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By-law No. 2021-021THE CORPORATION OF THE MUNICIPALITY OF BAYHAM BY-LAW NUMBER 2021-021 A BY-LAW TO ESTABLISH A COLLECTION AND RECORDS MANAGEMENT POLICY FOR MUSEUMS BAYHAM WHEREAS the Council of the Corporation of the Municipality of Bayham recognizes the need for clear and concise policies concerning Museums Bayham; AND WHEREAS the Council of the Corporation of the Municipality of Bayham is desirous that a Policy be established for Museums Bayham Collection and Records Management Policy; AND WHEREAS the Council of the Corporation of the Municipality of Bayham is desirous that such a Policy be approved by By-law; THEREFORE BE IT RESOLVED THAT the Council of the Corporation of the Municipality of Bayham enacts as follows: 1. THAT the Policy to be known as the `Museums Bayham Collection and Records Management Policy' as set out in Attachment `A' attached hereto and forming part of this by-law is hereby adopted 2. THAT Museums Bayham collection and records management shall be maintained in accordance with the said Policy. THAT By-law No. 2006-082 Collections and Records Management Policy be repealed in its entirety 4. THAT this By-law shall come into full force and effect on the date of its passage. READ A FIRST, SECOND, AND THIRD TIME AND FINALLY PASSED THIS 1st DAY OF APRIL 2021. MAYOR rC L R QA7�p O-Tr tau n, W,bt �Y, L 0 - �10-- t Municipality of Bayham Museums Bayham — Collection and Records Management Policy TABLE OF CONTENTS 1. 2. 3. 4. 5. 6. 7. 8. 9. 10 11 12 13 Statement of Purpose Mission Statement Ministry of Culture Standards Definitions Collection Development Collection Management Collection Management Documentation and Record Keeping Collection Management Accessioning Collection Management De -Accessioning Collection Management Loans Collection Management Values and Insurance Review of Policy Forms SECTION 1 — STATEMENT OF PURPOSE Museums Bayham exists to educate the citizens of Bayham and the community beyond about the history of the Bayham area. This includes Port Burwell and its lighthouse in relation to the local and marine heritage of the Great Lakes, fostering an appreciation for the relationship of Bayham's past to its present and future development. I ? To this end, Museums Bayham collects, records, preserves, researches, shares, promotes and presents exhibits and interprets documents and artifacts related to the history of Bayham. 1 3 Museums Bayham has been established to collect, preserve, promote, research and share the history of Bayham. I.1 The Marine Museum and Lighthouse have been established to serve the inhabitants of Port Burwell and the Bayham area, with a strong appeal to tourists visiting the region. The museum collection will focus on marine documentation and artifacts that illustrate the relationships between marine life on the Great Lakes together with domestic and commercial life of the Village as a port on Lake Erie. 1.b Museums Bayham will collect, exhibit and interpret artifacts that tell the story of marine life on the Great Lakes and the Village of Port Burwell, in accordance with documented research and records. The Statement of Purpose provides guidelines for the collection including, but not limited to: a. the reason for the museum's existence; b. the time period of which artifacts will be collected and what they will be related to; justification for accepting or declining artifacts from potential donors; d. the public intended to be reached. SECTION 2 — MISSION STATEMENT I Museums Bayham is committed to collecting, preserving, researching and sharing the history of marine life on the Great Lakes and the history of Port Burwell and the Historic Lighthouse. SECTION 3 - MINISTRY OF CULTURE STANDARDS 3.1 Incorporating the Ministry of Culture Collection Standard into the policy provides standard guidelines for Museums Bayham, which are consistent throughout the museum community. 3 2 The Ministry of Culture Collection Standard is short and precise for persons to understand and help them focus on their overall responsibilities for the collection. 3-3 The Ministry of Culture Collection Standard demonstrates that those entrusted with the care of the collection are to do so within acceptable ethical guidelines. 3.4 Adoption and implementation of all of the required Ministry of Culture standards may qualify Museums Bayham for funding support through submission of operating grant applications. SECTION 4 - DEFINITIONS 4.1 Accession shall mean the process of recording an addition to a collection. 4.2 Accession Date shall mean the date the artifact was acquired by Museums Bayham. 3 Accession Number shall mean a three part identifying number made up of the year acquired, or in the case of a found in collection item, the year accessioned; the numerical order of the donor (during this accession year) who donated the item; the number of the item from the donor (during this accession year), if more than one item was received from the donor. a. Ex.: 2003.002.003 = 2003 - year item donated b. 002 - the second donor of the year 2003 c. 003 - the third item donated by the second donor in 2003 d. If the item has more than one part, an additional number denotes the part number. e. Ex.:2003.002.003.2 4.4 Accession Register shall mean a database used to record each accession when it enters the collection. It serves as a permanent, complete, and accurate record of all the basic information about each artifact in the collection. 4.5 Artifact Name shall mean the name of the artifact with specificity. 4 (:1 Classification shall mean a group or type of artifact(s) that share the same common attributes (Example: Furniture - includes tables, chairs, and benches). 