HomeMy WebLinkAboutStaff Report 6628
City of Palo Alto (ID # 6628)
City Council Staff Report
Report Type: Consent Calendar Meeting Date: 5/23/2016
City of Palo Alto Page 1
Summary Title: JMZ Collections Policy
Title: Adoption of the Palo Alto Junior Museum & Zoo Collections Policy
From: City Manager
Lead Department: Community Services
Recommendation
Staff recommends that Council adopt the Palo Alto Junior Museum & Zoo Non-living
Collections Plan, Policies, and Procedures.
Executive Summary
By adopting these Palo Alto Junior Musuem & Zoo Non-living Collections Plan, Policies,
and Procedures (the "Policy"), Council provides a plan and policy framework to guide
the Junior Musuem and Zoo’s (the “JMZ”) development and stewardship of its non-living
collections, and delegates responsibility to implement the Policy to museum staff. The
Policy, included as Attachment A, is consistent with the mission of the JMZ and is
aligned with professional museum standards embraced by the American Alliance of
Museums.
Background
The JMZ has approximately 3,400 objects and specimens in its non-living collections. A
summary description of the collections is included in Attachment B. The JMZ is planning
to move its collections to an off-site location while the facility is being rebuilt in 2017-
18. With the Council’s adoption of the Policy, staff will have clear direction with which
to manage objects and make decisions regarding objects that do not support the
mission of the JMZ.
The JMZ has not had a formal policy for its collecting activities even though it has
accessioned objects since 1934. As part of the JMZ preparation for accreditation with
the American Alliance of Museums (the “AAM”) the institution has undertaken two
Museum Assessment Programs (2014 and 2015) offered by the AAM. Each of these
programs issued reports recommending that the JMZ develop a collections plan and
policies to be adopted by Council so as to provide JMZ staff with the plan, policy and
procedural tools to help staff manage the collections and to guide collecting by the
City of Palo Alto Page 2
institution in support of the mission of the JMZ: to engage a child’s curiosity in science
and nature.
Discussion
The Policy was developed with guidance of the AAM to ensure that the City of Palo Alto
has the plan, policies, and procedures in place that meet the characteristics of
excellence for US museums. Museums are expected to follow standards and best
practices appropriate to their respective discipline and/or museum type. The standards
require that a current, approved, comprehensive collections management policy is in
effect and actively used to guide the museum’s stewardship of its collections, and that
the museum’s staff are delegated responsibility to carry out the collections management
policy.
To the extent possible, staff aligned the Policy with those of Palo Alto’s Public Art
Program. The policies for managing public art and the museum share considerations of
appropriateness and the application of ethical standards. The Policy was also alligned
with the Gifts to the City Policy.
Resource Impact and Timeline
The JMZ is preparing to move its collections in 2017-18, and during fiscal years 2016,
2017 and 2018 JMZ staff will determine which objects will be sent to other musuems
and cultural insitutions as an alternative to long-term storage. JMZ staff anticipates that
objects would be loaned, traded, or gifted to other museums and cultural institutions.
The policy directs that proceeds (if any) from the disposal of any specimens or objects
would be used solely for acquiring new artifacts for the JMZ’s non-living collections. Per
the Gifts to the City Policy, aquistions that require additional city resources to care for
will be reviewed by the budget office.
Valuation of the Collections
The only portion of the collections that have been appraised is the American Indian Art
Collection. The evaluation occured in 2004 when the JMZ was undergoing procedures
related to the Federal and State Native American Graves Protection and Repatriation
Act of 1990 (NAGRPA). Benjamin F. Benson and Associates was contracted to prepare a
museum catalog and formal appraisal of 584 units of the JMZ’s American Indian Art
Collection and valued the collection at $364,145 effective April 1, 2004.
No other appraisals or evaluations of the JMZ’s collections have been conducted.
Appraisals and valuations are costly and provide a market value only for the time of the
assessment. Appraisers tend to be specialists thereby limiting valuation reports to
specific areas of the collections such as dolls, toys, American Indian Art, other
ethnographic art, natural history, etc. With these limitations in mind, the Policy
specifies appraisals or valuations only when an item is being prepared for a sale or in
circumstances where staff deem the valuation necessary. The JMZ will follow good
museum practice by documenting each step used in determining how an object from
City of Palo Alto Page 3
the collection was chosen for deaccession, how the value of the object or like objects
was determined, and why the method (gift, loan, sale or other) of disposition was
chosen.
Plan and Policy Implications
The collections of the JMZ are an important means for advancing the museum and zoo’s
mission and to serve the public. Consequently, because these collections are held in
trust for the public and made accessible for the public’s benefit over time, the museum
incurs legal, social and ethical obligations to provide proper stewardship in the form of
physical storage, management and care for the collections and associated
documentation. Effective collections stewardship ensures that the objects the museum
owns, borrows, and holds in its custody and/or uses are available and accessible today
and for future generations.
On occasion, JMZ acquires a living or inanimate addition to the collection as a gift,
adhering to City policy. As per Policy and Procedures 1-18, Gifts and Donations to the
City of Palo Alto, gifts accepted by the City become the property of the City of Palo Alto
and are to be used for public benefit. Unless a special agreement concerning the
ultimate disposition of the gift is entered into at the time the gift is accepted, it is
understood that the City has sole authority to determine the use, transfer, handling, or
disposition of the gift. If item has a value of $5,000 or more, also provide ASD
Director with documentation regarding value of gift for fixed assets accounting.
Environmental Review
A policy proposal is not considered a project under the California Environmental Quality
Act.
Attachments:
Attachment A: Non-Living Collections Policy-1 FIN (DOC)
Attachment B: Collections at the JMZ (DOCX)
Attachment C: Accession Report FORM_rev2015 (PDF)
Attachment D: Deaccession Report FORM_rev2015 (PDF)
Attachment E: Outgoing Loan Agreement - Exhibits (PDF)
Temporary Deposit Receipt Form_rev2015 (PDF)
- 1 -
Revised 4/2016
PALO ALTO JUNIOR MUSEUM & ZOO
NON-LIVING COLLECTIONS PLAN, POLICIES, AND PROCEDURES
Table of Contents
1. MISSION ............................................................................................................................. 2
2. SCOPE OF COLLECTIONS ............................................................................................... 3
3. COLLECTIONS PLAN ....................................................................................................... 5
4. GENERAL DOCUMENTATION PROCEDURE .............................................................. 8
5. FOUND IN COLLECTIONS POLICY ............................................................................... 9
6. TEMPORARY DEPOSIT RECEIPT PROCEDURE ....................................................... 10
7. ACQUISITION/ ACCESSION PROCEDURE ................................................................. 11
8. DEACCESSION PROCEDURE ....................................................................................... 13
9. LOANS POLICY ............................................................................................................... 15
10. ACCESS POLICY ............................................................................................................. 17
11. COLLECTIONS CARE POLICY ..................................................................................... 19
12. INSURANCE POLICY ..................................................................................................... 22
13. ETHICS POLICY .............................................................................................................. 23
14. FORMS .............................................................................................................................. 24
- 2 -
Revised 4/2016
1. MISSION
The Palo Alto Junior Museum & Zoo’s (JMZ) Mission is:
To engage a child’s curiosity in science and nature.
Our core audience is comprised of children, ages 0-9, and their caregivers at the JMZ and
in our programs. Elementary School teachers and Principals are another core audience
due the large number of contracts we have to teach science education in local elementary
schools. Volunteers, ranging in age from 14 years to seniors, are another audience served.
The JMZ is owned and operated by the City of Palo Alto and the objects and specimens
(Non-living Collections) and animals (Living Collections), be they owned by or on loan
to the City, are held in the communities’ trust by the JMZ on behalf of the City. The
policies and procedures documented herein refer only to the Non-living Collections. The
living collections are outside the scope of this document.
The Non-living Collections are used for exhibitions and for on-site educational programs
and off-site educational outreach programs. In exhibitions and programs, the JMZ seeks
to relate objects and living things to a child’s experience and to their sense of place. The
vision for the collection is to provide the best, most appropriate examples of natural
objects and specimens that help us to engage a child’s curiosity in science and nature.
