Loading...
HomeMy WebLinkAboutSOG 703.03 NEW 4-2014_FMOT Collectoins Mgmt703.03 — Fire Museum of Texas Collections Management Effective. 4/5/2014 Revised: Replaces: I. Guiding PhilosophX The Fire Museum of Texas collects, maintains, and exhibits tangible evidence of the history of the fire service primarily within Beaumont and the State of Texas. We hold these collections as a public trust. We honor these treasures because they tell our collective history as firefighters. We strive to properly care for them, so that we fulfill our obligations to those who have entrusted them to us. II. Purpose The purpose of this policy is to detail the scope and management guidelines relating to the Fire Museum of Texas' collections. III. Goals The goals of this policy are to: A. Communicate the mission, history, operational authorities and responsibilities associated with operation of the FMOT. B. Detail the processes, criteria and standards for managing FMOT collections. C. Outline the standards of care and use of FMOT objects. D. Discuss the criteria, procedures and standards related to the de -accessioning of FMOT objects. E. Detail the standards and processes for managing loans of objects. F. Communicate ethical considerations and standards. G. Provide the process to report violations of and/or update this policy. IV. Definitions A. Accession — An object or group of objects, given by a donor or group of donors, or purchased or collected by a museum, at a single time. Items acquired for the permanent collection are taken into the collection through the process of accessioning, and are thereafter considered as accessioned objects. B. De -accession — Process of removing an object from the permanent collections of a museum, library, or similar repository, usually through a sale or trade. C. Fire Museum of Texas [FMOT] — Unit operating within the City of Beaumont Fire -Rescue Services Public Education & Information Program that is devoted to the acquisition, conservation, study, exhibition, and educational interpretation of objects having historical, scientific, or artistic value within a limited scope of fire service history. The FMOT also provides educational and community outreach initiatives focused on fire service history, fire prevention, and personal safety. D. Fire Museum of Texas Association, Inc. [501(03 Advisory Board] — Advisory board established in 1992. The Association is a 501(c)3 non-profit corporation, whose mission is to actively raise community awareness and operational support for the Fire Museum of Texas, so that the Museum's mission may be fully realized. V. FMOT Mission. Historv. Operational Authorities & Responsibilities A. The mission of the Fire Museum of Texas is to: 1. Preserve, collect and exhibit the history of the fire service, particularly within the State of Texas; 2. Interpret various cultural, technological and economic influences and aspects of fire service life; 3. Educate the public in fire service history, fire prevention, and personal safety. B. FMOT History & Facts 1. The Fire Museum of Texas is housed in Beaumont's Central Fire Station, built in 1927. Beaumont Fire -Rescue Services is also headquartered in the facility. 2. Beaumont's Central Fire Station was designated a historical landmark by the Texas Historical Commission in 1984. In the same year, the Beaumont Fire Department Historical Museum was established as a repository for apparatus, equipment and memorabilia owned by the City of Beaumont. 3. In 1986, when the Fire Museum of Texas in Grand Prairie, Texas closed, Fire Chief C.A. "Pete" Shelton encouraged the State Firemen's and Fire Marshals' Association of Texas (SFFMA) to move items they had exhibited there to Beaumont. The SFFMA subsequently agreed to relocate items and endorsed Beaumont as being the official Fire Museum of Texas. 4. In 1992, the Fire Museum of Texas Association. Inc. was established as an Advisory Board with 501(c)3 non-profit status. The 501(c)3 Advisory Board's purpose is to provide operational support and guidance through the active dedication of time, talent and treasure in support of the FMOT's mission and programs. 5. In 1999, the Walt Disney Company donated the "World's Largest Working Fire Hydrant" to the FMOT in honor of their re-release of "101 Dalmatians." 6. In 2010, a pavilion was installed adjacent to the giant fire hydrant, creating the C.A. "Pete" Shelton Plaza. 7. In 2012, the State of Texas Firefighter Memorial, a bronze statue honoring career, volunteer and industrial firefighters across the State, was installed on the plaza grounds. SOG 703.03 — Fire Museum of Texas Collections Management Page 2 of 19 C. Operational Authorities & Responsibilities 1. The Fire Museum of Texas operates as a unit within the City of Beaumont Fire -Rescue Services' Public Education and Information Program. As delegated by the City Charter, Council, and Manager overall authority relating to the operations of the FMOT resides with the Fire Chief. 2. The Planning Section Chief, as the executive directing the Department's Public Education and Information Program, is accountable to the Fire Chief and insures progress is achieved relative to the FMOT's stated goals. 3. The FMOT Manager has authority over the collections and day-to-day operations of the FMOT, and is accountable to the Planning Section Chief. Relative to collections, the Museum Manager is responsible for the: a. Care and preservation of the collection, b. Scholarship and research of the collection, c. Development of educational content and teaching from the collection. 4. As a critical part of the fire department's overall Public Education & Information Program, all BFR members are responsible for providing support for the FMOT's community outreach and educational initiatives. 5. 501(c)3 Advisory Board members are accountable to the President of the Board. In furtherance of the Association's mission, the 501(c)3 Executive Board and all advisory board members are responsible for actively: a. Increasing community awareness about the significance of the FMOT, its collections and programs; b. Supporting the FMOT in the achievement of its stated mission through commitment of their time, talent and treasure. 