and Development
11 Facility Use
12 Policy Review
01 Definitions
10
11
11
01.01 Acquisitions — Objects that the museum has legal ownership and control over
and are generally obtained through donation, purchase, or field collecting.
01.02 Artifact — An object created or produced by humans, that has cultural
significance to Pickering. It may be used for exhibition, explanation, or
research, and is held in trust for the public for future generations to appreciate
and learn from. An artifact may be a building, an object including furniture,
tools, vehicles, household or personal items, textiles, books or paper records.
01.03 Audience — A group of people bonded by their collective participation as
listeners, spectators, or participants in a museum program (e.g. workshop, tour,
exhibit, or event).
01.04 Community -- Refers broadly to forms of association that connect people
together in ways such as, but not exclusive to, geographic location, common
interest, language, objective, religion, tradition, history, economy, and ways of
living.
01.05 Core Collection —PMV's collection of artifacts that have a specific association
with (or in some cases were typically used by) a person, place or event within
Pickering Township pertaining to the history of Pickering up to 40 years prior to
the present date. Artifacts in this collection are reserved for research and
display under controlled conditions.
01.06 Customer Service — Refers to the approach the PMV will take to anticipate and
satisfy or exceed visitor needs. These services may include, but are not limited
to value for money, uniqueness and high quality of experience, and level, ease,
and comfort of the overall PMV experience.
01.07 Educational Programming — Programming specifically designed to blend the
Ontario Ministry of Education's Curriculum standards with the PMV's interpretive
themes and mandate.
01.08 Education Collection — PMV's collection of objects available for the purpose of
interactive displays and active demonstrations which could result in deterioration
and damage through use. These items have no specific association with a
person, place or event within Pickering.
01.09 Environics --A licensed software system that analyzes collected postal codes
to break down actual and potential PMV visitors into characteristics and
Policy Title: Interpretation and Programming Policy
Policy Number: CUL 040
Page2of 11
behaviour categories that help support marketing and promotional strategies to
increase attendance and engagement at PMV programs and events.
01.10 Inputs — The materials and resources that the program will require, and may
include elements such as equipment and artifacts, facilities, staff and
volunteers, Ministry standards, etc.).
01.11 Interpretation — The communication process that creates meaning through
clear and simple explanation, in order to help PMV visitors understand
Pickering's heritage and help preserve it.
01.12 Lifelong Learning — Refers to the concept that learning is not restricted to
students, and that there are learning opportunities for all ages in the museum
environment, as well as creative scope for program objectives. Audience is not
restricted to members of the public, and the concept of lifelong learning also
applies to PMV staff and volunteers.
01.13 Material Culture -- The physical objects created by a culture; the buildings,
tools, and other artifacts created by the members of a society.
01.14 Outcomes — Anticipated changes or benefits expected to occur to program
participants or the community as a result of a program. They are qualitative
measurements of a program's success (e.g. changes in knowledge and
understanding, skills, attitudes and values, and/or impacts on enjoyment,
inspiration and creativity).
01.15 Outputs -- The immediate, direct results of the program, and should be
quantitatively measured (e.g. expected and actual number of staff and/or
volunteer hours, revenue, materials developed, number of participants, supplies
consumed, website hits).
01.16 Programming —Refers to all public activities performed by the PMV to connect
identified audiences and communities with the PMV's collections, though the
study, interpretation and preservation of Pickering's cultural heritage, and
includes lifelong learning, programs and workshops, guided tours, educational
programs, outreach programs, events, exhibitions, and blogs and publications.
01.17 Program Evaluation — A process of gathering and analyzing information from
the public that assists the PMV to establish the effectiveness, quality, and
sustainability of a program. There are three forms:
i. Front -End Evaluation -- The collection of information from the public that
helps staff establish needs and wants of the public prior to initiating program
development.
ii. Formative Evaluation -- Feedback collected from a test group before a
program is finalized (e.g. survey from a teacher partner following a pilot
program). This data will help staff make changes to the program before
launching it to the public.
Policy Title: Interpretation and Programming Policy
Policy Number: CUL 040
Page 3 of 11
Summative Evaluation — The collection of information from the program
participants at the program's conclusion.
01.18 Program Staff— Refers to front line staff who deliver PMV programs, and may
include members of the senior museum staff, Education Instructors, Tour
Guides, and volunteers.
01.19 Research — An investigation of a specific subject that involves formulating
problems, gathering and critically analyzing evidence, recording observations,
and developing conclusions.
02 Comprehensive Interpretive Plan
02.01 PMV is committed to finding ways to make its collection more publicly
accessible. To meet this objective, PMV staff will develop a Comprehensive
Interpretive Plan.
02.02 The Comprehensive Interpretive Plan will establish key interpretive themes,
identify and re-evaluate key audiences, determine programming gaps, and set
programming goals for a 3-4 year period.
02.03 The Comprehensive Interpretive Plan will be developed by the Coordinator,
Museum Operations and will align with current PMV governing statements, and
with current approved strategic, business, and master plans; it will be approved
by the Supervisor, Cultural Services, Director, Community Services and the
PMV Advisory Committee.
02.04 The Comprehensive Interpretive Plan will be reviewed and updated annually by
the Coordinator, Museum Operations, and approved as required.
02.05 A new Comprehensive Interpretive Plan will be redeveloped and approved
during the year prior to the current plan's completion.
03 Audience Research
03.01 Understanding audience demographic and behavioural patterns is key to
successful programming. PMV will collect visitor information and feedback in
the following ways:
i. Postal Code Collection at point of entry. This information will be used for
Environics Analytics (software) to provide characteristic data of users that is
linked to current census information.
ii. Visitor Survey. A full visitor survey will be conducted every three years, as
part of regular strategic and interpretive plans. Data collection methods may
include, but are not limited to, focus groups, interviews, telephone interviews
or surveys, on-line surveys and in-person surveys.
Policy Title: Interpretation and Programming Policy Page 4 of 11
Policy Number: CUL 040
iii. Social Media Analytics. Data on primary social media platforms will be
reviewed regularly to maintain an understanding and profile of primary online
audiences and determine target audiences.
03.02 All audience data will be analyzed and reviewed to identify current audiences
and potential audiences so that programs will align with known needs and
interests, and can be designed to reach audience gaps.
03.03 Targeted audience groups will be identified as part of all program planning.
03.04 Refer to the PMV Research Policy for more information.
04 Guest Services
04.01 All programs and customer services provided to the public will ensure that the
principles of excellent customer service are a priority in order to anticipate,
meet and exceed the needs of our guests.
04.02 Programs and customer services will provide excellent value, and memorable
experiences. Hands-on and multi -sensory opportunities will be offered.
04.03 Visitor comfort, level of service, convenience, and accessibility for guests with
disabilities will be considered when programs are developed and planned. This
will include pre -visit communication, signage, arrival and reception, site
orientation, print material, and on-site amenities.
04.04 Visitor feedback and program evaluation data will be reviewed by senior PMV
staff, and improvements will be continually sought to ensure optimum service
levels. Refer to section 6.
05 Program Planning and Development
05.01 PMV staff will consult the appropriate sectors of the public when developing
new programs, or reviewing and revising existing programs, to ensure public
needs are understood and met. Consultation may include surveys and
feedback forms, focus groups, steering committees, pilot programs with test
groups or a combination thereof.
05.02 Program planning and development will be systematic and a program proposal
will include the following:
A clearly defined concept and outline that includes how the
program aligns with the PMV's governing principles;
ii. identification of stakeholders. This is particularly important when
programs are developed as part of a grant or other outside funding;
Policy Title: Interpretation and Programming Policy
Policy Number: CUL 040
Page 5 of 11
Identification of target audience(s). This will include a summary of
audience characteristics;
iv. Identification of measurable outputs;
v. Identification of measurable outcomes (including High Five
requirements for child -specific programming);
vi. Identification of measurable inputs and will include estimated direct
and associated and in-kind costs (e.g. volunteer time, research);
vii. Identification of core and education collection pieces that are
recommended as part of the program, and how they will be used to
augment learning;
viii. A critical path that includes key staff responsible for tasks, and
targeted deadlines for the full development process from beginning
to wrap up responsibilities following the program's completion; and
ix. A final report showing the qualitative and quantitative success of
the program, and recommendations for the future.
05.03 The Coordinator, Museum Operations will oversee program development and
evaluation, and will delegate research and tasks to those staff and volunteers
with proven skills and abilities.
05.04 Research will be conducted in support of program development as outlined in
the PMV Research Policy, for the purpose of providing historical background
and context, information on objects and artifacts, supporting audio and visual
aids, and any related activities.
05.05 Supervisor, Cultural Services will review and approve Program Proposals as
submitted by the Coordinator, Museum Operations.
05.06 All programs will be priced to ensure that all costs to present the program will
be recovered) by participation or registration fee.
05.07 In the case of free programs (e.g. outreach programs at events outside the
PMV), the in-kind return on investment will be carefully considered before a
commitment to attend will be made (e.g. anticipated audience factors).
