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6.3 Smoky Hill Museum Ethics and Collections PoliciesCITY OF SALINA REQUEST FOR CITY COMMISSION ACTION DATE TIME 09/10/2007 4:00 P.M. AGENDA SECTION ORIGINATING DEPARTMENT: APPROVED FOR NO: 6 AGENDA: ARTS AND HUMANITIES DEPT. ITEM NO. 3 BY: BY: John Highkin Page 1 ITEM: Resolution No. 07-6433 Adopting the Smoky Hill Museum’s Ethics and Collections Policies. BACKGROUND: The Smoky Hill Museum (Museum) is in the process of completing its accreditation review. The Museum was originally accredited by the American Association of Museums (AAM) on July 7, 1997. Museums are required to complete additional reviews every ten years. Museum accreditation certifies that our institution has undergone the rigorous, professional examination established by the AAM Accreditation Commission. The Smoky Hill Museum is one of only 13 museums in the State of Kansas to receive accreditation. The Salina Art Center is also an accredited museum. The Smoky Hill Museum’s self-study is due to the AAM Accreditation Commission by September 11, 2007. Part of the Accreditation process is to complete a self-study which isdesigned to gather detailed information about all aspects of the Museum’s operations, mission, and goals to demonstrate that the Museum meets the eligibility criteria, the Characteristics of an Accreditable Museum, and the Accreditation Commission’s expectations. It involves reviewing and, if needed, revising all of the Museum’s policies. Two policies that hold a significant amount of weight with the Accreditation Commission are the Museum’s Code of Ethics and Collections Policy. Both policies are required, by the Accreditation Commission, to have the approval of the governing authority. (The AAM Accreditation Commission’s expectations and a revised Code of Ethics and Collections are attached for reference.) Upon review, it was determined that the Museum’s current Code of Ethics no longer met the expectations of an accreditable museum. Museum staff made substantial revisions to the Museum’s Code of Ethics, revisions which have gone before and have been approved by the Salina Arts and Humanities Commission (SAHC), and the Friends of the Smoky Hill Museum Board of Directors. The Museum also reviewed and made minor revisions to the Collection Policy such as adding references to the Museum’s Code of Ethics and giving the final authority on deaccessioning artifacts to the City Manager. CONFORMANCE WITH THE STRATEGIC PLAN: The Museum’s Code of Ethics and Collections Policy puts forth the institution’s ethical responsibilities as a museum and education entity. It ensures the Museum is a good steward of its resources and is committed to public accountability, transparency and access. This is in keeping with Goal #3 of the City’s Strategic Plan: The City will provide the highest quality of services, consistent with the governing body directions, available resources and staff commitment to quality. COMMISSION ACTION: Staff recommends the City Commission adopt Re solution No. 07-6433 adopting the Smoky Hill Museum’s Ethic and collections policies. éÕØüÚÚËØÙÔÉÜÉÔÎÏúÎÐÐÔÊÊÔÎÏjÊøÅÍØÚÉÜÉÔÎÏÊ λ¹¿®¼·²¹ ß² ײ­¬·¬«¬·±²¿´ ݱ¼» ±º Û¬¸·½­ ï ß°°®±ª»¼ Ü»½»³¾»® ïéô îððì Ûºº»½¬·ª» Ö¿²«¿®§ ïô îððë éÕØüÚÚËØÙÔÉÜÉÔÎÏúÎÐÐÔÊÊÔÎÏjÊØÅÍØÚÉÜÉÔÎÏÊ®»º´»½¬ ¬¸» »ª±´ª·²¹ ²¿¬«®» ±º ­¬¿²¼¿®¼­ ¿²¼ °®¿½¬·½»­ ·² ³«­»«³­ò Ü«®·²¹ ·¬­ ®»ª·»© ±º ±ª»® ïðð ·²­¬·¬«¬·±²­ ¿ §»¿®ô ¬¸» ݱ³³·­­·±² ¼·­½«­­»­ ¸±© ½«®®»²¬ °®¿½¬·½»­ ·² ³«­»«³­ ®»´¿¬» ¬± ¬¸» »¨·­¬·²¹ »´·¹·¾·´·¬§ ½®·¬»®·¿ ¿²¼ ݸ¿®¿½¬»®·­¬·½­ ±º ¿² ß½½®»¼·¬¿¾´» Ó«­»«³ò ̸»­» Û¨°»½¬¿¬·±²­ ­«°°±®¬ ¿²¼ »´¿¾±®¿¬» ±² ¬¸» ݸ¿®¿½¬»®·­¬·½­ ±º ¿² ß½½®»¼·¬¿¾´» Ó«­»«³ò л®·±¼·½¿´´§ô ¿º¬»® ¬¸±®±«¹¸ ¼»´·¾»®¿¬·±²ô ¬¸» ݱ³³·­­·±² ®»ª·­»­ ·¬­ »¨°»½¬¿¬·±²­ ¬± ­¬¿§ ½«®®»²¬ ©·¬¸ »ª±´ª·²¹ ­¬¿²¼¿®¼­ò ̸» ݱ³³·­­·±² º±½«­»­ ±² °®»­»²¬·²¹ ¼»­·®»¼ ±«¬½±³»­ ®¿¬¸»® ¬¸¿² ±² °®»­½®·¾·²¹ ³»¬¸±¼­ ¾§ ©¸·½¸ ¬¸»­» ±«¬½±³»­ ³«­¬ ¾» ¿½¸·»ª»¼ò æÕÜÉÜËØÉÕØüÚÚËØÙÔÉÜÉÔÎÏúÎÐÐÔÊÊÔÎÏjÊØÅÍ»½¬¿¬·±²­ ®»¹¿®¼·²¹ ¿² 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îðîòîèçòêëéè ©©©ò¿¿³ó«­ò±®¹ éÜÛÑØÎ×úÎÏÉØÏÉÊ Introduction iii Section 1: Stewardship Governance & Institutional Standing 1 Personnel 2 Physical Resources 3 Financial Resources 4 Section 2: Collections Collections Management 5 Acquiring Collections 5 Removing Collection 6 Care of Collections 7 Section 3: Services Development, Research & Education 8 Display & Exhibition 10 Museum Store and Commercial Activities 11 Section 4: Collaborations Respect to Communities Served 12 Origin of Collections 12 Section 5: Legal Legal Framework 13 Section 6: Professional Conduct Personal Conduct 13 Conflicts of Interest 15 Approval 18 Introduction As a public trust entity, the Smoky Hill Museum (Museum) makes a unique contribution by collecting, preserving, and interpreting the hist ory of the region. Members of the governing authority, supporting entities, employees and vo lunteers are committed to the interests of those the Museum was established to serve and must take affirmative steps to maintain their integrity so as to warrant public confidence. They must act not on ly legally but also ethically. As stated in the AAM Code of Ethics for Museums, loyalty to the mission of the museum and to the public it serves is the essence of museum work, whether volunteer or paid. 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 a museum for personal gain or to benefit another at the expense of the museum, its mission, its reputation and the society it serves. As in the AAM Code of Ethics for Museums, the guiding principle of this Code is the commitment to serving people, both present and future generations. Public service is paramount. This document is designed to en sure the Museum is a good steward of all resources and is committed to public accountability and transparency in its mission and operations. Salina Arts and Humanities Commissioners (SAHC), Friends of the Smoky Hill Museum Board of Directors (FAHM), employees and volunteers will sign a statement confirming that they have received a copy of th is Code of Ethics and unde rstand and subscribe to its principles. This edition of the Smoky Hill Museum Code of Ethics is a combination ofthe Smoky Hill Museum Staff and Volunteers Code of Ethics approved by the SAHC in April of 1996 and the Salina Arts and Humanities Institutional Code of Ethics approved by the SAHC and FSHM in May of 1997. In addition, other codes of ethics specific to the museum field and disciplines were utilized and specific points were incorporated into this Code of Ethics including: 1. International Council of Museums 1 Code of Ethics (2004) 2. American Association of Museums (AAM) Code of Ethics for Museums (2000) 3. American Association of State and Local History Statement of Professional Standards and Ethics (2002) 4. AAM – Curators Committee Curators Code of Ethics (1996) 5. AAM – Registrars Committee Code of Ethics for Registrars (1984) 6. AAM Guidelines on Exhibiting Borrowed Objects (2000) 7. Museum Store Association Code of Ethics (2000) 8. American Histori cal Association Standards for Museum Exhibits Dealing with Historical Subjects (1997) 9. American Histori cal Association Statement on Standards of Professional Conduct (2005) 1.The Smoky Hill Museum is committe d to being a steward for the tangible and intangible natural and cultural heritage of the Smoky Hills Region. Guiding Principal Museums are responsible for the tangible and intangible natural and cultural heritage. Governing bodies and those c oncerned with the strategic direction and oversight of museums have a prim ary responsibility to protect and promote this heritage as well as th e human, physical and financial resources 1 made available for that purpose. GOVERNANCE AND INSTITUTIONAL STANDING Governing Authority 1.1 The Museum is a division of the Salin a Arts and Humanities Department, an agency of the City of Salin a (City). The City is gove rned by an elected City Commission which appoints a City Manager to serve as the City’s Chief Executive and Administrative Office r. The City Manager supe rvises and directs the administration of all City departments and is responsible for the appointment and removal of all City employees. A vo lunteer board authorized and appointed by the City Commission and known as the Salina Arts and Humanities Commission (SAHC) advises the City Commi ssion on arts and humanities policy matters and acts as an advocate for the cultural development of Salina. 1.2 Responsibilities The primary responsibility for governance, institutional policies, financial stability, and legal accountability of the Museum rests with the governing 3 authority. Operational responsibility rests with the staff. 1.3 Policy Subject to the approval and adoption by the City Commission after recommendation by the City Manager, SAHC establishes policy guidelines for the Museum. At all levels of governance, members of the governing authority consent to clear articulation of policies and practice prudent oversight to ensure that no policies or activities reflect unfavorably upon the Museum or jeopardize the non-profit status of an y supporting entity. When applicable, professional museum standards and practices inform and guide policy making. 1.4 Supporting Entities According to the Articles of Incorporation, the Friends of the Smoky Hill Museum, Inc. (FSHM) was formed to promote and su pport the activities carried on by the Smoky Hill Museum. 1.5 Public Trust Responsibilities The governing authority ensures that all th ose who work for or on behalf of the Museum understand and support its mission and public trust responsibilities, are loyal to the purpose of the Museum and understand and fulfill their trusteeship 2 by acting corporately, not as individuals. All actions should be taken as a commission, committee, or subcommittee, or otherwise in conformance with the bylaws or applicable resolutions. They should maintain Museum information in confidence when it concerns the administration or activities of the institution and when it is not generally available to the public. This does not preclude public 1 disclosure of information that is properly in the public domain, or information that should be released in fulfilling the Museum’s accountability to the public. PERSONNEL 1.6 Employment Policy To the extent this code of ethics speaks to issues also addressed by the City of Salina Personnel Manual, the Personnel Manual shall be the controlling document and no provisions of this code of ethi cs shall be interpreted or applied in a manner inconsistent with the Personnel Manual. 