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HomeMy WebLinkAbout08.28.20attachment 1331 Algoma Boulevard, Oshkosh WI 54901 • 920.236.5799 • oshkoshmuseum.org MEMO TO THE MUSEUM BOARD August 28, 2020 To the Board, Attached is the agenda for September 3, along with the bill list, 2nd quarter reports on our funds from the Oshkosh Area Community Foundation, draft minutes from the August meeting, and proposed changes to the Collections Management Policy and Code of Ethics. Once again, if anyone would prefer to participate in the meeting via ZOOM, kindly let Theresa know and she will send the link prior to the meeting, The first agenda item after the consent portion is my review of the trusts and funds budget for 2021, followed by discussion and vote. The Museum’s budget review with the City Manager is the morning of September 10. The next agenda item is a review by Assistant Director Anna Cannizzo of several proposed changes to the Collections Management Policy and associated Code of Ethics, followed by discussion and vote. You can breathe a sigh of relief because Anna will not review the entire policy, just the highlighted yellow sections we propose to update. (The blue highlights are minor, internal changes.) This policy is the primary document that guides how we manage the collection and it is reviewed and updated periodically to keep abreast of changes in the profession, reflect updated fees or requirements, and to enable staff to better accomplish collection tasks. As it looks now, work related to the foundation will begin on Monday at 7:00 a.m. This is good news, indeed. This preliminary work will include the removal of the fountain basin. While rain is welcome due to the dryness we’ve experienced this month, I hope the rainy weather does not continue into next week. The staff said farewell to Scott Cross this week. After working with him for over 21 years, he will be missed. Scott was the ninth staff member to retire since I have been Director. Giving the retirement sendoff is not one of my favorite tasks, as it means saying farewell to another person I’ve worked with for many years. At times, it does not seem possible that two decades have passed since Scott was hired. He made substantial progress during his tenure and created a strong foundation for the next archivist to build on. I will explain how we will manage the archives, and the schedule for filling the position, under my monthly report. We also said good-bye to Matt Schallhorn on Wednesday through a staff pizza lunch. “Matt the Younger,” as we called him, was our superb LTE grounds person. He is most welcome to return next year. At this time of year staff have their annual performance evaluations, and that includes me. Under a separate email, I will send my goals to the Board. Please complete your review and send it or give it to President Thierman next week. That ends the week and I hope you have a pleasant weekend. Brad Larson OSHKOSH PUBLIC MUSEUM BOARD AGENDA SAWYER LIBRARY OF THE MUSEUM OSHKOSH, WISCONSIN September 3, 2020 Due to the current COVID-19 emergency, persons attending meetings will be required to comply with current restrictions related to social distancing. There will be no general public comment at this meeting of the Board. While in person comment is permitted for individual agenda items, citizens may and are encouraged to consider submitting written comments. Written public comments may be sent via mail addressed to the Museum, or sent by email to the Museum Director prior to the Board Meeting at: blarson@ci.oshkosh.wi.us ; written comments will be distributed to the Board and made part of the public record of the meeting. 1. Call to order (4:00 p.m.) 2. Determination of quorum, roll call 3. Citizen Statements to the Board (Citizens are to address the Board only. Statements are limited to five (5) minutes; must address items that are not listed on the Board meeting agenda, are limited to issues that have an impact on the Oshkosh Public Museum. The Board may address at a future meeting, and must not include endorsements of any candidates or other electioneering) 4. Consent Resolution Agenda Consent Agenda Items are those items of a routine administrative nature that are voted on by the Board in a Single Roll Call Vote. The Board has been furnished with background material on each item. Any member of the public or Board may request that an item be removed from the Consent Agenda for discussion and to be voted on separately. The Board will consider approval of: A. Minutes of the August Board Meeting B. September Bill List C. Receipt and Filing of 2nd Quarter Reports from the Oshkosh Area Community Fdn 5. Discussion and Vote on Proposed 2021 budget for Trusts and Funds 6. Presentation, Discussion and Vote on proposed amendments to the Collections Management Policy and Code of Ethics 7. Report of the Director A. 2021 Operating Budget B. Foundation Repair C. Archivist Recruitment 8. President’s Report 9. Auxiliary Report – Kathy Wuest 10. Adjournment BILL LIST SEPTEMBER for August 2020 Bills Company Account Items Purchased Amount Date Purchased PUR CHA SER OPERATIONAL FUND 241 Amazon 6589 Ream of Tissue Paper 26.99$ 08/26/20 DD Anne Mcgilvray & Co.6410 Inventory for Museum Store 168.00$ 08/12/20 TM Arcadia Publishing 6588 Book "Oshkosh"81.53$ 08/03/20 TB Arcadia Publishing 6588 Oshkosh Books for Museum Store 80.21$ 08/14/20 TB Constant Contact 6589 Email Communications - Annual 378.00$ 07/28/20 TM Culligan 6432 Water, Inv 164079 7.00$ 08/26/20 TB Dexyp-Thrive 6466 Print and Digital 55.00$ 07/31/20 TM Facebook 6589 Advertising 64.58$ 07/28/20 TM Facebook 6410 Advertising 4th of July/Brand Awareness 125.00$ 08/20/20 TM Faire 6588 Towels, Puzzles - Store Inventory 183.34$ 07/28/20 TM Festival Foods 6588 Soda for machine 34.93$ 07/31/20 MR Fleet Farm 6589 Bike Tube 7.99$ 08/05/20 GW Fleet Farm 6589 Mouse Traps 8.58$ 08/20/20 MR Fox Cities 6410 Magazine Ad 790.00$ 08/07/20 TM Image 360 6589 Pole Banners - 15 & Sign for Exhibition 628.00$ 07/28/20 TM Kitz & Pfeil 6517/6589 Screws/Bug Killer 14.07$ 08/27/20 GW Lowes 6589 Laminate Sheet/Plywood 117.17$ 08/14/20 GW Lowes 6517 Screws 8.04$ 08/17/20 GW Lowes 6589 Varnish 17.97$ 08/18/20 GW Lowes 6589 2 x 4 Oak Plywood 27.98$ 08/25/20 GW Menards 6589/6545 Gorilla Glue/Saw Blades 54.42$ 08/20/20 MR Museum Store Products 6588 Journals for Museum Store 252.21$ 07/28/20 TM Oshkosh Herald 6410 Advertising 182.52$ 08/12/20 TM Paypal 6466 Paypal on Website 5.00$ 07/31/20 TM Staples Advantage 6505 Printing Calculator,Pen,Post-Its, Paper, etc.67.99$ 07/31/20 TB Superior Chemical Corp 6589 (3) 6/Bag Antibacterial Soap 299.60$ 08/18/20 TB Toysmith 6588 Store Inventory 168.00$ 08/13/20 TM United States Post Office 6404 Stamps for Museum 22.00$ 08/07/20 TB Wi Dept Safety Profess Svs 6401 WI Registration Tag for Elevator 50.00$ 08/03/20 TB TOTALS 3,926.12$ Page 1 of 1 D R A F T Minutes of the August 2020 Museum Board Meeting Oshkosh Public Museum ■ 1331 Algoma Boulevard ■ Oshkosh, Wisconsin 54901 Page 1 of 4 Minutes of the August 6, 2020 Board Meeting The August meeting of the Oshkosh Public Museum Board was held Thursday, August 6, 2020, in the Sawyer Library of the Oshkosh Public Museum. President Thierman called the meeting to order at 4:00 pm. The roll was taken by Theresa Books. PRESENT AT ROLL: Board Members Carol Fenrich, Rick Rego, President Jean Thierman, Alternate Connie Drexler. Present via ZOOM: Randy Domer, Vice President Gabe Loiacono, Secretary Becky Matzke, Alternate Joe Stephenson, Superintendent of Schools Vickie Cartwright (logged in at 4:05), and School Board President Barb Herzog. EXCUSED: Jim Hoffman Ms. Thierman appointed Mr. Stephenson to serve in Mr. Hoffman’s place. ALSO PRESENT: Museum Director Brad Larson, Durow Curator of Collections/Assistant Director Anna Cannizzo, and Administrative Assistant Theresa Books recording the minutes. There were no citizen statements to the Board and none were received. Consent Agenda items included: A. Minutes of the July Board Meeting B. August Bill List C. Receipt and Filing of 1st Quarter Reports from Oshkosh Area Community Foundation MOTION: Adopt Consent Agenda (Fenrich; second Herzog). CARRIED: Yes (8) Domer, Fenrich, Loiacono, Matzke, Rego, Stephenson, Thierman, and Herzog. The next item was review, discussion and vote on the new landscape plan. President Thierman asked Mr. Larson for his presentation. Mr. Larson began by reviewing the landscape plan, explaining details in several areas. He noted that the new landscape plan will be much less costly to implement compared to the 2012 landscape plan. Mr. Stephenson asked about the difference in cost. Mr. Larson said the 2012 plan cost $1,000,000 to implement (in 2012 figures) whereas the new plan will be about $400,000. Mr. Larson D R A F T Minutes of the August 2020 Museum Board Meeting Oshkosh Public Museum ■ 1331 Algoma Boulevard ■ Oshkosh, Wisconsin 54901 Page 2 of 4 noted that once the foundation repairs are complete this autumn, the site will be graded. Further landscape detail work will be bid in winter and implemented in spring 2021. There may be other approval steps required for the landscape plan. Mr. Domer asked if there are ideas for the sculpture and Mr. Larson explained ideas have not been determined at this time. Mr. Domer further inquired about the Hiker monument; will it be moved? Mr. Larson replied it will not be moved. Mr. Loiacono asked if there will be any elements outside for children’s play. Ms Cannizzo elaborated that there will not be a space to play, but rather a learning space with fossils. That concluded the discussion. MOTION: Approve new landscape plan. (Stephenson; second Herzog) CARRIED: Yes (9) Domer, Fenrich, Loiacono, Matzke, Rego, Stephenson, Thierman, Cartwright, and Herzog Next was the review, discussion and vote on deaccessioning five J. Frank Waldo paintings. Mr. Larson reported that Waldo was an artist who lived in Oshkosh from 1864 to 1885. Under Ms. Cannizzo’s direction, the Collections Review Committee reviewed and selected Waldos which are either in poor condition, represent duplication of imagery, or have an insufficient connection with the Museum’s mission. As such, they do not further the mission and they take up valuable space. Mr. Larson asked Ms. Cannizzo to review details. Ms. Cannizzo elucidated that when considering what to deaccession several things are considered, such as how the item fits into the theme and mission of the Museum, the size of objects, as well as the amount of restoration needed and what that would cost. The Museum will keep Waldo paintings that relate to the Oshkosh area, in addition to Waldo’s works on paper. The recommendation is to deaccession the five paintings that the Board received information about. Proceeds would be put in the Collections Fund. Ms. Thierman asked how many will remain in the Museum collections. Ms. Cannizzo replied ten Waldo paintings will remain. Mr. Domer asked what auction houses will be used. Ms. Cannizzo said that has not yet been determined. Ms. Thierman asked where the Museum got the paintings and what size they are. Ms. Cannizzo stated some were received from Sarah James, Ben Hooper and some were in the collection that Museum records don’t record. The paintings are very large, about 6’ x 6’ or larger. MOTION: Deaccession the five J. Frank Waldo paintings. (Loiacono; second Domer) CARRIED: Yes (9) Domer, Fenrich, Loiacono, Matzke, Rego, Stephenson, Thierman, Cartwright, and Herzog Review, discussion and vote on revised Membership levels was next on the agenda. Mr. Larson reported that it has been since 2010 when membership costs were changed. The recommendation is an increase of $10 for each level, and to add a new Corporate Level at $250. If approved this D R A F T Minutes of the August 2020 Museum Board Meeting Oshkosh Public Museum ■ 1331 Algoma Boulevard ■ Oshkosh, Wisconsin 54901 Page 3 of 4 would go into effect January 1, 2021. Marketing Coordinator Tammy Malewski compared what levels and costs other area museums currently have. The spreadsheet the Board was given in last week’s Board Memo shows the details. Even this increase would keep the Oshkosh Public Museum at the lower end of pricing. MOTION: Increase Museum membership rates by $10 and add a Corporate Level. (Rego; second Fenrich) CARRIED: Yes (9) Domer, Fenrich, Loiacono, Matzke, Rego, Stephenson, Thierman, Cartwright, and Herzog Ms. Thierman then requested Mr. Larson present the Director’s report. Mr. Larson began his report with a review of the 2021 Operating Budget. As mentioned in the weekly memo, each department is required to submit two versions of the 2021 budget. One budget will show a “zero” increase, and the other a 5% decrease in the tax levy portion. The reason for this is a possible reduction in state shared revenue due to declining revenues resulting from the pandemic. Mr. Larson explained that for the Museum, a 5% reduction of the tax levy segment of the Museum’s budget is roughly $50,000. It is not possible to reach that figure by decreasing line item expenditures. Normally that would require a reduction in tax levy funded personnel. However, Archivist Scott Cross announced his retirement yesterday, effective late September. Our intention would be to keep that position open for enough months to reach the 5%. The City will not know the amount of its shared revenue for 2021 until September. If shared revenue is not impacted, then we will move to fill the Archivist position, assuming the new Archivist would join the staff in January 2021. At this time the 5% reduction is an exercise in the event a reduction is necessary. Ms. Cannizzo is participating in our budget tasks and discussions and will accompany Mr. Larson to the budget reviews so she is familiar with the whole budget process. Mr. Larson then addressed the Trust & Fund requests for the 2021 budget. As part of next year’s budget and in addition to the reductions just discussed, earnings on trusts are extremely low. Even when the market recovers, the resurgence will have little impact on city-held earnings. His primary focus for the budget review is ensuring the Museum is able to retain Assistant Curator Katrina Achilli on staff. There are funds to cover that position in 2021. While the Museum has received generous contributions to the Membership Fund and it remains positive, it is essential to be prudent with 2021 expenditures. The primary Membership renewal effort is coming up in autumn, as is the annual appeal. Due to circumstances it must be anticipated there will be some level of decline in renewals and in general giving. When the Board receives the proposed budgets for the September Board meeting, they will see that the focus is on core tasks. D R A F T Minutes of the August 2020 Museum Board Meeting Oshkosh Public Museum ■ 1331 Algoma Boulevard ■ Oshkosh, Wisconsin 54901 Page 4 of 4 In conclusion Mr. Larson updated the Board on Sporting & Recreation exhibition design. The full design will be presented at the October meeting. However, he anticipates that he will be able to share some preliminary drawings next month. Mr. Larson expects that staff will start fit-out in autumn and the exhibition might open prior to Titanic. If Sporting is not opened prior to Titanic, staff will be unable to work on Sporting & Recreation until November 2021. Staff anticipate strong admission revenue from Star Wars, the opening of Sporting & Recreation, and of course, Titanic. This should put the Museum in an excellent financial position for 2021 and beyond. That concluded the Director’s report. President Thierman then presented her Report. She noted that Scott Cross has been with the Museum for 22 years. He has worked on many projects and substantially increased the archive and online records; as well as always being responsive to requests from the public for photo images. She encouraged the Board to show their gratitude. Ms. Weust was not in attendance so there was no Auxiliary Report. With no other agenda items, Ms. Thierman asked for a motion to adjourn. (Herzog; second Rego) The vote was unanimous in favor and the motion was passed. The meeting adjourned at 4:50 p.m. 1 | P a g e Oshkosh Public Museum Collections Management Policy INTRODUCTION Generations of visitors have watched the hourly performance of the museum’s iconic Apostles Clock. Friends, family, and strangers representing different generations sit side-by-side waiting in expectation for the clock to strike the hour. It is a ritual that has gone on unchanged since the clock was completed. Perhaps without really thinking about it, those visitors depend on the Oshkosh Public Museum to preserve this unique symbol of Oshkosh, along with all the other artifacts held within our walls, and to make them accessible in various ways and formats. That is a responsibility we take very seriously. To ensure that the management of collections is professional in every way, we base our management on this policy. Stewardship of collections is our highest priority. Despite the astonishing changes sweeping through the world of museums, the way in which any institution approaches the management of its collections still remains a direct reflection on its level of professionalism and how well it meets its mission. As generations pass, the value of our collection increases, so it is therefore essential that the management of our holdings be grounded on carefully conceived planning that contains adequate checks and balances. Museums undergo change with each generation. The needs of the audience change and exhibition styles evolve, staff members retire or move on, and new challenges must be met. But in the face of change, the historic and artistic values represented by the collections remain firm, and well-conceived policies enable the museum to exercise a high level of consistency. Experience has shown that the Collection Management Policy is an institution’s single most valuable document. Five generations of citizens have entrusted their stories to this Museum. The material culture of the past represents our shared heritage and is our gift to cherish and pass on to future generations. All the values and ideals we hold dear as a community and as a people are represented and preserved in the thousands of photographs, artifacts, letters, art, film and oral histories we hold. Our memories and ideals do not go in and out of fashion, but instead remain steadfast through the generations. So, too, will this Museum remain steadfast in the management of its collections. Bradley Larson Director April 2011 2 | P a g e Oshkosh Public Museum Collections Management Policy HISTORY AND