4 7 Collection shall mean the acquisition of historically significant artifacts that contribute to any understanding of past human behaviour, customs, activities, episodes, institutions and personalities. d 8 Conservation shall mean treatment or special care given to an artifact in order to preserve and stabilize it for display or storage. This should be noted along with any previous conservation treatments. This not to be confused with restoration, which involves treatment or procedures taken in order to return an artifact to an original or known state. 4 9 De -accession shall mean to release a single object/artifact or group of objects/artifacts from the collection. 4 '10 Detailed Description shall mean a description including the object's size, shape, colour, condition, material, date/period range, markings, previous identifying numbers, signs of use, etc. 4.11 Dimensions shall mean the length, width, height, circumference, diameter of an artifact. 4.12 Nomenclature shall mean a structured and controlled list of terms organized in a classification system to provide the basis for indexing and cataloging collections. It addresses problems that museums with varied collections face in managing their collection data. It allows museums to share meaningful data with one another. 4.13 Provenance shall mean a record of ownership of an object, used as a guide to the authenticity or history of the artifact. 4.14 Value shall mean the appraised value of an artifact. SECTION 5 - COLLECTION DEVELOPMENT Collection development provides a framework for expanding and enhancing the existing permanent collection through the acquisition of additional artifacts pertinent to the collection. b.2. The decision to accept collection item(s) will depend on: a. Municipality of Bayham financial allocation to accept the artifact; b. Museums Bayham ability to maintain the artifact in a safe and secure environment in compliance with Health and Safety considerations; c. its relevance to Museums Bayham's Statement of Purpose and the other artifacts and records in the collection; a. its condition; b. its exhibit and research potential. The decision to accept collection items will be made by Museums Bayham, upon consideration and recommendation of the Curator. 5.4 Artifacts collected shall be well documented, such documentation to include the circumstance surrounding the object's discovery and acquisition; the original owner and manufacturer; the object's original use; a chronological history of the object; and any other pertinent facts. Museums Bayham may collect artifacts that have incomplete documentation as long as they contribute to a clearer understanding of significant former customs, activities, people or episodes. �3 Museums Bayham will not collect duplicates unless they serve a useful purpose, such as extension program displays, traveling educational kits, etc. Any duplicate must have a specific function within the Museum's program. Any duplicate that does not have a specific function should not be collected. 5.7 Donations are deemed to be unconditional gifts. 5.8 Museums Bayham will respect and adhere to legislative requirements. 5 9 Museums Bayham will not accept collection item(s), for which it does not have sufficient resources to collect, preserve, research, interpret and exhibit (ex. time, expertise, funds or storage space). SECTION 6 - COLLECTION MANAGEMENT Collections management provides a framework for maintaining the collection through: a. proper record keeping, b. procedures for accessioning and de -accessioning, c. loan arrangements, d. insurance and appraisals. It is the responsibility of the Curator to ensure the proper management of the artifacts, documents and records of the collection. .3 Purchases are subject to budget and procurement guidelines approved by the Council of the Corporation of the Municipality of Bayham. 6.4 Museums Bayham, upon recommendation of the Curator, will recommend the de -accessioning of specific artifacts to Council who will consider the recommendation. 6.5 Upon acceptance of an artifact by resolution of Museums Bayham a Gift Form will be completed and signed transferring ownership to the Municipality of Bayham. 6.6 The Curator will ensure that staff and volunteers who have physical access to the collection are trained in and use appropriate care and handling procedures for the artifacts. G.7 The Curator will ensure that artifacts having the potential to be hazardous to the public, staff, volunteers, the environment or the collection, will be properly handled and stored. 6.8 Compliance with the Municipality of Bayham Health and Safety Policy will be observed at all times. SECTION 7 — COLLECTION MANAGEMENT DOCUMENTATION AND RECORD KEEPING .1 Documentation is essential for collection development, research, preservation and interpretation. Documentation will include information in written, electronic, audio visual or graphic form pertaining to the identity of the donor, provenance, and transfer of legal title of artifacts in the collection and other related information regarding significance, function, description, and condition. When being integrated into the collection, each artifact must be described in sufficient detail to be able to identify it and to enable the detection of any deterioration. Any change in condition or treatment to an artifact will also be documented. f 4 Temporary or permanent change in the status of an artifact such as an outgoing loan, on exhibit or deaccessioned must be thoroughly documented. r ; Documentation is the responsibility of the Curator and other staff as appropriate. _f 