- 3 -
Revised 4/2016
2. SCOPE OF COLLECTIONS
The JMZ collections include six Main Collections: Invertebrate Zoology, Vertebrate
Zoology, Geology, Paleontology, Botany, Historic. The JMZ maintains detailed
documentation for each object whenever possible, recognizing that such documentation is
essential to the study and understanding of the object. The JMZ also maintains general
supporting documentation and library resources that facilitate study of the collections.
The natural history specimens include mollusk shells, arthropods (especially insects),
herbarium specimens, birds, fossils, rocks, minerals, mammals, and other vertebrates.
The live animal collection is outside the scope of this document. Historic objects are
mostly Native American, including many baskets, pots, tools, weapons, textiles,
photographs, documents, and objects of fine art. One set of human remains, assumed to
be Native American, is also in the collections; the JMZ has followed proper legal
procedures for repatriation under NAGPRA. Refer to Repatriation Policy (page 7) for
more information.
Nearly all of the JMZ’s collections consist of “dry” specimens; its holdings of objects
preserved in fluid (e.g. alcohol or formalin) are few.
The collections are maintained solely for educational purposes, exhibitions and teaching,
not for research purposes.
Collections Defined
The JMZ’s collections comprise two groupings:
1. Permanent Collections – Items for exhibitions and for purposes of educational
programs (most items are catalogued and most are accessioned)
2. Temporary Collections – Items that are on temporary loan with the JMZ or
awaiting for the accession procedure to be completed
Within the Permanent Collection, objects are accessioned into one of six Main
Collections: Invertebrate Zoology, Vertebrate Zoology, Geology, Paleontology, Botany,
Historic. Objects are then catalogued into an even more specific Collection Category (see
below). Except for Native American objects, historic objects are not assigned into a
collection category. All objects are given an Access Number from 1 – 3 that determine
their access and handling policies. Refer to Access Policy (page 17) for more
information.
Catalog Collection Categories
When natural history objects are catalogued, they are assigned a Collection Category.
Collection Category Catalog Prefix
Minerals MI
Igneous Volcanic IV
Igneous Plutonic IP
Metamorphic Small M-S
Metamorphic Medium M-M
- 4 -
Revised 4/2016
Sedimentary S
Paleontology P
Mammals MA
Ornithology O
Ornithology Oology oo
Ichthyology I
Herpetology He
Mollusks M*
Entomology E
Invertebrate Zoology IZ
Assembled Teaching Collection ATC
Native American NA
*Mollusks is a historic category, and only existing accessioned & cataloged
objects within this category have this Prefix. Any newly accessioned mollusks
are to be cataloged in the Invertebrate Zoology (IZ) category.
- 5 -
Revised 4/2016
3. COLLECTIONS PLAN
The JMZ may acquire collection objects by gift, bequest, purchase, field collection, or
other appropriate means. Because of its public trust responsibility to maintain and
preserve accessioned objects in perpetuity, the JMZ will only acquire objects for which it
can provide proper care and which will advance its mission. Objects for which the
Museum anticipates no foreseeable use for exhibition or education should not be
accepted.
Collection development must be selective due to limited resources and must adhere to
established criteria. Sometimes it is appropriate to select objects for removal from the
collections (deaccession). For criteria relating to acquiring and deaccessioning objects,
see Evaluating an Acquisition (page 5, below) and Evaluating a Deaccession (page 6).
Unrestricted Gifts Policy
The JMZ will only accept unrestricted gifts. A Deed of Gift and Accession Report form
must be completed and signed by the Donor to accept the gift.
The donor is responsible for furnishing evaluation to the government tax agencies. Fees
charged for the evaluation of gifts to the City are borne by the donor. A letter from the
JMZ Director acknowledging and accepting the gift shall be provided by the City.
2 Groupings of Collections:
Permanent and Temporary On-Loan Collections
There are two groupings of collections which an object will be categorized in.
The Permanent Collection supports educational programs and exhibitions. Within the
Permanent Collection, objects are accessioned into one of six Main Collections:
Invertebrate Zoology, Vertebrate Zoology, Geology, Paleontology, Botany, Historic. The
decision to accession or deaccession objects into or out of this collection is subject to the
approval of the JMZ Director.
Temporary Collection objects may be accepted by the JMZ from other institutions,
generally for exhibitions. Loans are subject to the approval of the JMZ Director. Other
objects in this Collection consist of objects accepted from a donor and in possession by
the JMZ but awaiting accession paperwork and activities to be completed.
Evaluating an Acquisition
When evaluating an acquisition, JMZ staff is first governed by the City of Palo Alto’s
overall responsibility to:
1. Preserve and conserve the objects in its collections.
2. Catalog the objects in its collections. Records of accession must be completed and
maintained for all objects acquired.
- 6 -
Revised 4/2016
3. Make the objects in the collections known to the public through display,
publication, and/or other educational means.
The following criteria should be used in evaluating an acquisition:
JMZ must be able to provide proper long-term care and storage for the object (see
above responsibilities).
Object supports the JMZ mission and the Collections Plan (page 5).
Object is unique or difficult to obtain.
Object is suitable for educational use in the Permanent Collections.
Object was collected legally and required permits are provided.
Object documentation is extent and accurate.
Object condition is fair to excellent.
Object meets all ethical considerations that may pertain to it.
Preservation method of the object does not present health concerns or require
significant special handling or storage (e.g., minerals, such as asbestos, that are
hazardous or animal mounts preserved with arsenic or other toxic chemicals).
These objects should be generally NOT be accessioned. However, if the object is
noteworthy, the accession should be very carefully considered in regards to
storage, handling, and documentation procedures.
“Wet” specimens should be limited to those with special use in exhibitions or
educational programs. Development of substantial collections of fluid-preserved
specimens would introduce concerns regarding storage, fire safety, and health.
Equipment, routine furnishings, library materials, etc. are NOT objects suitable
for the collections. Library materials may be accepted with approval of JMZ
Director but are NOT to be accessioned into the collections.
Objects should NOT be accessioned for research purposes. Collections are
acquired solely for use in exhibits or educational programs.
Objects should be considered according to the following collection goals:
o The six Main Collections include: Invertebrate Zoology, Vertebrate
Zoology, Geology, Paleontology, Botany, and Historic. Only objects
falling into those categories should be acquired.
o Subject areas that deserve continuing collection development include, but
are not limited to, insects and other arthropods, zoological specimens, and
natural history specimens from the arctic and tropical regions.
o Acquisitions to the Native American or Historic Collection should be
limited and carefully considered. The connection to the JMZ mission, the
educational programs, and exhibition needs must be fully justified.
Evaluating a Deaccession
JMZ staff will identify objects for removal from the collections. At the discretion of the
JMZ Director, outside experts may be consulted on the scientific, educational, and
commercial value of particular specimens or artifacts, and on possible methods for
disposal.
The following criteria should be used in evaluating a deaccession:
- 7 -
Revised 4/2016
Object does not relate to the JMZ’s mission and the Collection Plan (page 5).
Object is a duplication of material.
Object is a health or safety hazard.
Object is damaged beyond use.
Object is part of an exchange agreement.
Object is subject to Repatriation. See Repatriation Policy (page 7, below) for
more information.
There are new issues regarding legality or ownership.
Object is known to be fraudulent or undocumented.
JMZ is unable to provide proper care.
Object may be subjected to destructive analysis for research or documentation.
Repatriation Policy
The JMZ is complying with and will continue to comply with the Native American
Graves Protection and Repatriation Act (NAGPRA). To date, all human remains,
funerary objects, sacred objects, and objects of cultural patrimony that have been
identified as such have been inventoried and returned to tribal representatives,
excepting the human skeletal remains. These remains have followed all legal channels
and are still awaiting tribal identification. JMZ staff will cooperate fully, following
NAGPRA procedures, with tribal representatives seeking information on JMZ
holdings or visiting the collections by appointment. If a cultural affiliation and/or
right of possession are established, the objects will be expeditiously returned to the
requesting party.
- 8 -
Revised 4/2016
4. GENERAL DOCUMENTATION PROCEDURE
The JMZ recognizes that proper management and preservation of all data associated with
collection objects is as essential as the management and preservation of the objects
themselves.