MISSION The Oshkosh Public Museum (OPM) has been entrusted with the documentation, preservation, care, management and exhibition of material representing the history and heritage of Oshkosh and the Lake Winnebago region. The Museum traces its origins to November 1905, when a group of prominent and progressive community leaders thought that Oshkosh should have a cultural institution. To achieve that, the founding group of citizens began aggressively seeking, acquiring and donating key historical materials related to the community and broader region. The artifacts and photographs were displayed on the second floor of the Oshkosh Public Library. By 1922, the Museum had outgrown the Library location. About that time, Edgar P. Sawyer, a successful Oshkosh businessman and son of United States Senator Philetus Sawyer, donated his grand Tiffany-designed home and associated buildings and grounds to the city. After considering prospective uses for the property, a decision was made to create a publically supported museum and OPM opened its doors to the public on November 8, 1924. The collection quickly grew in both quantity and quality; the Museum expanded in 1982 with the addition of a three-level wing. OPM is one of the earliest public museums and stewards a large, diverse collection of cultural heritage in the areas of history, anthropology, art and natural history numbering approximately 300,000 objects with an archive holding 65,000 images and 1,078 linear feet of material. On March 5th, 1998 the Museum Board reaffirmed the mission and vision of the Oshkosh Public Museum with the following statements: VISION The Oshkosh Public Museum will be a center for the preservation of our culture dedicated to bringing history and heritage to life through quality, creative, and unrestrictive educational experiences. MISSION Our mission is to identify, collect, document, preserve, and interpret material culture, ideas, and values representing Oshkosh and the Lake Winnebago Region. The Museum will strive to promote and nurture an understanding and an appreciation of this valuable legacy through easily accessible quality exhibitions, programs, publications and other educational experiences. Drafted June 10, 1992 Museum Board, et al. Formally Accepted on July 2, 1992 Revised March 5, 1998 3 | P a g e Oshkosh Public Museum Collections Management Policy PURPOSE The purpose of the Collections Management Policy (hereafter called the Policy) is to establish procedures and criteria for the acquisition, exhibition, preservation, management and disposition of OPM’s permanent collections consistent with the Museum’s mission and National Standards and Best Practices for U.S. Museums developed by AAM. This Policy will identify the duties and responsibilities of the Collections Staff, the Museum Staff in general, and the Museum’s governing bodies. The professional Staff, as agents of the Museum and keepers of a public trust, must act in a consistent, ethical, and legal manner. By following the guidelines established in this Policy, the Museum can achieve stability and continuity in the management of its collections and adhere to the highest professional standards and ethics and uphold its commitment to collections stewardship. For an overview of the purpose and importance of Collection Management Policies, see Marie C. Malaro, "Collection Management Policies," Museum News, Nov./Dec., 1979, pp. 57-61 RESPONSIBILITY FOR IMPLEMENTATION The Museum is a department of the City of Oshkosh and operates with a nine-member Board of Directors in addition to two alternates, along with the Superintendent of Schools and School Board President. Members are appointed by the Mayor and approved by the Oshkosh Common Council. The Board advocates on behalf of the Museum, working to advance the Museum in all ways. The Director with the assistance of Collections Staff consisting of the Assistant Director, Archivist, Curators, and Registrar have the primary responsibility for implementation of this Policy. The Director and the Assistant Director act in an advisory and approval capacity with regard to the Policy. Day-to-day collections-related activities remain the responsibility of the Collections Staff. The Director's monthly Board report shall include a review of significant acquisitions or deaccessions. At the discretion of the Director and Assistant Director or by Board request, the monthly report may also include a review of significant collections management activities. A written overview and assessment of the Museum's collections-related activities, prepared by the Director or Collections Staff, shall be made available to the Board of Directors for review upon their request. STAFF RESPONSIBILITIES The Director and Assistant Director of the Museum work directly with the Board and Museum Staff in managing the operations of the Museum. The Director and Assistant Director, guided by the policies and procedures outlined in this Policy, is responsible for the overall management of the Museum’s collection; ensuring the Museum and its activities abide by the law at the municipal, state, and federal level in addition to adhering to the AAM’s Code of Ethics. The 4 | P a g e Oshkosh Public Museum Collections Management Policy Director and Assistant Director delegate specific responsibilities to appropriate members of the Staff in managing the collections. As with the Director, the Staff will be guided in their collections-related work by these policies and procedures. The primary goal for the Director and Staff is the protection and preservation of the collections. The immediate responsibility for the physical care of the non-archival collections lies with the Curators and archival collections with the Archivist; each of whom balance the need for conservation and maintenance of each object with the need for public access, research and exhibition needs, and funding. The Registrar is also responsible for insuring the well-being and care of the collections through proper risk management and for creating and maintaining and backing-up detailed collection records, and supporting legal documents. The Registrar works cooperatively with the Assistant Director, Curators and Archivist in preservation and exhibition activities of the collection. PROFESSIONAL CONDUCT The Museum’s mission is grounded in the tradition of public service and is operated for the public good through a blend of City of Oshkosh tax levy funding, Membership support, income, trusts, and private support. It holds collections and information as a benefit for those it was established to serve. Board members, Staff, volunteers and interns are committed to the interests of these beneficiaries. The Museum’s Institutional Code of Ethics1 is guided by the following principles:  The Museum is a good steward of its resources held in the public trust.  The Museum is committed to public accountability and is transparent in its mission and operations.  The governing authority, Staff and volunteers legally, ethically and effectively carry out their responsibilities. The Museum is in compliance with all applicable laws, regulations and policies governing the acquisition, ownership and maintenance of cultural heritage. The Museum will not knowingly accept any artifact illegally imported or collected, or whose acquisition would encourage illicit trade or damage to cultural/natural heritage objects, sites, or monuments. Furthermore, the Museum will not collect objects with unsatisfactory or questionable provenance. FISCAL MANAGEMENT The Oshkosh Public Museum is a department of the City of Oshkosh and charitable contributions to the Museum may be deductible as provided in Section 170 (c)(1) of the Internal Revenue Service Code. The Museum is operated for the public good through a blend of City of 1 *Institutional Code of Ethics core document originally adopted by the Oshkosh Public Museum Board of Directors May 7, 1998. Revised, reviewed and adopted by the Oshkosh Public Museum Board of Directors on April 2nd, 2015. 5 | P a g e Oshkosh Public Museum Collections Management Policy Oshkosh tax levy funding, membership support, income, and foundation and private support. The Museum strictly adheres to AAM’s Standards Regarding Financial Stability stating that:  The Museum legally, ethically and responsibly acquires, manages and allocates its financial resources in a way that advances and is loyal to its mission.  The Museum operates in a fiscally responsible manner that promotes its long-term sustainability. POLICY REVIEW AND REVISION Monitoring and periodic review of the Policy is necessary to maintain its legitimacy and usefulness as a guiding core document for the Museum’s activities and the Staff that carries them out. Circumstances warranting review and revision are:  The Policy is inadequate and/or ineffective.  Professional standards change and/or new professional standards are recognized.  The Museum mission changes.  The Museum changes its collections plan or scope.  The Museum initiates new programs or activities that raise new Policy issues.  If none of these circumstances occur, the Museum will review this Policy every five years or prior to re-accreditation activities. While enforcement of the Policy is the responsibility of the entire Museum Staff, the Director designates that the Curator of Collections is principally accountable for the monitoring and revision of the Policy before review and approval by the appropriate Staff and the Board. The Curator of Collections will recommend a comprehensive review of the Policy by the Collections Review Committee (CRC) that consists of the Director, Assistant Director, Curators, Registrar, and Archivist when circumstances warrant action (see Appendix A). When considering any alterations and/or additions to the Policy, the Committee shall be guided by AAM’s National Standards and Best Practices for U.S. Museums. The Curator of Collections will perform all adjustments to the Policy with the approval of the CRC to ensure a system of control and to prevent disorder or confusion. Fundamental changes to the Policy require Board review and approval. SCOPE OF COLLECTIONS In 1905 a small Museum located in a single room at the Oshkosh Public Library held a collection that included specimens of natural history, historical objects, relics or property of Chief Oshkosh, war artifacts, archaeological specimens, coins, ceramics, and old pictures. The collection quickly outgrew the Library space and in 1922, prominent Oshkosh lumber baron and businessman Edgar Sawyer donated his 1908 English Tudor Revival residence to the City of Oshkosh to be used for the “benefit of the public.” Following the gift of the Sawyer residence, a citizen committee recommended that a Public Museum be created. In 1924, the Sawyer Home was 6 | P a g e Oshkosh Public Museum Collections Management Policy established as the Oshkosh Public Museum and the collection of cultural heritage was moved from the Library to the Museum. The Sawyer Home is the cornerstone of the Museum, is listed on the National Register of Historic places, and is an important part of the collection in its own right with interiors designed by Tiffany Studios. Initially, the Museum emulated other large encyclopedic museums resulting in an undefined, eclectic collection that concentrated on art exhibitions. After some time, it was determined that the Museum would focus its collecting practices to represent the archaeological, historical, and artistic record of the primary areas of the City of Oshkosh and Winnebago County. Collecting could also extend to the Lake Winnebago Region of East Central Wisconsin (see Appendix B), the State of Wisconsin and, in rare cases, beyond if the objects advance the Museum’s mission and meet the collecting criteria. An estimated 300,000 objects and archives have been collected and are held in trust by the Museum. In keeping with the mission, vision, and strategic objectives, the Museum collects cultural heritage that furthers the appreciation and understanding of following areas and will enhance existing relevant collections. Collecting shall be restricted to the following areas: ARCHIVAL The Museum collects a range of archival and photographic materials related to the City of Oshkosh and the Lake Winnebago Region. The archival collection may also include film, music, audio recordings, and various works on paper that reflect local activities, individuals, and/or events. While the Museum shall work to increase its holdings of archival and photographic sources, every attempt shall be made to ensure that the collection does not widely duplicate the holdings of other archives within the state. ART The Museum collects examples of various types of art which are important to the interpretation of life and artistry in the Region. Included in the latter sections are examples of the various styles and aesthetic movements of the early 20th century, including but not limited to Edwardian, Victorian, Arts & Crafts, Oriental/, Art Nouveau, Colonial Revival. The Museum will also selectively collect examples of modern and contemporary art forms of the later 20th century and 21st century that are significant to the history of the region. FINE ART The Museum selectively collects works by recognized local artists who exhibit exceptional quality and will sustain existing works in its collection of American artists who worked during the period of the Sawyer home (1908-1922), as well as works from the American Impressionist period (1875-1920). These pieces represent the original core collection developed during the Museum's formative years. 7 | P a g e Oshkosh Public Museum Collections Management Policy The Museum stewards a substantial collection of 1930s art as a result of the sponsorship of Wisconsin artists by way of two federal programs during the Great Depression, the Works Progress Administration (WPA) and the Federal Art Project (FAP). The Museum maintains pieces representing Wisconsin artists who participated in the WPA or FAP, or which depict the people, places, and cultural life of the Lake Winnebago Region and Wisconsin. APPLIED/DECORATIVE/FOLK ART The Museum collects examples of applied, decorative and folk art, significant and related to the understanding of life, culture, and artistry of the Lake Winnebago Region. This category includes forms of works that represent functional, utilitarian but ornamental works. These works will represent areas of design such as industrial, graphic, fashion, architectural and interior in mediums such as glass, ceramics, ivory, stone, wood, metal, textile, and lacquer. Included in this area are all forms of household, service, personal and professional wares in addition to furniture/fixtures, mosaic, stained glass, and tapestry art. Within this category, the Museum collects works produced by regional artists, from all time periods, who have received recognition, have had an influence, or represent artistic endeavors on a regional or national level. The Museum also collects works created by regional unschooled artisans who have produced works that reflect and express the culture, values, and traditions of the Region. Special care will be given to selecting objects illustrative of a company or maker, a manufacturing process, a school of design or region, a historic time period, or representative of artists recognized to be influential to the development of applied, decorative or folk art. ANTHROPOLOGY The Museum collects various types of anthropological cultural heritage relating to and significant to the interpretation of the peoples and cultures of the Lake Winnebago Region. The Museum collects material culture concerned with aspects of human behavior, customs, and beliefs which serves to construct cultural chronology and life-ways, and further the discovery of the processes which motivate and form human behavior. Included in this category is archaeological, ethnographic, and linguistic material culture from indigenous and/or foreign, historic and/or contemporary cultures of the Lake Winnebago Region. The Museum also collects pre-historic cultural heritage that derived from geographically wide-spread cultures that further the understanding of the Region’s early and ancient history. The Museum stewards a collection of unaffiliated and unclaimed human remains and grave goods acquired early in the Museum’s history during expeditions and sanctioned excavations, however, the Museum no longer actively collects specimens of this nature. The Museum complies with all federal laws such as NAGPRA and has facilitated claims to repatriate human remains and mortuary objects to appropriate Native American tribes. 8 | P a g e Oshkosh Public Museum Collections Management Policy HISTORY The Museum collects materials significant to the understanding of the multifaceted history of Oshkosh and the Lake Winnebago Region and which represent the cultural, social/societal values of the community. The Museum strives to represent all levels of society and collects objects from those time periods which represent early contact through the present time. The Museum collects historical objects that relate to and represent the development of the city and region along with the activities, events, and lifestyle of its community. Included but not limited are objects associated with regional demographics and development, economics, politics, industry, transportation, education, labor, scientific and technological developments, military participation, civic groups, sports and recreation. NATURAL HISTORY The Museum selectively collects and stewards a collection natural history specimens from the subject areas of zoology, botany, geology, and paleontology that are related, relevant and significant to the understanding of the Lake Winnebago Region. The Museum may enhance an existing collection with specimens to augment educational programming and exhibition. Whenever possible or practical, the Museum will salvage and use birds and mammals from highway accidents or other similar sources provided the animals or birds were obtained in accordance with state and federal laws. CATEGORIES AND USES FOR COLLECTIONS Objects held by the Oshkosh Public Museum are divided into two categories, each with a subcategory: 1a. PERMANENT COLLECTION Objects in this category receive a high level of care to ensure their preservation (see next section, “Collections Care”). They are accessioned and tracked in the Museum’s database, and if donated have Deeds of Gift filed in the Museum’s records. These objects may only leave the collection through the Museum’s deaccession procedures (see “Deaccession and Disposal”). 