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Gloucester City Council COMMITTEE : GLOUCESTER LEADERSHIP TEAM CABINET BRIEFING CABINET DATE : 17 TH MARCH 2009 1ST APRIL 2009 15 TH APRIL 2009 SUBJECT : MUSEUMS’ COLLECTION DEVELOPMENT POLICY DECISION TYPE : EXECUTIVE WARD : ALL REPORT BY : CABINET MEMBER FOR HERITAGE & LEISURE NO. OF APPENDICES : APPENDIX ONE: COLLECTION DEVELOPMENT POLICY REFERENCE NO. : PT01049B (final version 20/3/2009 11.00am) 1.0 PURPOSE OF REPORT 1.1 To share with members the latest version of the Museums’ Service’s Collection Development Policy prior to its submission in May 2009 to the MLA (Museums, Libraries, Archives) as part of the Museums’ Accreditation process. 1.2 To seek Cabinet approval for the Collection Development Policy, Cabinet being the Museums’ governing body. 2.0 RECOMMENDATIONS 2.1 That Cabinet approves the Collection Development Policy. 3.0 BACKGROUND 3.1 In the past, some Museums had a ‘no-refusal’ policy for donated items. This led to the acquisition of large collections that had little relevance and depended upon the whims and enthusiasms of individual curators. Collection Development Policies were introduced twenty years ago to bring collections into focus: to strengthen the good and to eliminate the bad and/or the irrelevant. Moreover, an effective Collection Development Policy prevents adjacent Museums collecting from the same geographical areas. 3.2 A good Collection Development Policy is, therefore, essential to the proper management of the Council’s collections. A Collection Development Policy sets out what Gloucester Museums collect and, by implication, what they do not collect. It enables staff to accept items as suitable to collections or to reject them as being unsuitable. It is a powerful tool when dealing with public donations and enables officers to refuse items without giving offence. It helps to ensure that collections are focused on the core purpose of the service which is to tell the fascinating 2000 year story of Gloucester to all communities and visitors. PT01049B 1 PT01049B 2 3.3 The current emphasis of the Collection Development Policy is responsible acquisition and the proper management of collections. That means that even if an item should fall within the scope of the Collection Development Policy, its size or the potential difficulties in conserving the item could prevent its acceptance by the Museums’ Service. 3.4 In practise, in the current phase of the Council’s collections, the emphasis is upon rationalisation and refocusing through careful management. The collections consist of some two hundred thousand items and not all of them are relevant or sufficiently provenanced to be of use. 3.5 In addition, as the Council’s portfolio of properties is reduced collections can no longer be stored ‘free of charge’; and, consequently for the first time in one hundred and thirteen years, the stored collections will involve an annual, and as yet undetermined, cost to the Council. It is vital, therefore, that collections are appropriately controlled and not irresponsibly acquired. This is what the Collection Development Policy sets out to do. 3.6 In recent months, under the supervision of the Director of Regeneration, a list of disposals has been prepared. This list has been prepared according to MLA guidelines and will be submitted to GLT and Cabinet in due course. One thing is clear. Each item in the collections of the future will have to justify its existence in a way that was not the case previously. 3.7 The Collection Development Policy is set out as follows. The first section deals with the general principles of collection development laid down by the MLA (Museums, Libraries, Archives). The second section sets out the Council’s individual collections by type and any scope for development or otherwise. 4.0 PROGRESS 4.1 See above. 5.0 FUTURE WORK 5.1 See below. 6.0 CONCLUSIONS • That collections are responsibly controlled in a sustainable way for the benefit of Gloucester’s citizens; • That the Museums’ Service achieves the Accreditation standard. 7.0 FINANCIAL IMPLICATIONS 7.1 There should be no financial implications resulting from this policy other than the better control of Museums’ expenditure. PT01049B 3 8.0 LEGAL IMPLICATIONS 8.1 An agreed Collection Development Policy is fundamental to Museums’ Accreditation. Without Accreditation Museums will not be able to seek external funding. 9.0 RISK MANAGEMENT IMPLICATIONS (Authors to complete) Identify all key risks (scoring 8 and above) for the recommendation including the impact and likelihood of the risk occurring and what measures will be taken to mitigate the risk. 9.1 Failure to approve the Collection Development Policy will mean that Museums’ Accreditation will not be granted and external funding cannot be sought. 