Collection documentation must be scrupulously recorded, managed, and preserved in
order to build and maintain a collection with permanent scientific and historic integrity.
The documentation should be associated with the objects to which they apply.
Collection documentation is the responsibility of the JMZ Director and Exhibits Director
charged with caring for the collection. Other JMZ representatives should understand that
their actions may affect the quality of documentation for objects. For example, if in the
absence of the JMZ Director or Exhibits Director, a JMZ representative were to
provisionally receive an object, then the person receiving the object would be responsible
for completing the appropriate paperwork and obtaining donor contact information and
all possible data at the time of receipt.
Collection documentation includes a completed Deed of Gift and a donation Letter for
donations, a Non-living Accession Report and other associated documentation (e.g.
permits, field notes, essential correspondence, exhibit labels, loan records, conservation
records, photographs, maps, etc.). Associated documentation may take the form of
physical (e.g. paper) or digital records. Not all will be available or appropriate for all
collection objects. If the object has not yet been approved for accession by the JMZ
Director, a Temporary Deposit Receipt should be completed.
The following general documentation procedure should be followed:
1. Records shall be retained in perpetuity. Digital collections records should be
attached to the object’s record in the Collection Digital Catalog and a copy kept
on the City of Palo Alto shared drive.
2. Hardcopies of records should be kept in the Collections files.
3. The most recent hardcopy of the entire Collections Digital Catalog was printed in
February 2014. Hardcopies of new additions are to be added annually in January.
4. The electronic copy of the Collections Digital Catalog is stored on the Collections
computer in the Collections Room. A copy on a portable hard drive is stored off-
site. The version on the portable hard drive should be updated when a significant
number of objects are added to the collection or on a bi-annual basis.
Specific documentation procedures – such as temporary receipts, deeds of gift,
accessions, deaccessions, object moves, and loans – are outlined elsewhere in this
document.
- 9 -
Revised 4/2016
5. FOUND IN COLLECTIONS POLICY
The JMZ considers an object “Found in Collection” (FIC) if no acquisition or loan
documentation can be found. FIC objects will be considered the property of the JMZ.
Undocumented objects will be tracked and documented from the time they are found, and
may be used as any permanent collection object is used. FIC objects may be accessioned
or removed from the collection according to the criteria for evaluating acquisitions and
deaccessions.
The decision to accession or deaccession FIC objects from the collections shall follow the
Collections Plan (page 5) and be subject to the approval of the JMZ Director and with the
approvals that (s)he determines necessary, such as those of any subsequent City
Managers or City Council. The JMZ Director will solicit the advice of the Education
Director, Exhibits Director and Zoo Director when making a decision to accession or
deaccession objects.
FIC objects to be accessioned into the collection should be given accession numbers and
the Accession procedure (page 11) should be followed. Their source should be listed as
FIC. If the original documentation is later found for an object that has been accessioned
into the collection as FIC, the object will be returned to its original status and number and
the new number will be retired with a notation of the restored number and
documentation.
FIC objects to be removed from collections should comply with the Deaccession
procedure (page 13). Their source should be listed as FIC and the accession number
should be listed as FIC.
If a claim is made on an undocumented or FIC object, the JMZ will make an ad hoc
decision in consultation with legal counsel regarding how to respond to the claim based
on the merits of the case.
- 10 -
Revised 4/2016
6. TEMPORARY DEPOSIT RECEIPT PROCEDURE
Sometimes an individual or organization would like to drop off an object to be examined
for donation, purchase or loan. Though staff is authorized to accept the object
temporarily, we strongly discourage this practice because people often will not pick up
object(s) if the decision is not to acquire it. Consequently, the JMZ is left with the
responsibility of storage or disposal. It is preferable to agree to acquire an object(s) prior
to drop-off via photos, descriptions or viewing the object(s) in person. This process
facilitates obtaining legal documents, signatures, and object information during drop-off.
If an examination via Temporary Deposit is required, the staff person is to have the
owner (Depositor) of the object(s) fill out a Temporary Deposit Receipt form (page 24).
The staff person should make it clear to the Depositor that the decision to accept the
object as a donation is subject to approval and will be made after examination of the
object(s).
The following procedure must be followed by the JMZ staff member accepting the
temporary object:
1. A Temporary Deposit Receipt is to be completed and signed by the Depositor.
2. The original Temporary Deposit Receipt is given to the Depositor.
3. A copy of the Temporary Deposit Receipt is to stay with the object(s).
4. The object(s) are to be given to the JMZ Director for examination and
consideration of acquisition.
5. If the object(s) are not accepted, the Depositor is to be given written notice of the
decision and shall be requested to retrieve the object(s).
6. If the object(s) are not retrieved within 30 days of notice to the Depositor, it may
be placed in storage. After 3 years, the object(s) become the property of the JMZ.
7. See the Temporary Deposit Receipt form (page 24) for additional legal details.
- 11 -
Revised 4/2016
7. ACQUISITION / ACCESSION PROCEDURE
Accessioning is the process of formally documenting the JMZ’s acquisition of one or
more objects under terms of the JMZ’s legal ownership into the JMZ collection. Selected
accessioned objects may become subject to disposal, but only through a formal
Deaccession Procedure (page 13).
The decision to acquire and accession objects into the collections shall follow the
Collections Plan (page 5) and be subject to the approval of the JMZ Director and with the
approvals that (s)he determines necessary, such as any subsequent City Managers or with
the City Council. The JMZ Director will solicit the advice of the Education Director,
Exhibits Director and Zoo Director when making a decision to accession objects. Refer to
Evaluating an Acquisition (page 5) for criteria. The budget office shall review
acquisitions that may require additional city resources to care for.
Accession Procedure
The JMZ will only accept unrestricted gifts. See Unrestricted Gifts Policy (page 5) for
more information.
For donations, a Deed of Gift (page 24) is required to be completed and signed by the
Donor. Only one Deed of Gift is required for a group of objects from the same Donor. In
addition, a Non-living Accession Report form (page 24) is required to be filled out for
each object and signed by the donor. One Accession Report may be used if the objects
are pieces that form a whole (e.g. a mouse skeleton comprised of many loose bones). The
Deed of Gift, Accession Report and a donation letter serve as the signed records of
donation and legal documentation for JMZ ownership.
An accession number shall be assigned to each object. It is a unique record for an
accession, whether or not the accessioned object(s) remain in the JMZ’s possession.
The following procedure must be followed by the JMZ staff member accepting the
acquisition:
1. If the object is a donation, a Deed of Gift is to be completed and signed by the
Donor. A copy of the Deed of Gift is to be attached to the Accession Report.
2. If the object is a donation, a dated donation letter is to be sent to the donor stating
what the donation is and signed by the JMZ Director. A copy of the donation
letter is to be attached to the Accession Report.
3. A Non-living Accession Report form is to be filled out for each object that is
accessioned. Each object is assigned a unique accession number that consists of
the year and a number. Follow the examples below:
Accession# 2012-3 – This object was accessioned in year 2012 and was the 3rd
object accessioned that year.
- 12 -
Revised 4/2016
Accession#2012-4a-b – This object was accessioned in year 2012 and was the
4th object accessioned that year. The object consists of 2 parts (e.g., a related
skull and jaw bone) and each receives its own letter label (a,b).
Accession # 2012-5bin – This object was accessioned in year 2012 and was
the 5th object accessioned that year. It is a bin of many pieces (e.g., a box of
teeth) that are related but do not deserve their own accession numbers.
4. All fields on the Accession report form must be completed.
5. The JMZ staff member accepting the acquisition is responsible for obtaining all
available documentation at the time of the transfer of the object(s). This
documentation includes, but may not be limited to, data pertaining to the objects
and pertinent information regarding the provenance and chain of ownership of the
object. Relevant permits or licenses should be verified. These may include
collecting permits, salvage permits, export permits, import permits, and/or CITES
(Convention on International Trade in Endangered Species of Wild Fauna and
Flora) documentation. Field notes, if extant, must be obtained. Related
correspondence should be obtained if possible. Documentation is to be attached to
the Accession Report (in hard copy and digital format).