6 Through an orderly and easily understood system the objectives for the documentation and record keeping of the permanent collection are to: a. establish duties and guidelines for all personnel involved in record keeping; b. establish a method and guidelines for recording every object (whether temporary or permanent) that enters or leaves the collection; { establish an information record concerning every object in the collection, containing the donor, object description, history, location, and condition; d register and physically identify every object in the collection An accession register providing identification numbers, donor information and descriptions, including condition and conservation records, will be maintained. r' Catalogue records will be electronically maintained and a copy of the electronic documentation of the collection shall be retained for insurance purposes. 9 The collection will be labeled appropriately following an appropriate standardized system, such as Robert G. Chenhall's The Revised Nomenclature for Museum Cataloging Editions. 7.10 The donor will provide information and documentation regarding the original owner or make, original use and chronological history, as is available. 7.11 If a donor requests a receipt for income tax purposes, the Curator will retain an appraiser at the expense of the donor. The Municipality of Bayh will subsequently issue a receipt for income tax purposes utilizing the appraised value. SECTION 8 - COLLECTION MANAGEMENT ACCESSIONING a The process of recording an addition to the collection ensures the identity and provenance of the object is recorded in a codified manner to ensure the accurate, timely, and legal documentation of an object(s) into the collection When an artifact arrives for donation, the following steps shall be taken. a. Temporary Receipt to be issued by the Curator during consideration of acceptability of the artifact. b. Deed of Gift Form to be issued if the decision to accept the artifact has been made, this is the official paperwork deeding the artifact to Museums Bayham and assigning the accession number(s) c. Accession Register Book, upon execution of the Deed of Gift Form, the artifact receives an accession number, and is entered in the Accession Register Book. d. Thank You Letter to be issued from the Curator to the donor thanking the donor for the donation e. All paperwork is to be kept in an Accession File in Laserfiche. Temporary Receipt 8 3 A Temporary Receipt is a document prepared by the Curator to acknowledge the temporary receipt of the artifact. The Temporary Receipt assigns temporary custody of the artifact by the owner to Museums Bayham. t>. The Temporary Receipt includes all pertinent information on the artifact so as to assist in assessing the suitability of the object(s) to join the collection. This information will form the basis of the information needed upon acceptance to the collection. 6 51 A Temporary Receipt for the object(s) is completed in duplicate and includes a description of the artifact, the name, address and contact information of the potential donor, and states whether it is a gift, purchase or loan. i C. The Curator and the donor sign all copies of the Temporary Receipt. One copy is given to the donor, a copy remains with the artifact in the museum. If the artifact is not accepted into the collection, it is returned to the donor, the Temporary Receipt is cancelled and a letter of thanks is sent to the donor. Deed of Gift 38 A Gift Form is a document signed by the donor and the Curator that transfers and establishes unconditional legal title and ownership of the artifact to the Municipality and assigns to the Municipality the copyright for all artifacts in the donation. .9 Through the execution of the Gift Form the donor understands and agrees that the Municipality is free to process the artifact as it sees fit, will have full discretion as to the use, display, reproduction and disposition of the artifact and this may include partial culling, amending or altering of the donation. 8.10 The Gift Form is to contain any information regarding the object(s) that was not on a Temporary Receipt. 8.11 If the donor is unable to attend in person to sign the Gift Form, a letter confirming the decision and a Gift Form in duplicate, must be prepared and sent to the donor for completion and endorsement then to be returned to the Curator. 8.12 Upon receipt of the completed Gift Form, a thank you letter would be sent to the donor. Bequest 8.13 A bequest is a gift specified in a person's Last Will and Testament. No Gift Form is used for a bequest. The Curator must acquire the relevant section of the will for Museums Bayham records as proof of ownership. Accession Register Book 8.14 Accession Registry and Number a. Upon execution of the completed Gift Form the artifact is assigned a registration number and recorded in the accession register. b. Mark the Accession Number on the artifact with the appropriate method. c The artifact, now called artifact(s) will be housed in the appropriate location within the collection. 8.15 Accession File Folder a. The Accession File is a file of documents such as letters, Temporary Receipts, Bills of Sale, copies of wills, appraisals, condition reports, relating to each Accession/acquisition. h. The Accession File is used to keep all documentation pertaining to a single accession in one location. 