05.08 PMV will collect and maintain an Education Collection of artifacts separate
from its Core Artifact Collection, specifically for the purpose of hands-on
learning, and authentic living history demonstration, as per the Collections
Development and Management Policy.
05.09 Use of Core Artifacts as resources for learning must be approved by the
Coordinator, Museum Operations, in consultation with the Conservator, and
Policy Title: Interpretation and Programming Policy
Policy Number: CUL 040
Page 6 of 11
will be used and/or exhibited as outlined in the Collections Development and
Management Policy and the Conservation Policy.
06 Program Evaluation
06.01 Front-end evaluation is an important step in program development and will be
conducted prior to program development to ensure that PMV programs are
responsive to, and meet the needs of the public.
06.02 Formative evaluation will be used where possible, to ensure that programs
under development meet with current standards and needs. This evaluation is
key to the success of Educational Programming (e.g. School Tours and
Classroom Visits).
06.03 Summative evaluation will always be conducted, and is necessary to
determine the sustainability of programs, and will be collected in a variety of
ways.
Staff input. Staff delivering programs will be encouraged to self -
evaluate their interpretive skill and technique; to provide
constructive criticism on program elements; and to provide insight
on audience appeal and satisfaction at all stages of program
development and delivery.
ii. High Five Quest II Evaluations. The City of Pickering is a
participating member in this accredited program assuring healthy
child development. Qualified staff will conduct and submit
summative program evaluations of programs delivered to children,
to ensure that PMV meets and maintains the quality standards set
out by High Five.
Program Evaluation Forms. These summative forms will be
distributed and collected in hard -copy from program participants at
the conclusion of a program (e.g. public workshop, education tour
or outreach program). This information will help focus future
program development, and to measure targeted program success
in terms of objectives and outcomes.
iv. Surveys. Electronic or paper surveys will be used to gather
feedback from targeted participants at any or all stages of the
program development and delivery process.
v. Verbal exit surveys. Guests will be asked about their experiences,
allowing issues of concerns and patterns to be identified for senior
museum staff for follow up. Opportunity exists to employ this
method for front end and summative evaluation.
Policy Title: Interpretation and Programming Policy
Policy Number: CUL 040
Page 7of11
vi. Comment Cards and/or Guest Book. A feedback station will be
made available in a visible location for guests to leave their written
comments and constructive criticism for staff review and action.
For some programs, a guest book may be a more suitable format
(e.g. A Spirit Walk); and for others creative feedback opportunities
may be built into the program (e.g. temporary exhibits).
Opportunity exists to employ this method for front end and
summative evaluation.
vii. Social and Digital Media. Comments posted on social media
platforms and Trip Advisor regarding programs will be monitored,
collected, reviewed and included as part of the overall program
evaluation at whichever stage of development or delivery is
relevant.
07 Commitment to Lifelong Learning
07.01 PMV is committed to developing programs that support lifelong learning.
07.02 On-going research is necessary in order to promote learning among staff and
volunteers, as well as to support public program development.
07.03 A wide range of learning opportunities will be explored by staff, and offered to
a variety of audiences through PMV's public programs.
07.04 PMV will design and deliver its programming and training to ensure
compliance with the Ontario Human Rights Code and the Accessibility for
Ontarians with Disabilities Act. Programming at the PMV will strive to be
creative and unique, to engage visitors through multiple senses, interaction,
and hands-on experiences.
07.05 PMV will offer on-going, high quality learning and training opportunities for its
staff and volunteers, ensuring a skilled and knowledgeable interpretive team.
07.06 PMV will maintain membership with organizations that provide and support
learning and assessment opportunities that align with required accreditations
and standards and ensure quality improvement.
08 Educational Programming
08.01 Educational Programming is the PMV's primary public programming function.
08.02 PMV is an important partner in student learning; in recognition of its value to
local school boards, PMV staff will build and maintain strong relationships
with educators and Board facilitators for Social Studies and History.
Policy Title: Interpretation and Programming Policy
Policy Number: CUL 040
Page 8 of 11
08.03 Educational programming at PMV will be curriculum -based. PMV will
maintain a current and accurate understanding of curriculum expectations,
and will adapt programming to reflect education sector changes and needs.
08.04 Education program notes will include specific teaching objectives that link to
the current curricula.
08.05 PMV's primary education programming will focus on pioneers; however,
programming will be made available for education levels ranging from
preschool to post -secondary.
08.06 Programs may be developed to meet audience demand.
08.07 PMV's primary educational programming objective is high-quality direct
teaching through guided education tours and classroom outreach programs
that incorporate PMV's lifelong learning philosophy.
08.08 PMV may make available learning resources (e.g. resource notes and
supplementary information for teachers and self-directed Education Kits that
may be rented by teachers) as a secondary educational programming
objective.
09 Community Programming
09.01 Community Programming is PMV's secondary public programming function.
09.02 PMV will actively seek and welcome partnership opportunities with
Universities providing Bachelor of Education programs, and will host teacher
candidate practicum placements.
09.03 As a public facility owned and operated by the City of Pickering, and in
support of the PMV's governing statements, the PMV provides a welcoming
venue for social gathering where learning and sharing information can take
place.
09.04 PMV recognizes that its communities are not only an audience, but also a
valuable resource for skills and knowledge. PMV is committed to creating
and maintaining communication opportunities with the public. Staff will
actively seek community involvement in program development.
09.05 PMV will actively support the recruitment of representative members of the
community as volunteers, staff, and as members of the PMV Advisory
Committee, ensuring that as broad a representation as possible is available
to assist and support the work of the PMV.
Policy Title: Interpretation and Programming Policy
Policy Number: CUL 040
Page 9 of 11
10 Staff Training and Development
10.01 The success of all PMV programs, whether self -guided or staff directed, relies
upon the ability and skills of staff to design and communicate creative,
engaging, and easily understood programs, kits and/or literature. The City of
Pickering will employ qualified staff consistent with the approved City of
Pickering job descriptions.
10.02 Senior Museum staff responsible for leading program development will have
proven experience in the museum field, and will be familiar with the Ministry
of Tourism, Culture and Sport's Standards for Community Museums in
Ontario.
10.03 All training of program staff will include:
An Orientation to the PMV;
ii. Site and program specific Standard Operating Procedures; and
Hi. A Staff Training Manual that includes detailed program notes for all
programs, and additional and relevant reference material.
10.04 In addition the following training will be provided for program staff:
Orientation to the Museum including the PMV's governing
principles;
ii. An overview of the PMV's audiences, programs, and general
programming objectives;
iii. Customer Service;
iv. High Five: The Principles of Healthy Child Development;
v. Artifact Care & Handling;
vi. An overview of new programs as they are developed and initiated;
vii. Evaluation Methods;
viii. Annual CPR -CI AED, Health & Safety, Emergency Response, and
Fire Extinguisher Training; and
ix. First Aid Training every other year.
10.05 Staff will be evaluated as outlined in the City of Pickering Human Resources
Policy. Staff will be encouraged to perform self -evaluations periodically.
Policy Title: Interpretation and Programming Policy
Policy Number: CUL 040
Page 10 of 11
10.06 Evaluation and feedback from the public will, from time to time identify both
positive and negative staff issues. PMV management will share feedback with
staff members promptly to address concerns, or share praise.
11 Facility Use
11.01 As a living history site, programming at PMV is directly linked to the buildings
and open spaces of the facility, and an integral part of interpretation.
11.02 Most of the buildings at the PMV are also artifacts, and their care and use will
be subject to the considerations outlined in the Collection Development and
Management Policy, and the Conservation Policy.
11.03 Use of the buildings and open spaces will be scheduled and permitted, as
outlined in the PMV Procedure, Section 05.
12 Policy Review
12.01 This policy will be reviewed a minimum of every three years by the Coordinator,
Museum Operations.
12.02 Changes to this policy will be approved by the PMV Advisory Committee prior to
going forward for City approval.
Please refer to all associated Procedures and Standard Operating Procedures, if applicable, for
detailed processes regarding this Policy.
Policy Title: Interpretation and Programming Policy
Policy Number: CUL 040
Page 11 of 11
EPOR
DICKERING
Policy
Procedure Title: PMV Exhibit Policy
Policy Number
CUL 050
Reference
Date Originated (mldly)
December 4, 2017
Date Revised (mldly)
Pages
6
Approval: Chief Administrative Officer
Point of Contact
Supervisor, Cultural Services
Policy Objective
Exhibits are a public, highly visible, and integral medium for tellirgstories about a community's
heritage. The quantity, and to a larger extent the quality, ofpexhbits is directly related to the
public perception of a museum's success, and the perceiv d lue of its artifact collection. The
Pickering Museum Village (hereinafter referred to as IP IL(' ustahree exhibit styles (contextual,
active, and temporary) to reveal PMV's artifact collet ionshand create meaning for visitors.
The purpose of this policy is to identify and defift floe PMV's role and res pnsibilities in
developing, presenting, and evaluating effective an high-quality exhibit proms that engage
theublic and that align with, and su`
p g pport, the PMVprinciples (1� �d.n, Mission,
Mandate, Statement of Purpose, and Va)La
Index
01 Definitions
02 Exhibit Plan
03 Exhibit PJa ring and Develo
04 Use ofArtifacts in x
05 Use of Ali cts in Active
06 Policy Review''
01 Definitions
Page
2-3
3
3-4
4-5
5-6
6
01.01 Active Exhibith — Those displays that involve interpretation and interactive
participation with the public by employing the physical use of an Education
Collection artifact..