1.7 Appointment of the Executive Director of the Arts and Humanities Department The City Manager shall appoint an Executive Director of Arts and Humanities, who shall serve as department head fo r the Arts and Humanities Department and administrative support staff for SAHC. The Executive Director of Arts and Humanities shall be directly responsible to the City Manager. 1.8 Appointment of the Museum Director The Museum Director shall be directly re sponsible to the Executive Director of Arts and Humanities. As a di vision head, the Museum Di rector is responsible for overseeing the Museum staff and it s day-to-day operations. The Museum Director represents the Museum public ly within the bounds of determined policies and shall advise SAHC on administration of Museum policy and matters of concern to SAHC. The Museum Director is authorized to maintain liaisons with other agencies and City departments. 1.9 Board, Staff, and Volunteer Relations Museum staff has been employed because of their special knowledge or ability in some aspect of museum activities. At all times the working relationships among SAHC Commissioners, FSHM Directors, employees and volunteers are based on equity and mutual respect, where shared roles are recognized and separate 2 responsibilities are respected. The resolution of issues involving professional matters shall incorporate the opinions and professional ju dgment of relevant members of the staff. Responsibility for the final decisions rests with the governing authority for City-related de cisions or FSHM Di rectors for FSHM related-decisions. 1.10 Effective Communication The governing authority and management affirm their commitment to maintaining candid, open communication among staff, volunteers, and the general public. Such an on-going process is vital to a healthy, progressive, and trusting attitude within the Museum and the community. 1.11 Training of Personnel Adequate opportunities for the continuing educational and professional development of all Museum personnel shall be arranged to maintain an effective 1 workforce. 1.12 Ethical Conflict The governing authority affirms that personal integrity characterized by honesty, compassion, fairness, and confidentiality is the basis for day-to-day conduct. The 2 highest ethical standards are required not only of the governing authority but of all management, employees, colleagues, and volunteers. At no time should the members of the governing authority require that Museum personnel act in a way that could be considered a conflict with the provisions of 1 this Code of Ethics, or any national law or specialist code of ethics. When SAHC Commissioners or FSHM Directors seek sta ff assistance for personal needs they should not expect that such help will be rendered to an extent greater than that available to members of the general public in similar circumstances or with similar needs. In additi on, SAHC Commissioners or FS HM Directors should not give direction to, solicit administrative information from, or otherwise deal with staff or volunteers in a manner or to an extent different from that which would be expected from a member of the gene ral public under similar circumstances. In general, direct comments, concerns, complaints, directions, and observations about staff performance and the policies and operations of the Museum should be directed to the Executive Director of the Arts and Humanities Department or the Museum Director. FINANCIAL RESOURCES 1.13 Insurance The governing authority shall ensure ad equate insurance coverage for Museum collections and include objects on loan and other items that are the responsibility 1 of the Museum. 1.14 Income-Generating Policy Written policies regarding the sources of income generated through activities or 1 accepted from outside sources shall be developed and maintained. Regardless of the funding source, the Museum will maintain control of the content and integrity of its programs, exhibitions, and activities. Income-generating activities 1 should not compromise the standards of the Museum or its public trust. SAHC Commissioners, FSHM Di rectors, staff, and volunteers involved in raising monies or soliciting other contributions or gifts-in-kind on behalf of the Museum must do so with honesty as to the need for such contributions and must use donations only for the donor's intended purposes. Gifts should be solicited without the promise of opport unities or advantages not offered to all donors by previously-defined guidelines. SAHC Commissioners, FSHM Directors, staff, and volunteers should hold confidential and leave intact all lists, records, and documents acquired in connection with their fundraising efforts on behalf of the Museum. 2.The Smoky Hill Museum holds its collect ions in trust for the benefit of 1 society and its development. Guiding Principal Museums have the duty to acquire, preserve, and promote their collections as a contribution to safeguarding the natur al, scientific, and cultural heritage. Their collections are a significant public inheritance, have a special position in law and are protected by international legislation. Inherent in this public 3 trust is the notion of stewardshi p that includes rightful ownership, 1 permanence, documentation, accessibility, and responsible disposal. COLLECTIONS MANAGEMENT 2.1 Collections Policy The governing authority shall adopt a written collections policy for the management of Museum collections in accordance with pr ofessional museum standards and practices. Such policy shall delineate the circumstances and methods by which materials shall be a ccessioned into and deaccessioned from the collections, establish policies on loans and state the principles governing access to the collections. It shall also describe conditions under which artifacts may be placed in the temporary custody of, or removal from the Museum; policies for inventorying, maintenance, conservation, records management, insurance, security, and disaster manage ment of the collections; and ethical conduct of the staff and volunteers. The policy shall clarify the position of any 1 material that will not be cata logued, conserved, or exhibited. It is incumbent upon Museum staff to review and understand the policy and procedures when carrying out their job responsibilities. 2.2 Legal Responsibility Every effort must be made to ensure th at any object offered for purchase, gift, loan, bequest, or exchange has not b een illegally obtained. In addition, acquisition, disposal, and loan activities shall be conducted in a manner that respects the protection and preservation of natural and cultural resources and 1 discourages illicit trade in such materials. ACQUIRING COLLECTIONS 2.3 Valid Title and Provenance No object shall be acquired by purchase, gift, loan, bequest, or exchange unless 1 a valid title is held. Competing claims of ownershi p that may be asserted in connections with objects in the Museum’s custody shall be handled openly, 2 seriously, responsively, and with respect for the dignity of all parties involved. Through due diligence, the provenance of the object should be established so to 1 present as complete a history for the object as possible. 2.4 Mission Related The Smoky Hill Museum must ensure that the collections in its custody support its mission. 2.5 Culturally-Sensitive Material Collections of human remains and materi al of sacred significance shall be acquired only if they can be housed securely and cared for respectfully. This must be accomplished in a manner consis tent with professi onal standards and the interests and beliefs of members of the community, ethnic, or religious 1 groups from which the objects originated, when known. 2.6 Public Trust Stewardship of collections entails the highest public trust and carries with it the presumption of rightful ownership, permanence, care documentation, and accessibility. The Museum must ensure th at the collections in its custody are 2 protected, secured, unencumber ed, cared for, and preserved. The Museum 4 must weigh carefully the interests of the public for which it holds the collection in trust, the donor’s intent in the broadest sense, the interests of the scholarly and the cultural community, and the institution’s own financial well being. 2.7 Acquisitions with Restrictions When mandatory restrictions accompan y the acquisition, these must be observed unless it can be cl early shown that adherence to such restrictions is impossible or substantially detrimental to the institution. A museum can only be relieved from such restrictions by an appropriate legal procedure. When special requests or instructions accompany the acquisition, they must be carefully considered and consultation with the donor or his/her heirs shall be attempted. All special requests, restrictions, or instructions will be clearly described in an instrument of conveyance. 2.8 Appraisals Donations are tax-deductible to the extent of the law; however, the Museum cannot appraise items for a private owner. Donors, therefore, are expected to get independent appraisals for the objects they are donating. The Museum shall maintain a list of appraisers but sh all not provide an endorsement. The exceptions to this principle are appraisals for internal use (e.g., insurance evaluations for loans) of the Museum, or, with written permission of the Museum 4 Director, for other non-profit or ganizations for similar purposes. Any such appraisal must represent an honest an d objective judgment and must indicate how the judgment was reached. The Museum shall avoid any action that might appear to be an effort to assist the do nor in securing an improper income tax deduction. 