8.16 Letter of Acknowledgement to Donor a. A personal letter from the Curator shall be sent to the donor. The letter should: i. thank the donor for the gift; ii. briefly comment on the importance of the gift in relation to the collection, or note any special plans that the Museum has for the artifact (for example, display in a new acquisitions case); iii. note the accession number of the artifacts donated. b. A copy of this letter shall be kept on file with the other documents pertaining to this accession. Cataloguing P '17 Museums Bayham cataloguing system shall consist of two (2) types of classification systems, with appropriate backups: a. The Master Catalogue File, also known as Permanent Collection Card File b. The Main Database (held in duplicate locations). 8.18 Master Catalogue File a. The Master Catalogue File uses a separate card for each artifact in the collection, which records the classification, description, maker, place of origin, age, condition, and other details of each object / artifact. b. Fill out the Master Catalogue Card using the documentation acquired as per Section 7 - Documentation and Record Keeping, including a photograph or sketch of the artifact. c. The accession number becomes the Catalogue Number d. The Master Catalogue Card is kept at the museum and its contents are entered in the database. This database is administered by Elgin County Archives and provides the duplicate of the museum copy. e. The condition of the artifact is to be noted including any cleaning, conservation or repairs to be undertaken. A Condition Report form is used to describe the physical condition of an artifact and enables the Museum to monitor the safety of the artifact within conditions in the Museum, as well as for insurance purposes, for when it goes to exhibit, when it goes out on loan, and is sent back after being on loan The artifact is then placed on display or in storage as appropriate SECTION 9 - COLLECTION MANAGEMENT DE -ACCESSIONING I De -accessioning applies only to artifacts formally donated to the Municipality and over which the Municipality has full and complete title. 9.2 The final decision to de -accession an artifact and the method thereof lies with the Council of the Corporation of the Municipality of Bayham upon recommendation by Museums Bayham. 9.3 Priority will be given to attempt to ensure that the de -accessioned artifacts remains in the public domain. 9.4 Documentation for a de -accessed artifacts will include date, method of disposal and reason for disposal. 9.: The objective of de -accessioning is: a. to maintain the collection at a standard that will benefit both the artifacts and the public; b. to remove artifacts from the collection when they are no longer suitable or useful to the permanent collection or the educational programming; (i.e. duplicates, do not meet the current mandate, their condition has deteriorated and no longer represent an appropriate example); c. to remove artifacts from the collection that may be causing harm or pose a threat to other museum artifacts (i.e. giving off harmful gases, infesting with vermin); d. to remove artifacts from the collection when they can no longer be preserved, conserved or cared for properly (i.e. lack of funds, space or unsuitable or unstable environment); e. to permanently dispose of all de -accessioned objects in a manner subject to acceptable museum standards; to use funds derived from de -accessioned artifacts to directly benefit the collection, either by improvements in collection care or by new acquisitions; g. the donor of de -accessioned artefacts that are sold will be acknowledged in the purchase of any new artifact(s) or improvements. SECTION 10 - COLLECTION MANAGEMENT LOANS 10.1 The decision to lend or borrow an artifact(s) lies with the Curator. 10.2 No person shall remove an artifact from the collection without the knowledge and consent of the Curator in compliance with the Collections and Records Management Policy. 10.3 Artifacts may be sent out or received on loan for exhibition and study. 10.4 In cases of the borrowing or lending of substantial artifacts, the approval of the Council of the Corporation of the Municipality of Bayham is required. 10.5 For both out -going and in -coming loans, proper loan records for the artifact(s) will be maintained, noting loan number, source of loan, artifact name, date received, and date returned 10.6 Condition Reports will be prepared before and after each loan is undertaken. 10.7 Loan requests shall be received in writing. 10.8 The borrower must be a reputable institution, and the person who negotiates the loan with the Curator must have authority to represent the institution 10.9 The borrower is responsible for transporting the artifact(s) both ways, although the Curator will specify the method of transportation. 10.10 The borrowing institution shall acknowledge the lending institution or individual in all cases of public display i.e. exhibits, photographs in accordance with the lender. 10.11 All conditions of the loan shall be settled before the loan agreement is signed. 10.12 A receipt shall be issued when the artifact is delivered or returned. 