Recreation and Heritage Policy Review Committee

15 November 2001 Item

Museums Acquisition and Disposal Policy 2002 - 2007

Report of the Director, County Museums Service

1. Summary

1.1 The Museums Acquisition and Disposal Policy (the `Collecting Policy') is the policy which controls the development of the museum collections of Hampshire County Council.

1.2 The museum collections are the fundamental asset of the Museums Service, and the development and management and use of these collections is the distinctive feature of the Service.

1.3 The Collections Policy is concerned with trying to ensure that the County Council develops and maintains collections which are relevant to the aims of its Museums Service.

1.4 Because of the importance of the Collecting Policy to the proper long term development and management of the Museums Service, it is a standard of the national Registration standard for museums, overseen by the Council for Museums, Libraries and Archives (Re:source) that the Collecting Policy is reviewed at least every five years.

1.5 This report summarizes the review of the Collecting Policy which has been undertaken and recommends adoption of the revized policy.

1.6 Re:source stipulates that the Collecting Policy should be formally adopted by the governing body of a museum at its highest level. For the Museums Service this means the County Council. The Executive Member has requested that the review should be considered by the Recreation and Heritage Committee, in order to recommend action to him, and thence the County Council.

2. Introduction to the Collecting Policy

2.1 One of the fundamental purposes of the County Museums Service is to acquire and preserve objects as a permanent collection for the general benefit and enjoyment of the people of Hampshire and to support corporate aims through the work of the Museums Service.

2.2 The Collecting Policy refers to both the type of collections which it is hoped to acquire, and the process of acquisition.

2.3 This policy must be realistic and sustainable in terms of the resources which are likely to be available for the cost of caring for collections in the very long term, providing access to the public, and the costs of acquisition.

2.4 The Collecting Policy is the starting point for a sequence of activities including documentation, conservation and access; which together form an overall collections management plan. These are distinct elements of an integrated whole which must be kept in balance.

2.5 As is strongly emphasized throughout the policy, there is a presumption that collections are acquired for permanent preservation. The long-term costs and implications of collecting are very great. The Collecting Policy is therefore very selective, rigorous and disciplined. Although it must allow a degree of discretion and flexibility, it is intended to control collecting as well as develop collections.

2.6 The policy provides detailed guidance to staff concerned with collections management and is therefore lengthy. The sections of the report which follows, summarize the key features of the policy. These are amplified in the appendices, and a copy of the full policy is available on request.

3. Origins of Collections

3.1 Prior to the 1974 local government re-organisation, the Service consisted of an association of local museums at Alton, Basingstoke and Christchurch, which had become the responsibility of Hampshire County Council. The oldest of these, the Curtis Museum at Alton, could trace its collecting activities back to the 1850s, when rural and domestic `bygones' relating to the Alton area were acquired.

3.2 A small collection of natural history items acquired by William Curtis in the 1840s can be traced back to the middle of the eighteenth century.

3.3 Local societies and individuals began to build up similar collections at Basingstoke and Christchurch from the 1920s onwards, prior to the establishment of the fledgling County Service in 1962.

3.4 The appointment of professional curators from the 1950s led to the development of systematic collecting policies for all of the major disciplines, including Decorative Art, Local History, Archaeology and Natural Science.

These major categories of collection are still the basis for the collections management plan.

4. Methods of collecting

4.1 Collections are acquired by three methods:

· gifts and bequests

· fieldwork

· purchase

4.2 The Museums Service relies on public donations of objects as one of the main methods of developing the collections. This is true of virtually all museums and has been since their origin. This tradition of national generosity is jealously safeguarded and the ethical standards of the Collecting Policy are largely aimed at preserving this.

4.3 At the same time, the long term costs of preservation and providing access are such that the Collecting Policy is very selective and accepting material for permanent preservation has major resource implications.

4.4 It is important that collections may be used flexibly in the future, perhaps in ways which we cannot clearly foresee. For this reason, items are not accepted subject to particular condition (e.g. permanent display, or display in a particular location).