2.9 Acquisitions from Dealers As a general rule, acceptance of an artifact from a dealer should be accompanied by documentation (signed by a staff member stating the circumstances of the gift) for review by the Collections Committee and the Museum Director, as appropriate. REMOVING COLLECTIONS 2.10 Powers of Disposal The governing authority bears final respon sibility for the coll ections, including the disposal process, but the governing authority should act in conjunction with 1, 4 the Museum Director and Curator of Collections. Only for clear and compelling reasons should an object be disposed of against the advice of the Museum’s professional staff. At no time will items from collections be disposed of in order to provide financial support for operations, facilities maintenance, or any reason other than preservation or acquisitio n of collections, as defined by the Collections Policy. The curatorial and administrative staff, together with their technical associates, are best qualified to assess the pertinence of an object to the collection or the Museum’s programs. The procedure for disposal shall be on the recommendation of the Collection s Committee to the Museum Director. Artifacts belonging in the permanent coll ection must also re ceive approval for disposal from the City Manager. 2.11 Deaccessioning from Museum Collections Artifacts in the collections should be retained permanently so long as they continue to be relevant and useful to the mission of the Museum and so long as they can be stored, preserved, and used properly. Deaccessioning may be 5 considered when these conditions no longer prevail. The removal of an object from the Museum’s collections must only be undertaken with a full understanding of the significance of the item, its character, legal standing, and any loss of public trust that might result from such action. Deaccessioning, when undertaken, shall be done in the most open and ethical manner possible. 2.12 Disposal of Objects Re moved from the Collections Disposal of objects removed from the co llections shall follow the procedures set forth in the Collections Policy. Under no circumstances shall ownership of deaccessioned material be transferred to or for the benefit of any employee, volunteer, immediate family member of an employee of the museum, FSHM Director, or SAHC Commission er except when the object and its source have been advertised, its full history made available, and it is sold at public auction or otherwise clearly offered for sale in the public marketplace. Any such acquisitions must also be subjected to a formal disclosure procedure by the individual to the Museum. 2.13 Income from Disposal of Collections The Museum’s collections are held in public trust and may not be treated as a 1 resalable asset. Money or compensation received from the deaccessioning and disposal of objects from the collections sh all be used solely for the benefit of the 2, 4 collections as specified in the Collections Policy. CARE OF COLLECTIONS 2.14 Collection Continuity The Museum shall establish and apply policies to ensure that its collections and associated information, properly recorded, are available for current use and will be passed on to future generations in as good and safe a condition as 1 practicable, having regard to current knowledge and resources. 2.15 Delegation of Collection Responsibility The Museum’s Collection Policy shall establish and assign professional responsibilities involving the care of the collections to persons with appropriate 1 knowledge and skill and who are adequately supervised. 2.16 Documentation of Collections Each object is an integral part of a cultural or historical composite which also includes a body of information about the object. That information establishes proper place and importance and without it the value of the object is diminished. The maintenance of this information in orderly and retrievable form according to accepted professional standards is critic al to the collection and is a central obligation of those charged with collection management. 2.17 Physical Care and Access of Collections Although the public must have reasonable access to the collections on a nondiscriminatory basis, the Museum assumes a prim ary responsibility to safeguarding of collections and theref ore may regulate access to them. The physical care of the collection and its accessibility must be in keeping with professionally-accepted standards. Fa iling this, SAHC Co mmissioners, FSHM Directors, and City management are ethica lly obliged either to effect correction of the deficiency or to dispose of the collection, pref erably to another comparable institution. 6 2.18 Security of Collections and Associated Data The Museum will exercise control to av oid disclosing personal donor information and other confidential matters when collections data is made available to the 1 public. 2.19 Personal Use of Museum Collections Museum personnel, the governing authority, their families, close associates, or others shall not be permitted to ex propriate items from the Museum’s 1 collections, even temporarily, for any personal use. 3.The Smoky Hill Museum provides oppo rtunities for the appreciation, 1 understanding, and management of the natural and cultural heritage. Guiding Principal Museums have an important duty to develop their educational role and attract wider audiences from the community, locality, or group they serve. Interaction with the constituent community and promotion of their heritage is 1 an integral part of the educational role of the museum. DEVELOPMENT, RESEARCH, AND EDUCATION 3.1 Research All research done on behalf of the Muse um shall relate to the Museum’s mission 1 and conform to legal, ethica l, and academic practices. Research must be accomplished in a manner consistent with professional standards and take into 1 account the interests and beliefs of the community, ethnic or religious groups. The integrity of the historical record should be honored. At no time should any 9 evidence be fabricated. In addition, all research, whether for public or professional use, shall clearly cite all sources used, including objects. No matter what the context, the best professional practice is to be explicit, thorough, and generous in acknowledging 9 the work of others when used. 3.2 Truth in Presentation It is the responsibility of the governing authority, staff, and volunteers to use Museum collections for the creation and dissemination of knowledge. Intellectual honesty and objectivity in th e presentation of objects or information, whether in 9 exhibits or written format, is the duty of all associated with the Museum. The point where sound professional judgment ends and personal bias begins must be 9 clearly understood. The content of any pres entation, whether through exhibitions, displays, programs, activities, or publications, shall be the product of objective judgment and does not perpetua te myths or stereotypes. The honest and meaningful view of any subject must be presented with candor and tact and 2 Sensitive respect cultural diversity, pluralistic values, traditions, and concerns. areas such as ethnic and social history are of most critical concern. 3.3 Interpretive Activities 7 All displays, exhibits, programs, specia l activities, publications, interactive experiences, etc. shall be in accordance with the stated mi ssion, policies, and purpose of the Museum. They should al so be responsive to the concerns, interests and needs of the people of Salina, Saline County, and the Smoky Hill Region. At no time will the quality of the proper care and conservation of 1 collections be compromised. The Museum, and all those associated with it, shall respect and welcome divergent points of view and subject all views to critical scrutiny. The public should be able to see that history is a changing process of interpretation and reinterpretation formed through gathering and revi ewing evidence, drawing 8,9 conclusions and presenting the conclusions in text or exhibit format. Presentations should address the divers ity of human experience, recognizing that historical accuracy requires atte ntion both to individual and cultural similarities and differences and to the larg er global and historical context within 9 which societies have evolved. 3.4 Retention of Rights Any and all materials or items developed, written, designed, drawn, painted, constructed, or installed by staff while carrying out their re sponsibilities as employees of the Museum, are considered to be the property of the Museum with the Museum having the rights to all said property. The Museum's ownership of such intellectual property which was created while an individual was an employee of the Museum continues af ter (s)he leaves the Museum for any reason, including retirement. The Museum has the right to copyright or patent all such materials produced by its staff while carrying out their job responsibilities as employees of the Museum when it d eems appropriate to do so. Ownership of copyright for works done on the staf f member’s own time remains his/her possession, but such work must satisfy the outside employme nt guidelines (see section 6.14). The Museum is entitled to receive any and all fees, royalties or honoraria earned in conjunction with any and all materials or items produced by staff while carrying out their job responsibilities as employees of the Museum. 3.5 Duplication of Materials Museum staff may not duplicate materials developed for the Museum by them or by any other staff or contractor to the Museum for the purposes of personal profit. This includes artwork, written materials, graphics, three dimensional design, electronic or mechanical design, audiovisuals or computer software. 3.6 Shared Expertise Museum personnel are obligated to share their knowledge and experience with colleagues, scholars, and students in re levant fields. They should respect and acknowledge those from whom they ha ve learned and should pass on such 1 advancements in techniques and experien ce that may be of benefit to others. Individual staff should not accept an y fees, royalties, honoraria or other payments for any materials or items th at (s)he developed, wrote, designed, drew, painted, constructed, or installed, either alone or with other staff, while carrying out their job responsibilities as employees of the Museum. DISPLAY & EXHIBITION 8 3.7 Access Interpretive activities shall be accessi ble, nondiscriminat ory, and encourage participation of the widest possible audience consistent with the Museum’s 2 mission and resources. 