HomeMy WebLinkAboutOES 11-07
Citlf 0# REPORT TO
EXECUTIVE COMMITTEE
Report Number: OES 11-07
" 0" Date: February 26, 2007
UO'r
From: Everett Buntsma
Director, Operations & Emergency Services
Subject: Pickering Museum Village
Request to Deaccession Artifacts
- . File: A-2130-001-07
Recommendation:
1. That Report OES 11-07 of the Director, Operations & Emergency Services
regarding the request to deaccession Pickering Museum Village artifacts be
received;
2. That the deaccessioning of the Pickering Museum Village artifacts listed in
Attachment 1 be approved; and
3. Further, that the appropriate officials of the City of Pickering be authorized to give
effect thereto.
Executive Summary:
The Pickering Museum Village Collections Management Policy requires approval from
Council to deaccession artifacts that no longer fit within the mandate of the Pickering
Museum Village.
The Pickering Museum Village Advisory Committee approved the list of artifacts to be
deaccessioned at their meeting on May 30,2006. As per the Collections Management
Policy, approval by Council is now required before these artifacts can be
deaccessioned.
Financial Implications:
As outlined in the Collections Management Policy, City staff are required to follow a
process to deaccession artifacts.
City staff will first make every reasonable effort to advise the original donor and provide
them with an opportunity to retrieve the item if so desired. Next, City staff will notify
local heritage organizations that these items are available for donation. If the item is
still not retrieved, City staff may then offer the item to the public for sale.
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Report OES 11-07
February 26, 2007
Subject: Pickering Museum Village
- Request to Deaccession Artifacts
Page 2
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In all of these cases, the responsibility to remove and relocate artifacts is the sole
responsibility of the interested party not the City of Pickering. If artifacts are sold, the
City of Pickering will generate revenue.
Sustainability Implications:
The Pickering Museum Village is a living history museum that educates our community
about the life of Pickering's early settlers through first person interpretation and the use
period artifacts.
Assessing the artifact collection and deaccessioning of those items that no longer fit the
Museum's mandate is an example of responsible development. Deaccessioning these
artifacts improves the available space on site and the programming opportunities for
staff to provide a more authentic experience to our community.
As per the Collections Management Policy, the Museum's methods to deaccession the
artifacts is an example of healthy environment. The goal is to relocate the artifact to
be enjoyed by others in our community. This is an attempt to sustain our social history
and keep our environment healthy.
Background:
As per the Collection Development Policy, artifacts belonging to the Pickering Museum
Village may be assessed and deemed to not fit within the mandate of the Museum.
After such assessment, the artifact may be recommended for deaccessioning by the
Education & Collections Officer.
As per the Collections Management Policy, this recommendation must be approved by
the Pickering Museum Village Advisory Committee and then forwarded to Council for
approval.
In 2006, the Education & Collections Officer recommended the deaccessioning of a
specific list of artifacts. The Pickering Museum Village Advisory Committee approved
the deaccession of artifacts, listed in Attachment 1, at their meeting on May 30, 2006.
Council approval is required to deaccession the list of artifacts as recommended by City
staff and approved by the Pickering Museum Village Advisory Committee.
CORP0227-07/01 revised
Report OES 11-07
February 26, 2007
Subject:
"s.n
U ,0
Pickering Museum Village
- Request to Deaccession Artifacts
Page 3
Attachments:
1. List of Artifacts Recommended to be Deaccessioned
2. Collections Management Policy
3. Pickering Museum Village Advisory Committee Minutes dated May 30,2006
Prepared By:
Approved I Endorsed By:
~
(~isa Carpino ....
Supervisor, Culture & Recreation
Everett B sma
Director, Operations & Emergency Services
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ATTACHMENT#. ~ T(~:',,--S. '1-07
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pac(e \ of 3
Collection Manaaement Policy
As a responsible steward of those artifacts in its possession, the Pickering Museum
Village will establish procedures for, and maintain proper documentation of, the
acquisition, use and deaccessioning of those artifacts.
As part of that documentation, all pertinent information regarding the history of the
artifacts will be recorded and preserved.
Guidelines:
1. The Collections Officer will be responsible for maintaining all records relating to
management of the collection. The Collection Committee will review the
management of the collection annually.