4.5 Many important collections are added as a result of fieldwork of various kinds. This includes archaeological excavation, biological surveys and geological collecting from temporary exposures. A limited amount of fieldwork is undertaken by Museums Service staff. A network of volunteers and supporters also contributes material.

4.6 Although purchases are important and may be high profile, numerically they are the least common form of collecting. However, there are highly important objects which can only be obtained by purchase, including works of art and historical objects.

4.7 Wherever possible, external funding is sought for purchases, and the value of the County Councils acquisition fund is greatly enhanced by grants.

4.8 Where purchases from individual members of the public are considered, there is a procedure for striking a balance between serving the wider public interest by paying the lowest price, and a duty to deal fairly with the vendor.

5. What is collected: main themes

5.1 The collections are grouped into 4 main types - archaeology, art, Hampshire history and natural science. The summaries which follow are brief accounts of much more detailed descriptions of the material which is sought for the collections.

5.2 Archaeology

Archaeological material which reflects the existence and industry of human beings in the area of Hampshire from 500,000 years ago to the Second World War, and the study of the subject by Hampshire- based groups and individuals, over the past 20 years.

5.3 Art

Art objects with associated information in order to represent, interpret, and evaluate the cultural life of the people of Hampshire from the medieval period to the present.

5.4 Hampshire History

Hampshire History objects with associated information which provide material evidence of everyday life and work in Hampshire, from 1500 to the present, for public use, study and display. The collection consists of printed maps, pictures and photographs, social and domestic items, and transport and technology.

5.5 Natural Science

Legally obtainable botanical, zoological and geological specimens and associated information in order to interpret, evaluate, and provide documentary evidence of Hampshire's wildlife, past and present.

6. What is collected : local museums and districts

6.1 The Museums Service is based on partnerships with many district councils, that jointly fund most of the local town and borough museums. It is important that the particular local concerns of these museums are clearly represented in the Collecting Policy. In many cases of course, the same material will qualify for acceptance for both thematic and local reasons.

6.2 The legal basis of local museum collecting policies is based on the following principles:

· all collections are managed as an integrated whole by the Museums Service

· the ownership of any collection which belonged to any party or trustee prior to the relevant joint management agreement, is retained by the owner

· Hampshire County Council owns any material acquired subsequent to a JMA.

6.2 The constituent local museums of the Hampshire County Museums Service are listed in appendix 1.

7. Ethical and legal issues

7.1 There are a number of fundamental ethical and legal issues which are relevant to all museums. Standards to meet these have been agreed nationally and form a key element of museums Registration through the Council for Museums, Libraries and Archives.

7.2 It is a requirement of Registration that the governing body of a museum adopts these standards clearly and unambiguously. The standards have been current for many years and were last reported to and adopted by Hampshire County Council in 2000. The standards represent the long established practice of the County Council, and are given in full in appendix 2.

7.3 The standards provide for ethical methods of disposing of collections. If a good Collecting Policy is followed, disposals will be rare, but they may be justified in a number of circumstances.

7.4 In the Collecting Policy now recommended for adoption, a category of collection, termed Reviewable and Demonstration Collections, is clearly defined for the first time. (appendix 3) This category includes material collected from demonstration, educational use and spare parts of working historic machinery; and material collected as opportunity arises but which may be replaced later by better or more relevant material. This category is not subject to the same rigorous restrictions as the permanent collections. This distinction is provided for within the Registration scheme.

8. Review of existing collections

8.1 With the completion of Milestones, a comprehensive review of existing collections has taken place in the context of the requirements of Milestones and the fact that this museum represents the culmination of a policy to collect and interpret social, technological, transport and agricultural history. The majority of larger items collected in the last 30 years or so are now displayed in Milestones, some are located at Hampshire Farm Museum, and the remainder held in reserve storage for `refreshing' the Milestones museum.

8.2 A number of items, collected in the past, are recommended for disposal because they are not relevant to Milestones or the Hampshire Farm Museum, are duplicated by similar material, and of no special heritage to Hampshire. These items are listed in appendix 4. and it is proposed to dispose of them in accordance with the guidelines of museum Registration. Their availability to other museums has been advertised in the Museums Journal.