10.13 Permanent loans are not permitted. In -coming Loan Agreement 10.14 Artifact(s) may be borrowed from other institutions or personal collections for specific periods of time for specific exhibitions and will receive the care and treatment given to the Museum's own permanent collection. a. Incoming loans may be used to enhance or create a temporary exhibit in order to draw public interest. b. Artifact(s) may be accepted on loan to provide a more suitable environment for other cultural facilities during a time of renovation or construction. Out -going Loan Agreement 10.15 Artifact(s) from the permanent collection may be loaned to other cultural institutions only for special exhibitions, at the discretion of the Curator, for a set period of time and under conditions which ensure adequate environmental and security controls. a. The purpose of out -going loans is to expand the viewing of the artifact(s) by the public to other sites, encouraging interest by the visitors to attend the lending site to view the more extensive collection. b. Artifact(s) may be loaned to maintain a more suitable environment during the off-season or during a time of renovation or construction Conservation Agreement - Artifact Repair and Maintenance 10.16 Artifacts from the permanent collection may leave the collection for the purpose of conserving, repairing and maintaining, at the discretion of the Curator, for a set period of time and under conditions which ensure adequate environmental and security controls. These artifact(s) will be considered as an out -going loan. General Provisions 10.17 Both the In -coming Loan Agreement form and the Out -going Loan Agreement form shall address: a. the ownership of the artifact(s). It is the understanding that the lender is the lawful owner of the artifact(s) and is competent and authorized to lend the artifact(s) under the terms and conditions of the Agreement. Should there be any doubt as to the legal ownership, the artifact(s) will not be accepted. b. the value of the artifact(s). The estimated, appraised or insured value (if applicable) shall be fully documented. This will assist in limiting the liability of the borrower in the event of any accident or dispute concerning the artifact(s). The established value provides information, which can be forwarded to the borrower's insurance company so that adequate coverage can be maintained. c. the description of the artifact(s). This shall be sufficient to identify the artifact(s) with complete certainty, and to the satisfaction of both lender and borrower. d. the duration of the loan. The time period of the loan, beginning and ending dates, early termination or extension of the loan opportunities shall be determined, as well as how the artifact(s) will be returned and who will do that. Accommodations will be available for changes to be made regarding loan dates and other arrangements, but only with written agreement by both parties e. the purpose and use of the loan. The Lender and the Borrower will understand the expectations to be derived from the loan. The Lender understands there is no guarantee that the artifact(s) will be put on exhibition. In addition, the Lender agrees to allow the Borrower to exhibit, store or use the artifact(s) for educational purposes in the same manner as similar objects in its collection. As well, the Lender allows the Museum to photograph or reproduce the artifact(s) in any media for record, educational or publicity purposes under the same regulations and guidelines that pertain to those in the Museum's permanent collection f. The care of the artifact(s). The Museum will provide the same standard of care and security for the artifact(s) on loan as it does for those in its collection. The Museum will not clean, repair, restore or otherwise alter the artifact(s) without the written permission of the Lender 10.17 Both the In -coming Loan Agreement form and the Out -going Loan Agreement form shall: a. be filled out in duplicate with one copy for each institution b. contain a Conditions Report and have conditions printed on this report which are brought to the attention of, and agreed to, by the borrower and the lender; c. ensure insurance coverage by one or the other of the parties d. be signed by the person who will actually be responsible for the loan. SECTION 11 - COLLECTION MANAGEMENT VALUES AND INSURANCE 11.1 Artifact(s) accepted on loan will be insured under the Museum's fine arts policy unless the Lender elects to maintain his/her own insurance (in which case the Municipality shall be named as an additional insured). 11.2 Determination of whose insurance will cover the artifact(s) while in transit to and from the site, and confirmation of same from the insurer shall be made and noted on the loan form. 11.3 The artifact(s) will be insured for the amount indicated on the Loan form against all risks of physical damage from any external cause while in possession of the Borrower during the period of the loan. 11.2 Artifact(s) values will be reviewed by a qualified professional on a regular basis so that current values are available for insurance purposes. ECTION 12 — POLICY REVIEW 12.1 As the Museum and its public change, the collection management / development policies shall be reviewed to ensure they are meeting the needs of the people they are intended to serve. 12.2 Policy review will include, but not be limited to the following considerations: a. Is the collection outgrowing its facility? b. Is the collection focused enough? c. Is the manual or electronic record keeping system sufficient? d. Are there other facilities in the vicinity with the same or similar type of collections? e. How can greater interest and participation be encouraged? 12.3 As a collection expands and fills the existing facility, it may be necessary, should expansion not be an option, to narrow the focus of the collection to highlight a particular unique part of it. It may be determined that certain parts of the collection be de -accessioned, as appropriate, to permit increased floor space devoted to a revised mandate. 