3.8 Display of Borrowed Objects Objects borrowed for display and exhibi t purposes shall be examined to determine if there is a potential conflict of interest, or an appearance of a conflict, in the relationship of the lend er to the Museum (e.g. a board member, staff member or donor). At all times, the Museum shall maintain full decision- 6 The following making authority over the content and presentation of the exhibit. options should be used to address such conflicts or the appearance of conflicts or influence: The loan may be accepted on an an onymous basis and all credit in the 4 exhibit or associated publications will be listed as anonymous. If the lender is also a funder of th e exhibit, the source should be made public. If the Museum receives a request for anonymity, the Museum should avoid such anonymity where it would conceal a conflict of interest 6 or raise other ethical issues. If necessary, require the withdrawal by the associated individual from the 6 decision-making process. 6 Extra vigilance by decision-makers in any associated decision. 6 Disclosure of the conflict. 6 If necessary, decline of the loan. 3.9 Exhibition of Sensitive Material Human remains and materials of cultural or sacred significance must be displayed in a manner consistent with professional standards and, where known, taking into account the interests and beliefs of members of the community, ethnic, or religious groups from whom the objects originat ed. They must be presented with great tact and respect for the feelings of human dignity held by 1 all people. 3.10 Removal from Public Display Requests for removal from public disp lay of human remains or material of cultural or sacred significance from the originating communities must be addressed expeditiously with respect and sensitivity. Requests for the return of such material should be addressed simi larly. Museum policies should clearly 1 define the process for responding to such requests. 3.11 Display of Unprovenanced Material The Museum shall avoid displaying or otherwise using material of questionable origin or lacking provenance. Such disp lays or usage can be seen to condone 1 and contribute to the illicit trade in cultural property. MUSEUM STORE AND COMMERCIAL ACTIVITIES 3.12 Revenue-Producing Programs All revenue-producing programs, including the Museum Store, shall be in keeping with the Museum’s mission, support its public trust responsibilities, be relevant to the collections and basic ed ucational purposes of the Museum, and must not compromise the quality of those collections. Such programs shall promote the public good rather than individual financial gain. 9 3.13 Quality of Items Sold The source, quality, authenticity, and educational worth of all revenue-producing items sold in association with the Muse um shall not compromise the reputation of the Museum. Furthermore, misreprese ntations, whether intentional or not, 7 should be avoided. 3.14 Reproductions In arranging for the manufacture and sale of replicas, reproductions, or other commercial items adapted from an object in the Museum’s collections, all aspects must be carried out in a manner that will neither discredit the integrity 1,4,3,7 Awareness of of the Museum nor trivialize or damage the original object. the nature and relative importance of th e replicas and reproductions is a central issue. Therefore, great care must be taken to identify such objects for what they are in a manner that will be permanent and ensure the accuracy and high quality of their manufacture. All such copies shall be permanently marked as 1,4,7 facsimiles. They shall represent good mone tary value and comply with all relevant national legislation. Advertising implying that reproductions are original works is unethical, misleading, and in some instances, illegal. Any representation 7 suggesting that the value of a reproduction appreciates is also unacceptable. 4.The Smoky Hill Museum works in close collaboration with the communities from which their collectio ns originate, those it serves, and 1 other entities with shared values. Guiding Principal Museums utilize a wide variety of speci alisms, skills, and physical resources that have a far broader application t han in the Museum. This may lead to shared resources or the provision of services as an extension of the Museum’s activities. These shall be organized in such a way that they do not compromise 1 the Museum’s stated mission. RESPECT TO COMMUNITIES SERVED 4.1 Cooperation The Museum shall promote the sharing of knowledge, expertise, documentation, resources, and collections with other museum and cultural organizations of shared interests, values, and communities as long as it does not compromise the integrity or is substantially detrimental to the institution. 4.2 Community Support The Museum shall create a favorable en vironment for community support (e.g. FSHM, other supporting or ganizations, and indivi duals), recognize their contributions, and promote a harmonious relationship between the community and Museum Personnel. 4.3 Contemporary Communities Where Museum activities involve a cont emporary community or its heritage, acquisitions shall only be made based on informed and mutual consent without exploitation of the owner or informants. Respect for the wishes of the 1 community involved shall be paramount. 4.4 Information Fair Use Policy The Museum and any supporting entity has the responsibility to post, in an easy- to-find and clearly written manner, a poli cy detailing how they collect, track, use, and disclose information gathered from patrons, either in person, by mail, or from technological sources. Patron s shall be assured that information collected for one purpose is not shared or sold to a third party without their consent. Patrons should also be assured that by providing pe rsonal information 7 they will not receive unwanted solicitations. ORIGIN OF COLLECTIONS 4.5 Use of Collections from Contemporary Communities Collections from contemporary communiti es require respect for human dignity and the traditions and cultures that use such material. Such collections shall be used to promote human well-being, social development, tolerance, and respect 1 by advocating multisocial, multicultural, and multilingual expression. (See section 3.8) 4.6 Restitution of Cultural Property The Museum shall participate in dialogues for the return of cultural property to a country of people of origin. This should be undertaken in an impartial manner, based on scientific, prof essional, and humanitarian principles as well as 1 applicable local, national, and international legislation. 1 5.The Smoky Hill Museum operates in a legal manner. Guiding Principal Museums must conform fully to inte rnational, regional, national, and local legislation and treaty obligations. In addition, the governing authority is strongly encouraged to comply with any legally binding trusts or conditions 1 relating to any aspect of the Museum, its collections, and operations. Legal Framework 5.1 National and Local Legislation The Museum shall conform to all national and local laws and respect the 1 legislation of other states as they affect operation. 1 6.The Smoky Hill Museum operates in a professional manner. Guiding Principal Members of the museum profession shall observe accepted standards and laws and uphold the dignity and honor of their profession. They shall safeguard the public against illegal or unethical professional conduct. Every opportunity should be used to inform and educate the public about the aims, purposes and aspirations of the profession to develop a better public 1 understanding of the contributions of museums to society. PERSONAL CONDUCT 6.1 Familiarity with Relevant Legislation The governing authority and Museum mana gement has the obligation to inform Museum staff of relevant national and local legislation and the conditions of their employment. Museum staff should avoid si tuations that could be construed as 1 improper conduct. See also § 6.13 herein. 6.2 Professional Responsibility Museum staff members have the obligation to follow the policies and procedures of the City of Salina. Staff shall comm unicate any objections to practices they perceive to be damaging to the Museum, to the profession or to matters of professional ethics by bringing the ob jection to the attention of the staff member’s supervisor. If asked to falsify records that in some way compromises legal and ethical standards, a report shall be written and submitted following the procedures 5 outlined in the Employee Manual, Article 25, Section 7. 6.3 Professional Conduct All those associated with the Museum sh all maintain a constructive, businesslike attitude which strives to promote harm ony among co-workers and respect for positions of authority at all times. They shall conduct themselves in a manner appropriate to their position as public se rvants. Paid staff shall be supportive of volunteers, receive them as fellow workers, and willingly provide them with appropriate training and o pportunity for their intell ectual enrichment. Also, loyalty to colleagues and to the Museum is an important professional responsibility and must be based on allegi ance to fundamental ethical principles 1 applicable to the profession as a whole. SAHC Commissioners, FSHM Directors, st aff, and volunteers are encouraged to anticipate the possible consequences of their own actions as they pertain to the acquisition of artifacts for the collections. They must conduct Museum collecting activities within recognized standards that avoid, insofar as possible, the adverse affects of such activities. These principles apply to the acquisition of objects for all Museum activities including educational, scholarly, commercial, or display purposes. 6.4 Academic and Scientific Responsibilities The Museum promotes the in vestigation, preservation, and use of information inherent to its collections. SAHC Commissi oners, FSHM Directors, staff, and volunteers, therefore, shall refrain from any activity or circumstance that might 1 result in the loss of such academic and scientific data. 6.5 The Illicit Market SAHC Commissioners, FSHM Directors, st aff, and volunteers shall not support 1 the illicit traffic or market of natural or cultural property, directly or indirectly. 