01.02 Artifact — An object created or produced by humans, that has cultural
significance to Pickering. It may be used for exhibition, explanation, or
research, and is held in trust for the public for future generations to appreciate
and learn from. An artifact may be a building, an object including furniture,
tools, vehicles, household or personal items, textiles, books or paper records.
01.03 Conservation — All actions aimed at the safeguarding of cultural property for
the future. The purpose of conservation is to study, record, retain, and restore
the culturally significant qualities of the cultural property as embodied in its
physical and chemical nature with the least possible intervention. Conservation
includes the following: examination, documentation, preventive conservation,
preservation, treatment, restoration and reconstruction.
01.04 Contextual Exhibits — Those artifacts on display that have been selected to
illustrate, in context, the daily life in homes, businesses, institutions, and on
farms within the former boundaries of Pickering Township. The buildings of PMV
and their surroundings will be used to develop a time continuum to cover the
period from early settlement onward. Each building will establish a specific
point in that continuum.
01.05 Core Collection -- The PMV's collection of artifacts that have a specific
association with (or in some cases were typically used by) a person, place or
event within Pickering Township pertaining to the history of Pickering up to 40
years prior to the present date. Artifacts in this collection are reserved for
research and display under controlled conditions.
01.06 Education Collection — The PMV's collection of objects available for the
purpose of interactive displays and active demonstrations which could result in
deterioration and damage through use. These items have no specific
association with a person, place or event within Pickering.
01.07 Material Culture — The physical objects created by a culture; the buildings,
tools, and other artifacts created by the members of a society.
01.08 Preservation — All actions taken to retard deterioration of, or to prevent damage
to, cultural property through activities that minimize chemical and physical
deterioration and damage and that prevent loss of informational content.
Preservation involves management of the environment and of the conditions of
use, and may include treatment in order to maintain cultural property, as nearly
as possible, in a stable physical condition. The primary goal of preservation is
to prolong the existence of cultural property.
01.09 Programming — Refers to all public activities performed by the PMV to connect
identified audiences and communities with the PMV's collections, though the
study, interpretation and preservation of Pickering's cultural heritage, and
includes lifelong learning, programs and workshops, guided tours, educational
programs, outreach programs, events, exhibitions, and blogs and publications.
Policy Title: PMV Exhibit Policy Page 2 of 6
Policy Number: CUL 050
01.10 Restoration — All actions taken to modify the existing materials and structure of
cultural property to represent a known earlier state. The aim of restoration is to
reveal the culturally significant qualities of a cultural property. Restoration is
based on respect for the remaining original material and clear evidence of an
earlier state.
Temporary Exhibits -- Displays developed to more deeply interpret a Pickering
theme or focus, or highlight artifacts not normally on display, and can reach a
broader audience by travelling to an off-site location, or be installed in the
Temporary Gallery space for a set length of time.
02 Exhibit Plan
02.01 The Exhibit Plan will be developed by the Coordinator, Museum Operations and
will align with current PMV governing statements, and with current approved
strategic, business, and master plans; it will be approved by the Supervisor,
Cultural Services, Director, Community Services, and the PMV Advisory
Committee.
02.02 The Exhibit Plan will establish the frequency of exhibits, and forecast changes to
the heritage building conceptual exhibits, identify and re-evaluate key
audiences, and identify the upcoming temporary gallery exhibit themes for a 5 -
year period.
02.03 To promote the broadest opportunity for guests to be engaged, involved,
educated and entertained, PMV will develop and present three categories of
exhibits: Contextual, Temporary, and Active, The Exhibit Plan will include all
categories.
02.04 The Exhibit Plan will be reviewed and updated annually by the Coordinator,
Museum Operations, and approved as required.
02.05 A new Exhibit Plan will be developed and approved during the year prior to the
current plan's completion.
03 Exhibit Planning and Development
03.01 Exhibits are considered a form of museum programming.
03.02 Exhibit planning and development, as it relates to public consultation,
development and approval processes, will adhere to the guidelines set out in
Section 05 Program Planning and Development of the PMV Interpretation and
Programming Policy (CUL 040).
03.03 As much as resources will allow, temporary and active exhibit concepts will
integrate with living history programming in the heritage village (e.g.
interpretative integration of temporary exhibit with contextual exhibits, public
tours and programs) to create a fluid and uniform message to the visitor.
Policy Title: PMV Exhibit Policy Page 3 of 6
Policy Number: CUL 050
03.04 In keeping with the aesthetics of an authentic living history site, there will be no
signage or text panels provided within the village setting/conceptual exhibit
areas, except for indications of the location of public washrooms and AED
machines.
03.05 All interpretation presented to visitors in the living history village will be provided
by costumed interpreters, or by supplementary printed material provided to each
visitor upon entry to the PMV.
03.06 All information presented in text or by staff and volunteers will be based upon
documented research, and will be accurate, objective, relevant, truthful,
sensitive, respective, and interesting.
03.07 All exhibits will be accessible to the public, insofar as can be made possible in a
living history environment and in compliance with the Ontario Human Rights
Code and the Accessibility for Ontarians with Disabilities Act. Where physical
access is not possible (e.g. upstairs in heritage buildings),. visual aid options will
be provided.
03.08 Text panels for temporary gallery exhibits and all publication materials will
comply with the Ontario Human Rights Code and the Accessibility for Ontarians
with Disabilities Act, and with current copyright legislation.
03.09 The PMV's responsibility to public trust will be foremost, and sponsorship and
commercial support of exhibits must not compromise the PMV's standards and
objectives.
04 Use of Artifacts in Exhibits
04.01 Artifacts selected for exhibit must be stable, and will be monitored to ensure
safe exposure in chosen settings (contextual exhibits in heritage buildings,
temporary gallery, off-site exhibition location, etc.).
04.02 Selection of artifacts for exhibit will be determined in strict adherence to
Conservation and Collections Development and Management policies and
procedures.
04.03 Artifacts in contextual exhibits will be conserved to a "usable" condition, as if
they are in regular use during the time represented in order to accurately
represent the interpretive through -lines of the village. Artifactswill not be
restored to "brand-new" condition.
04.04 Sensitive artifacts in contextual exhibits in the heritage buildings will be removed
to storage for the coldest months of the year.
04.05 Wherever possible, rooms in buildings will be cordoned off so that the public
may view the exhibits from a safe distance.
04.06 No artifact on display as part of a Temporary Exhibit will be used or handled.
Policy Title: PMV Exhibit Policy Page 4 of 6
Policy Number: CUL 050
04.07 All artifacts chosen to be displayed as part of a Temporary Exhibit will have a
detailed Condition Report completed, as well as photographic documentation.
Cleaning, stabilization and treatment reports on artifacts prior to exhibition will
be performed by the Conservator.
04.08 Offsite Temporary Exhibitions will be mounted in public venues that are
monitored and/or approved by the Conservator, environmentally controlled, and
secured from handling and theft.
04.09 Artifacts which are subject to damage or deterioration from exposure to light and
heat will be displayed only in areas where light, heat, and humidity levels can be
monitored and controlled.
04.10 Where multiple artifacts of one type of item are available, a schedule of rotation
from display to storage will be implemented to mitigate deterioration due to light,
heat, and humidity exposure.
04.11 Design and materials used for mounting contextual and/or temporary exhibits
will be selected to ensure the protection of the artifact from damage due to
either environmental factors or handling by the public.
04.12 All materials used in the mounting of artifacts will be chemically inert, stable and
acid free. Mounts will be designed to ensure adequate support of artifacts while
being unobtrusive to the overall aesthetic of the exhibit.
04.13 Those artifacts deemed to be hazardous to the public, or particularly sensitive,
will be exhibited in display cases.
05 Use of Artifacts in Active Displays
05.01 PMV will collect and maintain an Education Collection of artifacts identified for
the purpose of demonstrating use of items. These items will have no
provenance, are not threatened by irreparable damage, and will be determined
to have significant value as tools of interpretation.
05.02 if multiple examples of a particular piece of equipment are present within the
Core Collection, artifacts of no provenance or historical connection may be
deaccessioned from the Core Collection to the Education Collection.
05.03 Active exhibits will seek to engage and involve the visitor in a way that ensures
learning by interactive, multiple sensory, and hands-on engagement.
05.04 Artifact machinery will only be operated by staff and/or volunteers with the
training to do so (e.g. rope maker). This equipment must be maintained, and
regularly inspected to ensure they are in safe and good operating condition.
05.05 Artifact heating and cooking equipment (e.g. forge, woodstove, and hearth) will
only be operated by staff and/or volunteers with the training to do so. This
Policy Title: PMV Exhibit Policy Page 5 of 6
Policy Number: CUL 050
equipment must be regularly cleaned, maintained, and inspected to ensure they
are WETT certified and meet current operational and safety codes.