9. Public information

9.1 The Collecting Policy is a public document and full copies are made available at each museum.

9.2 For most purposes, a simple summary is all that is required, and the text of a public leaflet that will be published is given as appendix 5.

Recommendation

1. That the Collecting (Acquisitions and Disposal) Policy for the Museums Service 2002-2007 be adopted.

2. That 17 items from the existing collection (listed in appendix 4) which fall outside of the revized collecting policy be disposed of in accordance with the guidelines for museum Registration.

Appendix 1

List of Registered Museums managed by

Hampshire County Council Museums Service

Curtis Museum Eastleigh Museum

High Street 25 High Street

Alton GU34 1BA Eastleigh SO50 5LF

Tel: 01420 82802 Tel: 023 8064 3026

Allen Gallery Westbury Manor Museum

Church Street 84 West Street

Alton GU34 2BW Fareham PO16 0JJ

Tel: 01420 82802 Tel: 01329 824895

Aldershot Military Museum Gosport Museum

Queens Avenue Walpole Road

Aldershot GU11 2LG Gosport PO12 1NS

Tel: 01252 314598 Tel: 023 9258 8035

Museum of the Iron Age Gosport Gallery

6 Church Close as above

Andover SP10 1DP

Tel: 01264 366283 SEARCH

50 Clarence Road

Willis Museum Gosport PO12 1BU

Old Town Hall Tel: 023 9250 1957

Market Place

Basingstoke RG21 7QD Havant Museum

Tel: 01256 465902 56 East Street

Havant PO9 1BS

Basing House Tel: 023 9245 1155

Redbridge Lane

Basing Flora Twort Gallery

Basingstoke RG24 7HB Church Path

Tel: 01256 467294 Petersfield GU32 1HS

Tel: 01730 260756

Milestones Museum

Leisure Park Treadgolds

Churchill Way West 1 Bishop Street

Basingstoke RG21 6YR Portsmouth PO1 3DA

Tel: 01256 477766 Tel: 023 9282 4745

Red House Museum Rockbourne Roman Villa

Quay Road Rockbourne

Christchurch BH23 1BU Fordingbridge SP6 3PG

Tel: 01202 482860 Tel: 01725 518541

Appendix 2

Museum Registration: Acquisition and Disposal Guidelines

· The following guidelines recommended by the Council for Museums, Libraries and Archives [Resource] will be observed as part of this collecting policy.

a) HCCMS will not acquire, whether by purchase, gift, bequest, or exchange, any object or specimen unless the governing body or responsible officers are satisfied that the museum can acquire a valid title to the item in question, and that in particular it has not been acquired in, or exported from, its country of origin (or any intermediate country in which it may have been legally owned) in violation of that country's laws. (For the purpose of this paragraph `country of origin' includes the United Kingdom.

b) So far as biological and geological material is concerned, the museum will not acquire by any direct or indirect means any specimen that has been collected, sold or otherwise transferred in contravention of any national or international wildlife protection or natural history conservation law or treaty of the United Kingdom or any other country, except with the express consent of an appropriate outside authority (e.g. a British court in the case of a specimen seized from a third party under the Protection of Birds Acts).

c) So far as British or foreign archaeological antiquities (including excavated ceramics) are concerned, in addition to the safeguards under sub-paragraph c) above, the museum will not acquire objects in any case where the governing body or responsible officer has reasonable cause to believe that the circumstances of their recovery involved the recent unscientific or intentional destruction or damage of ancient monuments or other known archaeological sites, or involved a failure to disclose the finds to the owner or occupier of the land, or to the proper authorities in the case of a possible Treasure Trove (England, Wales and Northern Ireland) or Bona Vacantia (Scotland).

d) By definition a museum has a long-term purpose and must possess (or intend to acquire) permanent collections in relation to its stated objectives. The governing body accepts the principle that there is a strong presumption against the disposal of any items in the museum's collection (except as set out below).