6. If the object is a donation, the donor signs the Accession Report form to
acknowledge the transfer of ownership of the object to the JMZ. In cases when a
decision to acquire the object(s) has been made but there is not time to assign
accession numbers and fill out all the Accession Report form(s), then a Deed of
Gift may be used as a record of donation until the Accession Reports are
completed. When a large number of objects is donated and it is not feasible for a
donor to sign each Accession Report, then the following language in lieu of
signature may be used:
“The object(s) listed above was released to the City of Palo Alto as an
unconditional gift via a Deed of Gift dated _____ and signed by (name of
donor) and the (name of JMZ Director).”
7. A record for the object is created in the Collections Digital Catalog. Information
about the object, a photograph, and scans of the Accession Report with all
supporting documentation (including the Deed of Gift and donation letter) are
entered into the record.
8. Hard copies of all documentation are filed in the Collections files. Digital copies
are attached to the object’s record in the Collections Digital Catalog and copies
filed on the City of Palo Alto shared drive. All records for accessioned objects
shall be retained in perpetuity.
9. JMZ staff transmits a report informing City Council of the accession.
- 13 -
Revised 4/2016
8. DEACCESSION PROCEDURE
Deaccessioning is the process of legally removing an object or group of objects from the
collections.
The decision to deaccession objects from the collections shall follow the Collections Plan
(page 5) and be subject to the approval of the JMZ Director and with the approvals that
(s)he determines necessary, such as the Department Head, City Manager or with the City
Council. The JMZ Director will solicit the advice of the Education Director, Exhibits
Director and Zoo Director when making a decision to deaccession objects. As well, the
means of disposal, with respect to ethics, must also meet these approvals. Refer to
Evaluating a Deaccession (page 6) for criteria. The JMZ will follow good museum
practice by documenting each step used in determining how an object from the collection
was chosen for deaccession, how the value of the object or like objects was determined,
and why the method (gift, loan, sale…) of disquisition was chosen.
Determining Disposal Methods
Maximum possible return on the property should be obtained. However, it is worth
noting that maximum possible return does not always mean monetary value. Specimens
and objects may have high educational value with low commercial value. These objects
may be offered to other educational institutions in trade for desired collection objects. Or
for the greater public good, they may be given to other museums or educational
institutions without expecting a direct return to the JMZ. The museum community
thrives on reciprocal altruism, and the good will and cooperation engendered by
appropriate gifts to other institutions is often “the maximum possible return.”
Disposal of City property can be through the City’s auction program or other means
pursuant to City Policy 1-49. Questions regarding legality of disposal shall be referred to
the City Attorney. The proceeds of the disposal of any specimens or objects will be used
solely for acquiring new artifacts for the JMZ’s non-living collections.
Deaccession Procedure
A Non-living Deaccession Report form (page 24) is required to be completed for each
object. This report also serves as the legal documentation for deaccession.
The catalog numbers and accession numbers are never reassigned. A catalog and
accession number are unique records for an object, whether or not that object is held by
the JMZ.
The following procedure must be followed:
1. A Non-living Deaccession Report form shall be completed for each object that is
deaccessioned.
Formatted: Font color: Auto
- 14 -
Revised 4/2016
2. The original Accession Report or historic accession record and whatever legal
records of donation exist (e.g. Deed of Gift, donation letter, historic legal record),
and any additional records deemed important should be attached to the
Deaccession Report (in hard copy and digital format).
3. If a Found in Collections (FIC) object is to be removed from the collections
without being accessioned, it still requires a Deaccession Report form to be filled
out. The Nature of Source and Donor information should be filled out as “Found
in Collections.” The Accession number should be filled out as “FIC.”
4. A hard copy is filed in the Collections files. Digital copies are attached to the
object’s record in the Collections Digital Catalog and a copy filed on the City of
Palo Alto shared drive. All records for deaccessioned objects shall be retained in
perpetuity.
5. JMZ staff transmits a report informing City Council of the deaccession.
- 15 -
Revised 4/2016
9. LOANS POLICY
A loan is a temporary transfer of object(s) from one institution or individual to another
without transfer of ownership. The JMZ makes or receives loans for purposes of
exhibition. Loaning or borrowing is undertaken only under the terms of a loan agreement
which forms a contract between lender and borrower and specifies terms and conditions
of the loan including the respective responsibilities of each party.
Only the JMZ Director may approve an outgoing or incoming loan. Only the JMZ
Director may sign loan documents.
Outgoing Loans
Loans are only to be made to institutions, preferably AAM accredited, not to individuals.
The JMZ Director must approve an exception to loan to an individual (for example for
scholarly or scientific research or for educational purposes).
All terms outlined in the Outgoing Loan Agreement (page 24) must be met by the
borrowing institution.
The following procedure must be followed:
1. All terms of an Outgoing Loan Agreement must be met by the receiving
institution in order to proceed with loan. The Outgoing Loan Agreement must be
executed by JMZ staff and signed by lender and JMZ Director.
2. Should the borrowing institution extend its own loan agreement in addition to the
Outgoing Loan Agreement, the review and approval of said agreement shall be at
the discretion of the JMZ Director.
3. If an exception has been made by the JMZ Director to loan to an individual, an
Outgoing Loan Agreement is preferred, but a written approval with terms will
also suffice. However, all other procedures must be followed.
4. Take photos of all loaned objects. Include detail shots showing condition,
especially any pre-existing damage.
5. Upon return of loaned objects, unpack them immediately to take inventory, check
condition, and return to storage. Any discrepancies are to be reported to the
borrowing institution (or individual) immediately so action can be taken.
6. A hard copy of the loan agreement and accompanying documents such as, the
inventory of returned objects and any documentation regarding disputes is filed in
the Collections files. Digital copies are filed on the City of Palo Alto shared drive.
Records of loan agreements and accompanying documents shall be retained in
perpetuity.
- 16 -
Revised 4/2016
Incoming Loans
The JMZ may borrow objects from institutions or individuals in order to support its
mission. The JMZ will meet the conditions specified by the lender. In the absence of
specified conditions, the JMZ uses as guidelines the conditions listed on its own
Outgoing Loan Agreement.
The following guidelines apply:
1. Objects loaned to the JMZ are fully insured by the City of Palo Alto while in the
custody of the JMZ.
2. The JMZ does not accept indefinite-term loans. Long-term loans should not
exceed a 5 year term.
3. The JMZ will not knowingly accept incoming loans or other objects that were
acquired or collected unethically or illegally.
4. Incoming loans should be quarantined upon arrival and frozen or fumigated, if
necessary, to protect the JMZ’s collections from potential pest infestations.
5. Objects should be stored in a secured area. During installation and take-down,
objects should be kept under surveillance by one or more JMZ staff.
6. Loans should be returned to the lender using the same packing materials
whenever feasible, or superior ones if not.
The following procedure must be followed:
1. Where a loan agreement is supplied by the loaning institution and approved by the
JMZ Director, the terms of that agreement shall be met. An inventory and
conditions report of loaned objects should be supplied. If nothing is supplied by
the loaning institution, JMZ must create an inventory and conditions report.
2. Upon arrival of the loaned objects, the objects must be checked against the
inventory and conditions report. Take photos of all borrowed objects. Include
detail shots showing condition, especially any pre-existing damage. Inform the
lending institution via written notice about any significant damages using the
photos as documentation.
3. When the objects come off display, they should be inventoried and conditions
checked against the initial conditions report and photographs.
4. Return the objects to the lender in a timely manner and receive documentation
from the lender that objects were returned in original condition or with noted
damage.
10. A hard copy of the loan agreement and accompanying documents such as, the
inventory of returned objects and any documentation regarding disputes is filed in
the Collections files. Digital copies are filed on the City of Palo Alto shared drive.
Records of loan agreements and accompanying documents shall be retained in
perpetuity.
- 17 -
Revised 4/2016
10. ACCESS POLICY
Access to the JMZ’s collections is controlled in order to protect the collections. Access is
granted selectively to trained JMZ staff for the purposes of collections care and
management, education, and exhibition. Access is provided to the general public through
programs and exhibitions. Private access is not granted to the general public without the
approval of the JMZ Director.