2. Acceptance of any artifact will be approved by the Collections Officer and/or the
Collections Committee according to the parameters set out in the Collections
Development Policy.
3. Once accepted into the collection, the artifact will be entered into the Collections
Register, giving the date of accessioning, the artifact number, a brief description
of the object and the name of the donor.
4. As part of the acquisition of any artifact, a donor form signed by the donor will be
completed to establish the Museum's ownership of the object. In the case of a
purchase, the purchase receipt or copy will be kept in the master file.
5. A master file will be kept for each donation or purchase. It will contain:
- the original documentation of the purchase or donation along with any notes
on the provenance of the object(s). Such provenance must be capable of
verification. Where such information is not verifiable, due note must be made.
- a catalogue tracking form that is used to ensure all steps of the process are
completed.
any other documentation provided by the donor, such as pictures, evaluations,
etc.
6. Two cataloguing systems will be maintained, one for the "core" collection and a
separate inventory for the "program" collection. In order to differentiate the
systems, all "core" artifacts will have a number beginning with "X" and all
"program" artifacts with an "R".
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7. All new acquisitions will be catalogued using the Access to Collections software
provided through the Ontario Museum Association and using the Chen hall
nomenclature for classification.
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8. A photographic record will be kept of all new acquisitions as part of the
cataloguing process.
9. Previously accessioned artifacts will also be entered into this system.
Photographic records will be created as they are added into the electronic
catalogue system.
10. A hard copy of all catalogue records will be maintained in the storage area of the
Puterbaugh Schoolhouse and the electronic records will be backed up on the City
of Pickering computer server that is accessible to the Museum.
11. Catalogue numbers will be affixed to artifacts in a manner that will prevent
damage to or deterioration of the object. Canadian Conservation Institute
guidelines for marking different materials will be used for this process.
12. As part of the recording system, a location file will be kept for each building and
storage area and cross-referenced on the catalogue entry for each artifact.
13. Loans to other recognized institutions may be approved for a set period of time
providing the institution can ensure handling, storage and display will meet
requirements to safeguard the artifacts. This will include proper environmental
controls and security precautions for both storage and display and returning the
objects as packaged by Pickering Museum Village. The borrowing institution will
be responsible for the cost of packaging, shipping and adequate insurance
coverage.
14.lncoming loans will be discouraged except for the purpose of a temporary
exhibition or a specific research or educational project.
15. For both outgoing and incoming loans, a condition assessment, with photographic
documentation, will be required by Pickering Museum Village at the time of the
loan.
16. Where applicable, the Museum 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.
17. The Collections Officer will ensure that all staff and volunteers employed in the
cataloguing process have been trained in the purpose and proper procedures of
the system.
e90 .Q( OC::S 11-07
paCt e 3. "i
18. Using the Statement of Purpose and the parameters set out in the Collection
Development Policy, artifacts may be assessed and deemed to not fit the
mandate of the Museum. After such assessment, the artifact may be
recommended for deaccessioning by the Collections Officer. Such
recommendation must be approved by the Advisory Committee and then
forwarded to Council for approval. (see Disposal of Artifacts for steps to be
followed once an artifact is deaccessioned.)
19. 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 Museum 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 Museum Advisory Committee and approved
by Council.
20.A catalogue of deaccessioned artifacts will be maintained and will contain the
original catalogue information, documentation of the reason(s) for deaccessioning
and approval, and documentation of the disposal of the artifact. Note will be
made with the original entry in the Collection Register of the date of
deaccessioning.
Disposal of Artifacts:
Once an artifact has been deaccessioned according to the Guidelines of the
Collections Management Policy, the following procedure for disposal will be used: *
a) The Museum will make all reasonable efforts to inform the registered donor or
family (if donor is deceased) that the object is to be disposed of and that they will
be given one month from the date of notice in which to reply if they desire the
object returned to them.
b) Following such period, other local museums will be notified of the object's
availability and
c) The Ministry of Tourism, Culture and Recreation's Museum Section will be given
the option of including the object on the Provincial Donor's List.
Providing all of these steps have been followed, the object may then be offered for
sale to the public by whatever vehicle the Collection Committee sees as necessary.
No member of the Collection Committee, the Museum Advisory Committee or the
Museum staff will be allowed to purchase the object.