10.0 PREDICTIVE IMPACT ASSESSMENTS (EQUALITIES) (Authors to complete) Identify all risks for customers and staff, in the areas of gender, disability, age, race, religion, sexual orientation etc. 10.1 Proper control of the collections will enable future judicious acquisitions in respect of the equalities strands. 11.0 OTHER CORPORATE IMPLICATIONS 1. Community Safety (Author to complete) There are no implications under this heading. 2. Environmental (Author to complete) There are no implications under this heading. 3. Staffing (Author to complete) There are no implications under this heading. 4. Trade Union (Author to complete) There are no implications under this heading. Background Papers : Published Papers : Person to Contact : Andrew Fox Tel: 01452 396124 E-mail: [email protected] MVJ/PT01049B 20.3.2009 PT01049B 4 APPENDIX ONE PT01049B 5 Gloucester City Council GLOUCESTER MUSEUMS SERVICE Collection Development Policy February 2009 – February 2010 Ver. 2.0 PT01049B 1 Collection Development Policy Name of museum : Gloucester Museums Service Governing body : Gloucester City Council Date policy was approved by governing body : t.b.c. Date at which policy is due for review: April 2014 PT01049B 2 Contents 1. INTRODUCTION AND GENERAL PRINCIPALS OF COLLECTION DEVELOPMENT 1.1. Purpose of the Collection Development Policy 1.2. Museum’s Statement of Purpose 1.3. General description of the collections 1.4. Period of time and/or geographical area to which collecting relates 1.5. Limitations on collecting 1.6. Collecting policies of other museums 1.7. Policy review procedure 1.8. Acquisitions not covered by the policy 1.9. Acquisition procedures 1.10. Spoilation 1.11. Repatriation and restitution of objects and human remains 1.12. Management of documentary archives 1.13. Disposal procedures 2. SPECIFIC COLLECTING POLICIES 2.1. Archaeology Collecting Policy 2.2. Numismatics 2.3. Social History Collecting Policy 2.4. Art Collecting Policy 2.5. Natural History Collecting Policy 2.6. Photographic Images, Digital Media and Archives Collecting Policy PT01049B 3 1 INTRODUCTION AND GENERAL PRINCIPALS OF COLLECTION DEVELOPMENT 1.1 Purpose of the Collection Development Policy The policy has been written in order to comply with requirements of the Museum, Libraries and Archives Council’s Accreditation Scheme, which sets nationally agreed standards for UK museums. It describes the collections currently held by Gloucester Museums Service and sets out clearly the scope for future collecting as well as the limitations on collecting. It ensures that collecting and disposal is carried out in an ethical way, and in a way that promotes a good working relationship with other museums and archives in Gloucestershire. This document will be made freely available to the public. 1.2 Museums Service Statement of Purpose Museums enable people to explore collections for inspiration, learning and enjoyment. They are institutions that collect, safeguard and make accessible artefacts and specimens, which they hold in trust for society. (Museums Association, Code of Ethics for Museums) The vision of Gloucester Museums Service is to be recognised as a quality service which reaches out to all ages and communities to celebrate and animate the 2000 year story of Gloucester in ways that promote learning, pride in the city, tourism, entertainment and fun. 1.3 General description of the collections Gloucester Museums Service comprises Gloucester Folk Museum and Gloucester City Museum & Art Gallery, which between them hold collections of archaeology, social history, numismatics, art and natural history artefacts and specimens. While the Folk Museum holds most of the social history items and the City Museum holds most of the other collections, there is some overlap between the two. 1.4 Period of time and / or geographical area to which collecting relates Gloucester is the county town of the modern (post-1974) and ancient (pre-1974) county of Gloucestershire. From 1483 to 1974 it was a county borough in its own right, incorporating from 1483 to 1662, the Hundreds of Dudstone and Kings Barton, which included the following villages and parishes: Badgeworth, Barnwood, Birdlip, Brockworth, Brookthorpe, Churcham, Churchdown, Down Hatherley, Elmore, Gloucester, Great Witcombe, Harescombe, Haresfield, Hartpury, Hempsted, Highleadon, Highnam, Hucclecote, Lassington, Longford, Longlevens, Maisemore, Matson, Minsterworth, Norton, Pitchcombe, Prinknash Park, PT01049B 4 Quedgeley (part), Rudford, Sandhurst, Shurdington, Twigworth, Up Hatherley, Upton St Leonards, Whaddon. The City Council and its Museums Service has always collected from these historic areas, but after consultation with other local museums in 2007, the new collecting area has been decided as follows: Ashleworth, Badgeworth, Barnwood,
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