Access to the Permanent Collections
Access to the Permanent Collections that are not in a public exhibition will be granted to
trained staff and volunteers only. Each object is given a number on an Access Scale that
determines its access and handling policies: 1 – Hands-On Access, 2 – Trained Staff
Access, 3 – Restricted Access. Refer to Access Scale Criteria below for more
information.
Access to the Permanent Collections is NOT granted for scholarly or scientific research
or for visitation by individuals due to limited staff time. The JMZ Director must approve
an exception to this policy. If an exception is granted, a JMZ staff person must be present
during the collections tour. No collection objects may be removed from the JMZ facility
without following the Loans Policy and procedures (page 15).
Access to Temporary Collections
Only the JMZ Director and Exhibits Director or a staff member approved by them will
have access to the Temporary Collections that are not in a public exhibit or program.
Refer to Loans (page 15) for more information on policies and procedures.
Access Scale Criteria
Only trained staff or volunteers may access Permanent Collections regardless of Access
Scale number.
1 – Hands-On Access
Accessible for frequent use by education staff and unregulated off-site use,
Objects may be handled by children and public.
Criteria:
No data
Insignificant monetary/historic/scientific value
Durable
Easily replaceable (through purchase or an established source)
Does not require special storage
One of many examples/types of a specimen
May be a replica or reproduction
Object is in poor to moderate condition
May be handled by volunteers
May be handled by children and public under supervision
- 18 -
Revised 4/2016
2 – Trained Staff Access
Accessible for routine use by education staff, regulated off-site use, and objects
are to be handled only by trained personnel.
Criteria:
Associated with data
Medium to low monetary/historic/scientific value
Durable to somewhat fragile
Replaceable (but may require a collecting permit or be challenging to
replace)
May be kept in locked or unlocked storage but requires protective
containers
Good example of its kind in the collections
Object in good or great condition (we want to preserve this condition)
May be used in classes or programs but only handled by educator
3 – Restricted Access
Accessible by permission only, for infrequent use by staff on-site and handled
with gloves and following written protocols or best practices.
Criteria:
Associated with data and known provenance and/or provenience
Significant monetary/historic/scientific value
Fragile
Impossible or difficult to replace
Requires locked, special storage
Unusual or only example of its kind in the collections
Object is in excellent condition
Contains toxic or hazardous material or byproducts
o May be used only by permission and handled only by trained personnel
with gloves
- 19 -
Revised 4/2016
11. COLLECTIONS CARE POLICY
Collections care is the responsibility of the JMZ Director, the Education Director (Access
Scale #1-#2) and Exhibits Director (Access Scale #3).
Collections care includes responsibility for both the physical condition and storage of
objects and their documentation (both hardcopy files and the Collections Digital
Catalog). Staff members preserve and conserve the objects, their documentation and
related materials by following and enforcing policies and procedures, providing
adequately controlled storage conditions, and by conservation treatment if necessary.
Security
The alarm must be set each evening by the last person leaving the facility.
Only trained staff and volunteers may access the Permanent Collections and according to
the restrictions based on an object’s Access Number. Only the JMZ Director, Exhibits
Director, or a staff member approved by them may access the Temporary Collections. An
exception is during an emergency when any JMZ staff may access the collections to
salvage objects according to the Emergency Plan (page 20).
The Collections Room is to be kept locked. All cabinets are to be kept individually
locked. The JMZ Director or Exhibits Director shall insure that procedures are followed
and security is in place before a tour of the collections or work on the collections
commences. Exhibits with collection objects must be in locked or otherwise secure cases.
Collection objects rated as Access Scale #1 – Hands-On Access are kept in storage
cabinets in Science Lab 1. Access to these objects is restricted to authorized staff
members (mostly educators). The classroom is to be kept locked with windows closed
when not in use. All cabinets are to be kept locked when not being accessed. Collections
policies and procedures are to be followed by staff, specifically in regards to “checking
objects in and out” and transporting objects. When objects are not in use for a class, they
should be returned immediately to the storage cabinets.
Preventive Conservation
The agents of deterioration that affect collections are physical forces, thieves and vandals,
dissociation, fire, water, pests, pollutants, light (UV and IR), incorrect temperature and
incorrect humidity. JMZ staff will aim to control and apply preventative measures
appropriately for maximum long-term preservation of the collections. Because JMZ staff
are limited in time, and no staff person is devoted to the collections, preventive
conservation procedures are minimized.
The following guidelines should be adhered to:
Non-latex disposable gloves should be worn when handling object(s), and two
hands per object should be used at all times.
When packing objects, archival tissue and packing materials should be used. Do
not over pack objects, and use extra packaging materials.
- 20 -
Revised 4/2016
All objects should be returned to their storage cabinets when not in use.
When designing an exhibition that uses collections, the displays should be
designed with conservation in mind.
Ongoing documentation of collection storage and exhibit environments, object
conditions, and management measures taken, are important tools for assessing collection
needs and progress in preventive conservation. This is a future goal for JMZ to aim for
but at current staffing levels is unattainable.
Pest Control
JMZ is committed to the effective and safe control of pests that represent a threat of
biological deterioration of any collection objects. Toxic pest treatments should be
avoided with freezing objects for 48 hours being the preferred pest treatment. Exceptions
to toxic pest control treatments may be necessary. Recently acquired or objects on loan
should be frozen for pest control before entering Collections Room. Food is not permitted
in the Collections Room.
Health and Safety
The JMZ is committed to providing a safe and healthy environment for staff and visitors.
Collection Storage Room should have posted warning signs as required by California
State Proposition 34 sign and other applicable laws.
Few specimens have been preserved in fluid, so there are only small quantities of alcohol
and formaldehyde. Vapors should not present a concern unless containers are opened.
The limited quantity of alcohol reduces the risk of fire.
The mounted specimens of birds and perhaps mammals have been treated with the
mineral “borax” which may naturally contain variable and unknown amounts of arsenic.
Handle these specimens with caution to avoid frequent exposure of the skin to borax.
Use non-latex, disposable gloves and wash hands after handling.
The mineral collection does not contain large samples of any identified hazardous
minerals.
The fire detection and fire sprinkler systems protect the entire JMZ, including collections
areas. Fire extinguishers are readily available and shall be kept in working condition.
First aid kits are available in work areas. Non-latex disposable gloves are available for
handling potentially toxic materials. Despite the limited hazards of the current
collections, JMZ staff should remain alert to new or unrecognized hazards.
Emergency Plan
The JMZ has evaluated potential emergencies and disasters and their likely effects on the
collections and people in the JMZ.
Emergency Response Flipbooks (“flipbook(s)”) are located in every room. The protocols
contained within the flipbooks cover individual emergencies with a specific regard to the
- 21 -
Revised 4/2016
safety of people. The flipbook also contains a protocol, called “Emergency Assessment
for Non-living Collections.” This protocol should be referred to only after the threat to
the safety of people has passed. The assessment will determine if further action is
necessary. Located on the back of the flipbook is the Collections Emergency Pocket Plan
which covers communication and recovery response if the assessment determines
recovery efforts are necessary. Additional disaster documents are kept in Emergency
Packets. These are located in key locations at the JMZ, including the Collections Room,
and at the homes of disaster team members. A Collections Disaster Bin is located in a
shed in the Zoo Back Area and contains supplies for immediate response during an
emergency or disaster.
JMZ staff members participate in training for emergency preparedness and response.
All Emergency and Disaster plan documents should be reviewed and updated when
changes are made or on an annual basis.
Object Movement Procedure
If a collections object is removed from storage then the location must be tracked. Reasons
for removing an object include, but are not be limited to, outgoing loans, pest treatment,
testing, conservation, photographing, exhibition, or an educational program.
The following procedure must be followed:
1. An Object Move form (page 24) should be completed.
2. Hang the form on the clipboard in the Collections Room.
3. Place a copy of the form as a placeholder for the object in its storage location.
4. When the object is returned to its storage location, discard its Object Move form.
5. If a relocation of an object is permanent, then an Object Move form is not
required. When the object is relocated, immediately update the new location on
the object’s record in the Collections Digital Catalog.