1b. PERMANENT COLLECTION-MONITORED USE On a case-by-case basis, Curatorial Staff may select certain permanent collection objects to be used as demonstration or performance pieces in public areas. These objects receive some handling or use by Staff or the public. Ongoing preservation for these objects includes an individualized report documenting expected use, specific safeguarding measures, and a regular monitoring schedule to check for wear and tear or abuse. Objects may be transferred from Monitored Use category into the Permanent Collection category if Curatorial Staff determines the monitored use is no longer safe for the object. 9 | P a g e Oshkosh Public Museum Collections Management Policy 2a. NON-COLLECTION These are expendable objects that may receive frequent hands-on use by staff and public and are for destructive use, as it is understood that through use they will eventually be consumed. Objects in this category are not accessioned though they are tracked in the database. If donated, they have certificates of gift indicating the donor’s knowledge that the objects will be used. They may leave the collection without following deaccession procedures. These objects are marked with a sequential “NC” number.* Objects may be transferred from Non-Collection category into the Permanent Collection category if Curatorial Staff determines that the object is significant and will advance the mission. 2b. NON-COLLECTION-EXHIBIT PROPS These are pieces used in exhibitions or events for interpretive display and/or use. They are simply marked “PROP”* and do not receive numbers and are not tracked in the database. *Note for Non-Collections Items: The purpose of marking them with either an “NC” number or “PROP” is to ensure these objects are not mistaken for permanent collections items. Established: 10/2011 ACQUISITION AND ACCESSIONS ACQUISITION The Museum seeks to enhance its collections by judiciously, ethically, and legally acquiring cultural and natural heritage that corresponds to and advances its mission and vision. The Museum will selectively acquire and develop collections related to the areas stated in this policy. In addition to their relevancy and consistency with the Museum’s mission, objects are considered for acquisition on the basis of various factors that include: quality, rarity, duplication of existing collections; artistic merit and aesthetics, intellectual value, attribution and provenance; budget/cost; size, volume, or quantity of the objects, storage needs, physical condition, preservation and maintenance requirements; restrictions of use; and potential for use in exhibition, programs and research. The Curator of Collections and Archivist are primarily responsible for reviewing object donation offers and will determine whether to accept or decline potential acquisitions using the criteria and scope outlined in this policy. The Museum also maintains a Collections Review Committee (CRC) composed of the Directors, Curators, Archivist, and Registrar who have the authority to recommend and subsequently purchase items for the collection. Purchase decisions are based on majority vote. See Appendix A for details regarding CRC guidelines and responsibilities. The Director has the authority to approve any expenditure up to $2,000. Total yearly expenditures may not exceed the amount voted on and approved each year by the Board in the Collections Fund Budget, and these expenditures may not exceed the yearly Fund earnings. Any expenditure that exceeds $2,000 and/or exceeds the budget and/or earnings must be approved 10 | P a g e Oshkosh Public Museum Collections Management Policy by the Board. Circumstances that would call for this are generally rare and would include a unique opportunity to acquire objects for the collection or emergency conservation. Any new acquisitions/accessions and conservation work are reported to the Museum Board on a monthly basis. CRITERIA FOR ACCEPTANCE/MEANS OF ACQUISITION Collection building is fundamental to the successful implementation of the Museum’s mission and vision. Objects and archival materials are acquired through gift, bequest, purchase, exchange, abandonment, field collection or excavation, commission. Items considered for inclusion in the Oshkosh Public Museum's collections must meet one or more of the criteria established in this policy under “Scope of Collections." Objects are not accepted or otherwise acquired for the Museum's collections unless the following conditions are met:  the objects are relevant to and consistent with the mission, purposes, activities, and collections criteria established by the Oshkosh Public Museum  the Museum can provide storage, protection, and care for the objects under conditions that ensure their security and availability, for the purposes of the museum and in keeping with the standards accepted by the museum profession  the present owner has clear authority, right or title to transfer ownership. Title to all objects acquired for the Museum's collections is obtained free and clear, without restrictions as to use, exhibition, or future disposition except in rare and extraordinary circumstances. If objects are accepted with limitations, the conditions will be stated clearly on the Deed of Gift and will be made part of the accession record for the object. An example of a restricted gift would be acquiring a gift with the provision that all reasonable attempts be made for it be returned to the donor or his/her heirs should the Museum deaccession the item(s). Restricted gifts will be limited whenever possible. No item will be acquired by the museum that is known or suspected of being illegally or unethically obtained, either in this country or its country of origin2. The Museum shall not knowingly and willfully accept or acquire any object that was illegally acquired or would support or encourage irresponsible damage to or destruction of sites, cultural properties, cultural monuments, or human burial places. However, the Museum may accept objects that have been confiscated and offered to the Museum by government authorities. Due to the sensitive nature of sacred and spiritual material, acceptance of such material will be very carefully considered. Whenever possible and practical the Museum staff shall seek the counsel of appropriate spiritual leaders or educators in an effort to make informed decisions. Similarly, the study and exhibition of sensitive material shall be undertaken with the utmost 2 November 14, 1970 UNESCO Convention on the Means of Prohibiting and Preventing the Illicit Import, Export and Transfer of Ownership of Cultural Property 11 | P a g e Oshkosh Public Museum Collections Management Policy respect and empathy for the group/people represented; see section “Cultural Property: Native American Collection and NAGPRA” on page 25. PROCESS Objects may be added to the collection by means of gift, bequest, purchase, exchange or any other transaction by which title to an object passes to the Museum. All objects accepted into the collection become the Museum’s exclusive property and, if unrestricted, may be displayed, loaned, retained or disposed of in the best interests of the Museum and the Public it serves. During the acquisition process, the Museum strictly adheres to best practice, professional ethics and the law. The Museums procedures assure prompt recording and full accounting of all accessioned objects. TEMPORARY RECEIPT FORM When an object is left with the Museum for consideration as a donation or sale, a Temporary Receipt form (See sample in Appendix C) is completed by staff and signed by the potential donor/seller and appropriate Museum staff. The potential donor/seller receives one copy of the form and the original form stays with the item(s). If the item(s) are returned to the potential donor/seller, the donor/seller acknowledges return of the item(s) by signing the Museum’s copy of the Temporary Receipt form which the Museum retains for its records. DONATION INFORMATION FORM The donor/seller may be asked to complete a Donor Information form (See sample in Appendix). This form records the history of ownership, use and/or other pertinent information. DECLINED ITEMS If the Museum chooses not to accept a proposed object, communication via telephone and/or electronic or hard copy mail will be sent. The potential donor/seller will be thanked and given a rationale for the decision not to accept the offer. Collection staff is responsible for contacting the potential donor/seller and for seeing that arrangements are made for the return or other agreed-upon disposition of unwanted item(s) left in the Museum’s possession. ACCEPTED ITEMS Deed of Gift Form Objects accepted into the Museum’s collections will be acknowledged with a personalized letter of thanks signed by the Museum Director and mailed to the donor along with the two original and identical Deed of Gift forms (See sample in Appendix C). The Deed of Gift form includes the donor’s name, address, telephone number and a succinct description or list of the donated items. The donor dates and signs both Deed of Gift forms (thereby officially making the offer to 12 | P a g e Oshkosh Public Museum Collections Management Policy the Museum) and returns them to the Museum for countersignature and date by the President of the Museum Board (a stamped signature is acceptable) and the Museum Director (thereby officially accepting the offer). One Deed of Gift form is returned to the donor for his/her records and the other Deed of Gift form is permanently retained in the Museum’s files and gives legal title of the item(s) to the Museum. Certificate of Gift for Non-Collections Items Form Items accepted for hands-on educational purposes or the Museum research library will be acknowledged with a personalized letter of thanks signed by the Museum Director and mailed to the donor along with the two original and identical Certificate of Gift for Non-Collection forms (See sample in Appendix C). The donor dates and signs both Certificates and returns them to the Museum for countersignature and date. One Certificate is returned to the donor and the other Certificate is permanently retained in the Museum’s files. IRS/Tax Issues Museum staff will not advise donors regarding tax deductions. Instead, staff shall encourage donors to contact their own tax counsels. Museum staff is prohibited from offering appraisals of donated objects and shall encourage donors to contact a qualified appraiser. Museum staff will not recommend an appraiser but encourage donors to contact their own tax counsel regarding obtaining an appraisal. Museum staff may be required to sign IRS Form 8283 thereby verifying that the Museum is a qualified tax-exempt entity if the donor acquires such form and requests signature. If the donor seeks appraisal while the objects are within the Museum’s custody, the Museum will make the objects available for assessment and/or can provide condition reports detailing the state of the objects when received. Copyright Agreement The Museum archives may acquire copies of original photographs when the donor elects to retain possession of the original photographs. In this event, the Archivist will use the Copyright Agreement (See sample in Appendix C) which transfers the copyright, including all title and interest as well as the exclusive rights of reproduction, adaptation, distribution and display by means of any device or process, to the Oshkosh Public Museum. Nonexclusive License The Museum archives may acquire copies of original photographs when the donor elects to retain possession of the original photographs and copyright. In this event, the Archivist will use the Nonexclusive License form (See sample in Appendix C) which allows the Oshkosh Public Museum, and other parties authorized by the Oshkosh Public Museum, to use the photographs for all standard museum purposes including displaying, lending, reproducing the work(s) by methods involving photographic, electronic or mechanical means and displaying, distributing, selling and transmitting such reproduction or images to the general public. Reproduction and 13 | P a g e Oshkosh Public Museum Collections Management Policy transmissions may be released through media such as catalogues, books, brochures, postcards, posters, invitations, magazines, newspapers, prints, journals, films, television, slides, negatives, transparencies and computer web sites. All reproductions shall bear a copyright notice. ACCESSIONING Accepted items (either accompanied with a signed Deed of Gift for donations or an invoice or bill of sale for purchased items) are immediately accessioned into the Museum’s permanent collections using a numbering system to record the transaction. An accession folder is created with all pertinent paperwork generated during the transactions. No item is accessioned until the Museum has legal title and physical possession of the item(s). CATALOGING All accessioned items are cataloged according to professional standards that are normal to the pertinent discipline where each object is given a unique number. All catalog records are entered into the collections management system (database) and include a digital image along with description. Instructions for data entry of catalog records are maintained and provide for standardized catalog records as well as efficient data retrieval. DEACCESSION AND DISPOSAL Equally important to the guidelines and procedures outlined for acquisitions, the deaccession and disposal process serves to refine, strengthen, and maintain the Museum's collections for the advancement of its mission. Deaccession is the formal change in recorded status of the object and disposal is the resulting action taken after a deaccession decision. The change of status is recorded upon completion of disposal activities. CRC members have the authority to recommend an object’s deaccession and the decision is made by a majority vote of the CRC. The determination to deaccession will be made with great care and will take into consideration all legal and ethical responsibilities. The process requires complete, candid discussion and disclosure of the intent, method, reason, and outcome. The Museum's deaccessioning policies and practices shall remain consistent with accepted standards established by AAM. Deaccessions are reported by the Director to the Museum Board on a periodic basis by means of the Director’s weekly memo. DEACCESSIONING AUTHORITY It is the responsibility of Curatorial and Archival Staff to determine and recommend items for deaccession and disposal. Staff shall not be influenced in their decisions by members of the governing Board, City officials or their representatives, or any other groups associated with the Museum. A member of the Curatorial or Archival Staff communicates recommendations for deaccession either in person or electronically. Members of the CRC subsequently discuss the merits of 14 | P a g e Oshkosh Public Museum Collections Management Policy deaccession and each cast a vote with the outcome determined by the of majority. These discussions and votes are recorded and documented by the Registrar (see Appendix D).  Items of $10,000 or less estimated value: Majority vote of the entire Collections Review Committee.  Items of $10,001 or more estimated value: Majority vote of the entire Collections Review Committee and additional approval by the Museum Board of Directors. DETERMINATION Generally, objects in the Museum's collections shall be retained as long as they continue to advance the Museum’s mission and the Museum is able to properly store and preserve the objects. In determining recommendation for deaccession of an item(s), the following criteria from Museum Registration Methods 5th Edition (Rebecca A. Buck and Jean Allman Gilmore, eds. Washington, D.C.: American Association of Museums, 2010) are considered:  Not within scope or mission  Beyond the capability of the Museum to maintain  Not useful for research, exhibition, or educational programs in the foreseeable future  Poor, less important, incomplete, or unauthentic examples  Physically deteriorated/hazardous materials  Originally acquired illegally or unethically  Subject to a legislative mandate, e. g., repatriation  Subject to contractual donor restrictions the Museum is no longer able to meet PROCEDURES FOR DISPOSAL In determining the disposition of deaccessioned items, the Museum is concerned that:  Prior to disposing of any object in the collections, reasonable efforts will be made to ascertain if the Museum is free to do so. If restrictions on the use or disposition of an object exist, the Staff shall either make reasonable efforts to comply with the original intent of the restrictions, or seek the advice of the City Attorney.  Primary consideration be given to placing the deaccessioned item(s) through gift, exchange, or sale in another museum, library, or archive where it may serve the purpose for which it was initially acquired by the Museum.  Items are not given, sold, or traded to private individuals including Museum employees, members of the Board, the Museum Auxiliary, Museum members or their representatives, or City of Oshkosh officials or their representatives. 15 | P a g e Oshkosh Public Museum Collections Management Policy METHODS OF DISPOSAL The CRC determines the method of disposal which will be considered in this order: 1. inclusion into the Museum’s Non-Collection of hands-on, educational items. The date and new Non-Collection number is recorded in the object records. 2. donation to another museum, library or archive: the item is made as an unrestricted gift. A Transfer Statement form (see Appendix D) records the donation. 3. donation to an educational and/or research program/institution; this relates specifically to items that are so badly deteriorated or damaged that they are beyond reasonable conservation and can be used by conservation schools or educational programs wherein the objects are expected to be subject to physical destruction or deterioration through use. A Transfer Form records the donation. 4. exchange with another museum, library or archive; in return the Museum receives items of commensurate value which are deemed appropriate for its scope of collection. A Transfer Statement is generated for outgoing exchanges, and a Deed of Gift form is generated for incoming items for exchanges. 5. sale through public auction. An Outgoing Receipt form is used for items sent to the auction house (see Appendix D); Outgoing Receipt forms are kept up to date until the sale of the items and receipt of payment from the auction house or return of the unsold item(s). Date and amount of sale is recorded in the deaccession records. All income derived from the sale of deaccessioned items is deposited in the Collections Fund where use is limited to new acquisitions and/or direct care of collections. 