6.6 Confidentiality Information about the administrative and non-scholarly activities of the Museum, that any SAHC Commissioners, FSHM Directors, employee or volunteer may acquire in the course of his/her duties and which is not generally known or available to the public, must be treated as information proprietary to the Museum. Such information shall not be used fo r personal advantage or for purposes detrimental to the Museum. No person associated with the Museum may use confidential information acquired through his/her position in any outside employment or for personal gain. Staff members are responsible for mainta ining the security of confidential records and information and the privacy of individuals or groups who support the Museum. Confidential information obtained during Museum work must be protected. In addition, information ab out items brought to the Museum for identification is confidential and shall not be published or passed to any other 1 institution or person without specific authorization from the owner. 6.7 Exception to the Obligation for Confidentiality Confidentiality is subject to a legal obligation to assist the police or other proper authorities in investigating possible stolen, illicitly acquired, or illegally transferred property as well as to all applicable requirements of state and federal 1 open records laws. 6.8 Museum and Collection Security Information about the security of the Museum and of priv ate collections and locations visited during offi cial duties must be held in strict confidence by 1 Museum personnel. 6.9 Misrepresentation At no time shall anyone associated with the Museum knowingly misrepresent the mission, objectives, policies, programs, proceedings, or motives of the Museum. 6.10 Personal Independence While every staff member is entitled to a measure of personal independence, employees must be aware that in the eyes of the pub lic, no private business or professional interest of an employee can be entirely divorced from the interests 1 of the Museum as a whole. 6.11 Professional Relationships Members of the Museum staff form work ing relationships with numerous other persons within and outsid e the Museum. They are expected to render their 1 professional services to others efficiently and to a high standard. 6.12 Consulting other Professionals It is a professional responsibility to consult other colleagues outside the Museum when the expertise availabl e in the Museum is insu fficient to ensure good 1 decision-making. CONFLICTS OF INTEREST 6.13 State Law All museum staff members shall comply with K.S.A. 75-4301 et seq. 6.14 Gifts, Favors, Loans, or Other Personal Benefits Anyone associated with the Museum shall conduct all of their activities, including those related to persons or businesses with whom they are closely associated, in such a way that no conflict arises between them and the policies, operations, or interests of the Museum. The appearance of such conflict shall also be avoided. At no time shall anyone carrying out du ties for the Museum seek, receive, or give any gratuity (in the form of comp ensation, entertainment, trips, gifts, favors, or otherwise) of “significant value” from or to those who have or seek business dealings with or receive service from the City. It is expressly prohibited for anyone, in any way, to use their posi tion or influence with the Museum for private gain for themselves or others. These rules shall also apply for fami ly or household members of Museum employees, unless the recipients of the gi fts have a relationship with the donor outside the Museum, and that the acceptan ce of the gifts shall not in any way create a conflict between the employee’s pe rsonal interests and the interests of the Museum. No SAHC Commissioner, FSHM Director, staff, or vol unteer shall attempt to derive any personal material advantages from their connection with the Arts and Humanities Department or City of Salina. Museum property shall be used only for official purposes. At no time shall anyone associated with the Museum make personal use of the Museum’s collecti ons, property, services, or any other property under the guardianship of th e Museum except as approved by the Director, the Executive Director of the Arts and Humanities Department, or the City Manager, as applicable. Also, in or der to avoid the appearance or potential of conflict of interest, employees of th e Museum may not purchase or acquire excess equipment inventory from the Mu seum in a manner not available to members of the general public. 6.15 Outside Employment or Business Interests Certain types of outside employment, including teaching, lecturing, writing, and consulting can benefit both the Museum and the staff member by stimulating professional development. Such outsid e employment shall not occur during nor conflict or interfere with the staff member’s regular duties, including overtime. The staff member should inform the ou tside employer that the Museum job comes first when scheduling conflicts occu r. The use of any Museum resources in outside employment is not allowed. A staff member shall not take advantage of his/her Museum position for personal gain or appear to compromise the integrity of the Museum. 6.16 Service on Outside Boards, Commissions and Other Activities Occasionally employees may be asked to serve in an outside activity or in a professional capacity on boards or co mmissions in the communi ty or region. To eliminate conflicts of interest or the appearance of potential conflicts, such service shall be reported to the Museum staff’s immediate supe rvisor and is to be performed without compensation. All aspects of that activity shall be discussed, including but not limited to, the amount of time such activity involves. Employees may serve on boards so long as the activity does not impair the employee’s ability to act with total objectivity regarding the Museum’s interest nor interfere with job performance. 6.17 Dealing in Natural or Cultural Heritage Museum Staff shall not participate directly or indirectly in dealing (buying or 1 selling for profit) in the natural or cultural heritage. 6.18 Interaction with Dealers The Museum is committed to the highest ethical principles in all relationships with business suppliers. Anyone who is authorized to spend Museum or FSHM funds should do so with impartiality, honesty, and with regard only to the best interests of the Museum. Soliciting or accepting money, loans, credits, discounts, favors, entertainment, meals, lodging, and trips from present or potential suppliers, businesses, dealers, auctio neers, or other persons which might influence negotiations and purchasing de cisions, is strictly prohibited. Also, discounts on personal purchases from suppliers who sell items or furnish services to the Museum is prohibited, except where such discounts are regularly offered to the general public. Furthermor e, those associated with the Museum shall not recommend a particular dealer, auctioneer, or appraiser to a member of the public. 6.19 Private Collecting The acquiring, collecting, and owning of objects is not in itself unethical and can enhance professional knowledge and judgm ent. However, extreme discretion is required whenever a staff member collects objects similar to those collected by the Museum. Museum employees shall not compete with the Museum either in 4 the acquisition of objects or in any personal collecting activity. Employees may not deal (buy and sell objec ts for profit) in historical artifacts, books or papers, act on behalf of a de aler, accept outside employment from a 4 dealer or retain interest in a dealership. No staff member may use his/her Museum affiliation to promote his/her or an associate’s personal collecting activities. Members of the Museum staff and their immediate families shall not acquire objects from the collections owned by or on loan to the Museum unless such transactions are available through a disposal process which is totally public in nature. Any such acquisitions must also be subjected to a formal disclosure procedure by the individual to the Muse um. Employees may not store personal collections on museum property or do research on personal collections on Museum time. Personal collecting is subject to the following conditions: Staff shall not become involved in any transactions that by virtue of their position give rise to a conflict of interest; Where a conflict of interest with the Museum may be involved, staff shall make available to the Museum Direct or, and in the case of the Museum Director or the Executive Director of the Arts and Humanities to their direct supervisor, full details of all si gnificant purchases, trades, and gifts or sales of artifacts within 90 days of the date of occurrence. Museum employees shall notify the Mu seum of any anticipated purchase of an artifact that the Museum might also wish to acquire. If the Museum elects not to acquire the artifact, the employee is free to make the purchase. The right of the Museum to ac quire from a staff member shall not extend to artifacts collected prior to the date (s)he became a Museum staff member. Artifacts that are genui ne bequests or genuine personal gifts to a staff shall be exempt from the Museum’s right to acquire. 6.20 Public Expression of Personal Opinions Museum employees may, at times, feel in clined to express opinions to people outside the Museum about work related i ssues. Occasionally these opinions may be expressed on behalf of other organi zations to which the employee belongs. Every employee shall continua lly strive to promote good public relations for the Museum. In addition, the guidelines below shall be followed: It shall be clearly expressed that th e opinions stated are independent or personal in nature and do not necessar ily represent the position or policy of the Museum. If the opinions are in writing, they must not be on Museum or FSHM letterhead. Preparation of the statements must be on the employee’s own time, equipment, and materials All political activity will conform to the City of Salina’s policy in the Employee Handbook Approved by City Commission, City of Salina, Kansas Alan E. Jilka, Mayor Attest: Lieu Ann Elsey, City Clerk Smoky Hill Museum Collections Policy Revised August 2007 1983: An Interlocal Cooperation Agreement between the City of Salina and Saline County was signed to establish a new historical museum in the old Post th Office building at 8 & Iron. The Salina Arts Commission became the policy making body for the new museum and a mission statement written. 