06 Policy Review
06.01 This policy will be reviewed a minimum of every three years by the Coordinator,
Museum Operations.
06.02 Changes to this policy will be approved by the PMV Advisory Committee prior to
going forward for City approval.
Please refer to all associated Procedures and Standard Operating Procedures, if applicable, for
detailed processes regarding this Policy.
Policy Title: PMV Exhibit Policy Page 6 of 6
Policy Number: CUL 050
GlJ �l
DICKERING
ATTACHMENT Jt TO REPORT# S 31 -11 -
Policy
Policy Title: Pickering Museum Village Policy
Policy Number
CUL 060
Reference
Date Originated (mldly)
Date Revised (mldly)
Pages
ADM — 040 Boards and
May 30, 2011
December 4, 2017
27
Committees Policy
FIN -- 030 Financial Control
Policy
City Policy and Procedure
Manual, Vol. 2 (Human
Resources Policies and
Procedures)
"Standards for Community
Museums in Ontario,"
Government of Ontario, Ministry
of Tourism and Culture, 2006
"Ethics Guidelines," Canadian
Museum Association, 1999.
"Code of Ethics and Guidance for
Practice," The Canadian
Association for Conservation of
Cultural Property and The
Canadian Association of
Professional Conservators, 2009
Occupational. Health & Safety
Act, 2011
,,z,
=x.
Approval: Chief Administrative Officer
mint of Contact.z
Su®ervisor Citural Service's
,.:.
Policy Objective
This Policy document outlne,
Sport's standards for co„
associated Pickering Muses%
as PMV staff work through a
ses tha
ms in
ereinaft
om proce
Min` ry of Tourism, Culture and
e,sses areas that do not have an
erred to as -the "DMV") policy or procedure
re to policy. When the transition is
completed, this document will be replaced with policies and procedures that reflect all required
standard areas, and all current PMV functions (Governance, Finance, Community, Exhibition,
Interpretation and Education, Human Resources, Collections Development and Management,
Conservation, Research), as well as Volunteers. Amendments will be recommended to existing
City of Pickering policies and procedures that ensure museum -specific operational issues and
needs are covered that also comply with Ministry requirements.
Index Page
01 Definitions 2-5
02 PMV Mandate, Vision, Mission, and Values 5-6
03 Governance Procedures 6
04 Finance 6-7
05 Community 7-11
06 Exhibition 11
07 Interpretation and Education 11-13
08 Human Resources 14-17
09 Collection Management Procedure 17-20
10 Conservation Procedure 20-25
11 Volunteer Procedure 25-27
12 Research Procedure 27
01 Definitions
01.01 Access — The ability of all users, whether members of the public, staff, or
volunteers, to participate in the use of the PMV and its collections for
enjoyment and edification.
01.02 Accessibility — The municipality's responsibility to make its services and
activities inclusive for all persons with disabilities.
01.03 Accessioning — The process of taking physical possession and title of the
object and documenting the acquisition.
01.04 Acquisitions — Objects that the museum has legal ownership and control over
and are generally made by acceptance of donation, purchases or field
collecting.
Policy Title: Pickering Museum Village Policy Page 2 of 27
Policy Number: CUL 060
01.05 Active Display — Any living history exhibit or demonstration during which
equipment may be operational (e.g., spinning, cooking, steam threshing, etc.),
or movement or action is required by the presenter or visitor.
01.06 Active Volunteer — One who participates in mandatory training seminars as
required and attends a minimum of 1 event/activity in a 1 -year period.
01.07 Artifact — An object created or produced by humans, that has cultural
significance to Pickering. It may be used in exhibition, explanation, or
research, and is held in trust for the public for future generations to appreciate
and learn from. An artifact may be a building, an object including furniture,
tools, vehicles, household or personal items, textiles, books or paper records.
01.08 Cataloguing — A process that identifies and records essential information and
identifiable characteristics, pertaining to an object, allowing it to be categorized
according to Chenhall's System of Classification in order that the data may be
effectively retrieved and the object accurately interpreted.
01.09 Chenhall's Nomenclature — A universally accepted classification system with
identifying terms that enable curators, registrars, and cataloguers to precisely
and accurately describe material culture, and to ensure that there is
standardized understanding of terminology among museum staff and
volunteers working with the artifact collections, and also between museums
nationally and internationally to enable the sharing of information and cultural
objects. In-house use of this system also creates standardization of
cataloguing for staff and volunteers at PMV, ensuring that record keeping is
accurate, and complete.
01.10 Collections Sub -Committee — A sub -committee of the Pickering Museum
Village Advisory Committee.
01.11 Condition Report — A document that provides a detailed description of an
object's physical and chemical status, and its overall stability, and exhibition
and storage requirements.
01.12 Conservation Treatment — Slowing or reversing deterioration or damages
acquired by an artifact or building.
01.13 Contextual Exhibits — Those artifacts on display in the heritage buildings that
have been selected to illustrate, in context, the daily life in homes, businesses,
and institutions and on farms within the former boundaries of Pickering
Township.
01.14 Core Collection — Contains artifacts that have a specific association with (or in
some cases are typically used by) a person, place or event within Pickering
Township that would have been used between 1810 and 1920. Artifacts in this
collection are reserved for research and display under controlled conditions.
Policy Title: Pickering Museum Village Policy Page 3 of 27
Policy Number: CUL 060
01.15 Deaccessioning — The process of permanently removing an artifact from the
core collection.
01.16 Disposal — The physical removal or reassignment of an object in the collection.
01.17 Education Collection — Contains objects available for the purpose of
interactive displays and demonstrations which could result in deterioration or
damage through use.
01.18 Education Program — Refers to programs designed specifically for school
children, and include on-site tour programs and "heritage to go" outreach
programs.
01.19 Exhibits — Refer to on-site living history displays in heritage buildings,
temporary gallery exhibits, off-site displays, travelling exhibits on loan, and
living history presentations and demonstrations.
01.20 Inactive Volunteer — A volunteer who has had no contact or participation with
PMV. After 1 year they will be removed from the active volunteer list.
01.21 Incoming Loans — Objects that are temporarily accepted into a museum from
another institution and do not involve any change or promise of change in
ownership. These objects receive the same level of care as the museum's own
collection.
01.22 On Leave — Refers to a planned absence of a volunteer agreed to by the Event
& Volunteer Programmer and the volunteer, and is no longer than 1 year in
length. This leave may be taken at the volunteer's discretion for any reason
including bereavement, study, illness, stress, and family needs.
01.23 Outgoing Loans — Objects that are temporarily released from a museum's
collection (or other owner) to another institution and do not involve any change
or promise of change in ownership.
01.24 Preventative Conservation — A strategy that details all actions taken to
impede deterioration of artifacts and buildings, or to protect them from potential
damage. Preventative measures include environmental monitoring and control
where objects are stored or displayed; avoiding, monitoring, recording, and
treating pest infestations; and practising comprehensive housekeeping
routines.
01.25 Public Program — Registered programs, guest presentations, workshops and
foodways programming developed for the public of all ages, requiring
registration or reservation booking, taking place on-site or as off-site outreach.
01.26 Repatriation — The process of returning an artifact to a museum or donor with
which it has stronger provenance or rightful ownership.
Policy Title: Pickering Museum Village Policy Page 4 of 27
Policy Number: CUL 060
01.27 Skills — Refers to skills development training designed to acquaint volunteers
and staff with heritage activities, chores, jobs, and handicrafts to enable them
to build a knowledge base for interpretation.
01.28 Special Event - An annual function, or a one-time function such as a dramatic
production; exhibit opening, grand opening, seasonal celebration, or other
thematic occurrence that meets the PMV Statement of Purpose.
01.29 Temporary Exhibits — Displays developed to more deeply interpret a PMV
theme or focus, and can reach a broader audience by travelling to an off-site
location, or be installed in the Temporary Gallery space for a set length of time.
01.30 Treatment Report — A detailed description of conservation treatments
performed on an artifact to stabilize, and/or counteract deterioration sustained
by the artifact.
02 PMV Mandate, Vision, Mission, and Values
02.01 As approved by Mayor and Council in September 2011, PMV governing
statements are as follows:
Vision
Engaging communities through innovative, fun and vibrant living history
Mission
Pickering Museum Village welcomes our guests to explore and experience our
cultural heritage; we dedicate our buildings, artifacts, and programs to inspire a
broader appreciation and understanding of life in our communities from 1810 to
1920.
Mandate
• Collecting, preserving, documenting, housing, exhibiting, and
interpreting pertinent artifacts
• Researching and documenting historical information supporting the.
township's material and social culture
• Developing programs responsive to the needs of the community
• Recruiting and retaining quality staff and volunteers
• Maximizing the utilization of community organizations and associations
Values
• Accuracy of interpretation
• Access to all
• Welcoming guest experience
• Respectful
Policy Title: Pickering Museum Village Policy Page 5 of 27
Policy Number: CUL 060
03 Governance Procedures
PMV is owned and operated by The Corporation of the City of Pickering as per By-law #
620/77. To assist with transparency and community relevance, City staff work
cooperatively with the PMV Advisory Committee.