6. sale through a dealer. Payment from the dealer is received and items given to the dealer. Date and amount of sale are recorded in the deaccession records. All income derived from the sale of deaccessioned items is deposited in the Collections Fund. 7. physical destruction; this pertains specially to items that are badly deteriorated, damaged beyond reasonable conservation, inherently hazardous, and/or objects that the Collections Staff deem of little or no value. The deaccessioned item is disposed of. The date, method and name of person who disposed of the item(s), along with a witness to the destruction are recorded in the deaccession records. Prior to releasing the item for disposition all marks or numbers which might identify the object as once belonging to the Oshkosh Public Museum may be removed unless it is deemed appropriate as a record of provenance (e.g. painting or other items sold at public auction). 16 | P a g e Oshkosh Public Museum Collections Management Policy PUBLIC DISCLOSURE In accordance with public records laws, the Oshkosh Public Museum shall make available the identity and description of collection items acquired or deaccessioned. All other facts pertaining to the circumstances of acquisition, deaccession, and disposal shall be adequately documented in the Museum's permanent records. LOANS The Museum actively loans objects from its collection and seeks loans of objects the collection lacks as an important means of fulfilling the educational and scholarly purposes of its mission and vision, to provide public access to objects that are not in the Museum’s collections and to extend the availability of the Museum’s collections to others. All outgoing and incoming loans shall be mindful of the preservation needs of the objects and will be evaluated in light of the historical, cultural, and educational value of the exhibition for which the request is made. OUTGOING The Museum may lend items from its permanent collections to museums, galleries, institutions and organizations for educational and cultural purposes. In general, no loans will be made to individuals. Conservators and artisans are not defined as "individuals" for the purpose of this policy. Loans are made upon the approval of the Museum Director, subject to the general criteria and regulations governing loan requests (see Appendix E). Consideration of loan requests is governed by the following general criteria: 1. The requesting organization must be a valid educational or cultural organization, or the request must in some way further the objectives and purpose of the Oshkosh Public Museum. As a general guideline, the Museum shall only loan to those organizations or institutions which have qualified and trained professional staff and resources to support the proper exhibition of the objects. 2. Security, conservation, and/or display measures must satisfy Museum requirements, the nature of which may vary with the type of item requested. Conservation concerns include temperature, relative humidity, light level, installation techniques, proper encasement, and handling. Inadequate security and/or care for objects on loan can result in immediate recall. 3. Loans are subject to the availability of Museum staffing, scheduling, and workload. 4. Generally, items presently on exhibition shall not be removed for loan purposes. 5. All loans shall be a specified period of time. For loans of longer duration, they shall be subject to an annual review, and subject to immediate recall by Museum staff should the 17 | P a g e Oshkosh Public Museum Collections Management Policy contract terms be violated. Determination of loan renewals may be made by the authority of the Director. 6. The requesting organization must agree to observe the Museum's regulations governing loans, and signify agreement by signing the loan form. 7. Even if the above conditions are met, loan requests may be denied if, in the opinion of the Director, the requested items are of such rarity, significance, condition, or are so related to on- going needs that the loan would not be in the best interests of the Museum. All loans are subject to the following regulations, which will be in force when agreements are made. 1. The borrower will insure the loan under his/her own policy, or the borrower agrees to assume liability for the loss or damage in lieu of insurance (this option is available only when the total value of all items lent for a specific period is less than $1,000). All works of art loaned from the permanent collection shall be insured. The borrower must provide a Certificate of Insurance. 2. The borrower must arrange and pay for shipping in both directions by methods approved by the Museum. On rare occasions, this may be waived at the discretion of the Museum. 3. Items placed on public exhibition must be secured and protected by methods prescribed by the Museum. 4. Only persons designated by the Museum shall be permitted to handle, move, or pack items. 5. The borrower shall exercise extreme care to ensure safe handling and keeping of items throughout the duration of the loan. 6. No item may be altered or cleaned by the borrower without express permission of the Museum. 7. Borrowed items may not be photographed or used for any commercial purpose without specific advance approval from the Museum. 8. As a general rule, no objects from the Museum’s collection may be loaned by the borrower to a third party. However, third party loans, such as object(s) participating in a touring exhibition, may be approved by the Director upon specific request and are still subject to the loan conditions established by the Museum. 9. Any damage, vandalism, breakage, or loss shall be reported by the borrower immediately to the Museum. No object may be repaired or cleaned without express permission of the Museum. Preservation activities must be done with the Museum’s knowledge and by its choice of collections care professional. 18 | P a g e Oshkosh Public Museum Collections Management Policy 10. Packing for return shipping must be in the same manner and means as the original shipping unless otherwise specified or arranged with the Museum. 11. Borrower may be required to pay for all costs of preparing items for shipment as prescribed by the Museum. This may be waived at the discretion of the Museum. 12. The Museum may require, at the borrower's expense, that valuable, rare, significant loans be accompanied by a Museum staff member (both out-going and in-coming), and that packing and unpacking be done under the supervision of the Museum staff. This may be waived at the discretion of the Museum. 13. The Museum shall receive appropriate credit for all items on loan. Acknowledgment shall read: "From the Collections of the Oshkosh Public Museum, Oshkosh, WI. All Rights Reserved." 14. Appropriate loan forms prescribe the procedure and conditions for all loans. A complete record of loan transactions shall be kept as part of the Museum's permanent records. 15. Any variation from these listed regulations must be approved by the Museum Director and must be in writing on the face of the loan form. INCOMING 1. Incoming loans may be accepted from individuals, institutions, or organizations for purposes of exhibition or current research at the Museum. All loans shall be for a specified period of time and must be approved by the Director and/or Curator of Exhibitions. 2. Generally, no indefinite or long-term loans will be accepted. Rare exceptions to this rule may be authorized by a majority vote of the CRC. The Museum may not routinely store and care for items belonging to others that are not required for exhibition or current research. 3. All loans to the Museum must have a completed Incoming Loan form executed and signed by appropriate Museum Staff and the lender. The loan form will become part of the Museum's permanent records. (see Appendix E) 4. The Museum will use reasonable care for loaned items, employ the same precautions exercised with its own collections, and adhere to exhibition and/or care requirements specified by the lender. 5. Unless otherwise notified by the lender in writing, the Museum assumes the right to photograph loaned items for publicity, catalog, or educational purposes. 6. Loans shall remain in the possession of the Museum for the time stipulated on the Incoming Loan form, but may be withdrawn from exhibit and returned at any time. 19 | P a g e Oshkosh Public Museum Collections Management Policy 7. All items will be covered by the Museum’s insurance. It is the lender's responsibility to establish an accurate and realistic value of the object being loaned. 8. If the lender elects to maintain his/her own insurance, the lender must sign the insurance waiver on the Incoming Loan form. UNCLAIMED LOANS/LOAN CONVERSION For items specifically identified as being on loan to the Museum, the Museum will follow Subchapter II of Chapter 171 Wisconsin Statute in regard to unclaimed loans/abandoned property. Every attempt will be made to either return the item to the original lender or legal heir or convert the loan to an unconditional gift under the procedures outlined within Wisconsin Statute. 1. An item on loan to the Museum may be permanently acquired by the Museum if the item has not been claimed by the legal owner within 60 days after the notice is sent by certified mail, with return receipt requested, to the owner at the owner's last known address by the Registrar, Director or Curatorial staff. However, if the certified letter is returned because it could not be delivered to the addressee, public notice shall be published by the Museum once each week during two successive weeks in a daily newspaper circulating in the city of the lender describing the unclaimed item, giving the name of the reputed owner thereof, and requesting all persons who may have knowledge of such owner to contact the Museum. More than one item may be described in each of such notices. If the item is not claimed by the owner within 60 days following the final publication describing the item, the Museum may permanently acquire the item. 2. Items or loans in dispute shall be referred to the City Attorney for counsel. 3. Items acquired under this section shall be solely the property of the Museum and may be deaccessioned according to the Methods of Disposal noted in this policy. Proceeds from the sale of any such items will be deposited in The Collections Fund. OBJECTS IN CUSTODY All objects deposited with the Museum for the purposes informal artifact identification (see Appendix F), examination, and/or consideration for acquisition, shall be recorded on a Temporary Receipt form signed by the owner. A copy of the signed receipt is given to the owner and the Museum retains the original for its records. Such material will not normally be covered by the Museum's insurance. Such objects are not to be deposited on the Museum's premises longer than 30 days unless otherwise agreed upon. The Museum accepts no responsibility for notification of individuals for the return of such deposits. Objects not claimed may be considered abandoned property in accordance with Subchapter II of Chapter 171 Wisconsin 20 | P a g e Oshkosh Public Museum Collections Management Policy Statute. In these circumstances, Museum staff will seek counsel from the City Attorney before disposing of any object. DOCUMENTATION The Museum’s collection includes both the physical collection and its related documentation. As a significant intellectual asset, accurate and complete documentation has the ability to advance the Museum’s mission by increasing research opportunities, improving accessibility and enhancing preservation activities. When approved by appropriate Museum staff or entities, all existing information relating to the object, such as meeting minutes, correspondences, determining documents, reports, research, bill of sale etc. is given to the Registrar who maintains records to formally document the object’s acceptance into the collection. The Registrar assigns the collection transaction a permanent accession number and generates all paperwork related to the accession. The following records are completed by the Registrar for all acquisitions:  Validation records (Deed of Gift, Letter of Appreciation): Signed by the Donor, Director, Registrar (witness), and Board of Directors President  Accession/object file  Database accession record  Accession ledger entry While the Registrar is the primary caretaker for documentation related to the collection, additional object documentation that may be developed, gathered, and or facilitated by the Director, Curators, Archivist, and the Registrar include:  Temporary receipt  Exhibition agreements  Database catalog records  Location records  Loan records for borrowed or loaned object/specimens: certificates of insurance, contracts and facility reports.  Marking and labeling  Use records: condition reports, treatment reports, use of object for research, exhibition or education, publication.  Legal documentation such as permits and claims  Valuation records COLLECTIONS CARE The collections of the Oshkosh Public Museum represent the material culture of past generations and the collective memory of the community and the care of the collection is a continuing responsibility accepted by the Museum on behalf of the public. Therefore, the Museum shall act in a responsible manner to ensure the best possible physical environment for 21 | P a g e Oshkosh Public Museum Collections Management Policy all items entrusted to its care by carrying out the legal, ethical, and professional responsibilities required to provide necessary care for all collections acquired, borrowed, or placed in the Museum. While the requirements of safe, long-term preservation shall be carried out to the best of the Museum's ability, the Museum shall have the option of deaccessioning items that it is unable to properly take care for. USE/ACTIVITIES/HANDLING The Museum considers the safety and preservation of the collection and records a paramount priority and responsibility. The intended use or purpose (i.e., category of collection) of an object shall be determined and noted at the time of acquisition. Any proposed changes to the use or purpose of the item will be justified by the appropriate Museum staff and approved by CRC. Professional standards and supplies will be utilized, under appropriate staff supervision, when handling or moving artifacts within the building and/or when packing and shipping. Only trained staff, volunteers, interns and contractors are permitted to handle objects or collections records. Museum staff, volunteers or contractors responsible for cleaning exhibit or storage areas shall adhere to object handling procedures and standards. CONSERVATION PREVENTATIVE CONSERVATION It is a fundamental responsibility of the Museum to preserve and prevent the deterioration of its collection of cultural heritage through control of the environment in all storage and exhibition areas. The Museum manages a preventative conservation program which entails storing, displaying, handling and maintaining the collections in ways that promote long term stability and reduces deterioration. Preventive conservation activities include monitoring temperature, humidity and light in the Museum galleries and storage areas, developing methods for secure display and storage, and working with other staff members to ensure the safety of the objects during packing and transport. The Museum recognizes that various types of objects require different forms of care. Many objects are composed of more than one material, each of which may respond differently to a variety of environmental factors. The major agents of deterioration to the collection are:  Light  Temperature and humidity  Pollutants and contaminants 22 | P a g e Oshkosh Public Museum Collections Management Policy  Pests  Direct physical forces  Fire/water With these factors in mind the Museum and its staff actively take steps to:  provide a stable environment for the collection at all times and in all situations.  handle the collection safely and responsibly.  provide safe and secure storage for the collection in all situations, temporary and permanent  ensure that new acquisitions do not threaten the existing collection.  ensure that the safe and stable conditions will be provided for outgoing loans.  ensure that the Museum activities do not jeopardize the collection.  ensure the appropriate environmental conditions for the collection and its records shall be monitored and maintained at all times.  ensure that preventative and protective measures are taken and proper materials are used to minimize the damaging effects of the environment.  ensure an Integrated Pest Management Program (IPM) is implemented and adhered to. See IPM Policy in Appendix H.  ensure any hazardous materials are safely and appropriately used, stored and disposed of.  inspect and monitor the use of living and dried plants within approved areas of the Museum. Staff should refrain from having live plants in offices.  ensure all Museum spaces are kept clean and a program of routine maintenance is followed for collections on display and in storage. Museum staff and visitors will abide by the following restrictions  Smoking and/or use of electronic/ vapor cigarettes are not permitted inside any Museum spaces.  Live animals are not be permitted in the building other than living-assistance animals and/or if part of an exhibition and its related activities. 23 | P a g e Oshkosh Public Museum Collections Management Policy  In general, food and beverages are not permitted in the Museum exhibition galleries with the exception of several first floor galleries during events pre-approved by the Director. No food or beverages are permitted in collection storage areas. Food is typically restricted to the kitchen and lecture room. Staff may consume beverages in offices. All food related trash must be deposited in the kitchen waste baskets, and removed from the building after special events. REMEDIAL CONSERVATION While preventative conservation is the preferred method of care for the collection, at times remedial conservation treatment is necessary. Any repair or conservation of objects within the collection will be performed by skilled museum professionals/conservators. Any persons performing remedial treatments must provide proper documentation of objects before, during, and after treatment for object records. Remedial Conservation Treatment decisions are guided by the following considerations:  The actual condition of the artifact in need and the capacity of treatment to stabilize the problem and preserve the object.  