e) In those cases where the museum is legally free to dispose of an item (if this is in doubt, advice will be sought) it is agreed that any decision to sell or otherwise dispose of material from the collections will be taken only after due consideration. Decisions to dispose of items will not be made with the principal aim of generating funds. Once a decision to dispose of an item has been taken, priority will be given to retaining the item within the public domain and with this in view will be offered first, by exchange, gift or sale to Registered museums before disposal to other interested individuals or organisations is considered.

f) In cases in which an arrangement for the exchange, gift or sale of material is not being made with an individual Registered museum, the museum community at large will be advised of the intention to dispose of material. This will normally be through an announcement in the Museums Association's Museums Journal and other professional journals if appropriate. The announcement will indicate the number and nature of the specimens or objects involved, and the basis on which the material will be transferred to another institution. A period of at least two months will be allowed for an interest in acquiring the material to be expressed.

g) A decision to dispose of a specimen or object, whether by exchange, sale, gift or destruction (in the case of an item too badly damaged or deteriorated to be of any use for the purposes of the collections), will be the responsibility of the governing body of the museum acting on the advice of professional curatorial staff, and not of the curator of the collection acting alone. Full records will be kept of all such decisions and the items involved and proper arrangements made for the preservation and/or transfer, as appropriate, of the documentation relating to the items concerned, including photographic records where practicable.

h) Any monies received by the museum governing body from the disposal of items will be applied for the benefit of the collections. This normally means the purchase of further acquisitions but in exceptional cases improvements relating to the care of collections may be justifiable. Advice on these cases may be sought from Resource.

Appendix 3

Reviewable and Demonstration Collections

HCCMS supports the strong presumption against disposal of material acquired for permanent preservation as stated in paragraph d) in appendix 2. However, HCCMS acquires two types of material without a definite commitment to preserve permanently.

· Reviewable: the status given to an item acquired in less than ideal condition but which is, at the time of acquisition, the only available example, and which would be replaced by a better example were one to become available.

· Demonstration: the status given to material acquired for demonstration and handling purposes, short-term outreach projects and working machinery.

· The acquisition of reviewable and demonstration collections will conform to the same standards as material in the permanent collections.

· Disposal may be authorised by the Head of the Museums Service without the implementation of the paragraphs above (sections e-h).

· Potential donors of such material will always be advised of this policy and their agreements obtained at the time of acquisition.

Appendix 4

ITEMS RECOMMENDED FOR DISPOSAL

1. Bamford 'Royal' Reaper 5RA, horse-drawn, c.1905

2. Ferguson Petrol Tractor, c.1952

3. Caterpillar D2 Tractor, c.1942

4. Caterpillar D4 Tractor, c.1945 + T5308 Plough

5. Smyths horse-drawn Seed Drill, c.1910

6. Reeves and Son of Bracknell, Seed Drill, c.1910

7. Two-wheeled Tip Cart, c.1900

8. Blackstone's of Stamford, horse-drawn Hay Rake

9. Devon Wireworm Rollers of Barnstable

10. Massey Harris tractor/horse-drawn Binder, c.1925

11. Wooden 'A' frame Barrow, c.1910

12. Albion Tractor Mower 8BT, c.1943

13. Nicholson's of Newark Seed Dresser, c.1920

14. 'Trusty' Disc Harrow

15. Marshall 60" Threshing Drum, c.1920

16. Ruston and Hornsby 'Triumph' double-drum Clover Huller, c.1912

17. Reffold Elevator and Petter Engine, c.1950Appendix 5

HAMPSHIRE COUNTY COUNCIL MUSEUMS SERVICE

COLLECTING AND CARING FOR THE COLLECTIONS

Many people are extremely generous in offering objects to museums. This information sheet explains how Hampshire County Council Museums Service is organised and what happens to objects given to us. It explains that we only collect objects for a purpose. It describes how and where they are kept, and why they are not necessarily displayed all the time.

WHY DO WE COLLECT?