03.01 The Coordinator, Museum Operations will:
a) Develop Plans, Policies, Procedures, and Standard Operating
Procedures that meet the requirements of the City of Pickering, and the
standards as directed by the Ministry of Tourism, Culture and Sport.
b) Work with the Advisory Committee and its sub -committees to propose
and manage programs and special events that meet the criteria of the
PMV Statement of Purpose; to plan and manage short, medium, and
Tong -range capital plans; and to manage all aspects of the collection as
outlined in approved plans, policies, and procedures.
c) Ensure the training of, and the ethical behaviour of, all staff at PMV as
per the "Ethics Guidelines" of the Canadian Museum Association., and
the City of Pickering's Policies, Procedures, and training requirements.
03.02 Refer to PMV Standard Operating Procedures for detailed information on:
a) Policy, Procedure, and Standard Operating Procedure development
processes for the City of Pickering.
b) Working relationships with the Advisory Committee.
c) Working relationships with the Pickering Museum Village Foundation.
d) Seeking grants.
04 Finance
04.01 The Coordinator, Coordinator, Museum Operations will:
a) Provide input on, and manage an annual revenue and expense
operating budget that is available to City staff for review at all times.
b) Provide input on, and manage capital budget allocations.
c) Work with the PMV Advisory Committee to put forward funding
proposals to the Pickering Museum Village Foundation.
d) Seek grants to assist with specific projects and to offset operating and
capital costs.
Policy Title: Pickering Museum Village Policy Page 6 of 27
Policy Number: CUL 060
04.02 Refer to City of Pickering Financial Control Policy (FIN 030) for details
regarding standard processes and associated procedures.
04.03 Refer to City and PMV Standard Operating Procedures Cash Reports, Bank
Deposits, Use of the Cash Register, Requisitioning Invoices, Gift Shop
Consignment, Facility Bookings, etc.
05 Community
PMV will uphold its mandate by ensuring equal community access to its exhibits, artifacts,
and programs by seeking out community partnerships that fit that mandate, and by
enabling community input.
05.01 The Coordinator, Museum Operations will:
a) Ensure that the artifacts and the museum village site will be maintained
and cared for to levels that meet accessibility, health & safety, and
conservation standards as set out by law and the "Standards for
Community Museums in Ontario".
b) Strive to provide public access to artifacts, exhibits, and educational
resources insofar as that access is not detrimental to the artifacts and
buildings in the museum village's care as directed by the PMV
Conservation Procedure.
c) Endeavour to make partnerships with groups and organizations within
the City of Pickering and beyond, funding agencies, and other museums
whenever those partnerships will benefit the museum village and the
goals set out by the PMV.
d) Provide opportunity for input from stakeholders to ensure that all
services, programs, exhibits, events, and plans undertaken by the PMV
will remain relevant to the PMV mandate and the needs and interests of
the community.
05.02 Public Access:
a) Contextual and Temporary Exhibits will be the primary public access
point to the PMV's collection.
b) Hours of operation will be clearly posted and publicized.
c) Access outside of posted hours of operation will be accommodated
whenever possible to school groups, special-interest groups, community
groups, academics, and other interested individuals by special
appointment.
d) Access to the Education Collection and library resources must be made
by appointment.
Policy Title: Pickering Museum Village Policy Page 7 of 27
Policy Number: CUL 060
e) Access to the artifacts held in the PMV Collection Storage Room and
Conservation Lab will be determined on a case-by-case basis.
f) PMV reserves the right to deny requests for access.
g) Refer to PMV Standard Operating Procedures for detailed information
on how and where operating hours will be posted, and how
appointments will be set up for the public with appropriate staff outside
of regular operating hours and/or staff shifts.
05.03 Accessibility
a) PMV will meet all legislated requirements for persons with disabilities to
the best of its ability, within available resources, while maintaining the
integrity and aesthetics of as accurate a living history facility as possible.
b) All print material will conform to legislated accessibility standards and
will be provided in alternate formats as requested.
c) As required by the City of Pickering, all new PMV staff and volunteers
must attend an in-house Accessibility Training Session.
d) Refer to PMV Standard Operating Procedures for specific ways in which
the museum village will enable access to persons with disabilities, and
ways in which PMV will provide alternative solutions if accessibility
needs cannot reasonably be met.
05.04 Marketing and Communications
a) The City will provide budgetary funding annually for the promotion and
marketing of the PMV.
b) The Cultural Services team of the Community Services Department will
support the PMV in disseminating promotional materials, and producing
interpretive guides, text panels, and signage.
c) PMV staff will operate to the timelines and expectations set out in the
annual PMV Marketing Plan. This plan will include submission
deadlines for:
i. All press releases, radio, magazine and newspaper
advertisements;
ii. Graphics requests;
iii. Brochures;
iv. Program publications supporting events and programs;
v. Signage; and
Policy Title: Pickering Museum Village Policy Page 8 of 27
Policy Number: CUL 060
vi. Promotional print material such as posters and flyers, web
postings, and social media posts and blogs.
d) All materials submitted to the Marketing, Research & Communications
staff will adhere strictly to all legislated accessibility laws and guidelines,
and to the City of Pickering Writing Style Guide.
e) PMV staff will collect and maintain a broad range of photographs of
events, programs, and activities to support promotions.
f) PMV staff with the guidance and input of the Marketing, Research &
Communications team, will collect market data on visitors (on-site, web,
and social media).
g) PMV will increase access by the public to the Collections by posting
images and information (be it text, audio and/or visual), of artifacts not
ordinarily on display, through virtual exhibits and galleries, and the use
of a variety of technological and social media platforms.
PMV staff will make it a priority to encourage interaction with the public
through all planned interpretive activities, exhibits, communications, and
social media platforms in order to better engage the community.
05.05 Rental Access
a) The grounds and buildings of PMV will be made available for use by
individuals and groups insofar as new risks to the collection and heritage
buildings are minimized, as conforms to the PMV Conservation
Procedure, and Standard Operating Procedures.
b) Rental use during public or booked operating hours must uphold the
PMV's positive public image and ensure fair access for all users.
c) If the rental use requires the removal of artifacts from a location, the
Conservator will be responsible for packing, and moving/supervising
transport of the artifacts, and their return.
d) User fees for rental use must generate net revenue.
e) Refer to PMV Standard Operating Procedures for detailed information
Booking School Tours and Outreach Programs, Facility Rentals, Filming
Contracts, Preparing User Fees, Setting Up Registered Programs in
Class, Supervising Rental Use, etc.
05.06 Filming Rental Access
a) If alterations are required to the exterior or interior of the heritage
buildings, acceptance, denial, or acceptable compromises will be
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Policy Number: CUL 060
determined by the Coordinator, Museum Operations on a case-by-case
basis, and will include input from the Conservator.
b) Film companies must provide all details for proposed alterations so that
the Coordinator, Museum Operations will have the opportunity to review
and seek clarification where necessary in order to deny, accept, or
identify compromises that will be acceptable.
c) Proposed alterations may be allowed if:
1. The alteration will not damage any original feature or component
of the building.
ii. The alteration improves the accuracy of the representative time
period of the building and may be considered a permanent
improvement.
iii. The alteration is removable/reversible.
If alterations (e.g., painting) have been accepted, those details must be
included in the contract, along with any notes, expectations and caveats
(e.g., must paint back to original wall colour with recommended paint,
etc.).
e) If interior filming will be included in the use, the Coordinator, Museum
Operations and the Conservator must be provided all details and have
the opportunity to deny or identify changes and use that will be
acceptable, including proposed rental or removal of artifacts.
f) The Conservator, or the Coordinator, Museum Operations in the case of
absence, will be the staff person responsible for supervising filming
activity when:
i. • Accepted alterations have been approved to the interior or exterior
of heritage buildings.
ii. Artifacts will be removed.
iii. Filming will take place in a heritage building.
g) The Conservator, or the Coordinator, Museum Operations in the case of
absence, must approve all strike and/or reparation work involving
heritage buildings and artifacts before the film company may leave.
h) If artifacts have been approved to be removed, the Conservator will train
the film crew, and will supervise all removal.
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Policy Number: CUL 060
The film company will be responsible for arranging and paying for
appropriate storage of artifacts. PMV reserves the right to approve
removal and storage companies.
j) The Conservator will supervise the return of removed artifacts to their
original location.
k) In the case of interior filming, the Conservator will determine the ability
of the artifacts in that location to withstand light exposure and remove
vulnerable artifacts prior to the commencement of filming.
All alterations, modifications, compromises, artifact removal etc., will be
recorded in the Film Supervision Log.
m) Film rental user fees must reflect potential overtime of staff required for
supervision.
n) PMV and the City of Pickering will be acknowledged in film credits.
06 Exhibition
06.01 Changes to the Temporary Exhibit schedule for exhibits on or off the site will be
made only if adequate resources exist, or can be made available to support the
research, development, installation, and de -installation of the proposed exhibit.
06.02 The Conservator will be responsible for installation and de -installation of all
exhibits.
06.03 Only staff and/or volunteers trained in exhibit design and handling of artifacts
may develop, install, and de -install an exhibit under the supervision of the
Conservator.