The priority of the artifact in need with regard to its historical significance, curatorial and educational objective of the Museum, and/or recommendation of a conservator.  Financial and/or personnel resources available for treatment and maintenance of consequential needs that may result from treatment.  Current understanding in the field of conservation, techniques, research, and methodology regarding treatments involving culturally sensitive material and consideration of the artists’ intent. The Oshkosh Public Museum maintains membership with the Midwest Art Conservation Center (MACC) in Minneapolis, MN. All collection items selected for remedial conservation treatment will be sent to MACC or other professional conservators. On rare occasions when the Museum directs, monitors and records the treatment, conservation may be done by trained non- professionals. The CRC selects items for conservation by a majority vote of the entire committee. EDUCATION The Museum is committed to providing information, training, and professional development opportunities to Staff to ensure proper care of collections. In addition to work on its own collection, the Museum also seeks to represent, foster and promote preservation in the community at large. It is the role of the Museum to communicate the need for preservation in the community and demonstrate best practices in caring for collections. The Museum is aware 24 | P a g e Oshkosh Public Museum Collections Management Policy that maintaining the collection according to standards and best practices has the automatic consequence of raising public awareness of preservation issues. The Museum may offer preservation workshops, however, the Museum acknowledges that these activities must be carefully and cautiously approached and performed by skilled professionals. ACCESS, USE AND PHOTOGRAPHY It is fundamental to the Museum’s mission to provide access to the Museum’s collection of cultural heritage while ensuring its security and preservation. While the Museum’s primary means for achieving this goal is through exhibition, it also provides access through its loan program and disseminates information about the collection through publications, programs and digitally through its website and social media outlets. In order to advance accessibility to the collection, the Museum supports scholarly investigation and research in order to document, publish, and advance understanding of the Museum’s collections as well as contribute to broader academic and public discourses. Access, use and/or photography policies of the Museum’s collections may involve forms and fees (see Appendix G). Usage of images of the permanent collections will involve fees unless the use is requested by a non-profit institution. A fee will not be charged when a request is placed by an employee, an authorized representative or someone employed under contract by the non- profit institution. The non-profit institution’s tax number is required and a letter of authorization from the non-profit institution may be required by the Museum. If the person making the request is not authorized to use the non-profit institution’s tax number for the project, then the Museum will not consider that person to be an employee or authorized agent of that non-profit institution. In the interest of City of Oshkosh interdepartmental cooperation, the Museum will not charge fees to other City departments other than requesting reimbursement for supplies. For non-Museum projects, Museum employees, Museum board members, City of Oshkosh officials and employees are not entitled to complimentary services, products or waiver of usage fees other than the Board-approved discount allowed for Museum Members. ACCESS OF COLLECTIONS ON DISPLAY The Museum’s exhibition areas are open to the public on a regular schedule and on occasion outside normal operating hours by appointment with approval from the Director. The Museum reserves the right to deny access to anyone behaving in an unruly or menacing manner and/or whose actions threaten the safety of the objects on exhibit. ACCESS OF COLLECTIONS IN STORAGE Collections storage is maintained separately from other Museum facilities and access is strictly controlled. Access to collections by support staff is limited whenever possible and practical and 25 | P a g e Oshkosh Public Museum Collections Management Policy non-Museum personnel are escorted and accompanied at all times when in collections storage areas. THREE-DIMENSIONAL ITEMS 1. The Museum's permanent collections and related records shall be made available for legitimate study, research, inquiry, and examination by responsible parties. 2. The requesting party must satisfactorily complete the Request to Study Artifacts form (Appendix G). The written request must be approved the Director or Assistant Director. The Museum maintains all collection access forms. 3. Accessibility to collections and records may be limited by staff availability, conservation considerations, or purpose of the examination. 4. Examination of collections is restricted to areas designated for this purpose; access to storage areas by the public will not be allowed unless specifically approved by the Director, Assistant Director, Curator(s), or Registrar and is supervised by staff. 5. Certain types of sensitive information, such as valuation, donor-requested anonymity, or information governed by statutes that restrict public access, such as location of archaeological sites, may be restricted or denied. In such cases, the person requesting access will be informed of the reason for the restriction or denial of access. 6. Access to and use of Museum collections and records shall be credited appropriately in all publications, exhibitions and other representations: From the collections of the Oshkosh Public Museum, Oshkosh, WI 7. The Museum will receive one courtesy copy of publications produced as a result of access to the Museum’s collections. 8. No commercial or promotional use of the Museum's permanent collections and information or images resulting from their examination shall be allowed unless specific approval in writing is granted by the Director and/or appropriate Collections Staff and fees may be incurred. ARCHIVAL ITEMS 1. The Museum reserves the right to control use of original archival collections to ensure proper preservation. To facilitate preservation, the Museum may provide patrons with copies of the original material. 2. Patrons may not photocopy any sensitive archival material. If copies are required they will be made by the Archivist. 26 | P a g e Oshkosh Public Museum Collections Management Policy 3. All uses of archival and photographic material from the Oshkosh Public Museum's collection require an appropriate credit line. A fee will be assessed except for non-profit institutions. Fees are also charged for copies for personal use. The use of historic photographs is covered in a separate fee schedule (Appendix G). Because of the costs involved in reproducing photographs, the fees are meant to offset expenses and shall be returned to the budget as revenues. PHOTOGRAPHING COLLECTIONS IN STORAGE AND ON DISPLAY Whenever possible or practical, photographs of collection items, exhibits, or activities, will be furnished by the Museum. The following rules will be observed for the protection and preservation of collections. 1. The Museum permits non-professional photography of its three-dimensional objects by visitors and researchers provided those images are strictly for personal use and not professional for-profit use. Those wishing to photograph objects not on exhibit must sign a waiver stating that the image is strictly for individual use. This is defined as someone who is not commercially motivated but wishes to share research, knowledge or family information. 2. In all other cases, such as commercial photographs for publication, marketing or commercial firm or individuals engaged in a for-profit effort, photography of collection items will be provided by the Museum. Access, reproduction, and use of photographs of collection items involves fees and charges. 3. Non-professional photography of exhibits by visitors is allowed but may be supervised and controlled by Museum Staff. 4. Professional photography of exhibits is permitted but will be supervised and controlled by Museum Staff. Permission must be obtained from the Director or Assistant Director. Quartz or photoflood lights shall not be permitted in exhibition spaces unless supervised and controlled by Museum Staff. Copies of historic photographs from the Museum archives will be supplied by the Museum for a variety of projects according to the current fee schedule. The Museum does not allow individuals, researchers, or visitors to copy or duplicate its historic photographs. COLLECTIONS SAMPLING The Museum may occasionally allow the removal of samples from specimens in the collection for examination and analysis to fully explore its scholarly and educational potential. Since all sampling is destructive, the procedure must be strictly regulated to ensure that damage is minimal and that the information gained is recorded and used to the best advantage. Sampling decisions are guided by the criteria outlined below and must have authorization of the appropriate Collections Staff and Director or Assistant Director. The samples and the 27 | P a g e Oshkosh Public Museum Collections Management Policy information they contain remain the property of the Museum, which retains the right to approve the use, credit, and publication of this material. Sampling Criteria  It must be demonstrated that the sample and information needed from the sample does not already exist.  There must be a justifiable need to remove a sample for analysis and that the information sought cannot be obtained through non-destructive means.  The sample must support substantive scholarly research and the results of that research must be made available to the public.  The technique of sampling, the amount of material to be removed, and the location on the specimen must produce as little damage to the object/document as possible.  The method of analysis, laboratory, and proposed staff must be disclosed and the appropriate Collections Staff must approve of the procedures prior to sampling.  A full copy of all test results and conclusions must be submitted to the Museum following the sampling and subsequent analysis.  To the extent possible, unexpended sample material will be returned to the Museum for future possible analytical uses. SECURITY, RISK MANAGEMENT AND INSURANCE The Museum is responsible for the safety and security of all collections whether in storage, on exhibit or subject to incoming and outgoing object loans. The Museum will provide its lenders and require from borrowers assurances of security for incoming and outgoing object loans. The entire Museum staff is responsible to report any situation or concern that might lead to an unsafe environment, object damage, or object theft. Appropriate Staff will work with security and risk management personnel to address safety concerns and increase security in and around all collection environments. If any objects are judged by Collections Staff to be in jeopardy or deteriorating due to unsafe conditions, they have the authority to prohibit or restrict access to the objects until their security is assured. RISK MANAGEMENT The Museum is responsible for the development, implementation, and maintenance of a disaster plan and emergency action plan. The plans identify and reduce or eliminate the risks to the Museum visitors and staff, its collections and the structure. The disaster plan is essential to the 28 | P a g e Oshkosh Public Museum Collections Management Policy recovery from potential hazards, including natural disasters, vandalism, theft, and mechanical system failure. The disaster plan is supplemented by the emergency action plan which is essential to the identification and response to medical incidents and various additional threats such as biohazards, severe weather, bomb, and active shooter. INSURANCE The Museum is covered by an insurance policy with the City of Oshkosh. The policy is procured and administered by the Safety & Risk Management Officer and covers objects owned by the Museum along with objects on loan or deposit. INTELLECTUAL PROPERTY The Museum respects and abides by the laws and rights related to intellectual property and will take reasonable precautions to identify and document rights such as copyright, personality rights, publicity rights, and trademark to ensure they are not violated. The appropriate Collections Staff will seek to secure exclusive or non-exclusive copyright license on all applicable acquisitions. The Museum may still carry out exhibition programs without the ownership of copyright or non-exclusive license in accordance with the 1976 Federal Copyright Act but may not grant rights to reproduce objects in the collection for any other purpose without copyright ownership. Any materials and research produced by Staff while carrying out their responsibilities as employees of the Museum are considered to be the property of the Museum, with the Museum retaining rights to all said property. When appropriate, the Museum has the right to copyright, patent, and trademark and is entitled to receive fees/royalties regarding materials and research produced by its staff while carrying out their job responsibilities as employees of the Museum. The Museum retains ownership/rights to the intellectual property created while an individual was affiliated with the Museum after the staff person leaves the Museum for any reason. CULTURAL PROPERTY The Oshkosh Public Museum, operating in the public’s trust, acknowledges the important responsibility that comes with collecting, exhibiting, and interpreting cultural heritage in a manner that is respectful and lawful. The Museum will fully comply with all applicable local, state and federal laws and regulations for acquiring, maintaining, and exhibiting its diverse collection of cultural and natural heritage. NATIVE AMERICAN COLLECTION and NAGPRA The Museum respects and is committed to the ethical treatment, preservation and representation of Native American culture, communities, and traditions through its collection, exhibitions, publications and programs. The Museum will work in direct consultation with Native 29 | P a g e Oshkosh Public Museum Collections Management Policy American communities whenever possible to assure the survival of Native American traditions and history. The Museum is dedicated to support and uphold the legal purposes and objectives of the Native American Graves Protection and Repatriation Act (NAGPRA) and is resolved to abide by and work within the framework of its provisions as it stewards its collection of cultural material. When appropriate, Museum Staff will work with the utmost care and discretion with Native American communities regarding new acquisitions along with collections inquiries, access, care/handling and research related to material deemed culturally sensitive and/or claims for repatriation. The Museum no longer collects human remains or sacred funerary objects and will not knowingly acquire any object whose ownership is contrary to the goals and/or ethical practices of the Museum and the profession in general. Museum staff will consult with religious and tribal leaders regarding the care and handling of culturally sensitive materials, as well as the appropriate use of informational discoveries that may result from studies of these objects. The Museum recognizes the obligation to interpret and exhibit cultural heritage, especially material sensitive in nature, with accuracy, consideration, and respect. The Museum will endeavor to facilitate meaningful dialogue with Native peoples in order to represent their beliefs and viewpoints fairly and objectively. Public access to the Museum’s collection is essential to its mission, and it will strike a balance between safeguarding the collection from harm and encouraging its use in promoting awareness and appreciation of the rich cultural legacy of Native peoples. However, public access to culturally sensitive materials may be restricted if such access offends religious or cultural practices or beliefs. This Collections Management Policy was originally written by Bradley Larson, Museum Director, and was reviewed and approved by the Assistant City Attorney on March 28, 1990 and approved by the Board of Directors of the Oshkosh Public Museum at their regular meeting on March 5, 1992. This Collections Management Policy was updated by Scott Cross, Debra Daubert and Joan Lloyd in January 2004; reviewed by the Director, Brad Larson, on March 1, 2004; approved by the City Attorney on March 5, 2004; approved by the Board of Directors of the Oshkosh Public Museum at their regular meeting on April 1, 2004. This Collections Management Policy was updated by Anna Cannizzo, Curator of Collections and reviewed by the Collections Review Committee: Director Brad Larson, Archivist Scott Cross, Curator of Exhibitions Debra Daubert and Registrar Joan Lloyd in March 2017; approved by the City Attorney on May 22nd, 2017; approved by the Board of Directors of the Oshkosh Public Museum at their regular meeting on April 5th, 2018. 