- 22 -
Revised 4/2016
12. INSURANCE POLICY
Collections should be insured with a fine arts insurance policy in addition to the City’s
self-insurance policy. This policy is considered best practices in the museum field and
offers a higher level of protection for the valuable collection objects.
JMZ and CSD staff is working the City’s risk manager to obtain additional insurance
beyond the City’s self-insurance policy.
- 23 -
Revised 4/2016
13. ETHICS POLICY
The JMZ collections are held and preserved in public trust for posterity. All JMZ staff
must uphold high standards of professional conduct regarding the acquisition, care,
management, documentation, use, and disposal of collections. Any JMZ staff that handles
the collections must be familiar with and comply with the Non-living Collections Plan,
Policies, and Procedures which must be in compliance with the law.
The following guidelines shall be followed:
Objects collected by the JMZ shall be relevant to its mission and the
Collections Plan (page 5) and must be accompanied by a valid legal title. The
JMZ will not knowingly accept an object that was acquired or collected
unethically or illegally.
Collecting shall be conducted so as to avoid adverse effects on a species or the
environment in general and with the required permits.
JMZ staff or volunteers shall not acquire disposed or deaccessioned objects
from the collections (either owned by or on loan to the JMZ) unless the
disposal or deaccession process is public in nature. The disposal method must
be approved and must follow the Deaccession Procedure (page 13).
JMZ staff shall refrain from personal collecting activity that competes with
the JMZ.
JMZ staff shall not use his or her JMZ affiliation to promote his or her
personal collecting activities.
JMZ staff shall refrain from dealing (buying or selling for profit, as
distinguished from occasional sale or exchange from a personal collection) in
objects similar or related to the objects collected by the JMZ. Any personal
collecting shall be done legally and open to inspection.
The objects in the collections, their documentation, and all additional
documentation developed subsequent to their acquisition are the property of
the JMZ. Objects and field notes collected by JMZ staff for JMZ work
become the property of the JMZ.
Ethical questions should be directed to the JMZ Director and the City Attorney as
needed.
- 24 -
Revised 4/2016
14. FORMS
The following forms are attached in order:
1. Temporary Receipt
2. Deed of Gift
3. Non-living Accession Report
4. Non-living Deaccession Report
5. Object Move Form
6. Outgoing Loan Agreement
1
COLLECTIONS AT THE PALO ALTO JUNIOR MUSUEM & ZOO
The Palo Alto Junior Museum & Zoo (JMZ) Collections include more than 3000 specimens in its
Non-living Collections.
Within this Permanent Collection, objects are accessioned into one of six Main Collections:
Invertebrate Zoology, Vertebrate Zoology, Geology, Paleontology, Botany, and Historic.
Natural History objects are then catalogued into even more specific collection categories.
Except for Native American objects, historic objects are not assigned into a collection category
or catalog.
The JMZ Living Collections includes a dynamic collection of over 400 specimens of live animals
representing more than 50 species. The collection includes invertebrates, fish, amphibians,
reptiles, birds and mammals.
Natural History Collection
The Natural History Collection incorporates more than 2000 specimens that are grouped into
invertebrate zoology, vertebrate zoology, geology, paleontology, botany.
The invertebrate zoology collection includes insects (entomological), mollusks and other shells,
crustaceans, other arthropods. The entomological specimens form the most robust part of the
Natural History collection both in terms of size and available data and are preserved as pinned
insects and Riker Mounts. The mollusk collection consists of individually labeled mollusk shells.
Within the vertebrate zoology collection are mammals, birds, fish, reptiles, and amphibians
collected from the late 19th Century and into the 21th Century. The collection includes live
mounts study skins, skeletal specimens, bird eggs, and bird nests.
The geology collection consists of specimens of Minerals, and Rocks including Igneous Volcanic,
Igneous Plutonic, Metamorphic, and Sedimentary.
The paleontology collection consists of individual specimens as well as extensive samples from
the Montana State University Dinosaur collection.
The botany collection consists of dried plant specimens collected at Foothills Park.
Historic Collection: American Indian and Ethnographic Art Catalog
American Indian and Ethnographic Art comprise the majority of the Historic Collection. The
catalog incorporates more than 600 pieces of traditional Native art and folk art that are
grouped into 584 numbered units. The Catalog includes art from every culture area of North
2
America as well as Mesoamerica and South America. The strong North American emphasis is in
the tribal art of California, the Great Basin, and the Southwest. The Artic and the Plains/Plateau
tribal areas are well represented with lesser representation of the North American culture
zones. In addition there are pieces from Africa, the Middle East, Asia, and the Pacific. The
temporal range is also great with a few prehistoric pieces, and a few village utilitarian pieces
form the early period of European contact. By far the majority of the pieces in the Catalog are
contemporary art that was made for the market or for individual use. The range of quality and
importance of the pieces is also very mixed.
Historic Collection: Toys
Historic toys comprise the majority of the Historic Collection second to the American Indian &
Ethnographic Art made up of over 800 objects. The collection includes approximately 300 small
20th century toys and approximately 500 dolls, in various sizes, and which represent a wide
range of human cultures and are dressed in traditional clothing.
Living Collection
The Living Collection currently includes 424 living specimens representing 63 species but the
number of specimens and species fluctuates over time. The make-up of the collection
correlates strongly with the JMZ educational and experiential goals for children and illustrate a
wide range of biological adaptations. The JMZ is one of only four zoos in California to exhibit
fruit bats. The largest number of species and the greatest number of specimens are
invertebrates and fish. The largest animals by weight are bobcats.
Valuation
The establishment of fair market value of the American Indian and Ethnographic Art Catalog
was determined in 2004 when the JMZ assessed this catalog following in compliance with the
Federal and State Native American Graves Protection and Repatriation Act of 1990 (NAGRPA).
Benjamin F. Benson and Associates created a museum catalog and formal appraisal of 584 units
of the JMZ’s American Indian and Ethnographic Art objects and valued the collection at
$364,145 effective April 1, 2004.
No other appraisals or evaluations of the JMZ’s collections have been conducted.
Palo Alto Junior Museum and Zoo, revised 8/2015
Original – JMZ Director for permanent collections file, Copy – Donor, PDF of signed original – Digital collections catalog
Accession Number
Non-living Accession Report
Use this record to document the receipt of objects and collect pertinent information from the Source of Accession. If additional space
is needed, attach a separate sheet. Do NOT accept objects without filling out this form for EACH object with input from donors.
Collection: Refer to the back of this report for key to Collection Category Prefixes and Access Scale.
BOLD the Main Collection that the object will be accessioned into:
Invertebrate Zoology Vertebrate Zoology Geology Paleontology Historic
BOLD the Collection Category that the object will be cataloged in:
MI IV IP M-S M-M S P MA O oo I HE E IZ ATC NA
BOLD the Access Scale Number that the object will be assigned:
1 – Hands-On Access 2 – Limited Access 3 – Restricted Access
Nature of Accession: Indicate donation, purchase, field collection, exchange, JMZ deceased animal, Found in Collections, or
other.
Name and Address of Source of Accession:
Email: Daytime Telephone:
__________________________________________________________________________________________
Name and Address of Collector (if other than donor):
Email: Daytime Telephone:
__________________________________________________________________________________________
Brief description of object: Obtain as much of this information as possible from the source of accession.
BOLD condition: Good Fair Poor
Identification:
Date collected or purchased: Age of object, if known:
Locality collected:
Permits required and provided: BOLD. YES NO
Do not accept object(s) if permits are required, and copies of them are not attached to this document.
Type of preservation:
Dimensions (in cm):
Visual description:
History of object:
__________________________________________________________________________________________
Objects/specimens Accessioned by:
Employee: Date:
__________________________________________________________________________________________
I certify that the objects described above and on any attached documents have been received and accepted.
JMZ Director:
Signature: ___________________________
Date:
__________________________________________________________________________________________
If the accession is a donation, donor needs to sign and date below. Contact information should be listed above.
I hereby release to the City of Palo Alto as an unconditional gift the object(s) listed above.