06.04 Temporary exhibits will be developed with clear objectives and measureable
outcomes as identified in the Interpretation and Education Procedure section of
this document.
07 Interpretation and Education
PMV is a living history site. Through the way in which artifacts are displayed in the
buildings, to the costumed volunteers and staff interpreters, to the demonstrations
performed by those interpreters, the settlement and development of the former Township
of Pickering is brought to life for the visitor. It is not the intent of PMV to provide a static
display with detailed labels and descriptions within the village site. PMV will uphold its
Statement of Purpose by providing programs, exhibits, special events, and dramatic
productions in which visitors will have, as much as possible, the opportunity to experience
the activities, sounds, textures, smells, and tastes of the past.
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Policy Number: CUL 060
07.01 All PMV programs and activities will meet the following interpretive themes:
a) Home — types architecture, clothing, food, household work, families,
neighbourhood, society.
b) Education — early schools, type, curriculum.
c) Work — trades, economy, industry, male and female work outside the
home.
d) Transportation — methods and modes, styles, road building, navigation.
e) Services — energy sources, medicine, mercantilism, religious institutions,
social and service clubs.
f) Politics — conditions and changes throughout the 19th and early 20th
centuries.
07.02 All programming will meet the following aims for students/visitors/participants:
a). Learn more about the history of Pickering Township.
b) Understand the type of environment that early settlers encountered.
c) Examine the backgrounds and values of the township's early settlers.
d) Understand how settlers (in our community) related to the environment
and how success was gained through innovation and adaptation.
e) Illustrate change in the community from the early part of the 19th century
to the present.
f) Develop skills through hands-on learning experience.
07.03 The Coordinator, Museum Operations will:
a) Be responsible for planning and developing education programs that
meet the curriculum requirements of Ontario schools and the PMV
Statement of Purpose.
b) Be responsible for planning and developing public workshops and
programs that are relevant to the community and meet the PMV
Statement of Purpose.
Ensure that education and public programs are widely promoted and
communicated to partner groups and clients.
Ensure the booking of all services through the museum office.
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Policy Number: CUL 060
e) Be responsible for setting a temporary exhibition schedule for the
following year, and assign research topics to seasonal staff.
f) Be responsible for the arrangement of partnership exhibitions off the
PMV.
07.04 The Event & Volunteer Programmer will be responsible for:
a) Developing and planning Special Events and public programs as
required by the Coordinator, Museum Operations.
b) Preparing and presenting the next year's Zine -up of proposed Special
Events to the PMV Advisory Committee each August, based on current
year outcomes, and for approval by that committee.
c) Ensuring that Special Events and public programs are promoted and
communicated.
07.05 The Museum Booking Coordinator will be responsible for:
a) initial customer service.
b) Booking all on-site and outreach programming.
c) Collecting of all revenues associated with programming.
07.06 On-site education tours will be made available from mid-April to Christmas.
07.07 All public programming will be made by appointment or registration. A full
booklet of available tour themes and outreach programs and guest speaker
presentations will be specially designed for, and distributed to, special interest
groups. Program categories may include:
a) Tours, outreach programs, and guest speaker presentations for special
interest groups and will be booked in advance.
b) Workshops will be developed and set up for pre -registration and will be
promoted in the City Leisure Guide.
07.08 A full schedule of special events will be planned and submitted to the Advisory
Committee six months prior to the start of the next year (July).
07.09 For more details on the use of artifacts in programming, refer to the Collection
Management Procedure and the Conservation Procedure sections of this
document.
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Policy Number: CUL 060
08 Human Resources
PMV is an award-winning living history site that excels in customer service, and
innovative and interactive programming. In order to fulfil its purpose, and maintain its
standards, commitment to staff and volunteer investment is necessary.
As a facility owned and operated by the City of Pickering, PMV, its staff, and volunteers
are subject to all policies and procedures regarding the operation of a municipal facility,
and the conduct of staff. In addition to those policies and procedures, strict adherence to
the Collective Agreement between The Corporation of the City of Pickering and the
Canadian Union of Public Employees, Local 129 must be observed. -
08.01 Human Resources Management
a) Under the guidance of the Human Resources Division, the City of
Pickering will ensure that the staff person responsible for the
administration of the PMV and its collection has appropriate training,
credentials, and .work experience. That staff person will provide input to
City staff to assist in the recruitment, training, and retaining of high
quality staff, and will guide the City to ensure that the PMV operates in
accordance with Ministry Standards for Community Museums in Ontario,
and the Canadian Museum Association's Ethics Guidelines.
b) All staff members and volunteer positions will have a written job
description.
Recruitment, performance assessment, recognition, and termination of
PMV staff will be conducted ethically and with strict adherence to all
current legislation, City of Pickering Policies and Procedures, and the
Collective Agreement.
d) Volunteer recruitment, assessment, recognition and appreciation, and
termination will be conducted ethically, as per the guidelines in the
Volunteer Procedure section of this document.
City of Pickering Policies and Procedures, and PMV Standard Operating
Procedures will be followed by all staff and volunteers as is applicable to
their duties and responsibilities.
f) All staff will receive training in, or provide current certification for, the
following:
i. First Aid (current every two years)
ii. CPR -C and AED (current annually)
iii. Health & Safety Training at Orientation (on-line annually)
iv. Fire Extinguisher Training (annually)
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Policy Number: CUL 060
v. Accessibility, Respect in the Workplace, Sustainable Pickering,
Customer Service, and other training as deemed appropriate.
vi. Emergency Response Plan (annually), Orientation to PMV
(including relevant policies, procedures, and standard operating
procedures).
Staff working with children must receive training in HIGH FIVE
(Principles of Healthy Child Development) as a requirement of
employment.
h) Staff working with food must be trained in the guidelines for Safe Food
Handling. A Safe Food Handling certified staff member must be on duty
to supervise the preparation of food for the public,
Staff working with chemicals must have Health & SafetyIWHMIS training
as applicable.
Staff working on computers must agree to attend Computer Orientation
training at the City of Pickering and observe all Policies and Procedures
related to computer use.
Clearance to drive the PMV truck will be required for all staff as it will be
a necessary way to transport displays, exhibits, and presentation
materials and equipment.
General training in the care and handling of artifacts will be provided to
all staff and volunteers to ensure adequate care for the artifacts in the
PMV's possession, and to aid in activities in all areas of the PMV.
Every effort will be made to ensure equal access to the workplace for
staff of all abilities.
Every staff person's and volunteer's accomplishments as both an
individual and a team member are recognized through achievement and
recognition programs.
All PMV staff and volunteers will be provided a copy of, and be expected
to observe, guidelines for museums as set out in the Canadian Museum
Association's "Ethics Guidelines".
All PMV staff and volunteers will be provided a copy of, and be expected
to observe, guidelines for museums as set out in the Canadian Museum
Association's "Ethics Guidelines".
All workers also have several general duties under the OH&SA. A
worker must take responsibility for personal health and safety insofar as
he or she is able. Under the Act, a worker must: work in compliance
with the Act and regulations [section 28(1)(a)]; use or wear any
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Policy Number: CUL 060
equipment, protective devices or clothing required by the employer
[section 28(1)(b)]; report to the employer or supervisor any known
missing or defective equipment or protective device that may be
dangerous [section 28(1)(c)]; report any known workplace hazard to the
employer or supervisor [section 28(1)(d)1; report any known
contravention of the Act or regulations to the employer or supervisor
[section 28(1)(d)]; not remove or make ineffective any protective device
required by the employer or by the regulations [section 28(2)(a)]; not use
or operate any equipment or work in a way that may endanger any
worker [section 28(2)(b)]; and not engage in any prank, contest, feat of
strength [section 28(2)(c)].
08.02 Professional Development
a) All staff and volunteers, including Advisory Committee members, will be
provided with opportunities to participate in various training workshops,
seminars and conferences, so that they may enhance skills, increase
knowledge, and gain resources to effectively interpret the PMV and the
lifestyles of the 19th and early 20th centuries in Pickering Township.
b) A variety of mandatory training seminars and skills development
workshops will be offered throughout the year to PMV volunteers. All
staff and volunteers are encouraged and will be provided opportunities
to further their knowledge of history, museological theory and practice,
and heritage skills, and to share that knowledge in the development and
presentation of programs and services at PMV. Workshop and seminar
presenters will be a collection of qualified PMV staff and knowledgeable
guests. In-house volunteer training workshops and seminars will be
open, free of charge to all staff and volunteers.
c) Only a qualified and certified Conservator will care for the core collection
and conduct conservation treatment on artifacts. That staff member will
be responsible for planning and presenting general training to staff in the
care and handling of artifacts.
d) The primary focus of staff training will be in the areas outlined in section
08.01 of this Policy. All other areas of development will be assessed as
resources are made available.
e) Membership and participation by PMV staff in local museum groups
(e.g., York -Durham Association of Museums and Archives, Museum and
Art Gallery Educators Collective of Durham, etc.) will be encouraged and
promoted for the purpose of sharing ideas, networking, and problem -
solving.
f) Membership and participation in professional associations such as the
Canadian Museum Association (CMA), Ontario Museum Association
(OMA), Canadian Conservation Institute (CCI), Canadian Association of
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Policy Number: CUL 060
Conservation of Cultural Property (CAC) and attendance at related
conferences by the Coordinator, Museum Operations, the Conservator
and/or the Event & Volunteer Programmer will be encouraged to
promote continual learning and knowledge of changing trends within the
field.