The nationally agreed definition of a museum is:

"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."

It is very difficult to control the use of the term "museum" however, and sometimes visitor attractions are called museums which do not match this definition. Hampshire County Council Museums Service comprises those museums run by Hampshire County Council, often in co-operation with district or borough councils. They are all museums in the true sense, run by qualified staff to proper standards. Local museums exist because local people want them - they preserve the local heritage and the collections of local history, art, natural science and archaeology are often, freely given by the people for the benefit of their communities. No museum would exist without this generosity.

WHAT DO WE COLLECT?

It is important that museums collect sensibly. Caring for and using museum collections properly costs a great deal of time and money. Experience has shown that the public appreciate a museum that has a clear purpose, that has interesting and relevant stories to tell, and reflects the important character and history of a local community. Our museums aim to collect items that tell us something important about the area which they serve.

There may also be practical factors which influence what a museum collects, not least whether an object can be cared for properly. Some objects require specialised and expensive care.

We are also scrupulous about observing various legal and ethical concerns about collecting. We try to ensure that the donor or vendor does really own the object in the first place and has a right to gift it, and that items have not been obtained wrongly, for example, birds' eggs, stolen artwork, or improperly obtained archaeological objects. The mammals and birds prepared for our displays have died from natural causes, or were road casualties.

Hampshire County Council Museums Service has a Collecting Policy, which describes what it wants to collect, having taken all these matters into account. The Collecting Policy is approved by the Committee which oversees the Museums Service, upon the advice of the professional staff of the Museums Service. A copy of the Collecting Policy can be seen at each museum. This policy is not fixed for all time however, but is reviewed from time to time to take account of changed circumstances. By their very nature however, collecting policies ought not to change too frequently or radically.

CARING FOR COLLECTIONS

Museum collections include an enormous variety of materials, many of which are very vulnerable to damage and deterioration. Museums may need to apply much higher standards of care to objects than they might have received when they were ordinary household objects, and the everyday environment can damage things much more than is commonly thought. Light is a good example of an all-pervading factor that can do enormous harm. Many materials, especially paper and textiles, can be faded, damaged, rotted, and sometimes virtually destroyed by light. Many objects are damaged by the wrong level of humidity in the air, changes in temperature, insects, pests and moulds. Their aim own composition can be a major and irreversible factor in their degradation e.g. plastics and other 20th century man-made fibres.

On the whole, museum material is safer in store, and this is one reason why we have museum stores. They allow us to rotate vulnerable material for display. In Hampshire, we are lucky to have high standard central museum storage at Chilcomb House, Winchester, where collections can receive proper care. Our specialist conservation staff work here, treating individual objects in the endless fight to prevent them from deteriorating.

Each group of material, like costume, geology, social and industrial or agricultural history, biology, etc., is the responsibility of a member of staff called a Keeper. All the staff of Hampshire County Council Museums Service have special training and qualifications to equip them to deal with the collections properly.

RECORDING COLLECTIONS

All items received into the collections for permanent care are fully recorded, with details about their donors, history and use, etc. These records are extremely important to the museums, and scrupulously kept, and all objects or groups of related objects are individually recorded.

LOCAL MUSEUMS

The public face of Hampshire County Council Museums Service is the Local Museums, where our collections are displayed and other public museum services offered. Each Local Museum is staffed by a team of Museum Assistants led by a Curator.

The development of the County's main and reserve study collections is the responsibility of Keepers based at Chilcomb House. There are four main collecting areas - Archaeology, Art, Hampshire History and Natural Sciences. These collections are available for view by prior appointment with the relevant Keeper.

Details of individual collections are currently being put onto the museum's website.

Offers of potential material for the County collections can be made directly to the Keeper, or routed via the Curator of any of our site museums. Copies of the full collecting policy are available upon request. For further details contact the Principal Museums Officer (Collections), Chilcomb House, Chilcomb Lane, Winchester SO23 8RD, tel: 01962 846304.

Produced by Hampshire County Council Museums Service

2001