1984: Agreement between Saline County, City of Salina and the Salina Public Library transferred collections over to the City, first Museum Director, Ed Stelfox, hired and KWU interns worked with the collections. 1985: City took possession of the collections, moving artifacts to the basement of the Post Office building. 1986: Renovation of the Post Office building began, bathhouse/museum in the park is demolished, Stelfox resigned, Diane Fadness began as director. Museum committee formed to act in advisory capacity, volunteer training began. The Smoky Hill Museum opened doors to public in October 1986, some deaccessioning done to allow better care for animal mounts, etc., and focus on being a local and regional history museum, series of temporary exhibits ensued. 1987: Friends of the Smoky Hill Museum (Friends) incorporated 1988: Director Tom Pfannenstiel hired. 1989-1992: Museum participated in the Museum Assessment Program (MAP) I, II, III, and the Conservation Assessment Program . 1991: Opening of Friends funded One Keepers Place, a children’s interactive area. 1992: the City of Salina and Saline County entered into an agreement clearly defining the rights of the Smoky Hill Museum. Effective January 1, 1992, the City of Salina became responsible for the continuing operation of the Museum and the 1983 Interlocal Cooperative Agreement was terminated. The 1984 agreement with the Salina Public Library remained in effect. 1993:Settling the Smoky Hills, a permanent exhibit, installed with funding through the Friends. 1994: First IMLS grant received. 1995: Dugout exhibit, Gimme Shelter, opened with funding from the Friends, Friends organized historic tour of Prescott house. 1996-1998: Improvements to the buildings infrastructure made including museum quality climate control, museum temporarily relocated to a store front on Santa Fe,One Keepers Place reopened (1996) with changes. 1997: Museum received AAM Accreditation. 1998 Museum moved back to the Post Office building, planning began on permanent gallery exhibit, Friends organized historic tour of Mt. Barbara. 1999: Dee Harris replaced Pfannenstiel as director. 2002-2006: Friends launched fundraising campaign for the Gallery Renovation project and raised $693,953 through private donations and grants. 2004: Mission Statement rewritten, Friends Gallery Renovation money transferred to the City of Salina for project management. 2005: Museum closed to public from February-August for construction and installation of Crossroads of the Heartland permanent exhibit. 2 Smoky Hill Museum Collections Policy Revised August 2007 2006: Gallery Renovation project completed. The Big Debut month-long grand reopening events with lectures, free carnival, games, preservation classes, and a dance celebrated throughout the month of April. Susan Hawksworth hired as Director in June. 2007: Museum applied for AAM Reaccreditation. Friends requested funds back from City of Salina and opened organizational fund at the Greater Salina Community Foundation. C.Scope and Uses of the Collections The artifacts collected by the museum shall include prehistorical and historical artifacts relating to the cultural heritage of Salina, Saline County, the region of the Smoky Hill River and the State of Kansas. The guide for current collecting will be the SHM Mission Statement and the SHM Strategic Plan. The SHM shall establish and maintain two types of collections: permanent and education. The permanent collection shall consist of materials that further the goals of the institution as delineated in the mission statement, that meet the criteria as outlined in the accessioning policies using a tripartite numbering system and classified by standard museum nomenclature, and for which the SHM can provide care appropriate for their long term preservation. The education collection shall consist of materials that have value for instructional purposes, that are inventoried and accessioned using a simple, distinct numbering system, and that are considered expendable or replaceable. The collections of the SHM may be used for exhibits both in-house and off-site, scholarly research, or analysis by responsible parties as approved by the Museum Director and/or Curator of Collections/Research. D.Responsibilities The Curator of Collections/Research has the primary responsibility, with approval of the Museum Director, for the daily application of the procedures governing these policies. The Curator is responsible for the security of the SHM collections and maintaining established procedures for the acquisition, accession, documentation, handling, storage, conservation, inventory, exhibit, research, loan and deaccession of the artifacts. The Curator shall formulate appropriate procedural guidelines and forms; and shall determine the standards of documentation for the collections. The implementations of these procedures may be delegated by the Curator to designated staff members and volunteers. The Registrar shall be responsible for cataloging and accessioning items that are accepted by the Collections Committee. The Registrar prepares incoming and outgoing loan paperwork, records artifact tracking information, and assists the Curator of Collections/Research with inventory procedures. The Registrar also prepares condition reports. The Collections Committee shall be comprised of the Curator of Collections/Research, Registrar, and two members of the Friends of the SHM. The Collections Committee, chaired by the Curator of Collections/Research, shall meet as necessary to act in an advisory capacity concerning decisions about accessioning and deaccessioning for the permanent collection. The group shall submit periodic reports on new accessions and any deaccessions to the Salina Arts and Humanities Commission. 3 Smoky Hill Museum Collections Policy Revised August 2007 The Museum Director shall sign all Deeds of Gift and the Curator of Collections/Research or designated staff shall sign all provisional receipts. II.COLLECTIONS A.Accessions The SHM may add to its collection by means of gifts, bequests, purchases, exchanges, field collection, or any other transaction by which a clear title to the artifact passes to the SHM. All rights of ownership, including copyright, shall be transferred to the SHM without restrictions. The SHM adheres to the policy of selective acquisition. Artifacts must be historically significant to the region and not simply of special interest or importance. The first priority for collecting shall be to acquire artifacts that supplement exhibits, research, and program needs of the museum and to strengthen specializations within the permanent collection. All potential donations shall be considered for the permanent collection first with educational programming given secondary consideration. Artifacts which are in and of themselves not historical artifacts, such as copies, reproductions, samples, etc., may be collected as support material and used for research, hands-on education activities, loans to other organizations or exhibit. Donor information shall be made available upon request unless such release violates the privacy rights of the donor. The Curator of Collections/Research shall periodically ev aluate the collections to determine its range and quality and shall make a systematic effort to fill gaps or augment existing collections through donation, purchase or transfer. All potential donations to the permanent collections of the SHM shall be evaluated by the Collections Committee to insure compatibility with the present scope of the SHM and to prevent possible violations of legal and ethical standards involving ownership, possession and authenticity. All decisions shall be made by majority vote of the Collections Committee. However, the Museum Director has the authority to overrule the committee’s decision. Artifacts not considered appropriate by the Collections Committee shall be returned to the donor or disposed of as indicated on the provisional receipt. The following conditions must be met if an artifact is to be added to the permanent collections of the SHM: a.the artifact must reflect the purpose of the museum as expressed in the mission statement; b.the artifact shall not have been acquired in or exported from, its country of origin and/or any intermediate country in which it may have been illegally owned in violation of that country’s laws or in contravention of the principles of UNESCO “Convention on the Means of Prohibiting and Preventing the Illicit Import, Export, and Transfer of Ownership of Cultural Property, 1970;” c.the artifact must be acquired in full compliance with the laws and regulations of the federal government of the United States of America and of individual states within the United States; d.the artifact, whether ethnographic or archaeological, shall not be acquired by any direct or indirect means in contradiction of law governing such collecting or which SHM has reason to believe has been unethically alienated from their society of origin even when not in violation of the relevant formal laws of that country; 4 Smoky Hill Museum Collections Policy Revised August 2007 e.an artifact anonymously left in the custody of the SHM shall be evaluated and considered for inclusion in the permanent collection. Such material shall be documented by a deed or gift signed by the Museum Director which describes in detail the circumstances pertaining to the acquisition; f.the artifact shall be in good to excellent condition unless it has outstanding historical value that otherwise makes it necessary to add to the collections. Artifacts which are not complete, or are parts of whole artifacts, may be collected on a restricted basis for study or possible display as incompleteness diminished interpretive value. Badly worn