Staff requesting additional professional development opportunities must
provide adequate background information, and resources applied for
before they may register for conferences, seminars and workshops held
by outside institutions.
h) Each newly appointed PMV Advisory Committee member will be
provided with a comprehensive Orientation Binder, complete with a copy
of the CMA (Canadian Museums Association) Ethics Guidelines,
Ministry of Tourism and Culture Standards for Museums in Ontario, PMV
Policy, relevant City of Pickering Policies and Procedures, PMV
Volunteer Handbook. In addition, time will be given at the first meeting,
for a presentation providing an overview of the museum and its
operation. This orientation and introduction will be in addition to the City
of Pickering's orientation for new Committee members.
08.03 Professional Development Investment
a) Resources will be dedicated in the PMV budget to enable the annual
attendance of at least one staff member at relevant conferences of key
professional associations (e.g. CMA, OMA, CCI, CAC, etc.).
b) Resources will be assured in the PMV budget to provide in-house
workshops and other training sessions for staff and volunteers, and to
allow for the hiring of guest presenters as required.
c) Subscriptions to museological periodicals and memberships, and the
purchase of library resources to support PMV research, program
development, and professional development will be included in the PMV
budget.
08.04 Refer to City of Pickering Human Resources Policies and Procedures, and
Administration Policies and Procedures (particularly those pertaining to Health
& Safety), and the Collective Agreement for details regarding recruiting, hiring,
supervision, evaluating, and conduct of employees.
08.05 Refer to City of Pickering. Policy and Procedure Manual for PMV Standard
Operating Procedures and the Collective Agreement for details regarding,
registering staff for City of Pickering training seminars, orientation of new hires,
employment requisitions, term employee roll-over requisitions, etc.
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Policy Number: CUL 060
09 Collection Management Procedure
09.01 Refer to the Collections Development and Management Policy.
09.02 Accessioning Guidelines are as follows:
a) Items accepted into the collection must conform to the criteria as
outlined in the Collection Development and Acquisitions Policy.
b) Once an object has been accepted into the collection all documentation
as outlined in related procedures must be completed.
c) All core collection acquisitions will be identified using the Chenhall
nomenclature for classification.
d) Two cataloguing systems will be maintained, one for the core collection
and a separate inventory for the education collection. In order to
differentiate the systems, all "core" artifacts will have a number in the
format of YYYY.D.Ia, where 'YYYY' is the year accepted into the
collection, 'D' is the donation number that year, 'I' is the item number
within that donation and `a' is a letter designating item parts where
required. Prior to 2009 all numbers also began with an "X".
e) Where practical, the objects in the education collection will be numbered
in the same way as the core collection except that they will start with the
letter "E". Prior to 2009, items that were not considered core collection
were prefaced with an "R" suggesting "reproduction". While some items
were, in fact, reproductions, others with this label were antiques. Those
items of age, useful in the Education Collection, will continue to bear the
"R" code; however, files will be updated to reflect their origin and age.
f) A photographic record will be kept of all new acquisitions as part of the
cataloguing process.
Collections data is stored on the City's SAN (Storage Area Network),
which is backed up to disk on a daily basis as well as being replicated to
a second SAN at the Recreation Complex for backup and recovery
purposes. The data is also backed up to tape on a monthly basis as
part of a tape backup rotation, with the tapes stored off-site for disaster
recovery purposes.
g)
h) Catalogue numbers will be affixed to artifacts in a manner that will
prevent damage to or deterioration of the object. The PMV Labelling
Artifacts Standard Operating Procedure will be followed by all staff when
applying an artifact number.
i) As part of the recording system, location information will be kept for
each artifact. When artifacts are moved the new location must be
updated on the artifact record and in the Past Perfect 5.0 database.
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Policy Number: CUL 060
Artifacts which are of specific significance to recognizable cultural,
ethnic, or religious groups may be returned to such groups upon their
request under specific guidelines. Such groups must be able to assure
the PMV that the object is integral to the beliefs or culture of the group
and that they are able to provide proper care of the object according to
accepted conservation methods. Return of such objects will be
approved by the PMV Advisory Committee and approved by Council.
09.03 Inventory of Artifact Collection Guidelines are as follows:
a) PMV will perform regular, comprehensive inventories of artifacts in all
heritage buildings and storage areas.
b) An inventory worksheet shall be used during the inventory and will track
the following:
i. Artifact Accession Number
ii. Artifact Name
iii. Location
iv. General Condition (Poor, Fair, Good, Excellent)
v. Name of Recorder
vi. Date of Inventory
Staff and volunteers performing inventory must be trained on the Care
and Handling of Artifacts, and the Inventory Standard Operating
Procedure.
09.04 Loans Guidelines are as follows:
a) Objects for loan must be in stable enough condition to withstand the
travel, exhibit, and handling conditions that they will undergo to complete
the loan.
b) Insurance coverage as appropriate for the individual object and loan
must be provided or specifically exempted. The borrowing institution will
be responsible for the cost of packaging, shipping and adequate
insurance coverage.
c) Loans of artifacts to outside institutions and individuals must be
accompanied by a copy of the condition report, detailed photographs,
and the signed loan agreement. Both parties will retain a copy of the
insurance agreement.
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Policy Number: CUL 060
For artifacts returning to the PMV after having been on loan, a second
condition report will be done to determine any changes or deterioration
in the artifact.
e) For both outgoing and incoming loans appropriate loan forms must be
signed prior to the loan taking place.
09.05 Refer to the PMV Deaccession Procedure for details regarding the
deaccession of artifacts process.
09.06 When disposing of artifacts following approval to deaccession, the Government
of Ontario, Ministry of Tourism, Culture and Sport's Museum Section will be
given the option of including the object on the Provincial Donor's List.
10 Conservation Procedure
10.01 Refer to the Conservation Policy for details.
10.02 The Conservator will ensure that artifacts moved from one location to another,
whether on-site or off-site, are packed, transported, and unpacked safely and
securely, and buildings moved are adequately stabilized and supported for
transport,
10.03 Collections Storage Guidelines are as follows:
a) An area will be designated for core collection storage only. This storage
area will be restricted access to trained staff and volunteers only, and
will be kept dark when staff are not present.
b) Every effort will be made to minimize overcrowding in current storage
conditions, with the aim to improve the facility in the future, and increase
storage capabilities for future acquisitions.
The collection storage room will be maintained in organization to ensure
that similar materials are kept together, with the most sensitive objects
stored in the centre of the area.
d) Housekeeping procedures will be routinely followed in heritage buildings
and storage areas, and will be conducted by staff and volunteers with
appropriate training. Schedules and checklists will be provided and
monitored by senior museum staff.
Storage shelving will conform to safety standards, will be strong enough
to bear weight required, and will be lined with acid -free blotter paper.
Boxes and supports will be manufactured from conservation quality
materials.
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Policy Number: CUL 060
f) Storage shelving will begin at a minimum height of 4 inches from the
floor to the bottom shelf to mitigate flood damage. Every effort will be
made to avoid direct floor storage.
g)
For details regarding care of artifacts on exhibit, refer to the Exhibition
Policy.
10.04 Risk Management and Security Guidelines are as follows:
a) PMV will hire a surveillance company to inspect all access gates nightly
to monitor and deter vandalism and potential theft.
b) Any suspected vandalism will be reported immediately by staff by way of
an Incident Report that will be filed with the City of Pickering, resulting in
an investigation, and remedial action as necessary.
c) The Administration Building where the core collection is stored will have
a security alarm system, and the storage room door will be equipped
with a lock.
d) The Redman House Program Centre where the PMV's reproduction
costume collection is stored, and where contextual exhibit artifacts are
stored during the winter will have a security and fire alarm.
e) Concerns about building and artifact conservation noted in regular
Building Maintenance Survey Inspections will be accompanied with
priority deadlines and action assigned to appropriate staff to correct
noted deficiencies.
All heritage buildings will be kept locked when not in use. A security
checklist will. be maintained by staff, and tracked to note buildings that
are opened and closed during use and operation.
Condition Assessments on heritage buildings by PMV staff will be
dependent upon staff and volunteer resources, and may take 2 to 3
years to complete.
h) PMV Disaster Preparedness Plan will include a specified emergency
work area and will ensure that all staff are thoroughly trained and
familiar with the plan.