30 | P a g e Oshkosh Public Museum Collections Management Policy APPENDIX A 31 | P a g e Oshkosh Public Museum Collections Management Policy COLLECTIONS REVIEW COMMITTEE The Museum maintains a Collections Review Committee (CRC) composed of the Directors, Curators, Archivist, and Registrar. The CRC has the authority for proposing, reviewing and approving all collections related costs, purchases, deaccessions, and outside conservation treatments. The CRC is required to abide by the Museum’s the Code of Ethics and the Collection Management Policy. Any member of the CRC may make a proposal for the entire committee for consideration and decisions will be made by majority vote by the entire committee. During urgent and time sensitive circumstances when the entire committee is unavailable to participate in the voting process, there must be a minimum of three members present to vote for a valid decision to be made. For these special circumstances, the incomplete committee is authorized to approve up to $500 for collections related costs. Committee members may vote remotely, however a record of the vote must be given to the Registrar for documentation. CRC members are permitted to offer items for donation to the collection, however it is crucial that committee members avoid any actual, potential, or perceived conflicts of interest or violations of City and/or State policies. The CRC member must propose the item to the committee for consideration and must abstain from any discussion about the item unless answering questions the committee may have about the item and its history. The CRC member must abstain from voting and abide by the committee’s decision. The CRC may also be charged with determining whether item(s) of questionable origin, value, condition, etc., should be accepted into the collection. Objects are not accepted or otherwise acquired for the Museum's collections unless the following conditions are met:  the objects serve to advance the mission and collecting goals of the Museum and are relevant to and consistent with the purposes, activities, and collections criteria established by the Oshkosh Public Museum as outlined in the Collections Management Policy.  the Museum can provide storage, protection, and preservation of the objects under conditions that ensure their security and accessibility for the purposes of the Museum, and in keeping with the standards accepted by the museum profession.  the present owner has clear authority, right or title to transfer ownership. All members of the CRC are expected to follow best practice within the museum profession and are required to follow the policies and guidelines of the City of Oshkosh, the Oshkosh Public Museum, and all State, local, and federal laws and statutes.3 3 City of Oshkosh Employee Handbook; Oshkosh Public Museum Code of Ethics; Wisconsin Ethics Commission Mitigating Conflicting Interests: Private Interest Vs. Public Responsibility, WIS. STAT. § 19.59 Codes of ethics for local government officials, employees, and candidates. 32 | P a g e Oshkosh Public Museum Collections Management Policy APPENDIX B 33 | P a g e Oshkosh Public Museum Collections Management Policy Oshkosh Public Museum Lake Winnebago Region Definition and Map Lake Winnebago Region (LWR) has been defined for Museum purposes as the counties making up the primary Fox-Wolf watershed which includes the large interconnected lakes of Winnebago, Big and Little Butte des Morts, Winneconne, Poygan, and Rush, as well as Lake Puckaway. The Fox and Wolf Rivers drain the following counties Winnebago, Waushara, Waupaca, Outagamie, Green Lake, and Shawano. 34 | P a g e Oshkosh Public Museum Collections Management Policy APPENDIX C 35 | P a g e Oshkosh Public Museum Collections Management Policy 36 | P a g e Oshkosh Public Museum Collections Management Policy 37 | P a g e Oshkosh Public Museum Collections Management Policy 38 | P a g e Oshkosh Public Museum Collections Management Policy 39 | P a g e Oshkosh Public Museum Collections Management Policy 40 | P a g e Oshkosh Public Museum Collections Management Policy 41 | P a g e Oshkosh Public Museum Collections Management Policy 42 | P a g e Oshkosh Public Museum Collections Management Policy APPENDIX D 43 | P a g e Oshkosh Public Museum Collections Management Policy 44 | P a g e Oshkosh Public Museum Collections Management Policy 45 | P a g e Oshkosh Public Museum Collections Management Policy DEACCESSION CHECKLIST DEACCESSION NUMBER: __________________ DATE:__________________ (list on outside of current-year folder of deaccessions) Recommendation for Deaccession emails or documents __________ Accession record in db _________(1st thing in Description field: date <mm/dd/yyyy>, DEACCESSIONED, D#) Object record in db: Status = Deaccessioned __________ Status Date = date of deacc __________ Status By = __________ Home Loc = Deaccessioned – D# __________ Notes & Legal = date<mm/dd/yyyy> CRC voted to deaccession __________ If applicable: date Museum Board voted to deacc_________ Appraisal screen (any on file current values or auction sale amount) Appraiser _________ (Sotheby’s if sold at Sotheby’s, etc.) Date _________ Cur Value _________ Acq Value _________ Notes _________ (Example, “Sotheby’s Settlement Statement” or “Christie’s Century of Style <date> sale – hammer price” Note in all copies of ledgers: Deaccessioned; D# (in red pencil) _________ Note on Deed of Gift: Deaccessioned; D# (in red pencil) _________ Object/acc folder: All documents & outside of folder marked in red DEACC / D# __________ Folder filed away in Deaccessions – Entered drawer _________ Record # of deacc items in I/Museum/Action Items/(year)_Requests for info,etc ______ Method and date of disposal: ________________________________________________ File this completed form in the deaccession file. deacc.cklist 46 | P a g e Oshkosh Public Museum Collections Management Policy APPENDIX E 47 | P a g e Oshkosh Public Museum Collections Management Policy 48 | P a g e Oshkosh Public Museum Collections Management Policy 49 | P a g e Oshkosh Public Museum Collections Management Policy 50 | P a g e Oshkosh Public Museum Collections Management Policy 51 | P a g e Oshkosh Public Museum Collections Management Policy APPENDIX F 52 | P a g e Oshkosh Public Museum Collections Management Policy 53 | P a g e Oshkosh Public Museum Collections Management Policy APPENDIX G 54 | P a g e Oshkosh Public Museum Collections Management Policy Oshkosh Public Museum Request to Study Artifacts The Oshkosh Public Museum encourages research and study of its collections by scholars, students, and the public. The educational benefits from in-depth study can provide meaningful information for the public, staff, and scholars. However, to prevent damage to or misuse of collections, the Museum has established guidelines and restrictions on the use of its collections. Please refer to the separate Fee Schedule for conditions and fees including photographic fees. All published uses of the Museum's collections must carry the credit line: From the Collections of the Oshkosh Public Museum, Oshkosh, Wisconsin. Date: ________________________________________________________________________________________________ Researcher: _________________________________________________________________________________________ Address: ____________________________________________________________________________________________ Institution represented: _____________________________________________________________________________ Institution's address: ________________________________________________________________________________ Artifacts requested for study:_______________________________________________________________________ ______________________________________________________________________________________________________ Intended use: _____Lecture/Presentation _____Reproduction _____Personal Research _____Pattern _____Publication _____Thesis/Dissertation/School Research Paper _____Other ________________________________________________________________________ I certify that any photographs/images I take of the above artifacts are strictly for personal, non- commercial use and will not be sold or given to other institutions. Researcher's Signature ________________________________________________Date: ____________________ The undersigned has read and agrees to follow the Oshkosh Public Museum's guidelines listed on the reverse of this form concerning the use of collection materials. Researcher's Signature _________________________________ Date: _________________ _____Approved _____Disapproved Reason: ____________________________________ Museum Representative_____________________________________________Date:_________________________ Please read the conditions on the reverse of this form. 55 | P a g e Oshkosh Public Museum Collections Management Policy OSHKOSH PUBLIC MUSEUM Guidelines for Collections Research  Researchers will be given a space to view objects and are not allowed in storage areas unless the object is inaccessible otherwise. Researchers will be supervised by appropriate collections staff.  No pens are allowed in the research room.  No food or drink is allowed in the research room.  When necessary, appropriate gloves will be provided for use during object handling.  For objects identified in fragile or sensitive condition will be handled by appropriate Collections staff and/or handling directions will be given to the researcher.  All tools such as measuring devices, lighting, supports…etc. not provided by Museum staff must be approved before use.  Researchers may not clean or alter any object unless it is with consent and supervision of appropriate collections staff.  Object records may not leave premises and may only be photocopied with consent and by the appropriate Collections staff. Help us preserve our collections so that they may be studied and enjoyed by future visitors and scholars. Compliance with the above guidelines is expected and required. The Museum staff reserves the right to terminate research privileges if individuals fail to follow these guidelines. 56 | P a g e Oshkosh Public Museum Collections Management Policy OSHKOSH PUBLIC MUSEUM PHOTOGRAPHY POLICY In accordance with its mission, the Oshkosh Public Museum encourages photography of its exhibitions, galleries and building for personal, professional, media, research, commercial and other uses, so long as those uses are consistent with long term preservation and the Museum’s Collection Management Policy. o Photography must always be conducted without disruption to Museum guests and operations. o Photography must not limit or hinder visitor accessibility to exhibitions, entrances, stairwells, exits and other high traffic areas. o Photography must not damage objects and images in the collection, exhibit furniture and fixtures, galleries and facility interiors. o Photography must not employ set dressing unless approved and supervised by Museum Staff; objects in the Museum galleries may not be handled and exhibit furniture may not be moved. o Photography must comply with relevant state and federal copyright and privacy rights, as well as the conditions of loaned objects and exhibitions. Visitor Photography The Museum encourages visitors to enjoy this community resource and landmark, and welcomes visitors to take photographs and video of the interior galleries and exterior building and grounds. Visitors are permitted to take informal and non-commercial photographs or film of Museum exhibits and collections on display within galleries and on the grounds for their own use and enjoyment at no charge. Information regarding any photography restrictions will be posted (see Traveling Exhibition Photography). Flash photography is allowed unless posted otherwise. Photography and/or video that requires monopods, tripods, quartz or other umbrella-type lights are not permitted without special permission. Fee Schedule $50 for first hour. $40 for each hour thereafter. Press Photography Members of the press may photograph or film within designated areas of the Museum for the purpose of news coverage that includes the Oshkosh Public Museum as the subject. There are no fees for press-related photography. All members of the press must contact the Marketing Coordinator prior to arrival at the Museum. To make arrangements please call (920) 236-5799 or museum@ci.oshkosh.wi.us. 57 | P a g e Oshkosh Public Museum Collections Management Policy Professional Photography The historic Sawyer home offers a pleasant, dignified and historic setting for a variety of professional photography shoots, including weddings, proms, senior pictures and family reunions. While there are limited restrictions on the use of the exterior settings and grounds for such photos, using the interior for photographs requires prior authorization and staff notification. To schedule a photography session at the Museum, contact the Marketing Coordinator at (920) 236-5799 or museum@ci.oshkosh.wi.us. Fee Schedule $50 for first hour. $40 for each hour thereafter. Reserving the Museum requires a non-refundable deposit of 50% of the scheduled fee. Full payment is due the day prior to the shoot. Commercial Photography The Oshkosh Public Museum charges site fees for all photography of a non-personal nature, meaning commercial, advertising or other uses intended to generate money. These fees are based upon type of use, circulation and number of printed pieces, and other factors. Permission is required from the Museum and, if applicable, the copyright holders of artwork. The Museum reserves the right to approve the final content for anything in which the Museum properties will appear, either by name or by visual representation. The Museum must receive full details of any script, dialogue or accompanying information for review prior to approval and scheduling the shoot. The Museum reserves the right to decline any request that the Museum believes could reflect negatively upon the Museum, the City of Oshkosh, the Museum’s accredited status, or its professionalism. Requests to use the Museum as a commercial photography setting should be directed to the Museum’s Marketing Coordinator at (920) 236-5799 or museum@ci.oshkosh.wi.us. Collection Photography Rights and Reproduction Formal photography and reproduction of the Museum’s collection requires permission and may be subject to fees for images supplied for publication, exhibition, and/or distribution in any format (print and/or electronic). The Museum reserves the right, at its sole discretion, to withhold and/or withdraw permission to photograph or to reproduce photographs of objects in its collections. This may be for reasons of staff time, security, conservation or preservation, cultural sensitivity, or removal from exhibit may infringe on the overall visitor experience. The Museum does not allow outside photographers to handle or photograph its objects unless approved and attended by appropriate Collections Staff. Permission and Fee Schedule To request fee information and permission to reproduce or publish images of:  Historic photographs, archival materials/documents, recordings, film and formal images of the Museum’s interior galleries, exterior building and grounds, please contact the Archivist at (920) 236-5799 or museum@ci.oshkosh.wi.us. 58 | P a g e Oshkosh Public Museum Collections Management Policy  Museum artifacts, please contact the Curator of Collections at (920) 236-5799 or museum@ci.oshkosh.wi.us. Videography Video shoots that require monopods, tripods, quartz or other umbrella-type lights are not permitted in the galleries without special permission and staff supervision. Professional photographers on assignment from newspaper or broadcast media are allowed to videotape in the galleries without fee provided they are escorted or supervised by Museum Staff and the subject is the Museum. To arrange a professional videography session in the Museum galleries, contact the Marketing Coordinator at (920) 236-5799 or museum@ci.oshkosh.wi.us. Fee Schedule $50 for first hour. $40 for each hour thereafter. Reserving the museum requires a non-refundable deposit of 50% of the scheduled fee. Full payment is due the day before the scheduled shoot. After-Hours Sessions The Museum occasionally schedules after-hours photo sessions. After-hours sessions are defined as either prior to the start of the normal work day at 8:30 a.m., or after the normal 4:30 p.m. closing time. Requests to use the museum interior after-hours as a setting for commercial, advertising, group or individual photos should be directed to the Marketing Coordinator at (920) 236-5799 or museum@ci.oshkosh.wi.us. Fee Schedule $100 for first hour. $75 for each hour thereafter. Reserving the museum requires a non-refundable deposit of 50% of the scheduled fee. Full payment is due the day before the shoot. Traveling Exhibition Photography The majority of traveling exhibitions are covered by contract that restricts or prohibits visitor photography for a variety of reasons, including copyright laws and the cultural sensitivity of objects. The Museum may select to prohibit photography in entire galleries or for specific objects for the duration of a traveling exhibit. Galleries will be posted with this information. Programs and Special Events Speakers and/or performers, working in cooperation and consultation with Museum staff, determine whether photography or videotaping of talks or performances are allowed. If not permissible, signage will be posted. Refusal to Follow Museum Guidelines and Conditions If an individual does not comply with the conditions stated in this policy, the Museum reserves the right to request that the person leave the premises without refund. The Museum also 59 | P a g e Oshkosh Public Museum Collections Management Policy reserves the right to disallow group photography if it may interfere with the enjoyment and experience of other visitors. Copyright and Credit Line Photographers own all copyrights to the image and/or recording they create unless otherwise agreed upon in writing with the Museum. However, the Museum does request that photographers identify the Museum as Oshkosh Public Museum, Oshkosh, Wisconsin. Disclaimer: With respect to any photographs taken at the Museum, the Museum makes no representations or warranties concerning the subject matter of such photographs. The photographer has the sole responsibility of obtaining necessary releases or legal permission. Approved by the Oshkosh Public Museum Board on June 3, 2010 Amended by the Oshkosh Public Museum Board on February 3, 2011 Amended and approved by the Oshkosh Public Museum Board on July 13th, 2017 60 | P a g e Oshkosh Public Museum Collections Management Policy Oshkosh Public Museum Photographic Duplication & Use Fees All digital images are for personal use only and may not be reproduced without paying the required fees in advance and requesting and obtaining a written Letter of Permission from the Museum. Appropriate staff must be notified of payment method to confirm transaction completion. Fees are payable by check to: Oshkosh Public Museum, 1331 Algoma Boulevard, Oshkosh, WI 54901 or credit card payment may be facilitated through Museum Store at 920- 236-5799. After payment confirmation, normal delivery time is within two weeks. Shipping and handling fee is a minimum of $5.00. Fees will be charged for each image used. These fees are separate from, and in addition to, photographic duplication charges. All use fees are for one-time usage only and does not include permission for second editions or updated versions. Second editions, reprints, updated versions must apply for permission to reuse images, pay all fees, and obtain written permission from the Museum. No additional fees are required for printing in multiple languages of the first edition and must be counted in the circulation costs. This must be specified when seeking permission. All responsibility for questions of copyright is assumed by the user. A copy of any publication, video, or computer software using images from the Museum's collections shall be donated to the Museum. Credit line must read: Courtesy of the Oshkosh Public Museum, Oshkosh, WI. All rights reserved. 