*If however, an artifact is in a total state of disrepair as determined by a professional
conservator, then the artifact may be destroyed.
Citlj o~
3 065 tl..(n
fOSt'> l (,'13 Minutes I Meeting Summary
Pickering Museum Village Advisory Committee
May 30,2006
6:00 pm
Redman House Program Centre I Site Meeting
Attendees: Laura Drake, Chair
Bill Weston
Bill Gosse
Paul Savel
Stephen Reynolds
Kim Kranc
Katrina Pyke
Rose Cowan
t~.O.f~
c ;).1
Regrets:
Bill McLean, Regional Councillor - Ward 2
Absent:
Pat Dunnill
Bill Utton
Item / Details & Discussion & Conclusion Action Items / Status
Ref # (summary of discussion) (include deadline as
appropriate)
1.0 Site Tour
Visited the Steam Barn and Harold gave a tour and an update
on what has been happening
Visited various buildings and made a list of items that require
attention, prior to upcoming events
2.0 Welcome
Laura provided "congratulations" on the Easter Parade and
award for "Best Theme"
3.0 Approval of Agenda & Minutes (June 28 & October 5)
Motion
Moved by Bill Weston
Seconded by Paul Savel
. That the minutes from the January 31 meeting be
accepted
CARRIED
4.0 Budget Updates
Steve provided budget.updates
CAPITAL:
-1 st portion of funds were approved by Council for Phase 3 of
the Hotel Restoration Project
Page 1
CORP0228-2/02
Item I
Ref #
Details & Discussion & Conclusion
(summary of discussion)
'-' 0
l' \)
- Architect has been retained to begin working on
drawings and specifications
Oddfellows hall repair was approved
Log replacement in log barn approved
Replacement of windows in Administration Building were
approved
Chimney work approved
Electrical connections were approved
Steve advised that a landscape crew would be on site over the
May long weekend to ge~ site back together to repair MDK work
City is looking into possible funds i.e. grants to work on
Accessibility from Administration Building to path
5.0 Committee Re orts
a) Special Events
b) Steam Barn - Harold provided updates on Steam Barn
c) Collections
. Sorting of Oddfellows hall will begin on Monday
. Katrina passed out chart for approval of items to
deaccession
. Summer staff, along with Katrina will begin sorting items
. Ones that pertain to specific buildings will be moved to
those buildings, hotel items will be set aside, other items
will be deaccessioned
. City maintenance staff will be required to assist in lifting
some of the larger items
. Trailer will be rented to store items that we are keeping
. Laura asked for a Motion to accept the list of items to be
deaccessioned
MOTION
Moved by Paul Savel
Seconded by Bill Weston
. That the items identified be deaccessioned
CARRIED
CORP0228-2/02
C) Collections
Backwoods players will be moving out theatre flats
Shelters and signs will be removed and Katrina will advise
which items are for the foundation - all items will be removed
from oddfellows hall prior to Tapestry event on June 11.
Auger is required to dig post holes
it-Ol
Action Items I Status
(include deadline as
appropriate)
Kim to follow up with
Rob Gagen in Parks to
find out date to be
com leted
Page 2
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litem / Details & Discussion & Conclusion ,- -, .... I j Action Items / Status
Ref# (summary of discussion) (include deadline as
appropriate)
6.0 New Business
Cultural Planninq Seminar
. Attended by Katrina, Laura and Kim K '" n"
~,-' ;:J.~',
2011 = Museum's 50th Anniversary - could get a $2 million
grant for Museum Programs
Open Doors Pickering - 15t big project - Library involvement
Foundation to look at
Honor Board in Administration Building to be updated updating and adding to
the Honor Board
Volunteer Resource Centre of Durham - Katrina would like to
be registered - they will connect volunteers throughout Durham
Region to our site
- Would be beneficial to P.MV.
- Will channel people's interests i.e. in gardening, history
etc.
- Cost per year is about $75 - $125
- Cultural Groups are members of this organization also
7.0 Pickering Museum Village Foundation Review
. June 21, 2006 at Redman House Program Centre
I
8.0 Next Meeting
Thursday, October 19, 2006
7:00 pm
Pickerinq Civic Complex - Tower Meetinq Room
9.0 Adjournment
Meeting adjourned at 9:00 pm
3
065 11-07
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