Name of Donor:
Signature:___________________________
Date:
Palo Alto Junior Museum and Zoo, revised 8/2015
Original – JMZ Director for permanent collections file, Copy – Donor, PDF of signed original – Digital collections catalog
Collection Category Catalog Prefix
Minerals MI
Igneous Volcanic IV
Igneous Plutonic IP
Metamorphic Small M-S
Metamorphic Medium M-M
Sedimentary S
Paleontology P
Mammals MA
Ornithology O
Ornithology Oology oo
Ichthyology I
Herpetology HE
Mollusks M*
Entomology E
Invertebrate Zoology IZ
Assembled Teaching Collection ATC
Native American NA
*Mollusks is a historic category, and only existing accessioned & cataloged objects within this category have this Prefix. Any
newly accessioned mollusks are to be cataloged in the Invertebrate Zoology (IZ) category.
Access Scale
1 – Hands-On Access
Accessible, Frequent use by education staff, Unregulated off-site use, May be handled by children and public
Criteria:
No data
Insignificant monetary/historic/scientific value
Durable
Easily replaceable (through purchase or an established source)
Does not require special storage
One of many examples/types of a specimen
May be a replica or reproduction
Object is in poor to moderate condition
May be handled by volunteers
May be handled by children and public under supervision
2 – Trained Staff Access
Accessible, Routine use by education staff, Regulated off-site use, Handled only by educators
Criteria:
Associated with data
Medium to low monetary/historic/scientific value
Durable to somewhat fragile
Replaceable (but may require a collecting permit or be challenging to replace)
May be kept in locked or unlocked storage but requires protective containers
Good example of its kind in the collections
Object in good or great condition (we want to preserve this condition)
May be used in classes or programs but only handled by educator
3 – Restricted Access
Accessible by permission only, Infrequent use by education staff , On-site use only, Handled only by educators with gloves
Criteria:
Associated with data and known provenance and/or provenience
Significant monetary/historic/scientific value
Fragile
Impossible or difficult to replace (requires collecting permit)
Requires locked, special storage
Unusual or only example of its kind in the collections
Object is in excellent condition
Contains toxic or hazardous material or byproducts
May be used only by permission and handled only by trained educator with gloves
Palo Alto Junior Museum and Zoo, revised 8/2015
Original – JMZ Director for permanent collections file, PDF of signed original – Digital collections catalog
Accession Number
Non-living Deaccession Report
Use this record to document the deaccession of object(s). If additional space is needed, attach a separate sheet. Attach a copy of the
original Accession Report to this form.
Collection:
BOLD the Main Collection that the object was accessioned into:
Invertebrate Zoology Vertebrate Zoology Geology Paleontology Historic
BOLD the Collection Category that the object was cataloged in:
MI IV IP M-S M-M S P MA O oo I HE E IZ ATC NA
Accession Background Information:
Date of Accession:
Nature of Accession: Indicate donation, purchase, field collection, exchange, JMZ deceased animal, Found in
Collection, or other.
Catalog title and number: Provide if applicable.
Name and Address of Source of Accession:
Email: Daytime Telephone:
_________________________________________________________________________________________
Contacting Donor: If the object was a gift, answer the following:
Is the donor still alive? BOLD. YES NO UNKNOWN
Has the donor (or heirs) been informed of the intention to deaccession? BOLD. YES NO
Has the donor (or heirs) objected to deaccessioning? BOLD. YES NO
Notes:
_________________________________________________________________________________________
Brief description of object: Obtain this information from the accession report, catalogue, records, or a physical inspection.
BOLD condition: Good Fair Poor
Identification:
Date collected or purchased: Age of object, if known:
Locality collected:
Permits transferred: BOLD. YES NO
Be sure to transfer permits for object(s) if they are required. Attach copies of them to this document.
Type of preservation:
Dimensions (in cm):
Visual description:
Justification for Deaccession: Using one or more of the reasons listed at the end of this document, justify the deaccession.
_______________________________________________________________________________________
Recommendation for Disposition:
BOLD the recommendation:
Exchange Gift Transfer Sale Destruction Repatriation
_________________________________________________________________________________________
Palo Alto Junior Museum and Zoo, revised 7/2015
Original – JMZ Director for permanent collections file, PDF of signed original – Digital collections catalog
_________________________________________________________________________________________
Information for institution accepting/selling object: Or if object is slated for destruction, complete information for staff
person assigned to carry out destruction.
Institution:
Department:
Contact Person:
Address:
City, State, Zip:
Phone:
Fax:
Email:
Describe why this institution (or destruction) is the best disposition for this object:
_________________________________________________________________________________________
Appraised Market Value: Fill out if information is available or object is to be sold. Attach any documentation.
Value of object when accessioned: $
Current Market Value: $
How has this been determined?
Appraisal Value: $
Name of Appraiser:
Date:
Comparable recent public auction/catalogue price: $
Name of auction/catalogue price:
Date:
Comparable recent public auction/catalogue price: $
Name of auction/catalogue price:
Date:
__________________________________________________________________________________________
I certify that the objects described above and on any attached documents have been deaccessioned according to
the PAJMZ Collections Policies and Procedures.
JMZ Director:
Signature: ___________________________
Date: _______________________________
__________________________________________________________________________________________
Justification for Deaccession:
Use one or more of the following criteria to justify the reasons for deaccession.
1. Object does not relate to the Museum’s mission.
2. Object is a duplication of material.
3. Object is a health or safety hazard.
4. Object is damaged beyond use.
5. Object is part of an exchange agreement.
6. Object is subject to repatriation according to NAGPRA.
7. There are new issues regarding legality or ownership.
8. Object is known to be fraudulent or undocumented.
9. Museum is unable to provide proper care.
10. Object may be subjected to destructive analysis for research or documentation.
Palo Alto Junior Museum and Zoo Outgoing Loan Agreement Form
BETWEEN: The Palo Alto Junior Museum and Zoo, “Lender” of the City of Palo Alto
Name of Collection:____________________________________________________________________
Name and Title of Authorized Representative:________________________________________________
Address: 1451 Middlefield Road
City: Palo Alto State: CA Zipcode: 94301
Phone: (650) 329-624 Fax: (650)473-1965
E-mail: ______________________________________________________________________________
AND: “Borrower” Institution Name:_______________________________________________________________________
Name and Title of Authorized Representative: _______________________________________________
_____________________________________________________________________________________
Address: ______________________________________________________________________ City: ____________________________ State: _____________________ Zipcode: __________
Phone: ( )__________________________ Fax: ( ) __________________________________
E-mail: _______________________________________________________________________
Description of Loaned Object(s) □ Continuation Sheet Attached
Accession/
Catalogue Number
Object Description (physical description, dimensions,
condition notes, attach photo)
Insurance Value
(U.S. dollars)
Total Insurance Value $ □ Insurance Certificate Attached
Hereinafter referred to as the “Loaned Object(s)”
1/4 Outgoing Loan Agreement Form – Palo Alto Junior Museum and Zoo 23 September 2010
Purpose(s) of Loan: □ display □ research □ conservation □ education
Duration of Loan:
From: To:
Terms of the Loan:
1. General Conditions 1.1 The Lender agrees to permit the Borrower to borrow the Loaned Object(s) upon the terms and
conditions herein set out. The Borrower agrees to the terms laid out in this document, as well as any additional terms or conditions provided in writing to the Borrower by the Lender.
1.2 If the Borrower wishes to request a change in the dates, schedule or other conditions of the
agreement, they must submit the request in writing to the Lender for approval at the address specified on the front of this agreement.
1.3 The Loaned Object(s) shall be kept at the location specified on the front of this Agreement. The
Borrower shall not lend the Loaned Object(s) to any third party or affiliate of the Borrower nor shall it permit the Loaned Object(s) to be kept at any location other than the location set out herein.
2. Care and Handling, Installation and Display of the Loaned Object(s) 2.1 Only qualified members of the Borrower’s staff are to pack, unpack or otherwise handle the Loaned Object(s). The Borrower is to make every effort to prevent loss or damage the Loaned Object(s). The Loaned Object(s) is not to be conserved, fumigated or altered in any way without the written permission of the Lender.