6. In all circumstances, this policy and those responsible for the collections adhere to current ethical standards and best practices as outlined by organizations such as the Alliance of American Museums (AAM) and the International Committee on Museums (ICOM), and to all applicable laws and regulations. A Collections Manaaement A. The purpose of the FMOT collection is to provide a rich resource of the history of the fire service, primarily in the State of Texas, that will foster discussions, exhibitions, teaching and research on topics that are in alignment with its mission. Specifically, collections items are displayed within the FMOT in both permanent and temporary exhibitions, to promote understanding and appreciation of fire service history. B. General Scope of the Collections 1. The primary geographical focus of the collection is Beaumont, Texas and the surrounding area. However, as the official fire museum of the State of Texas, the FMOT collection seeks to collect and interpret a more comprehensive history, including career, volunteer and industrial fire departments across the State. 2. In terms of chronology, the establishment of the first firefighting force in the city of Beaumont is recognized to be in 1881. However, in an effort to SOG 703.03 — Fire Museum of Texas Collections Management Page 3 of 19 share the stories of Texas fire departments, and successfully show the evolution of the Texas fire service, how it evolved from earlier American and European influences, the effective chronological span of the collection will be from 1800 to the present. 3. The FMOT collections are primarily historic objects, including tools and equipment, fire apparatus, clothing, and personal objects. An archival collection includes photographs, original manuscripts and various mass- produced paper objects and ephemera. 4. The majority of the current FMOT collection consists of analog objects, though their documentation may include digital files. An exception to this is the FMOT's photo collection, which is being digitized and conserved in partnership with the City of Beaumont's Tyrrell Historical Library. The FMOT's master plan anticipates future development of a digital collection. C. General Acquisition Guidelines 1. Acquisitions support the teaching and research aspects of the FMOT's mission. While the City of Beaumont owns and bears legal responsibility for the FMOT's collections, the professional staff and 501(c)3 Advisory Board members the share responsibility in determining what objects are appropriate and support the FMOT's mission. a. The Museum Manager is responsible for identifying and researching potential acquisitions. b. Any acquisitions (purchases or gifts) may be accompanied with research that may include: provenance, condition, authenticity and significance to the collection. Any information collected will become part of the object's permanent file. c. The Museum Manager may perform this role within his/her area of expertise but may consult with members of the fire service, 501(c)3 Advisory Board, or other individuals with additional expertise, as needed. 2. Acquisitions to be purchased and become part of the FMOT collection require the joint -approval of the 501(c)3 Advisory Board (funding & accession approval) and Fire Chief (accession approval only). Items purchased by the 501(c)3 Advisory Board, once accessioned, become part of the FMOT's permanent collection. 3. Acquisitions in the form of SiL to the FMOT, if valued under $5,000, do not require accession approval. Gifted acquisitions valued $5,000 and above require joint -approval (accession only) of the 501(c)3 Advisory Board and Fire Chief All gifted items, once accessioned, become part of the FMOT's permanent collection. 4. Gifts and bequests are generally of an unconditional and unrestricted nature. No object should be accepted with a guarantee of display, publication, perpetual ownership, attribution or valuation by the FMOT. a. However, the Museum Manager may consider special condition or restrictions in exceptional cases. b. Any restrictions or conditions must be clearly stated in the Deed of Gift. These conditions shall then be strictly observed. SOG 703.03 — Fire Museum of Texas Collections Management Page 4 of 19 5. No object will be acquired by purchase, gift or bequest if FMOT is unable to provide it with proper care and storage. a. At the time of acquisition, every effort must be made to determine and predict the physical needs of the object and its lifecycle. b. Museum staff must be knowledgeable or educate themselves about any organic matter, potentially hazardous, volatile or reactive substances that may have been used in the production of the object or in conservation treatments prior to the object entering the collection. 6. If an object is offered as a promised gift to the FMOT, the terms of the gift may be presented to the 501(c)3 Advisory Board and Fire Chief by the Museum Manager, who will provide a joint -disposition as to whether to accept the terms. a. If approved, the Museum Manager will notify the donor and provide assurance that that the gift will be accepted at a later date. b. The donor's offer of a promised gift and the approval of the promised gift must be documented in writing. c. Fractional gifts will not be considered under any circumstances. 7. Museum staff and/or 501(c)3 Advisory Board members may not suggest a monetary value to a donor, or any other member of the public, for any item for any purpose. a. Staff and/or 501(c)3 Advisory Board members may not recommend specific appraisers to a donor; buy may suggest a source such as the American Society of Appraisers website. b. Should an item offered by a donor be appraised, staff may ask the owner to share the results of the appraisal with the FMOT. This information is considered confidential and shall be recorded in the permanent files and in the collections database. c. Museum staff may place a value on a collections object for internal or insurance purposes only, and this information is also kept confidential. D. Acquisition Criteria 1. Objects acquired for the permanent collection must be consistent with the mission of the FMOT and with the scope and uses of the collection. 2. Objects that cannot be properly cared for and stored in existing facilities, or that are significantly deteriorated or unstable, shall not be accepted unless the Museum Manager, 501(c)3 Advisory Board and Fire Chief determine that the costs of storage and conservation are offset by the suitability and value of the object, or by a monetary donation, from the donor or a sponsor, that supports conservation and ongoing care. 3. The donor or seller must be able to prove their legal ownership of the object and their right to donate or sell the object. The price of objects offered to the FMOT for sale must be determined to be in accordance with fair market value at the time of purchase. 