10.05 Storage and Exhibition Environmental Monitoring and Controls Guidelines are
as follows:
a) PMV will strive to restrict light levels to acceptable levels as determined
by the sensitivity of the artifact material. Light levels will be minimized by
the following measures:
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Policy Number: CUL 060
i. Fluorescent light bulbs in the storage area and conservation lab
will be covered in UV filter sleeves.
ii. Light bulbs over shelves where the most sensitive artifacts (e.g.
textiles) are stored will be reduced from two bulbs to one to
decrease visible light damage.
iii. Nouvir Fibre Optic lighting system will illuminate the Temporary
Gallery space.
iv. UV film will be placed on all windows in exhibition locations,
including Temporary Gallery space and heritage buildings.
v. PMV will use a digital light meter and a UV light meter to monitor
light levels routinely to mitigate artifact deterioration.
vi. All heritage buildings will be provided with double -lined
reproduction curtains that will be opened only when the PMV is
open to the public.
b) Relative humidity and temperature levels will be minimized and.
maintained within the appropriate range (40% — 60% relative humidity
with 50% being the goal and 18°C - 22°C for the temperature), as much
as is feasibly possible by the following measures:
i. A thermo-hygrograph will be operating in the core collection
storage area at ail times. Record charts will be changed, analyzed
and filed monthly. The calibration must be checked every three
months using a sling psychrometer, and it will be reconditioned
every six months.
ii. Digital hygrometer thermometers will be installed in every heritage
building to monitor temperature and relative humidity. Records will
be maintained, and artifacts at risk removed when ranges are
unacceptable.
iii. Dehumidifiers will be operated in areas where required, and will be
maintained, monitored, emptied, and recorded as necessary.
iv. Anomalies in environmental conditions will be investigated by the
Conservator, and corrected promptly.
c) Dust and pollution will be minimized through the following measures:
i. Use of door mats, regular sweeping, dusting, and vacuuming
routines.
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Policy Number: CUL 060
ii. Smoking will be prohibited in the PMV, and will be restricted to the
public parking lot on the upper site, or off the PMV property on the
lower site.
iii. Fans will be used to improve air circulation around the artifacts in
the core collection storage area.
d) PMV will strive to deter pests and infestations by practicing good
housekeeping procedures, restricting food and drink to designated
areas, completing regular inspections, and responding to suspected
pest -related issues promptly. Integrated pest management will be
conducted as follows:
The Conservator will work collaboratively with maintenance staff
and pest contractors to monitor, record, and report pest activities
and infestations and ensure appropriate action is taken to treat
infestations.
ii. Trained pest control specialists will be contracted to advise and
treat chronic pest infestations that threaten the collection and/or
heritage buildings or the safety of staff, volunteers, and guests.
iii. Regular treatments will be performed by professionals on areas
where there are known reoccurrences in an effort to prevent and
deter infestation.
iv. Sticky traps will be used in buildings where there is suspected
insect activity.
v. Mouse bait will be placed in strategic locations throughout the
buildings and monitored monthly.
vi. Food and beverages will be restricted in heritage buildings as
much as possible. Heritage cooking demonstrations will be the
exception, and will be properly cleaned up afterwards.
vii. All areas where food is prepared or served will be cleaned and
sanitized immediately.
viii. Garbage and recycling must be removed daily, or more frequently
as volume requires.
ix. Food and beverages will be strictly prohibited in the conservation
lab and collections storage areas.
x. Fresh plants and flowers are strictly prohibited inside any building
on site including the Administration Building and the Redman
House Program Center. The exception will be weddings; floral
arrangements will be removed at the conclusion of the rental.
Policy Title:
Policy Number:
Pickering Museum Village Policy Page 23 of 27
CUL 060
xi. Plants, flowers and grass will not be permitted to grow within 2 feet
of the buildings.
xii. All storage areas and heritage buildings will be inspected monthly
for signs of pests and infestations.
xiii. Staff and volunteers will be trained to recognize signs of pest
presence and will report sightings and evidence to the
Conservator.
e) Recording of environmental conditions will be conducted by the following
measures:
Staff and volunteers will report any concern regarding
temperature, humidity, housekeeping, maintenance, and
suspected pest to collection and/or maintenance staff immediately.
ii. All data from environmental recording systems and devices will be
kept on file in the Conservation Lab. Every effort will be made to
correct deficiencies as they arise.
For further details refer to the PMV Housekeeping and
Maintenance Manual, the Environmental Monitoring Standard
Operating Procedure, and the Pest Management Standard
Operating Procedure.
10.06 Conservation Treatment Space Guidelines are as follows:
a) A conservation lab space will be allocated in the Administration Building,
specifically for the care and treatment of collections.
b) The lab space will be adjacent to triage and storage areas.
c) Chemicals will be appropriately stored in a locked chemical storage unit,
and MSDS sheets will be maintained by staff for all products stored in
the unit.
10.07 Conservation Treatment Guidelines are as follows:
a) PMV will perform conservation treatments involving intervention only as
a last resort after preventive conservation measures have proven
unsuccessful in stabilizing the artifact.
b) Prior to deciding upon a course of conservation treatment, PMV staff will
endeavour to maintain a balance between revelation, investigation, and
preservation. The following considerations will be contemplated:
Intended use of object
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Policy Number: CUL 060
ii. Context
Conservation ethics
iv. Condition of the object
v. Composition of the object
vi. Historic evidence and information
vii. Aesthetic entity
viii. Informative activity
ix. Conservation resources
x. Conservator's competence
xi. Object of belief (e.g. First Nations)
xii. Sustainable long-term preservation of the artifact
11 Volunteer Procedure
In order to effectively meet its Statement of Purpose, PMV will provide an extensive and
comprehensive volunteer program that will employ volunteers in a variety of specialized
clubs or societies, as well as costumed interpretation and behind the scenes,
administrative support. PMV will ensure a full volunteer program that will include
mandatory and optional training opportunities, service hours tracking, and recognition of
achievement. Volunteers will receive a Volunteer Handbook in which their roles, training,
and expectations are clearly outlined. At all times, volunteers will be held to the ethics as
outlined in the City of Pickering Human Resources Policies, and the Canadian Museum
Associations "Ethics Guidelines".
11.01 The Event and Volunteer Programmer will:
a) Draft and maintain current job descriptions for lead positions of volunteer
clubs and societies at PMV. Job descriptions will be approved by the
Coordinator, Museum Operations, the Supervisor, Cultural Services, and
Human Resources Division as appropriate.
b) Recruit, interview, and follow up on references, criminal reference
checks, and/or vulnerable sector screenings to determine appropriate
volunteer candidates.
c) Ensure that all new volunteers attend mandatory training seminars,
which will include, but not be limited to orientation to the City of
Pickering and the PMV, emergency response plan, health & safety
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Policy Number: CUL 060
guidelines, accessibility standards, fire extinguisher use, customer
service, etc.
d) Ensure that all volunteers attend refresher training seminars and a
minimum of one skills development workshop annually or as required in
the Volunteer Handbook.
e) Provide training that meets the needs of PMV, its Statement of Purpose,
and the volunteer team.
f) Track all volunteer hours and skills contributions.
g) Maintain a current list of active and inactive volunteers.
h) Schedule volunteer work.
i) Nominate volunteers for appropriate federal, provincial and other outside
awards programs and opportunities.
j) Plan and present an annual Volunteer Appreciation Reception at which
the service achievements of the PMV volunteers will be acknowledged,
shared, appreciated, and rewarded.
11.02 Volunteers have the right to:
a) Be treated as a co-worker, not just free help.
b) A suitable and mutually agreed-upon assignment.
c) Be prepared for the job by orientation and training sessions that are
thoughtfully planned and effectively presented.
Advice and support from a designated supervisor, continued training on
the job, information on new developments, and training for greater
responsibility.
e) Know whether or not their work is effective and how it can be improved.
f) Be kept informed about programs, activities, and happenings at the
PMV.
g)
Be heard, to feel free to make suggestions, and to have respect shown
for an honest opinion.
h) Be appreciated and recognized for contributions to the success of PMV.
11.03 Volunteer will be responsible to:
a) Be aware of the goals and objectives of the PMV as contained in its
Statement of Purpose.
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Policy Number: CUL 060
b) Be sincere in their offer of service.
c) Maintain a good working relationship with staff and other volunteers.
d) Represent the staff, volunteers, and PMV in a positive manner.
e) Be cheerful and pleasant when working with the public.
f) Welcome supervision and guidance graciously and consult with staff
when unclear on policy or action.
g) Undertake training as required and be willing to learn from all sources
including reading material, staff, other volunteers, and the public.
h) Follow organizational guidelines and maintain the integrity and
confidentiality of PMV.
i) Work as a team member to carry out duties reliably, to be on time, and
to call with as much notice as possible if not available for the agreed-
upon assignment.
11.04 Any serious breach in the above listed Rights and Responsibilities, to City of
Pickering Policies and Procedures, or to the Ethics Guidelines as outlined by
the Canadian Museum Association may result in the termination of a volunteer
12 Research Procedure
12.01 Refer to the PMV Research Policy.
12.02 Time will be made available for staff required to conduct research, and to
supervise research work performed by volunteers as required and as program
development moves forward in areas targeted by the Coordinator, Museum
Operations.
12.03 Refer to the Conservation Policy, and to sections 05 (Community Procedure)
and 10 (Conservation Procedure) of this document for details on public access
to the collection, and on care and handling of artifacts.
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Policy Number: CUL 060