11 d Budget restraints may become more restrictive, making it necessary to remove objects requiring greater care, repairs or conservation expertise from the collection. SECTION 13 - FORMS 13.1 Temporary Receipt 13.2 Gift Form (or Bill of Sale for purchased items) 13.3 Condition Report 13.4 Appraisal Form 13.5 Sample Receipt for Income Tax Purposes 13.6 Incoming Loan Agreement 13.7 Loan Registry — Incoming Artifacts 13.8 Outgoing Loan Agreement 13.9 Loan Registry — Outgoing Artifacts 13.10 Conservation Agreement 13.11 Conservation Registry — Artifacts Out for Repair and Maintenance 13.12 De -Accession Form Municipality of -o.A.YHA " BAYHAM A: P.O. Box 160, 56169 Heritage Line Straffordville, ON NOJ 1YO T: 519-866-5521 F: 519-866-3884 E: bayham@bayham.on.ca W: www.bayham on.ca Depositor Address: Telephone Number: Artifact 11 p0rtunit-y is -so MUSEUMS BAYHAM - TEMPORARY RECEIPT (To be made in triplicate) Date Information given on this form is subject to verification by the museum. Purpose: Gift Loan Purchase Identification Photography' Other: Specify: (Signature of Museum Representative) Objects received for identification only will be given the same care the museum devotes to its own property, but no responsibility can be assumed in case of loss or damage by fire, theft or otherwise. Objects must be collected within one week of notification; the museum regrets that it cannot hold material beyond that time. THIS RECEIPT: It must be presented to reclaim the objects listed above Form 13.1 Municipality of ►mom 1 BAYHAM A: P.O. Box 160, 56169 Heritage Line Straffordville, ON NOJ 1YO T: 519-866-5521 F: 519-866-3884 E: bayham@bayham.on.ca W: www.bayham.on.ca MUSEUMS BAYHAM — GIFT FORM (To be made in triplicate) 'i 4- U ]a 117 is F I do hereby give and bequeath to the Municipality of Bayham's Museums Bayham the objects listed herein, and in so doing I understand that as their legal owner I hereby relinquish all rights in, and ownership of, such objects and convey all such rights and ownership to the Museum. I, the Donor, hereby give and transfer unto the Museum full and unencumbered title to the objects and assign to the Museum the copyright for all items in the donation. Ownership of the objects is assigned unto the Museum, its successors, administrators and assigns absolutely. Further, I, the Donor, understand and agree that the artifacts/objects may be displayed, loaned, retained or disposed of in such manner as the Museum may deem to be in its best interests, and this may include partial culling, amending, and/or altering of the donation. DESCRIPTION ACCESSION NO. I, the Donor, have read, understood and agreed to the foregoing, acknowledging same by undersigning and dating this Gift Form. Signed at: _ this = day of (Signature of Witness) (Donor's Address) (Signature of Donor) (Print Name of Donor) (Print Name of Witness) Page 1 of 2 Form 13.2 Page 2 of 2 ACKNOWLEDGEMENT GIFT Form 13.2 continued The Museums Bayham and the Port Burwell Marine Museum gratefully acknowledges receipt of the objects listed above, being the gift of (Name of Donor) Signed at: this day of Z (Signature of Museum Representative) (Print Name of Museum Representative) Form 13.2 Municipality of v.A.YHAA,r VAv�:rew A: P.O. Box 160, 56169 Heritage Line Straffordville, ON NOJ 1YO T: 519-866-5521 F: 519-866-3884 E: b.ayharn(Qbgyham_or-c-a W: www.bayham.oti.ca Accession Number: Object Name: Short Description: Materials: Special Treatment: Technical Information: MUSEUMS BAYHAM — CONDITION REPORT Cl Y Page 1 of 2 Form 13.3 Page 2 of 2 Condition: (photograph and/or sketch) Date: Completed by: CONDITION REPORT Form 13.3 continued Form 13.3 Municipality of I "M 0 R �—.VA-j BAYHAM A: P.O. Box 160, 56169 Heritage Line Straffordville, ON NOJ 1YO T: 519-866-5521 F: 519-866-3884 E: bayham@bayham.on.ca W: www.bayham.on.ca unit I MUSEUMS BAYHAM — OFFICIAL RECEIPT FOR INCOME TAX PURPOSE Donation To: The Corporation of the Municipality of Bayham Deductible for Income Tax Purposes - Section #118.1 (1) (d) of the Income Tax Act. Receipt Number: Name of Donor: Address: Date of Receipt: Date of Donation: The Sum of Dollars ($000.00) Explanation: Treasurer Municipality of Bayham Form 13.5 Municipality of BAYHAM A: P.O. Box 160, 56169 Heritage Line Straffordville, ON NOJ 1YO T: 519-866-5521 F: 519-866-3884 E: bayham@bayham.on.ca W: www.bayham.on.ca 11P w�' rttinIt 1 O MUSEUMS BAYHAM — IN COMING LOAN AGREEMENT Agreement made in Duplicate this day of 20_ Name: Lender Address: Contact # The Lender hereby agrees to lend to the museum the following object(s) in return for the promise to comply with the terms and conditions as set out in the Agreement. Objects Value The Museum and Lender hereby agree to the following terms and conditions: DURATION OF LOAN: The Lender agrees to lend the named object(s) for a period of commencing on the. . day of 20_ and ending / or negotiated on the day of _ . ?,:a PURPOSE OF LOAN: REMOVAL OF OBJECT(S): The Lender agrees to remove within 30 days of the termination of the loan period, all object(s) on loan, after which time the Museum may dispose of such object(s) as it sees fit, and shall not be liable or accountable to the lender in respect to such object(s) or their proceeds. Page 1 of 2 Form 13.6 Page 2 of 2 In -Coming Loan Agreement Form 13.6 continued CARE OF OBJECT(S): The Museum is not responsible for the safekeeping of property entrusted to it under this Agreement beyond the exercise of such precautions as are now in force, or may hereafter be put into force, for the safekeeping and preservation of its own property. The Museum will not clean, repair, restore, or otherwise alter objects without the written permission of the Lender. INSURANCE: Objects accepted on loan will be insured under the Municipality's museum fine arts policy, subject to the usual exclusions of All Risks policies, unless the Lender elects to maintain his/her own insurance. The objects will be insured for the amounts indicated on this document, against "all risks" of physical damage from any external cause while in the possession of the Museum during the period of the loan. If the Lender elects to maintain his/her own insurance, he/she agrees to name the Municipality as an "Additional Insured" or to arrange for a waiver of subrogation during the period of this loan. USE OF OBJECTS: The Museum may exhibit, store, or use the object(s) for educational purposes in the same manner as similar objects in its collection, but exhibition of the object(s) is not guaranteed. PUBLICITY AND PHOTOGRAPHY: The Museum may photograph or otherwise reproduce in any media the object(s) for record, educational, or publicity purposes under the same regulations as pertain to objects in the Museum's permanent collection. JOINT LOANS: In case of joint loans the first person named above shall for all purposes be deemed the Lender. PROVISIONS BINDING UPON LENDER: The provisions hereof shall be binding upon the Lender, the Lender's heirs, legal representatives, successors and assigns. RETURN OF OBJECT(S) TO LENDER: The object(s) will be returned only upon the signed acknowledgment of their receipt by the Lender or the Lender's duly appointed authorized agent or legal representative. NOTICE OF LENDER: Any notice required under this Agreement shall be deemed sufficient if mailed to the Lender at the address above. TITLE TO OBJECT(S): The Agreement is accepted on the understanding that the Lender is the lawful owner of the above -named objects and is fully competent to lend such object(s) under the terms and conditions of the Agreement. The MUSEUMS BAYHAM Representative hereby acknowledges receipt of the object(s). Signature of Lender Signature of Museum Representative UPON RETURN: The Lender hereby acknowledges receipt of returned object(s) at the end of the above noted term. Signature of Lender: Printed name of Lender Date: Signature of Witness Page 2 of 2 Form 13.6 Municipality of r,tTVRA J BAYHAM A: P.O. Box 160, 56169 Heritage Line Straffordville, ON NOJ 1Y0 T: 519-866-5521 F: 519-866-3884 E: bayham@bayham.on.ca W: www.bayham.on.ca MUSEUMS BAYHAM — IN COMING LOAN REGISTRY Form 13.7 Municipality of BAYHAM A: P.O. Box 160, 56169 Heritage Line Straffordville, ON NOJ 1Y0 T: 519-866-5521 F: 519-866.3884 E: bayham@bayham.on.ca W: www.bayham.on.ca ,�XYIIAA ---WNPVENNBIMI- f -Is* Imity I MUSEUMS BAYHAM — OUT GOING LOAN AGREEMENT Agreement made in Duplicate this day of , 20_ By: Museums Bayham (Lender) To: (Recipient/Borrower) Address Contact # The Lender hereby agrees to lend to the recipient museum the following object(s) in return for the promise by the Recipient Museum to comply with the terms and conditions as set out in the Agreement herein. Ob-ec# s Value The Recipient and Lender hereby agree to the following terms and conditions: DURATION OF LOAN of the above named object(s) shall be for a period of weeks/months commencing on the day of the day of PURPOSE OF LOAN: — — 0 — and ending on Page 1 of 3 Form 13.8 Page 2of3 Out -Going Loan Agreement Form 13.8 continued RETURN OF OBJECT(S): The Recipient agrees to return within Ten (10) days of the termination of the loan period, all object(s) on loan. CARE OF OBJECT(S): The Recipient is responsible for the safekeeping of property entrusted to it under this Agreement and taking such precautions as are now in force, or may hereafter be put into force, for the safekeeping and preservation of its own property. The Recipient will not clean, repair, restore, or otherwise alter objects without the written permission of the Lender. The Recipient will exercise the same care in respect to loans as it does for the safekeeping of its own property. INSURANCE: Objects accepted on loan will be insured wall-to-wall under the Recipient's museum fine arts policy, subject to the usual exclusions of All Risks policies. The objects will be insured for the amounts indicated on this document, against "all risks" of physical damage from any external cause while in the possession of the Recipient during the period of the loan. USE OF OBJECTS: The Recipient may exhibit or use the object(s) for educational purposes in the same manner as similar objects in its collection. PUBLICITY AND PHOTOGRAPHY: The Recipient may photograph or otherwise reproduce in any media the object(s) for record, educational, or publicity purposes under the same regulations as pertain to objects in the Recipient's own permanent collection. PROVISIONS BINDING UPON RECIPIENT: The provisions hereof shall be binding upon the Recipient, the Recipient's heirs, legal representatives, successors and assigns. RETURN OF OBJECT(S) TO LENDER: The object(s) will be returned and signed acknowledgment of their receipt by the Lender or the Lender's duly appointed authorized agent or legal representative will be given. TITLE TO OBJECT(S): The Agreement is accepted on the understanding that the Lender is the lawful owner of the above -named objects and is fully competent to lend such object(s) under the terms and conditions of the Agreement. I verify that I am authorized to endorse this agreement on behalf of the recipient organization and hereby acknowledge receipt of the object(s) identified above. Insurance coverage is provided by DATED this _ _ _ day of Print Name of Recipient under Policy # 20 Signature of Recipient Signature of Lender Page 3 of 3 COMPLETE UPON RETURN OF THE OBJECT: Out -Going Loan Agreement Form 13.8 continued The Lender hereby acknowledges receipt of returned object(s) this _ day of 20 Signature of Lender: Print Name: Municipality of BAYHAM A: P.O. Box 160, 56169 Heritage Line Straffordville, ON NOJ 1Y0 T: 519-866-5521 F: 519-866-3884 E: bavh�-am@b@bayham.on.ca W: www.bayham.on.ca —urtunit -i MUSEUMS BAYHAM — OUT GOING LOAN REGISTRY -v" Form 13.9 Municipality of BAYHAM A: P.O. Box 160, 56169 Heritage Line Straffordville, ON NOJ 1Y0 T: 519-866-5521 F: 519-866-3884 E: bavham@bavham.on.ca W: www.bavham.on.ca "1'54 , I1 MUSEUMS BAYHAM — CONSERVATION AGREEMENT ARTIFACTS OUT FOR REPAIR & MAINTENANCE Agreement made in Duplicate this day of . 