4. Objects with an unethical history of ownership shall not be accepted, for example, items that were stolen, collected without permission or authority, or imported or exported in contravention to existing laws. SOG 703.03 — Fire Museum of Texas Collections Management Page 5 of 19 5. Objects of unknown or doubtful provenance shall not be accepted. 6. Objects whose donors wish to impose unreasonable restrictions or conditions upon the acceptance or use of the object, such as requiring continuous exhibition, restricted rights to de -accession, or keeping of the object in a certain location shall not be accepted. 7. Duplicates or items already in the collection shall not be accepted unless warranted by their superior condition, historical significance, or utility in exhibits, for example, for rotation with sensitive objects. 8. Acceptance of objects of significant monetary value should be carefully weighed against the ongoing costs of additional security, special storage facilities, and increased insurance. Acceptance of objects requiring expense above and beyond that normal for collections care and security must be approved by the Museum Manager, 501(c)3 Advisory Board and Fire Chief. 9. Objects which constitute hazards to the health and safety of staff and visitors, or which are hazardous to other collection items or to the facility, shall not be accepted unless the hazard can be mitigated easily without harm to the historical significance of the object. 10. The FMOT will not acquire human remains, or objects subject to NAGPRA, the Native American Graves Protection and Repatriation Act of 1990. 11. Objects of a controversial nature, or whose acceptance might be construed as commercial exploitation of the FMOT, will be evaluated by the Museum Manager, 501(c)3 Advisory Board, the Fire Chief and/or his/her Beaumont Fire -Rescue Services designees, weighing the potential damage to the FMOT's standing in the community against the cultural significance of the object. 12. In accordance with the provisions of the ICOM Convention of 1973, the FMOT will not accept objects whose collection is believed to have involved the destruction of historic sites, buildings, structures, habitats, districts or objects. E. Methods of Acquisition 1. It is assumed that any item accepted into the collection has fulfilled the acquisition criteria listed above. 2. Items may be acquired through donation: a. Directly, b. Through a bequest, c. Through purchase by an outside party for the purpose of donation, d. Through funds donated for a specific purpose. Items may be acquired through: a. Purchase from a vendor, be it a dealer, an auctioneer, another institution, or a private individual; b. Exchange with or transfer from another institution. (This transaction usually involves de -accessioned items, or items which were accepted by a museum solely in order to find them a more suitable home.) SOG 703.03 — Fire Museum of Texas Collections Management Page 6 of 19 4. An item found in the collection which either never had or has lost contact with its accession paperwork may become part of the collection in accordance with abandoned property law. 5. A bequest made to the FMOT does not automatically imply acceptance into the collection. Bequests are subject to the same acceptance criteria as any other items, and may be refused, in whole or in part, if they do not meet these criteria. 6. Despite the best intentions of the staff, items are sometimes left on the doorstep or mailed to a museum with no information to identify the owner. The FMOT is under no obligation to keep these items, but may obtain title to them under abandoned property law. 7. No member the staff or the 501(c)3 Advisory Board member may accept any object, whether for review, permanent, temporary or conditional acceptance without the explicit permission of the Museum Manager. F. Accessions 1. Permanent collections objects merit the highest possible standard of care and handling, documentation and storage. Upon accessioning all objects must be catalogued to at least minimal standards in order that the FMOT maintains physical and intellectual control over them. 2. Items that are not accepted or that the owner would not be willing to donate as part of the non -accessioned collections will be returned to the owner in the manner specified on the Temporary Custody receipt. 3. If the owner has specified on the Temporary Custody receipt that this is an unconditional donation, and that they do not want the items back, the FMOT may dispose of them as it wishes. G. Documentation 1. The primary importance of collections objects to a museum lies in their context; therefore, information that serves to place the object within that context is of utmost significance. If this information does not exist, or if the connection between the object and its information is lost, the value of that object to the museum is diminished. This information must be safeguarded, kept confidential as necessary and maintained in an organized and easily retrievable manner. 2. The Museum Manager, as an employee of the City of Beaumont, is responsible for collecting and maintaining all documentation relative to the acquisition, accessioning, de -accessioning, loaning and borrowing of permanent and educational collections items. 3. Paper files for the permanent collection will be maintained in the Collections Room. These files may contain, but are not limited to, the following: a. Temporary Custody receipts; b. Deeds of Gift or records of sale, including invoices and copies of checks or credit receipts; c. Inventories; d. Correspondence, including copies of emails and notes of phone conversations; SOG 703.03 — Fire Museum of Texas Collections Management Page 7 of 19 e. Research material concerning the objects and their provenance, whether furnished by the donor/vendor or created by staff or other experts; f Photographs, scans, or other types of images; and g. Insurance information and any valuation records. 4. All collections file paperwork generated by the FMOT will be printed in an archival manner on buffered, acid -free paper. These files will be stored in archival materials and notations made on them will be done using archival media. 