61 | P a g e Oshkosh Public Museum Collections Management Policy * Non-profit is identified as a unit of government or a 501-c-3 organization. All uses of Museum images by a non-profit entity must be non-commercial use, not intended to generate revenue or income and require the written permission of the Oshkosh Public Museum. ~Approved by Museum Board on March 7, 2013. ** School use of Photographs: Students or staff within the Oshkosh Area School District, including private, parochial and home schools, working on class or school projects or associated educational research will not be charged fees for the use of Museum photographs. This must be non-commercial use, not intended to generate revenue or income, and not for public dissemination beyond that of the Oshkosh Area School district class, program, or contest with which the report or project is associated. Museum images cannot be loaned to a third party for their use. Museum resources shall be credited in this manner: Courtesy of the Oshkosh Public Museum, Oshkosh, WI. All rights reserved. ~Approved by the Museum Board October 2, 2014 62 | P a g e Oshkosh Public Museum Collections Management Policy Oshkosh Public Museum Letter of Indemnification In consideration of the Oshkosh Public Museum making such material available to us, for those purposes, it is understood and agreed that: 1. The materials and/or copies are furnished without representation or warranty as to any rights therein and the use thereof shall be entirely at our own risk. 2. I agree to pay the standard charges for any services which you may furnish us. 3. I hereby agree to defend and indemnify and save and hold you, the Oshkosh Public Museum, its agencies, their officers, and/or their employees or designates harmless from and against any and all liability, including costs and expenses, based on the violation of rights of ownership, infringement of copyright, or invasion of the rights of privacy, or laws of libel, resulting from our use of such materials or copies furnished pursuant hereto. 4. I will not use or authorize others to use the material or copies furnished us, for any purpose whatsoever, including all forms of publication, except as specifically provided in this agreement, without first obtaining the written consent of the Oshkosh Public Museum. 5. I agree to use the photograph provided without significantly altering the image through conventional or electronic means. Altering or manipulating the image beyond standard cropping and resizing requires further discussion with Museum Staff. 6. I will supply the following credit line when reproducing materials: Courtesy of the Oshkosh Public Museum, Oshkosh, Wisconsin. All reproductions must reference appropriate object identification numbers. 7. I am authorized to enter into this agreement on behalf of the organization named below and enter into this agreement on behalf of that organization and personally. 8. I further agree to adhere to the following specific restrictions: __________________________________________________________________________________________________ __________________________________________________________________________________________________ Please complete the following (print or type): Name: ________________________________________ Title:__________________________________________ Organization:_________________________________________________________________________________ Address:_______________________________________________________________________________________ 63 | P a g e Oshkosh Public Museum Collections Management Policy City:_____________________________________ State:_______________ Zip:__________________________ Phone:___________________________ Email:____________________________ Fax:______________________ Signature:_____________________________________________________ Date:_____________________ 64 | P a g e Oshkosh Public Museum Collections Management Policy 65 | P a g e Oshkosh Public Museum Collections Management Policy 66 | P a g e Oshkosh Public Museum Collections Management Policy 67 | P a g e Oshkosh Public Museum Collections Management Policy APPENDIX H 68 | P a g e Oshkosh Public Museum Collections Management Policy OSHKOSH PUBLIC MUSEUM INTEGRATED PEST MANAGEMENT POLICY The Oshkosh Public Museum (OPM) adheres to the principles and practices of Integrated Pest Management (IPM) to prevent or control pests, as appropriate, in the museum environment. This is in direct support of OPM’s mission to “identify, collect, document, preserve and interpret material culture, ideas and values representing Oshkosh and the Lake Winnebago Region,” as well as in support of the Collections Management Policy (CMP). Goals and Objectives Insects, spiders, and rodents directly and indirectly pose a threat, through biological degradation, to museum collections. The IPM program at OPM focuses on correcting conditions that encourage pests by reducing the amount of food, water and harborage that they need to thrive. Practices such as sanitation, monitoring, education and excluding pests through structural repairs are implemented to control pests and to reduce or eliminate the use of pesticides in the museum. The IPM program at OPM is designed to manage and reduce the risk to the collection and to provide a safe environment for both visitors and staff. Procedure IPM is a risk management program that focuses on prevention and employs a combination of pest management strategies to reduce the risk of pests and related damage. The material knowledge of the collections staff will be used to manage and reduce the risk of damage to the collection from pests and any resulting interventions in control of pests. The Registrar functions as IPM program manager and provides IPM services to all collection containing areas within the museum and to any adjoining areas that pose an increased threat to collection areas (e.g. the carriage house workshop, staff offices, or museum shop). The Registrar will work with and advise various other staff and volunteers of their responsibilities in support of the program. The Maintenance Person and Custodian act as point persons for pest management in areas not containing collections and for the exterior of the building, and will work collaboratively with the Registrar. The Registrar will keep up to date with IPM best practices by attending relevant trainings or workshops, and accessing online materials, such as those found on www.museumpests.net, a website created by the Integrated Pest Management Working Group. Responsibilities 1. Office and Work Areas: All staff members and volunteers are responsible for maintaining individual work areas in such a way so as not to contribute an increased pest risk to the museum environment. Food consumption in office and work areas should be minimized, with food requiring appropriate storage and clean up by the responsible individual. Trash cans are placed in designated food spaces such as the Staff Kitchen, and are emptied on a regular basis. Each staff member is responsible for cleaning up the kitchen space after use - even small crumbs on the counter tops, sinks, and floors are capable of drawing pests. Office and work areas should be kept free of dust, debris and 69 | P a g e Oshkosh Public Museum Collections Management Policy clutter. The custodial staff should maintain a regular schedule for cleaning office and work areas. Every staff member should insure that his or her office or work area is cleaned on a regular basis. As live plant material, cut or potted, may pose pest-related risks, responsible use of these materials in office and work areas is essential. Plants and flowers should ideally come from a florist, should be inspected for pests, kept in appropriate containers, and disposed of in the same manner as food waste. A staff member who brings plant material to their office must report it to the Registrar, who will inspect it. All staff members are responsible for reporting pest sightings in both collections and non-collections areas directly to the Registrar, as well Maintenance staff. The pest should be captured if possible and the registrar will record the sighting. 2. Collections Storage: Collections staff who have access to collections storage, such as the Carriage House and Armory, are responsible for assuring that proper housekeeping measures are in place. As even dust is capable of providing adequate support for some types of pest, appropriate housekeeping is a major part of maintaining an environment that is a deterrent to pest activity. Food and drink are not permitted in collections storage. All materials stored at the Armory should be inspected for pests prior to bringing them into the museum. All new acquisitions and loaned collections materials should be inspected for pests before bringing them into collections storage. 3. Galleries: All museum staff members and volunteers are responsible for reporting pest problems in the galleries. Food, drink, and live or cut plants are only permitted during approved special events or programs, and only in designated areas. Live or cut plants used for decorative purposes during events must come from a professional florist. The designated special event areas at OPM are: the Lecture Room, the Lobby, and the Library. Authorization to serve food or drinks into spaces other than the designated special event areas within the museum must be obtained from the Director. Food and drink in exhibition galleries containing borrowed objects is always prohibited. At approved special events, the staff member in charge will be responsible for minimizing pest-related risks associated with the introduction of food, drink, or plant materials into the museum. These responsibilities include: notifying the Registrar that an event where food and drink will be served has been scheduled, supervising event staff and contracted workers (e.g.: caterers, decorators and florists) and making appropriate housekeeping arrangements for cleanup. 4. Museum Shop and Storage: Staff who are responsible for incoming shop goods and supplies, are also responsible for assuring that the materials are brought in free of pest risk. The Collections Manager or Registrar should be consulted if questionable materials are encountered. Museum shop storage areas should be kept free of dust, debris and clutter. Unneeded packaging materials should be promptly discarded. 5. General Operations and Facilities: The Maintenance and Custodial staff are responsible for pest management in non-collection containing areas at OPM. Pest sightings in non- collection containing spaces should be reported to the Maintenance staff person and Registrar. The Maintenance staff person is responsible for maintaining a log of pest 70 | P a g e Oshkosh Public Museum Collections Management Policy sightings in non-collection containing areas of the building. The Registrar will work with and advise the Maintenance staff when improvements or structural modifications to the building and landscape are necessary to minimize pest risk within the collection- containing areas of the museum. Prevention Parameters for prevention include monitoring to determine biological activity, maintenance of the building structure, treatment actions necessary to modify conditions that permit pest access and survival, and actions taken once an infestation is discovered. 1. Monitoring: The Registrar monitors pest activity within the collections-containing areas of the building by interviewing staff responsible for maintaining specific areas and assessing these spaces using sticky traps. A baseline of information is gathered from the interview and from the placement of sticky traps throughout a space. Sticky traps are periodically examined and field data is recorded on a form. The scheduling and frequency of future monitoring will be based upon initial findings, and adjusted as necessary to each situation. New base-line readings should take place following the renovation of a space as new materials, etc. can create variables that may support new insect populations. A proper sticky trap program includes: • numbering and dating of each individual trap • placing of traps in critical areas, around perimeter walls, near doors and water sources, etc. • recording resulting data on appropriate form: trap number, date placed, date inspected, and insects found • retaining forms in a useable manner and basing future resources upon results of base- line findings • replacing traps at appropriate intervals In addition, environmental monitoring provides climate condition information that may shed light on reasons a pest community is surviving, and the Registrar is responsible for monitoring the museum and storage environments regularly. 2. Communicating Pest Problems: All staff should be aware of the threat to the collection posed by pests. All staff are relied upon for communicating pest problems in collection- containing spaces by directly informing the Registrar, who will record all pest sightings in a log. The log provides a record of the insect activities within collection areas and adjacent spaces. 3. Maintenance: The building structure is a physical barrier to insect life. All pests require food, water and shelter, and as the museum environment is capable of providing all 71 | P a g e Oshkosh Public Museum Collections Management Policy three, it is necessary to reduce pest access into the museum from the outdoors. To accomplish this, all gaps in the physical structure should be closed in an appropriate manner. In addition, management of the landscape surrounding the exterior of the buildings will help reduce adjacent insect populations. Inside the building, pest movement from one area to another can be reduced by installing door sweeps and caulking cracks and crevasses. These measures also serve to deny pests harborage and minimize dust accumulation. Many pests are attracted by moisture. Therefore, proper maintenance of the plumbing and drainage systems in the building is very important. Leaks or large spills of water should be reported to the Maintenance staff person and Registar. 4. Good Housekeeping: Pests require only small amounts of water and food, therefore, both must be restricted as much as reasonably possible. Dust and clutter should be reduced as it provides harborage and obstructs monitoring. Unneeded packaging materials should be promptly discarded. (See Responsibilities section for details) 5. Food Usage: food use in permitted spaces for Special Events or the Kitchen is discussed above. All staff must understand the importance of responsible food use within the museum. Parameters for Handling Active Pest Problems In a Collections Item or a Collections Area When a possible pest problem is found the following steps are taken: 1. Isolating the object or area: When an active pest problem is possible, all priority is given to isolating the object or area to prevent possible infestation of additional material. a. Small objects should be placed in appropriately sized polyethylene bags, always maintaining a complete seal. The object should be placed on a clean, white support of stiff board to enable sighting of frass or other evidence of pest activity. A dated “sticky-trap” should be placed in a location inside the bag that does not pose a threat to the object. For example, an object containing fur should be placed an appropriate distance from the sticky trap to prevent contact with the fur. b. Larger objects may require custom-made polyethylene enclosures to adequately isolate possible infestation. As above, a clean, white support should be placed under the object, and a dated sticky-trap placed inside at a safe location. c. An area with an infestation should be cleared of objects or other materials and the area should be inspected to try to find the source of the infestation. A sticky trap should be placed in the area. 2. Identification of the problem: Once a problem is found the pest must be identified to determine the appropriate path of activity. 3. Extent of infestation: Based upon the habits of the identified pest, the region immediately surrounding the infested object or area should be carefully inspected to determine if additional infestation is present. Findings should be documented in the pest log. If no evidence of spread of infestation is found, the area should be monitored with 72 | P a g e Oshkosh Public Museum Collections Management Policy sticky traps and checked appropriately. If evidence of additional infestation is found, collection objects should be isolated as above, areas thoroughly cleaned, and any non- collection material with infestation removed promptly and appropriately. 4. Determine the source of the infestation: If the source is from infested material brought in from the outside, it may be necessary to reevaluate and modify policies and procedures that have permitted the occurrence. If the problem is one of facilities structure, appropriate modifications or repairs should be made. 5. Treating the Problem of Infested Collection Objects: (the following is based upon the National Park Service Museum Handbook, Part I). a. Identify the pest and the stage in its development that is found on the materials. b. Identify the media of the infested material (e.g., what is the material composition of the object/specimen?). c. Based on an understanding of the biology of the pest, its life stage when found, and the material of the object, answer the following questions: i. can the infested material be disinfested through removing the pest? ii. Are eggs present? iii. what is the least damaging approach to treatment? d. Treatment decisions must incorporate the identification of the pest, the infested materials, and the condition of the object. Treatment options range from simple cleaning to fumigation/anoxia. Fumigation of objects, when safe for materials comprising that object, would be undertaken by a certified independent contractor. The more recently developed option of “anoxia” provides a treatment path that can be more safely applied to diverse collection materials. e. All treatment must be documented in the Pest Log and in Past Perfect (for an affected object). After treatment, objects should be cleaned, if appropriate, and all evidence of infestation should be documented and removed. Records of the infestation and treatment should be placed in the Object File and the Pest Log. f. Continue to evaluate as necessary to determine if treatment was effective. 