or damaged artifacts shall not be collected unless their particular usefulness for exhibit or study justifies it; g.the artifacts shall be well documented as to provenance or be an exceptional example of a particular type or style that can be documented; h.the artifact shall be properly cared for, preserved, stored, researched, and exhibited by the SHM in a manner in accordance with current museum standards. All acquisitions shall be formally acc epted and registered according to professional registration procedures. When artifacts held by the Museum have become separated from provenance, or have not received a number and have no retrievable records, then their ownership shall be determined according to the Kansas Museum Property Act-HB2300/1989 superseding KSA 33-104. Those artifacts that can be deemed property of the SHM shall be given the donor designation “Museum Collections.” Under no circumstances shall representatives of the SHM give appraisal of donations offered to the collection. The staff may, if requested, advise potential donors to consult U.S. Internal Revenue Service (IRS) regulations. For the protection of the donor, the staff cannot recommend appraisers since the museum is considered an interested party by the IRS. Museum staff shall not identify or authenticate artifacts for other people or agencies under circumstances that encourage or benefit illegal, unethical or irresponsible traffic in such materials. Curatorial appraisal of artifacts is made only for the museum’s use in evaluating, interpreting or insuring artifacts. Donors are expected to independently produce values for tax purposes, in compliance with IRS regulations. The SHM shall not pay for or reimburse a donor for appraisal costs. B.Deaccessions Artifacts in the collections should be retained permanently so long as they continue to be relevant and useful to the purposes and activities of the SHM and so long as they can be stored, preserved and used properly. Deaccessioning may be considered when these conditions no longer prevail. Improvement and refinement of the collections is a major and continuing curatorial concern. Deaccessioning of material, when undertaken, shall be done in the most open and professionally ethical manner possible and onl y after establishing clear title to the material in question. Under no circumstances shall ownership of deaccessioned material be transferred to or for the benefit of any employee, volunteer, immediate family member of an employee of the museum, member of the Friends of the SHM, or member of the Arts and Humanities Commission. 5 Smoky Hill Museum Collections Policy Revised August 2007 The Collections Committee, at the request of the Curator of Collections/Research, shall evaluate and vote on artifacts proposed for deaccession. However, the Arts and Humanities Director has the authority to overrule the committee’s decision. The rationale for deaccessioning may include, but is not limited to the following: incompatibility of an artifact/collection with the SHM collection policy; existence of similar artifacts in better condition or with better provenance in the collections; lack of documentation for research or exhibit use; request of federally recognized Native American tribal groups or foreign government for return of ritual or sacred artifacts covered under NAGPRA; deterioration beyond usefulness; cannot be properly stored or preserved; presents a hazard to the rest of the collections and/or staff. Artifacts deaccessioned from the permanent collection shall first be evaluated for appropriateness to the education collection of SHM. Artifacts should be transferred through gift, exchange or sale to another tax-exempt public institution where the artifact can serve the purpose of which it was acquired initially. If this is not possible, artifacts may be sold at public auction. When all other means of disposal have been exhausted, artifacts can be destroyed.Funds derived from sale shall only be used for purchase of artifacts or conservation services for the betterment of the permanent collection. The museum accession number and any other identifying marks shall be removed from the deaccessioned artifact. All collections records with the object’s number shall be marked prominently with the date and method of disposition and signed by the Curator of Collections/Research. Copies of worksheets or catalog cards shall be marked prominently as deaccessioned. Copies of the original records shall be made available to transferees where such material is requested. C.Loans 1.In-Loans Any staff member, with the approval of the Museum Director, may request an in- loan to supplement permanent collections used in research, exhibits, or programming. In- loans shall be for a stated specific study or exhibit purpose and for a predetermined period of time, usually one year or less, renewable for another year upon the agreement of both parties. The SHM shall accept no permanent loans, nor shall it store materials belonging to others which are not required for exhibit or research. All borrowed artifacts shall receive the same care in handling, environment, insurance, and security as is given the museum’s permanent collections. No conservation treatment or alteration may be done without the written consent of the owner. Damage to borrowed artifacts, whether in transit or while in the museum’s possession and regardless of responsibility, shall be reported immediatel y to the lender. All in-loans must be accompanied by a release signed by the actual owner or the lending institution or person detailing responsibility incu rred by all parties in case of loss or damage. Unless otherwise noted in writing, the borrowed artifact may be photographed or reproduced by the SHM for educational, catalog, and publicity purposes. The borrowed artifact shall be released only to the lender or to lender’s designated party.In the case of a change of legal ownership of artifact on loan to the SHM, the new owner shall be required to establish ownership by proof satisfactory to the SHM and to satisfy the terms of the loan. 6 Smoky Hill Museum Collections Policy Revised August 2007 The costs and arrangements for pick-up and return of the borrowed artifact shall be agreed upon by the lender and the museum at the time the loan is negotiated. Long-standing loans from absent or deceased persons, conditional deposits, or artifact holdings of unclear loan status shall be converted to gifts whenever possible in accordance with KSA 33-104 as amended by the 1989 Museum Property Act. Unless heirs are located or county records are found to the contrary, ownership shall revert to the SHM. Reasonable efforts shall be made to contact the lender or his heirs by publishing a notice in the official county newspaper where the loan was initiated and by certified letter to the last known address of the lender. 2.Out-loans SHM may loan artifacts for the purposes of study, exhibit, analysis, conservation, or appraisal. Loans may be made only to other historical agencies; cultural, educational, and research institutions; museum and conservation laboratories; and other organizations approved by the Curator of Collections/Research and/or the Museum Director. The decision to lend SHM artifacts shall be guided by the object’s historical value; condition; special needs for environmental controls; safety and support in packing, transportation and exhibition situations; and security and insurance. Out-loans shall be made for specified periods of time only and shall not constitute a transfer of ownership from the SHM. Loan extensions may be requested provided there is a two week notice given by the borrower.Loaned artifacts may be recalled by giving the borrower thirty (30) days written notice, or in the case of an emergency, seven (7) days shall be deemed adequate. Artifacts may not be relocated, reproduced, photographed, cleaned, repaired, reframed, conserved, or technically examined without written permission from the SHM. All customary and usual costs associated with a loan, including insurance, packing and shipping of artifacts to and from the SHM, shall be negotiated between both parties prior to the approval of the loan. The SHM may require a certificate of insurance from the borrower prior to the approval of an out-loan. Before an artifact leaves the museum, the Registrar shall write a condition report and attach a current photograph. A copy of this report shall be given to the borrowing institution. The site shall be evaluated to assure that the artifacts shall be given appropriate care, using the “Standard Facility Report” form and/or an on-site visit. Records shall be kept of the purpose for the out-loan, its destination, length of loan and responsible party. The Registrar shall inspect loaned artifacts immediately upon their return to the SHM. Any differences in the object’s condition before and after the loan shall be recorded and communicated to the borrowing institution. Theft of or damage to loaned artifacts, whether in transit or on the borrower’s premises and regardless of responsibility, shall be reported to the Smoky Hill Museum’s Curator of Collections/Research immediately. Decisions regarding return, repair, replacement or restitution shall be made by the Museum Director and the Curator of Collections/Research in accordance with the Procedures Manual. Costs for repair of damage shall be borne by the borrowing institution. The Risk Manager for the City of Salina, relevant insurance companies, and a conservator or other expert shall be contacted to provide information for an equitable settlement. Requests for loans may be denied if they are not made in ample time to allow for adequate records, preparation, packing, lack of environmental controls, security, etc. 7 Smoky Hill Museum Collections Policy Revised August 2007 Approval or denial of an out-loan shall be based on the Curator of Collection’s recommendation, according to the conditions set forth on the loan form. Final approval or denial is made by the Museum Director. D.Temporary Custody or Removal 1. Custody Artifacts may be placed in the temporary custody of the SHM for the following purposes: consideration for accession by the museum, attribution, examination, or identification by the museum staff; or study. The Curator of Collections/Research or a designated representative shall give the owner of the artifact a provisional receipt that includes a description of the artifact and its condition, name and address of the owner, and a statement of policy regarding the museum’s responsibilities and those of the owner. Artifacts left in the temporary care of the museum shall receive the same level of care as artifacts in the permanent collections. Artifacts may be placed in the museum’s custody for a period of time not more than ninety (90) days. By the end of that period, the owner shall be notified regarding the disposition of the property and, when appropriate, shall be asked to retrieve it. Such notice may include both telephone calls and certified letters sent by the Registrar. If the owner does not reclaim his/her property within the period of time provided in KSA 33-14 (as amended by the Museum Property Act, 1989) the artifact shall become the property of the SHM for whatever use the Collections Committee shall designate. 