5. Acquisition and object records, along with condition and location histories, cataloguing information, and any other pertinent information collected about permanent collection objects and their donors shall be maintained in the collections management database. This database shall be backed up regularly. It is recognized that electronic information technology changes frequently and it is the responsibility of the Museum Manager to keep the collections software up to date while maintaining the security and integrity of the data. 6. Prior to accessioning, the Museum Manager shall be responsible for acquiring as much information about the object as possible, either from the donor or through research, both to determine its acceptability as part of the collection, and to enhance the object's utility to researchers and for exhibition. This information, properly attributed, shall become a part of the objects permanent record. H. Identification 1. Each accession into the permanent collection is given a number consisting of the four digit year during which the accession was completed, followed by a decimal point and a three digit number signifying the order in which the accession came into the collection during that year. 2. Upon being accessioned into the collection each object shall be assigned a unique identifying number which shall be affixed to the object in accordance with currently accepted archival methods. This number consists of the accession number followed by a decimal point and a three - digit number. This number may be followed by one or more letters if the item consists of more than one part. 3. This identifying number shall be attached to every record, either hard copy or electronic, that pertains to that object. 4. This number shall be used to track the movement and usage of the object throughout its tenure at the FMOT. I. Non -Accessioned Acquisitions 1. On occasion, the FMOT may take in items without intending to make them part of the permanent collection. The following are the criteria under which such items may be acquired. 2. Artifacts that do not fit acquisition criteria are sometime accepted to be sold to raise funds for acquisition of items for the collection. Transfer documentation should clearly define the FMOT's intention and the donor's permission to sell these items. SOG 703.03 — Fire Museum of Texas Collections Management Page 8 of 19 3. Items offered for donation that do not fit acquisition criteria may be accepted by the FMOT in order to find a more suitable repository, should the owner not be able to undertake this task. This option shall only be undertaken if the significance of the items warrants the effort required. 4. Items may be brought in under Temporary Custody for purposes of identification, research, or digitization. a. The Temporary Custody form serves as a short term loan form, with the purpose of the loan, the duration of the loan, and the date and method of return clearly indicated. b. Both the owner of the items and the Museum Manager must sign the document. c. The FMOT must keep the original copy of the document and a photocopy will be given to the donor for their records. VII. Collections Care & Use A. Collections Care 1. The FMOT is dedicated to achieving a high standard of collections care and to the refining of its efforts through recruiting and training of volunteers and interns as well as through staff development. 2. The minimum standard of collection care is as defined by the Alliance of American Museums. B. Permanent Collections Use and Access 1. It is understood by staff, and shall be made clear to the public, that no use of or activity involving permanent collections objects shall take priority over the care and safety of these objects. Furthermore, any such usage must conform to the FMOT's mission, be ethical and legal and must respect the integrity of the objects. 2. The permanent collection shall be housed in secure areas with access controlled by keys. The areas should be climate controlled as much as physically possible, keeping in mind the historical nature of the building. 3. Non -collections staff, 501(c)3 Advisory Board members, interns and volunteers and members of the public are not permitted to enter collections storage areas without legitimate reason, nor in the absence of collections staff unless by prior permission or in an emergency situation. 4. Permanent collection objects shall not be removed from storage areas or galleries unless for legitimate reasons as approved by the Museum Manager, and then only by trained staff, interns, or volunteers. 5. Contractors and inspectors whose work requires their presence in collections storage areas must be accompanied by a designated staff member at all times. If such work requires protection or relocation of collections objects, this work must be done by a trained staff member. 6. Items from the permanent collection may be used, subject to approval by the Museum Manager, in any mission -driven exhibits of the FMOT, either in-house or traveling, or by approved nonprofit borrowers of such objects. 7. Items from the permanent collection may be used as part of the FMOT's public programs or other educational activities, but only if displayed under SOG 703.03 — Fire Museum of Texas Collections Management Page 9 of 19 secure circumstances or, if required to be handled for demonstration, only if handled by trained staff. 8. Items from the FMOT's permanent collection must be protected while on display by appropriate security measures (as determined by the Museum Manager) such as secured vitrines, physical barriers, or frames mounted to the wall with secure hanging devices. 9. Identifying numbers shall never be removed from permanent collections objects by anyone or under any circumstances, unless the Museum Manager deems that an object has been mislabeled and must be relabeled. The old number will only be removed at the same time as the new one is being affixed 10. Items from the FMOT's permanent collections may not be used, either within the FMOT or by borrowers in an area where events where food and drink are to be served is held. Such events may take place at the FMOT given that proper precautions are taken that objects will not come in contact with food or drink. 11. Access to FMOT collections objects for research by legitimate scholarly researchers is permitted and encouraged. Appointments for such access must be requested at least two weeks in advance, and will be supervised by trained collections staff. 