0 By: The Museums Bayham To: (Recipient) Address Contact # The Museums Bayham hereby agrees to lend to the recipient the following object for repair and maintenance, in return for the promise by the Recipient to comply with the terms and conditions as set out in the Agreement herein. Object Description Value The Recipient and Museum hereby agree to the following terms and conditions: DURATION OF LOAN of the above named object(s) shall be for a period of weeks/months commencing on the day of the day of 7t and ending on PURPOSE OF LOAN IS FOR REPAIRS & MAINTENANCE OF ARTIFACT, more specifically noted as follows: ESTIMATED COST: Page 1 of 3 Form 13.10 Page 2 of 3 Conservation Agreement Form 13.10 continued RETURN OF OBJECT: The Recipient agrees to return within Ten (10) days of the termination of the loan period, any and all object(s) on loan. CARE OF OBJECT: The Recipient is responsible for the safekeeping of property entrusted to it under this Agreement and taking such precautions as are now in force, or may hereafter be put into force, for the safekeeping and preservation of its own property. The Recipient will clean, repair, and restore the object as agreed to in writing and will not otherwise alter object without the written permission of the Lender. The Recipient will exercise the same care in respect to loans as it does for the safekeeping of its own property. INSURANCE: Object accepted on loan will be insured wall-to-wall under the Recipient's policy, subject to the usual exclusions of All Risks policies. The object will be insured for the amounts indicated on this document, against "all risks" of physical damage from any external cause while in the possession of the Recipient during the period of the loan. USE OF OBJECT: The Recipient may exhibit or use the object for educational purposes in the same manner as similar objects in its collection. PROVISIONS BINDING UPON RECIPIENT: The provisions hereof shall be binding upon the Recipient, the Recipient's heirs, legal representatives, successors and assigns. RETURN OF OBJECT TO MUSEUM: The object(s) will be returned and the signed acknowledgment of their receipt by the Museum Curator or the Museum's duly appointed authorized agent or legal representative will be given. TITLE TO OBJECT: The Agreement is accepted on the understanding that the Museums Bayham is the lawful owner of the above -named object and is fully competent to lend such object under the terms and conditions of the Agreement. Qta"ect s Value verify that I am authorized to endorse this agreement on behalf of the recipient organization and hereby acknowledge receipt of the object(s) identified above. Insurance coverage is provided by DATED this day of Print Name of Recipient Signature of Recipient under Policy # Signature of Museum Form 13.10 Page 3 of 3 Conservation Agreement Form 13.10 continued COMPLETE UPON RETURN OF THE OBJECT: The Museum hereby acknowledges receipt of returned object(s) this day of 20 Signature of Museum Curator or Designate: Print Name: Form 13.10 Municipality of "mm I "Air BAYHAM A: P.O. Box 160, 56169 Heritage Line Straffordville, ON NOJ 1YO T: 519-866-5521 F: 519-866-3884 E: bayham@bayham.on.ca W: www.bayham.on.ca MUSEUMS BAYHAM — CONSERVATION REGISTRY Date Left Museum for Repair: 19 0,.- Date Returned to Museum: Form 13.11 Municipality of "ImMIJI-r-p- ",'f BAYHAM A: P.O. Box 160, 56169 Heritage Line Straffordville, ON NOJ 1YO T: 519-866-5521 F: 519-866-3884 E: bayham@b.ayham.on.ca W: www.bayham.on.ca Po-rtu.ity IS MUSEUMS BAYHAM — DE -ACCESSIONED ITEMS FROM PERMANENT COLLECTION The Museums Bayham and the Municipality of Bayham hereby gives, donates and releases to the recipient: (Name) (Address) (Contact #) the object(s) listed herein. DESCRIPTION OF ARTIFACTS RELEASED Description In so doing the Museums Bayham and the Municipality of Bayham relinquishes any rights of ownership or possession of the item(s) and the recipient acknowledges receipt of the item(s) and accepts the item(s) in the condition as is without warranty or representation. Page 1 of 2 Form 13.12 Page 2 of 2 De -accessioned Items Form 13.12 continued Reasons for De -accession ❑ To remove objects from the collection when they are no longer suitable or useful to the permanent collection or the educational programming (i.e. duplicates, do not meet the current mandate); ❑ To remove objects from the collection that may be causing harm to other museum artifacts (i.e. giving off harmful gases, infesting with vermin) ❑ To remove objects from the collection when they can no longer be preserved, conserved or cared for properly (i.e. lack of funds or space, unsuitable or unstable environment) Method of Proposed De -accession ranked in Order of Preference 1. Transfer to the hands-on education or research collection (does not require Council approval) 2. Donation or trade to another cultural institution (to keep in public domain) 3. Sale to a dealer a. Sale by public auction Repatriation to rightful destination (human remains or illegal ownership) Appropriate permanent physical disposal (total destruction) Signed at _ this day of 20 Name of Recipient in full: Address: Telephone: _ Signature on behalf of the Recipient Signature on behalf of the Museums Bayham / Municipality of Bayham Form 13.12