2. Removal Artifacts belonging to the SHM may be temporarily removed from the museum for conservation, photography, microfilming, research, special exhibits off-site, and temporary storage in an appropriate location. Approval for temporary removal of artifacts shall be given by the Curator of Collections/Research and/or the Museum Director. Appropriate records shall be kept by the Registrar of artifacts temporarily removed from the museum, including purpose of removal, destination, couriers and other authorized personnel, etc. Artifacts so removed shall be given the same level of care in the temporary location as they receive in the museum. The Curator of Collections/Research shall evaluate the temporary site to assure that the artifacts shall be given appropriate care, using the standard facility report form and/or an on-site visit. E.Records The museum’s records are its memory. Records should provide information on each artifact and include donor, date received, unique identification number, description, exhibit history, provenance, condition, conservation measures and any other information pertinent to the artifact. The SHM uses a tripartite numbering system to uniquely identify each artifact in the permanent collection. The first part of the number identifies the year of the artifact’s accession (1995). The second part identifies the donor (1995.23). The third part identifies the artifact totally or the principal parts of the artifact when the artifact is 8 Smoky Hill Museum Collections Policy Revised August 2007 separated into many parts (1995.23.3). A fourth part of the number is added to identify component parts of the whole such as the cutting blade in a carpenter’s plane (1995.23.3.2). Numbers are applied in a permanent yet removable manner to an area of the artifact not readily visible while on exhibition in accordance with current museum standard procedures. The Curator of Collections/Research is responsible for the development and use of such records as are needed to adequately register and document artifacts in the collections. Those records may include but are not restricted to: Provisional receipt-- given to donors while their collection is being evaluated by the Collections Committee. It lists donor information, date received, brief description of the artifacts, brief provenance and decision of the Committee; Deed of gift-- a contract used to transfer title to the SHM from the donor, includes donor information, artifact description, and artifact identifying number; Permanent register book-- includes donor information, artifact name, number, processing checklists, date received; Catalog worksheet-- includes donor information, artifact name and classification, artifact number, physi cal description and measurements, condition, provenance, date received, and location in storage; Condition/treatment report--documents cleaning and conservation work; Photographic reproduction agreement--used when items are requested to be scanned, photographed or reproductions made from SHM collections; Loan agreements--document conditions under which artifacts are loaned in/out of the collections; Deaccession forms--document the reason(s) for removal, condition, description, artifact name and number, and final disposition. The Curator of Collections/Research is responsible for the creation of all records of the collection and may delegate the completion of these records to subordinates. All records pertaining to the collections shall be maintained in the manner prescribed by current museum standards. Collections records shall be housed in the Collections work area. A back-up copy of collections records shall be stored in an appropriate off-site facility. F.Care of Collections All staff members, both paid and unpaid, are reminded that the care of the collections is the primary responsibility of the museum. The Curator of Collections/Research is responsible for overseeing the care of the artifacts and making recommendations in that regard to the Director of the SHM. The museum has both an ethical and legal responsibility to its donors and the collections to insure the long-term preservation of the artifacts. Adequate security against theft, fire, vandalism and natural disaster shall be taken. The storage areas shall be locked and have limited access areas. Exhibits will provide a setting for artifacts secure from theft, vandalism, and damage from inappropriate lighting, heat, dirt or unauthorized handling. Any movement of artifacts in the permanent 9 Smoky Hill Museum Collections Policy Revised August 2007 collections shall be tracked and under the direction and supervision of the Curator of Collections/Research. This includes supervision of packing, unpacking, and shipping of in-coming and out-going loans. Periodic evaluation of the condition of the collections and of individual artifacts shall be done in accordance with professionally accepted standards. Artifacts will be handled and stored in a manner appropriate to its long-term preservation. Methods and materials will conform, in as much as the museum is able, to the current practices recommended by the National Institute for the Conservation of Cultural Property. No food or drinks are allowed in the collections storage areas. Food is also prohibited in the galleries. Good housekeeping plays a vital role in the museum’s integrated pest management program (IPM). Chemical pesticides are sprayed quarterly in office and kitchen spaces. Chemicals are not used in the collections storage areas. Glue boards and electronic repellents are used throughout artifact storage areas to help control insect activity. All employees are asked to report any insect activity to the Curator of Collections/Research or to write the information on the Insect Sighting Logbook. G.Accessibility Access to the collections of the SHM may be granted for exhibit, scholarly research, study, and examination by responsible parties. Requests for access to the collection shall be approved by the Curator of Collections/Research and/or the Museum Director. Access to collections storage areas by the general public is to be limited to exceptional situations only, and anyone seeking access must make advance arrangements with the Curator of Collections/Research. A collections staff member must be present when records are in use and to assist in retrieving artifacts from the collections. All photographs and artifacts duplicated must carry a credit line acknowledging the SHM. H.Inventories The Curator of Collections/Research shall periodically review the records pertaining to the collection to insure that they are being properly maintained. The inventory shall list location, accession number, object name, description, and other pertinent information. There shall be a formal and complete inventory done every ten years and the Curator of Collections/Research shall be responsible for its monitoring. An audit inventory shall be made whenever there is a change in senior level staff, or on an annual basis. Should artifacts appear to be missing, a thorough search of records, storage, and exhibit areas shall be made and a report made to the Museum Director. I.Insurance The collections of the SHM are covered by a blanket building and contents policy carried by the City of Salina appropriate to cover loss or damage. The Curator of Collections/Research shall regularly review the policy with the City of Salina Risk Management Officer to reevaluate coverage. All loans are also covered under the same policy. In all loans, proper documentation of the identity and value of the artifacts shall be maintained by the Registrar. To mitigate potential losses to the collection, the 10 Smoky Hill Museum Collections Policy Revised August 2007 museum participates in the institution’s comprehensive disaster plan which provides for protection of the public, staff, volunteers, collections and building. III.Ethics Staff members are held accountable for the accuracy of their research, interpretation, content of written descriptions, and documentation of collections under their jurisdiction. The SHM has a responsibility to the creators of the artifacts in its collection to present the general perspective and cultural context of those creations as accurately as possible. Culturally sensitive objects, religious and/or sacred items, human remains and funerary objects must be treated with respect and dignity. Staff must make every effort to ensure that exhibits are objective and honest presentations of history and do not perpetuate myths or stereotypes. All members of the staff and advisory committees shall follow the appropriate ethical standards of the professional museum community. Unless otherwise noted, these standards shall be established by the American Association of Museums and/or its professional standing committees. All employees, board members, commissioners, and volunteers are expected to adhere to the Smoky Hill Museum Code of Ethics that details ethical issues and responsibilities, as well as the City of Salina’s Statement of Management Values. Approved by City Commission, City of Salina, Kansas Alan E. Jilka, Mayor Attest: Lieu Ann Elsey, City Clerk 11