12. In the event that a request for access to the collection puts an undue burden on staff or resources, the Museum Manager reserves the right to determine whether access and/or research fees should be levied. Research and reproduction fees will be levied in accordance with the FMOT's research fee schedule. 13. All uses of FMOT collections shall conform to laws and policies covering intellectual property, including copyright and fair use, and staff shall maintain up-to-date knowledge of these laws and policies. 14. Requests for use of images from the collection, or of images of collection objects, are covered by the FMOT's Imaging Policy. C. Interpreting the Collections 1. It is the responsibility of museum professionals to use museum collections for the creation and dissemination of knowledge. Intellectual honesty, balanced arguments, and objectivity in the presentation of objects are the duty of every museum professional. The stated origin of the objects or attribution of work must reflect the through and honest investigation of the Museum Manager and must yield promptly to change with the advent of new facts or analysis. 2. Museums may address a wide variety of social, scientific, artistic or political issues. Any can be appropriate, if approached objectively and without prejudice. Museum professionals must use their best efforts to ensure that exhibits are honest expressions and do not perpetuate myths or stereotypes. Exhibits must provide, with candor and tact, an honest and meaningful view of the subject. Sensitive areas such as ethnic and social history are of most critical concern. SOG 703.03 — Fire Museum of Texas Collections Management Page 10 of 19 D. Staff Responsibilities 1. The Museum Manager has primary responsibility for the documentation and care of the FMOT's collections and of borrowed objects. 2. Collections volunteers and interns, trained and supervised by the Museum Manager, provide valuable assistance in processing and documenting artifacts, performing inventories, and maintaining storage and exhibit areas. They also assist in processing and documenting incoming and outgoing loans, and in installing and uninstalling exhibits. E. Object Handling 1. Unless specifically authorized by the Museum Manager, the only staff permitted to handle collections objects is the Museum Manager. 2. Collections interns and volunteers, following training in proper procedures, are permitted to handle collections objects under supervision until they have shown themselves competent to work independently. This training and subsequent evaluation is the responsibility of the Museum Manager. 3. Packing and unpacking of collections objects or loaned artifacts shall be done only by the Museum Manager or by trained interns or volunteers under the Museum Manager's supervision, and in all cases will be done to the highest professional standards. F. Preventative Conservation and Environmental Control 1. Due to the historic nature and construction of the building, at this time it is not feasible to maintain strict humidity and temperature controls in the main exhibit space of the FMOT. However, in an effort to preserve the collection, the FMOT will provide the best environmental care as is feasible. Additionally, temperature and humidity controls will be utilized in both the Collections Storage area and State Room. The FMOT will strive to maintain the temperature and relative humidity in these areas within the acceptable parameters as established by the latest conservation research. 2. Lighting in collections storage areas will be shielded to reduce ultraviolet light, and will be kept turned off except for when staff is working in the area. 3. Collections storage areas and exhibit galleries will be kept clean. 4. No food or drink is allowed in exhibit galleries or collections storage areas with the exception of water in a lidded container. 5. No live or dried plant material is allowed in exhibit galleries or collections storage areas unless as an integral part of an exhibit, and then only by the authority of the Museum Manager. 6. Since the FMOT has no staff conservator, the Museum Manager and trained volunteers and interns shall perform only minimally invasive cleaning procedures on objects in the collection. 7. No cleaning, repair, or other actions shall be performed on borrowed objects without the written permission of the lender. 8. The goal of Integrated Pest Management is to reduce deterioration caused by insects and other pests through the least toxic methods available, thus SOG 703.03 — Fire Museum of Texas Collections Management Page 1 1 of 19 not compromising collection integrity or human safety. Integrated Pest Management involves proper collections care, facility maintenance and upgrades and modifications of human behavior. Due to the historical nature of the building, maintaining an integrated pest management system can prove difficult. However, every effort will be made to insure that best practices will be followed to the best of the FMOT's ability including: a. Periodic pest treatment by a trained specialist, b. Inspecting collections and building for biological activity, c. Monitoring and identifying insects and other pests through trapping, d. Maintaining clean collections storage environments, e. Restricting activities that could introduce pests into collections (for example: live plants, cut or dried flowers, trash, food and drink in areas where collections are located). G. Inventories 1. Limited staff and a busy schedule make regular comprehensive inventory of the collection impractical. An ongoing inventory of Collections Storage in conjunction with cataloguing of the collection stored is being performed by the Museum Manager and collections interns as the time allows. 2. Inventory information in the database is updated whenever collections objects are handled in the course of regular collections work, comprising a de facto spot check. H. Conservation Treatment 1. Staff, interns and volunteers shall not perform repairs or conservation treatment on permanent collections objects. 2. Recognizing limited funds available to the FMOT for conservation of collections objects, the need for conservation treatment shall be determined on a case-by-case basis, with priority given to objects needed for exhibition, or significant objects whose instability requires intervention. 3. Conservation treatment may only be authorized by the Museum Manager, after receiving funding approval from the 501(c)3 Advisory Board. 