6. Review established museum IPM Program to determine how it could be modified to prevent the problem in the future. 7. Documentation: A variety of forms and organizational systems are maintained by the IPM manager to document the IPM Program at OPM. The documentation includes: a. Pest Log – an excel spreadsheet updated when a pest is seen or found in a collections containing space or an area that poses threat to a collections containing space. Kept in the Registrar Folder in the I drive. b. Pest Management Files - place for storing IPM information, related correspondence, etc., placed in a chronological manner. Also includes chronological record of actions taken and any resulting effects when an active pest problems arises. 73 | P a g e Oshkosh Public Museum Collections Management Policy c. Sticky Trap Location List and Log- Binder to record the contents of traps during regular inspections. It is also updated whenever a new space is being monitored for a base-line reading of pest population. Oshkosh Public Museum: Code of Ethics 2020 Page 1 Oshkosh Public Museum Code of Ethics *Originally Adopted by the Oshkosh Public Museum Board of Directors May 7, 1998 Updated and approved by the Board of Directors April 5th, 2018 Introduction The mission of the Oshkosh Public Museum is grounded in the tradition of public service and is operated for the public good through a blend of City of Oshkosh tax levy funding, membership support, income, trust and private support. The Museum is a non-profit organized under Section 170 (c)(1) of the Internal Revenue Service Code. It holds collections and information as a benefit for those it was established to serve. Board members, staff, volunteers and interns are committed to the interests of these beneficiaries. For the Museum staff and Board members, loyalty to the mission and public is paramount, and must never be compromised. In subscribing to this code, the Museum assumes responsibility for the actions of board members, staff, volunteers, and interns in the performance of museum- related activities and duties. Mission The mission of the Oshkosh Public Museum is to “identify, collect, document, preserve, and interpret material culture, ideas, and values representing Oshkosh and the Lake Winnebago Region. The Museum will strive to promote and nurture an understanding and an appreciation of this valuable legacy through easily accessible, quality exhibitions, programs, publications and other educational experiences”. As the one of the oldest public museums in Wisconsin, the Museum has been entrusted with the documentation, preservation, care, management and exhibition of material representing the history and heritage of the City of Oshkosh and the surrounding Lake Winnebago region. The Museum is dedicated to its mission and recognizes that its value to the community is in direct proportion to the quality of service rendered and that intellectual and professional knowledge are not solely sufficient, but must be inspired by a high standard of ethical conduct and loyalty to the museum profession. Conflict of Interest Loyalty to the mission of the Museum is critical to effective operation. When and where conflicts of interest arise—actual, potential, or perceived, the duty of loyalty must never be compromised. No individual may use his or her position in the Museum for personal gain or benefit at the expense of the Museum, its mission, its reputation, and the public it serves. Any appearance of using the Museum as a vehicle for self-promotion or financial gain will not be tolerated. The Museum ensures that revenue-producing activities and activities that involve relations with external entities are compatible with City of Oshkosh policies, the Museum’s mission and support its public trust responsibilities. Oshkosh Public Museum: Code of Ethics 2020 Page 2 Governance The Museum is a department of the City of Oshkosh and is governed by a Board of Directors consisting of eleven members, nine of which are appointed by the Mayor of Oshkosh and approved by the Oshkosh Common Council. The Board of Directors brings together history advocates and community leaders and enlists them with the important role of stewarding the city’s rich history. Members of the Board understand and fulfill their responsibilities and act communally, not as individuals. The Board operates within the broader framework of the City of Oshkosh government and ensures:  The Museum remains focused on its mission.  It advocates on behalf of the Museum to advance it in all ways.  It acts and advises to protect and enhance the Museum’s collections and programs along with its physical, human, and financial resources.  That all these resources support the Museum’s mission, effectively serve all segments of society.  The respect regarding the diversity of the natural and cultural common wealth.  Through the Museum Director, staff understands and supports its mission and the Museum’s public trust responsibilities. Recognizing that Board members are often selected to serve because of a particular expertise, members will conduct their activities related to the Museum in such a way that no conflict of interest arises in regard to Museum policies and operations. Because the reputation of the Museum can be damaged, the appearance of such conflicts will also be avoided. Members will disclose any potential for conflict, and will abstain from discussing and voting on any related issue. Governance will promote the public good, rather than individual financial gain. The Board will:  Work to ensure the Museum’s collections and programs along with its physical, human, and financial resources are protected, maintained, and developed in support of the Museum’s mission.  Ensure that all Museum programs are responsive to and representative of the diverse interests of the community.  Maintain working and equitable relationships with Museum staff in which shared roles are recognized and separate responsibilities respected. Board/ Director Relations The Museum Director is responsible to the Museum Board for the collections within the Museum, the character of the service it renders, and the expenditure of the funds it receives. While the Board should trust the judgment of the Director and give consideration to recommendations, the Director must act to inspire the confidence of the Board through the effective administration of the Museum. A wide ranging and open communication should be maintained between the Board, its committees, and the Museum Director. A formal written accounting of the condition and activities of the museum should be made to the Museum Board at the regular monthly meetings. Board review and approval is required for policy changes not governed by City of Oshkosh policies. Oshkosh Public Museum: Code of Ethics 2020 Page 3 Recognizing that sound decision are based on a thorough understanding of issues, opportunities, and operations, the Museum Director will strive to regularly provide the Board with accurate, timely information. This flow of information promotes honest, informed discussion. In turn, Board members will make every effort to provide open and honest feedback in a timely manner, and bring issues forward with ample time to allow the Director to prepare. Any action requested from the Board should be thoroughly presented, and its impact or ramifications understood. The Board should earnestly endeavor to acquaint themselves with Museum matters as to fully bear their responsibilities as members, while remembering that their job is to set policy not make administrative decisions. Members of the Board should understand that a Board member has the ability to negatively affect the morale of the Museum through conversation with staff persons or the general public. It is incumbent on members to be discreet in dealings with staff or the public, avoiding topics which may be concerned with administrative matters. Individual Board members are requested to bring any matter involving administration directly to the attention of the Director or, if serious in nature, to the City Manager regarding the conduct of the Director. Any matter thought to require Board discussion or action should be placed on a meeting agenda in accordance with policy and the “Open Meetings Law.” Code of Ethics for Museum Staff Museums are recognized as institutions entrusted with the stewardship of cultural heritage. The career of the museum worker is essentially one of public service. Their conduct rests on a three- fold ethical basis:  Dedication to the institution they serve;  Willingness to execute the policies of the museum;  The greater interest of the museum and its public welfare. Among all employees, a family spirit of good will and friendliness should be present in regard to the rights of each other. Museum employees should be loyal to the Museum and to the cause it serves. Because employees are never wholly separable from the Museum, employees will not abuse their official positions or their contacts within the municipality or community, impair in any way the performance of their official duties, compete with, and bring discredit or embarrassment to the Museum or the museum profession in general. Staff must diligently avoid actual and potential conflicts of interest. While outside employment and consulting can benefit both the Museum and staff member, such activity must be undertaken with the fundamental premise that the employee’s primary responsibility is to the Oshkosh Public Museum. Any outside activity should not interfere with the staff member’s ability to fulfill this responsibility, nor compromise the professional integrity of the employee or the reputation of the Museum. Employees must act with complete transparency and disclose to the Director the facts concerning consulting arrangements that are in any way related to the functions that such employees performs on behalf of the Museum. Oshkosh Public Museum: Code of Ethics 2020 Page 4 Disclosure is not required for employees’ outside activities on behalf of voluntary community groups or other public service organizations, except for those organizations which are Museum- related, where the staff members could appear to be acting in their official capacity. Individuals should conduct themselves in such a manner that their outside activities do not adversely reflect the reputation and/or integrity of the Museum. Museum employees must not accept gifts, favors, loans, or other dispensations that are offered to them in connection with their duties for the institution. Meals, accommodation and travel expenses while on official museum business may be accepted if clearly in the interest of the Museum and if travel has been pre-approved by the Director and City. Volunteers/Interns OPM relies on a strong group of volunteers and interns to assist with its day to day operations. These individuals are involved in a wide range of activities and occasionally have access to information regarding operations. This is a privilege that, if abused, will lead to dismissal of the volunteer or intern. For that reason, volunteers and interns are strongly encouraged to abide by this code. Museum staff will be supportive of volunteers and interns, recognize them as fellow workers, and willingly provide appropriate training and opportunities for intellectual enrichment. Management Professionalism Members of the governing body must respect the professional expertise of the Museum staff. Collectively, staff is most familiar with the Museum, its assets and varying constituencies. As such, they should be heard by the governing body on matters affecting the well-being of the institution. Governance is structured so that the resolution of issues involving professional matters incorporates the opinions and professional judgments of relevant members of Museum staff. While responsibility for some decisions rests with the governing body, and staff is expected to abide by such decisions, no staff member can be required to reverse, alter or suppress his/her professional judgment in order to conform to a management decision. Personnel Practices and Equal Opportunity In all matters relating to staff, board selection, management practices, volunteer recruitment, collection usage, and services to the public, decisions will not be made on the basis of any discriminatory factors, including race, ethnicity, religion, gender, age, disability, or sexual orientation. This is in accordance with City of Oshkosh policy. Inter-Institutional Cooperation In its efforts to contribute to the preservation and access of the community’s cultural heritage, the Museum will encourage and seek opportunities for cooperative efforts with other community organizations. The Museum welcomes such efforts and activities if they are appropriately tied to its mission. Oshkosh Public Museum: Code of Ethics 2020 Page 5 Collections Management Stewardship of collections entails the highest public trust and carries with it the presumption of rightful ownership, permanence, care, documentation, accessibility, and responsible disposal. The distinctive character of museum ethics derives from the ownership, care, and use of the material culture representing the Lake Winnebago Region’s natural and cultural heritage. The Museum’s obligation to professionally care for and manage its collections is paramount. All activities relating to the collections will adhere to professionally accepted standards and will be clearly articulated in the Museum’s “Collections Management Policy”.  Collections will support its mission and public trust responsibilities;  Collections will be protected, secure, unencumbered, cared for and preserved;  Collections will be accounted for and documented;  Access to the collections and their documentation is permitted and regulated;  Collections-related activities promote the public good rather than individual financial gain. Acquisition/Deaccession/Loans Acquisition, deaccessioning and loan activities will be conducted in a transparent manner. Collection activities are conducted in a manner that respects the protection and preservation of natural and cultural heritage and discourages illicit trade or activities in such materials. The Museum exercises cultural sensitivity and fully acknowledges and adheres to all legal statutes with all collections based activities. The unique and special nature of human remains, funerary and sacred objects is accepted as the basis of all decisions concerning collections activities outlined above. While considering objects for acquisition, the Museum will determine the ownership of objects offered for sale or gift and refuse to acquire those obtained through illegal means. A release agreement (Deed of Gift) will be signed so that the Museum has legal ownership of all its collections. When considering deaccession of an object, the Museum will establish that it has the legal right to do so-that clear title has been established, and that the object is not restricted in any way. All proceeds from collections deaccessioned and disposed of through sale will be used for new acquisitions and/or direct care of collections. Because it presents a clear conflict of interest, the Museum will not permit any deaccessioned objects to be acquired by any Museum employee, officer, volunteer, member of its governing board. Acquisition, deaccession, and loan activities and guidelines are thoroughly presented in the Museum’s “Collection Management Policy”. The Museum should always give willingly and courteously, in so far as its rules and regulations will permit, any information regarding its finances, methods, and research, which may be asked of it by another museum or institution. A free exchange of ideas and facts between museums, their staffs, trustees or affiliates is highly desirable. Oshkosh Public Museum: Code of Ethics 2020 Page 6 Museum Staff and Board Collection Donations To avoid any actual, potential, or perceived conflicts of interest or violations of City policies and/or State statutes1, all Museum Staff collection donations will be reviewed and voted on by the Museum’s Collection’s Review Committee (CRC). If the staff donor is a voting member of the CRC, they will abstain from voting and discussion about the item unless answering questions the committee may have about the item and its history. For similar conflict of interest concerns, donations by Board members will also be reviewed and voted on by the CRC. Appraisals Staff will not make value appraisals on objects given or sold to the Museum. Parties that request such an appraisal should be advised to contact an independent professional appraiser. Personal Collecting If Museum staff or Board members engage in collecting activities, they should not compete with the Museum’s active collecting efforts. No Museum employee or Board member may use their Museum affiliation to promote their personal collecting activities. Commercial Use In developing replicas, reproductions, adaptations, or other commercial items based on collection objects, all aspects of the commercial venture will be carried out in a manner that will not discredit either the integrity of the Museum, damage the intrinsic value of the original object, and complies with copyright law. Care will be taken to identify such objects and to ensure the accuracy and high quality of their manufacture. Programs/Publications In fulfilling its mission, programs and publications will support the Museum’s mission, fulfill its responsibilities as a public trust and will be founded on sound scholarship marked by intellectual integrity. Programs and publications will respect pluralistic values, traditions and concerns while being accessible and encouraging participation of the widest possible audience consistent with the museum’s mission and resources. Revenue-producing activities and/or any activities that involve relationships with outside entities will be compatible with the Museum’s mission and support its public trust responsibilities. 1 City of Oshkosh Employee Handbook; Oshkosh Public Museum Collections Management Policy; Wisconsin Ethics Commission Mitigating Conflicting Interests: Private Interest Vs. Public Responsibility, WIS. STAT. § 19.59 Codes of ethics for local government officials, employees, and candidates.