2.2 The Lender will complete a condition report of the Loaned Object(s) prior to delivery. The Lender
requires a condition report to completed upon receipt of, and prior to the return of, the Loaned Object(s). The Borrower is required to notify the Lender immediately upon noticing a change in the condition of the Loaned Object(s). Completed condition reports are to be returned to the Lender with the Loaned Object(s).
2.3 The Loaned Object(s) must not be placed in storage, even temporarily, without prior written approval of the Lender.
2.4 Damages of any kind, either to the Loaned Object(s) or shipping and packing materials, regardless of circumstances or responsibility, shall be reported immediately to the appropriate Lender’s
representative. 2.5 The Borrower will provide a written outline of the planned method of mounting and displaying
the Loaned Object(s) to the Lender for approval based on the sensitivities of the Loaned Object(s). Special Requirements:
3. Facilities and Security 3.1 The Borrower must provide the Lender a current facility report which will be reviewed to ensure
That the Borrower’s facilities are appropriate for the sensitivities of the Loaned Object(s): Special Requirements:
2/4 Outgoing Loan Agreement Form – Palo Alto Junior Museum and Zoo 23 September 2010
3.2 The Borrower must protect the Loaned Object(s) from all risks, including without limitation, theft, fire, flood, exposure to harmful levels of light or environment, pests, dirt and handling by
untrained persons.
3.3 The Borrower shall have 24 hour/7 days per week fire detection/prevention, security and environmental control systems. Should there be a failure in any system the Borrower must notify
The Lender immediately. Special Requirements: 4. Packing and Transportation 4.1 Packing and transportation shall be by safe methods approved in advance by the Lender.
Damages occurring during transit shall be reported to the Lender immediately.
5. Insurance, Liability and Indemnity 5.1 The Borrower will, at its own expense, provide insurance coverage on the Loaned Object(s) under Its Fine Arts policy, in the amount identified in this Agreement which is the stated and agreed
value for insurance purposes of the Loaned Object(s). This insurance coverage will include coverage for theft, vandalism, damage by fire, water, acts of nature including but not limited to
snow and rain storms, floods, earthquake, lightning, and sudden and accidental environmental loss. The Borrower shall be required prior to shipment of the Loaned Object(s) to furnish a
certificate of insurance naming The Palo Alto Junior Museum and Zoo as an additional insured.
5.2 The Borrower is responsible for the security and care of the Loaned Object(s) and shall be liable for Any loss or damage to the Loaned Object(s) from the time it leaves the Lender premises in Palo Alto, California until it is returned to the Lender in Palo Alto, California. Any lapses in insurance coverage, any failure to secure insurance and/or any inaction by the Lender regarding
notice will not release the Borrower from liability for loss or damage. 5.3 The Borrower will indemnify and save harmless the Lender its directors, officers, employees or agents, from and against any and all claims, demands, actions and liabilities including but not
limited to losses, damages, judgments, costs (including legal costs on a lawyer and his own client basis), and expenses incurred by the Lender and that are a result of, based upon, occasioned
by or arising on the part of the Borrower its trustees, administrators, directors, officers, employees, agents, or visitors to the Borrower’s premises in the execution of this agreement by
the Borrower.
6. Rights, Reproductions and Credit Lines 6.1 Unless permission is declined, the Loaned Object(s) may be photographed for the purposes of
enhancing the display of the Loaned Object(s). The Loaned Object(s) may not be photographed for any other purposes without the written consent of the Lender. All such images of the Loaned
Object(s) shall be considered to be the property of the Lender and may not be used or reproduced other than for the specific purposes set out herein without the written consent of the Lender.
Special Requirements:
3/4 Outgoing Loan Agreement Form – The Palo Alto Junior Museum and Zoo 23 September 2010
6.2 Information about the Loaned Object(s) for use on labels, catalogues, publicity or for any other
Purpose must include the full credit line as provided by the Lender Credit line to read:
The Borrower acknowledges the proprietary interest of the Lender in all names, trademarks,
crests or logos owned by the Lender and shall not use any Lender name, trademark, crest ore logo other than as specifically set out in this agreement, without the prior written consent of the
Lender.
7. Term of Loan 7.1 The Loaned Object(s) shall be returned by the Borrower at the time specified on this agreement. The
Lender reserves the right to withdraw the loan at any time should the safety of the Loaned Object(s) be endangered in the opinion of the Lender, in its sole discretion. The Lender further reserves the
right to request the return of the Loaned Object(s) on seven (7) days notice, although the loan period is not terminated. No extension of the loan will be granted without the written consent of the
Lender. Early termination of the agreement does not release the Borrower from any financial, insurance or indemnity obligations as set forth in this agreement.
8. Additional Conditions:
____________________________________________________________________________________________________________________________________________________________________
____________________________________________________________________________________________________________________________________________________________________
THE CONDITIONS OF THIS LOAN AS STATED ABOVE ARE ACCEPTED:
On behalf of the_________________________ On behalf of the Palo Alto Junior Museum and Zoo
Signature: ______________________________ Signature:_________________________________
Name:_________________________________ Name:____________________________________
Title:__________________________________ Title:_____________________________________
Date:__________________________________ Date:_____________________________________
4/4
Outgoing Loan Agreement form – The Palo Alto Junior Museum and Zoo 23 September 2010
TEMPORARY DEPOSIT RECEIPT City of Palo Alto
Palo Alto Junior Museum & Zoo
1451 Middlefield Road
Palo Alto, CA 94301
650-329-2111
Date: _______________ The Junior Museum &^Zoo has received from:
Name: ________________________________________________________________
Address: ________________________________________________________________
________________________________________________________________
Telephone: _______________________ Fax:_________________ E-Mail:___________
For The Following
Purpose (s): __________Identification
Examination for _____Gift _____Loan _____Purchase
_______________________________________________Other
Scheduled Date of Removal: ________________________________________________________________
Description of Objects
The object(s) described above has been received by the Junior Museum & Zoo subject to the conditions stated.
____________________________________________________ _______________________________ (Received By) (Date)
___________________________________________________ _______________________________ (Depositor) (Date)
The depositor acknowledges that the above listed object (s) have been returned in satisfactory
condition.
_________________________________________________ ________________________________ (Depositor) (Date) (1)
CONDITIONS
1. The Junior Museum & Zoo will exercise the same care with respect to the object (s) described in this receipt, as it does in the safekeeping of the comparable property of
its own. The Junior Museum & Zoo cannot, however, accept any responsibility
whatsoever for objects deposited on an examination status which are left at the
owner’s risk. Unless otherwise agreed to in writing, no insurance will be carried by the Junior Museum & Zoo on objects deposited for examination. The owner hereby releases the Junior Museum & Zoo, the City Council of Palo Alto, the Friends of the
Junior Museum & Zoo, the Recreation and Park Commission, and employees from
liability for any and all claims arising out of any loss of or damage to the object (s) so
deposited. Responsibility for insurance is that of the owner. 2. Upon reasonable notice from the depositor or from his duly authorized and accredited
or legal representative, any objects listed on this receipt which have not already been
accepted by the Junior Museum & Zoo pursuant to an offer of gift or sale made by the
depositor, or which are not included as a loan in a special exhibition then on display, may be withdrawn during the regular Museum hours by surrendering this receipt or upon presentation of the depositor’s written order.
3. Should the Junior Museum & Zoo accept the objects described in this form as a loan,
gift or purchase, this examination receipt will be superseded, with respect to the specific objects involved, by documents appropriate to the transaction.
4. The Junior Museum & Zoo will give reasonable notice to the depositor, at the address
appearing on the receipt, to take back or remove the deposited property. If such
objects or property, are not withdrawn by the depositor or the duly authorized and accredited agent or legal representative at the expiration of a period of thirty (30) days after such notice, they may be placed in storage in any warehouse company at the
depositor’s risk and expense. After 3 years the objects will become the property of the
Junior Museum & Zoo.
5. The Junior Museum & Zoo reserves the right to photograph the object(s) described in this receipt.
6. This receipt must be surrendered when the object(s) is returned.
I have read and agree to the above CONDITIONS, and I certify that I have full authority to agree thereto:
__________________________________________ _________________________
(Depositor’s Signature) (Date)
(2)