4. Any conservator hired to treat FMOT collections objects shall be a member of the American Institute for Conservation or similar professional association, and will: a. Have demonstrated expertise in the appropriate type of material. b. Be asked for a resume and a portfolio or references from institutions whose collections s/he has treated. I. Insurance & Risk Management 1. The FMOT collection is covered by the City of Beaumont, who is self- insured. 2. If required, the FMOT will coordinate additional security, either with qualified City staff or outside contractors, for exhibition of borrowed objects. If outside contractors are utilized, funding must be approved by the 501(c)3 Advisory Board. SOG 703.03 — Fire Museum of Texas Collections Management Page 12 of 19 The Museum Manger will maintain an up-to-date disaster plan specific to the FMOT collections, in addition to those of Beaumont Fire -Rescue Services that includes instructions for reporting, responding to, and recovering from any emergency that involves loaned or borrowed objects. VIII. De-Accessionina Obiects A. De -accessioning Criteria 1. While donors to a museum normally expect it to keep the objects entrusted to it in perpetuity, there are times when a museum must remove items from its permanent collection. There are a number of possible reasons for this, ranging from changing mission and focus, to refinement of the collection to better fit the mission, to the condition of the objects themselves. As de -accessioning is one of the least understood aspects of museum collections management, it must be undertaken in a way that is lawful, ethical, transparent, and in full support of the FMOT's mission. All decisions to de -accession should be made thoughtfully and with full understanding of their possible ramifications and/or consequences. 2. If an object has been apart of the collection for three or more years since its accession date and the FMOT can establish that is has clear and unrestricted title to the object; the object is not subject to restrictions that would preclude its being de -accessioned; as long as one or more of the following is true: a. The object is no longer relevant to the mission of the FMOT. b. The object is found to have been obtained illegally, either by the FMOT or by the donor or vendor, or is determined to be a fake or forgery. c. The object's condition is such that its value to the FMOT is outweighed by the expense of keeping or conserving it. d. The object has been accidentally destroyed. In the case of accidental destruction, it is sufficient for the Museum Manager to simply notify the Fire Chief and the 501(c)3 Advisory Board of the de facto de -accession status of the object. e. The object is found to be hazardous to other objects or to human health. f. The object is one of a number of duplicate objects, in excess of the FMOT's needs. g. The object is from an area of the collection that is over- represented. h. The object can no longer be properly stored by the FMOT. i. The object is subject to repatriation under NAGPRA or other applicable laws. B. De -accessioning Procedures 1. A proposal to de -accession may be initiated by the Museum Manager using the De -accession Form and any documentation and research material to support the recommendation. SOG 703.03 — Fire Museum of Texas Collections Management Page 13 of 19 2. The recommendation must be made on grounds that the object fulfills the criteria above, and these grounds must be clearly indicated on the recommendation form. 3. All recommendations to de -accession must include recommendations for appropriate disposition of the object(s). 4. The recommendation to de -accession must be presented to the Collections Committee for vote, either at a formal meeting or by a poll taken by email; this presentation and the resulting decision must be recorded in the minutes of the committee meeting or in a record of the members' votes cast by email. 5. Approval to de -accession must be signed by the staff member making the recommendation, the Chair of the Collections Committee, the President of the 501(c)3 Advisory Board, and the Fire Chief. C. Additional De -accessioning Considerations 1. The fact that an object meets any of the above criteria does not mandate that it be de -accessioned. 2. An object listed as "missing" in an inventory shall not be de -accessioned until it is found. 3. Any funds realized from the sale of de -accessioned collections objects shall be used only for the purchase of objects for the permanent collection or for the care or preservation of the permanent collection. 4. Requests from donors for the return of lawfully accessioned artifacts are not usually fulfilled by the FMOT because of legal and ethical considerations. Under extraordinary circumstances, and subject to approval by the Museum Manager, 501(c)3 Advisory Board, and the Fire Chief, requests may be considered. D. Methods of Disposition 1. De -accessioned collections objects may never be obtained by Beaumont Fire -Rescue staff, 501(c)3 Advisory Board members, volunteers, or their immediate families, or by anyone working as agents for the above; nor shall any of the above profit from the sale or trade of collections objects. 2. The FMOT does not offer de -accessioned objects back to donors or their heirs unless specifically written in the original Deed of Gift. The FMOT does not usually notify donors or their heirs of the disposition of the de - accessioned objects unless such notice is judged to be critical in maintaining the good will of the donors. This decision shall be made by the Museum Manager, after consultation with the Collections Committee. 3. Objects that are duplicates or are from over -represented areas of the collection, while deemed not appropriate to the permanent collection might be useful to in teaching or programs will be first used as such. 4. De -accessioned objects may be given to or exchanged with another nonprofit museum or educational institution in order that they continue to be preserved and used for scholarly research or exhibition. De -accessioned objects will not be donated to or traded with individuals or dealers. SOG 703.03 — Fire Museum of Texas Collections Management Page 14 of 19 6. De -accessioned objects may be offered for sale. Every effort must be made to ensure the transparency of the transaction. Public notice will be given in advance to the appropriate audience of potential purchasers, and the sale must be conducted by public auction, rather than privately to individuals or dealers. Objects of cultural significance and/or monetary value will be sold through a reputable auction house; lesser objects may be sold through a public auction site such as eBay. 7. De -accessioned objects will not be sold on FMOT premises, either through the FMOT Gift Shop or in any other manner. 8. If the hazardous and/or deteriorated condition of an object precludes any usefulness or value, the preferred method of disposal is destruction. An appropriate method should be chosen, and the destruction witnessed and documented. In no case should an object simply be discarded. E. De -accession Documentation 1. The completed and signed Recommendation to De -accession, or a copy of it, will become part of the permanent file of each de -accessioned object, along with Collections Committee minutes, correspondence, supporting research, and any other documentation associated with the process. 2. The object's files shall be clearly marked "de -accessioned" in red ink, with the date of approval to de -accession, and shall be maintained as part of the FMOT's permanent collections files. 3. The object's identification numbers shall not be re -used. 4. Unless the object is going into the permanent collection of another museum, its identifying numbers will be removed, or defaced in such a way as to render them illegible. IX. Manaaina Loans A. Managing Incoming Loans 1. The FMOT borrows objects and artifacts of cultural and historical significance from non-profit institutions, museums, galleries and collectors for exhibition and research. Objects selected for loan to the FMOT should be in condition suitable for transport and display. The Museum Manager is responsible for: a. Obtaining funding (including cost of liability insurance, if required) and loan approval from the 501(c)3 Advisory Board, and loan approval from the Fire Chief prior to initiating a loan request; b. Executing the formal loan request, loan agreement, receipts, condition reports, provisions for insurance coverage, the arrangement of transportation, unpacking and packing. 2. All objects on loan to the FMOT are individually identified and documented by the Museum Manager or a trained volunteer. The FMOT will not undertake any matting, framing, and restoration work or conservation treatment without permission of the lender. Any such work performed will be thoroughly documented with copies of email exchanges, phone logs, and digital photography. When returned, objects on loan are to be packed and shipped as received, unless different arrangements are made in consultation with the lender. SOG 703.03 — Fire Museum of Texas Collections Management Page 15 of 19 B. Standards for Incoming Loans 1. It must be clear that all incoming loans are made solely in support of the mission and programs of the FMOT. 2. All borrowing of objects from museums or individuals must be executed in such a manner that there are no actual or apparent conflicts of interest; nor may the lender imply any enhancement of the value of the borrowed objects by their loan to the FMOT. 3. The FMOT will only borrow objects to which the lender has clear title. 4. There must be a written Loan Agreement, signed by the Museum Manager and the lender, stipulating the purpose and duration of the loan and containing a complete inventory of all the objects borrowed. 5. The FMOT will accept no indefinite or permanent loans. 6. The Loan Agreement must contain complete contact information for the lender and for anyone acting as the lender's agent in picking up the object(s) at the end of the loan period; anyone acting as such an agent must have written authorization from the lender. The lender is responsible for informing the FMOT in a timely manner of any changes of ownership or of address that affect the loaned objects. 7. The Loan Agreement will clearly state acceptable uses of the objects, or of images of the objects and any restrictions. 8. The Loan Agreement will provide guidelines for the installation of the obj ects. 9. The Loan Agreement must clearly state who is responsible for insuring the object in transit and during its stay at the FMOT, and the lender will provide a value for such coverage, which shall be the sole amount of recovery payable by insurance in the case of loss or damage. FMOT staff will not place a value on any borrowed object, nor will the FMOT arrange or pay for an appraisal. 10. If the FMOT insures the loan, a certificate of insurance will be provided to the lender. 11. Should the lender waive insurance, they must agree to hold the FMOT harmless from any liability for damages to, or the loss of, the loaned property in transit to or from and while at the FMOT facility. 12. The FMOT will retain the original shipping containers and packing materials and reuse them in packing the objects for return. If, in the FMOT's estimation, the packing methods or materials are deemed substandard or inadequate, the lender's permission will be sought before substitutions are made. 13. The lender will notify the FMOT when the loan has been shipped, identify the carrier and give the expected delivery date. Upon return, the FMOT will notify the lender as such. 14. Each object must be clearly identified with a written description and a photograph or digital image. 15. The FMOT will provide a condition report upon arrival and upon return. 16. The FMOT will give the same or higher standard of care to loaned objects as that given to items in its permanent collection; it will not borrow objects for which it cannot provide adequate storage or appropriate exhibition conditions. SOG 703.03 — Fire Museum of Texas Collections Management Page 16 of 19 17. The FMOT must notify the lender immediately of loss or damage to the objects. Should such damage occur, the FMOT will make no attempt to clean, repair, or restore any borrowed object. In exception to this rule should the condition of the items constitute a hazard to other objects or to human health, the FMOT will notify the lender immediately detailing emergency actions taken to mitigate the hazard. 18. All possible effort shall be made to return the objects to the lender at the end of the loan period in the manner stipulated in the loan agreement. 19. Should the lender not respond to efforts to contact within six months of the end of the loan period, they will be notified of the loan expiration by certified mail to their last known address and may be charged storage fees for the period following the agreed termination of the loan period. If no arrangements for return of the lender's property have been made within one year following this notice, the object(s) shall be considered abandoned property and the title transferred to the FMOT. C. Traveling Exhibits 1. The Museum Manager shall negotiate contracts for any borrowed artifacts or other exhibit components that are within traveling exhibitions, including, but not limited to: a. Arrangement of insurance, b. Shipping, unpacking, repacking and return, c. Installation, maintenance. 2. Traveling exhibit contracts requires the same funding and loan pre - approvals as other incoming loans (see Section IX.B. above). 3. All artifacts and exhibit components borrowed as part of a traveling exhibit will be treated with the same care and subject to the same requirements detailed above for incoming loans. D. Managing Outgoing Loans 1. The FMOT loans objects and artifacts of cultural and historic significance from its collection to other non-profit institutions for temporary exhibitions and other scholarly and educational purposes. Under no circumstances will objects be loaned to individuals. 2. Loan requests must be reviewed and approved by members of the Collections Committee and the Museum Manager and are based on the following criteria: a. The condition of the object, b. The value of the object, c. The impact of the loan upon the FMOT's exhibitions, educational programs, and teaching and research needs, d. The significance and importance of the exhibition or project for which the loan is requested, e. The expertise, scholarship and outcomes (such as publications), f. The facilities, environmental conditions, and security provisions of the requesting institution, g. The justification of our object to the exhibition or project. SOG 703.03 — Fire Museum of Texas Collections Management Page 17 of 19 3. The Museum Manager reserves the right to refuse any request for the loan of any object from the FMOT `s collection at his/her discretion. E. Objects in Custody 1. Objects left in the temporary custody of the FMOT will be individually identified and treated with the same level of care as an incoming loan. 2. Occasionally objects are found in collections for which there is no documentation and objects are left unclaimed at a museum. The FMOT will make every reasonable effort to identify the object and any relevant information about these objects. If ownership cannot be established, the FMOT is obligated to maintain the object until it can be legally determined to be abandoned property as defined by abandoned property laws of the State of Texas. At that time, the object may be considered for accession into the collection and must meet the accession criteria previously outlined in this document. X. Code of Ethics A. The FMOT, in all of its activities, adheres to the AAM Code of Ethics for Museums and to the ICOM Code ofEthics. In addition, all staff and 501(c)3 Advisory Board members are required to adhere to the following conflict of interest in collecting standards: 1. Beaumont Fire -Rescue staff, volunteers and members of the 501(c)3 Advisory Board are frequently engaged precisely because their interests and expertise lie in the same areas as those of the FMOT. However, it is contrary to museum ethics for a member of the BFR or volunteer staff, or 501(c)3 Advisory Board, to collect artifacts in competition with the museum they serve. 2. New board members and FMOT staff members are asked, upon hiring or beginning of service, to notify the Museum Manger if they have acquired any artifacts, prior to their association with the FMOT, which fit within the FMOT's Scope of Collections. This is to assure that, in the course of their duties, they are not placed in such a position that their collecting interests could be interpreted as in conflict with the interests of the FMOT. 3. The FMOT will not seek to exercise any right to objects collected prior to the service of a staff or 501(c)3 Advisory Board member. Nor will the FMOT seek to exercise any right to objects inherited by a staff or 501(c)3 Advisory Board members. 4. Should an item falling within the FMOT's Scope of Collections become available for sale or by any other manner, and should a staff or 501(c)3 Advisory Board member intend to acquire it, the FMOT should be notified of this opportunity and given the right to acquire the object under the same terms. If the FMOT, within two (2) weeks of notification chooses not to acquire the object, the staff member or 501(c)3 Advisory Board member is free to acquire it with the assurance that the FMOT will exercise no future claim upon the object. 5. Statements of collecting interest, and notice of intent to acquire objects that fall within the FMOT's Scope of Collections, will be held in absolute confidentiality by the Museum Manager. SOG 703.03 — Fire Museum of Texas Collections Management Page 18 of 19 6. No staff or 501(c)3 Advisory Board member should use his/ her FMOT affiliation to promote his/her or an associate's personal collecting activities. No staff or 501(c)3 Advisory Board member may participate in dealing (buying or selling for profit as distinguished from occasional sale or exchange from a personal collection) objects similar or related to the objects collected by the FMOT. In the event of such a sale, the FMOT must be given advance notice of the sale and priority of acquisition should it want to obtain the object(s) for the collection. XI. Compliance and Updates A. Violations of any of the provisions of this policy should be reported to the Museum Manager and/or to the Chairman of the Collections Committee. B. This policy shall be reviewed by the Museum Manager, Collections Committee and Beaumont Fire -Rescue Management Team every three (3) years or at any time that circumstances warrant. 1. The Museum Manger will present updates to this policy to the Collections Committee for review. 2. The Collections Committee will provide feedback and recommendations to the 501(c)3 Association Executive Board. 3. The 501(c)3 Association Executive Board will consider the updates and recommendations of the Collections Committee. The President of the Advisory Board will forward the Executive Board's recommendations to the Fire Chief. 4. The Fire Chief will initiate the fire department's internal review and approval process, consider information provided from all sources and provide a final disposition. SOG 703.03 — Fire Museum of Texas Collections Management Page 19 of 19