canterbury museum trust board, christchurch, new … · anne galloway, pauline cotter, david east...
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CANTERBURY MUSEUM TRUST BOARD, CHRISTCHURCH, NEW ZEALAND
Notice is given of a meeting of the
Canterbury Museum Trust Board to be held at 2.00 pm on Monday 10 June 2019 in the Boardroom at Canterbury Museum
AGENDA
Agenda number Page number at top right bottom right
1 WELCOME 2 APOLOGIES 3 CONFLICTS OF INTEREST & UPDATES OF MEMBERS’ INTERESTS 4 HEALTH & SAFETY 4.1 Report by Jennifer Storer, Public Engagement Manager, Deputy Director,
dated 1 June 2019, on Health & Safety (Attached p 3)
5 CONFIRMATION OF MINUTES OF PREVIOUS MEETING 5.1 Meeting held on Monday 13 May 2019 (Attached p 7) 5.2 Matters arising 6 FINANCE 6.1 Accounts for Payment for March and April 2019 To be tabled 6.2 Draft Annual plan 2019-20 (Attached p 13) 6.3 Report by Nigel Tecofsky, Finance & Services Manager on Draft Annual Plan
2019-20 submissions (Attached p 37)
7 POLICY AND PROCEDURES 7.1 Report by Anthony Wright, Director, dated 27 May 2019, on the updated
Collections Development Policy, Procedures and Appendices (Attached p 39)
Appendix A - Collections Development Policy, Procedures and Appendices (Attached p 41) PUBLIC EXCLUDED SECTION Resolution to exclude the public
I move that the public be excluded from the following parts of the proceedings of this meeting. The general subject of each matter to be considered while the public is excluded, the reason for passing this resolution in relation to each matter, and the specific grounds under section 48(1) of the Local Government Official Information and Meetings Act 1987 for the passing of its resolution are as follows:
Agenda Item
General subject of each matter to be
considered
Reason for passing this resolution in
relation to each matter
Ground(s) under section 48(1) for the
passing of this resolution
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Confirmation of In Committee Minutes of previous meeting Risk
S7(2)(h) To enable the Museum to carry out, without prejudice or disadvantage, commercial activities and s7(2)(i) To enable to Museum to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations) s7(2)(f) To enable the Museum to maintain effective conduct of public affairs through – (i) the free and frank expression of opinions by or between or to members or officers or employees of the Museum, or any persons to whom section 2 (5) of this Act applies, in the course of their duty; or (ii) the protection of such members, officers, employees, and persons from improper pressure or harassment
Section 48(1)(a) – The public conduct of this matter would be likely to result in the disclosure of information for which good reason to withhold exists under section 7
This resolution is made in reliance on section 48(1)(a) of the Local
Government Official Information and Meetings Act 1987 and the particular interest or interests protected by sections 6 or 7 of the Act or sections 6, 7 or 9 of the Official Information Act 1982, as the case may require, which would be prejudiced by the holding of the whole or the relevant part of the proceedings of the meeting in public are as shown above with respect to each item. Recommended that in accordance with section 48(5) of the Local Government Official Information and Meetings Act 1987 that the Deputy Director, Finance and Services Manager, Communications and Marketing Manager and Project Office Manager remain in the public excluded session because of their knowledge of the issues involved.
Resolution to readmit the public I move that the In Committee business having been concluded, the
public be readmitted, and the resolutions passed in committee be confirmed.
10 GENERAL BUSINESS
11 DATE OF NEXT MEETING 11.1 The next meeting is scheduled for Monday 8 July 2019
CIRCULATION Michael McEvedy (Selwyn District Council) Mayor David Ayers (Waimakariri/Hurunui District Councils) Beverley Bolland (Canterbury Pilgrims & Early Settlers Assn) Cr Pauline Cotter (Christchurch City Council) Cr David East (Christchurch City Council) Cr Anne Galloway (Christchurch City Council) Annette Harris (Friends of Canterbury Museum) Puamiria Parata-Goodall (Te Rūnanga o Ngāi Tahu) Warren Poh (University of Canterbury) Dr Rod Syme (Canterbury Branch, Royal Society of New Zealand) Tom Thomson (Christchurch City Council)
Agenda item 3
board members – register of potential conflicts of interest
Name Potential conflict of interest
David Ayers Member of Waimakariri District Council Member of Greater Christchurch Partnership Member of Rangiora & Districts Early Records Society North Canterbury Radio Trust Rotary Club of Rangiora Charitable Trust Heritage NZ Canterbury Historical Association
Beverley Bolland None declared
Pauline Cotter Christchurch City Council – City Councillor Chair of The Christchurch Agency for Energy Board of the Canterbury Joint Waste Committee
David East Member of Institute of Directors Trustee of Christchurch Stadium Trust Trustee of Canterbury Sports Foundation Limited Life Member of Surf Life saving NZ Managing Director of Cavalier Business Services Christchurch City Council – City Councillor Director of Civic Building Limited
Anne Galloway Christchurch City Council – City Councillor
Annette Harris None declared
Michael McEvedy Christchurch Catholic Diocesan Foundation - Chair Red Cross Earthquake Fund Commissioner Community Care Lincoln & Districts Patron Lincoln Community Care Trust - Chair Robin Allan Memorial Trust - Chair Christchurch City Council Ethics Committee – Convenor St John South Island Trust Selwyn Arts Trust – Chair Selwyn Central St John St John Honours – Chair Mason Foundation – Trustee Canterbury DHB Clinical Board Institute of Directors Connamara Family Trust NZ First Capital Canterbury Agricultural & Pastoral Association – Past President Canterbury DHB Consumer Council
Puamiria Parata-Goodall Christchurch Arts Centre – Trustee Lincoln University Council – Board Member Te Taumutu Runanga – Executive Member University of Canterbury – Ngai Tuahuriri Advisor to Campus Master Plan Creative New Zealand – Funding Assessor Te Pakura Limited – Director
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Agenda item 3
Warren Poh Director, Olsson Fire and Risk New Zealand Limited Employee of GHD Limited Shareholder of GHD Limited Council Member UC Director of Canterbury Rugby League
Rod Syme Mason Foundation – Chair
Tom Thomson Elastomer Products Ltd - Managing Director and Shareholder Compounding Specialists Ltd (Trading as Comspec) – Director and Shareholder NZ Manufacturers and Exporters Association – Board Member Motunau Beach RFF – Rural Fire Officer and Leadership Team member Institute of Directors – Member Forest and Rural Fire Association of New Zealand – Board Member
As declared in Member profiles and at subsequent meetings
Updated 14 May 2019
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Agenda Item 4.1
REPORT ON HEALTH AND SAFETY To: Canterbury Museum Trust Board From: Jennifer Storer, Public Engagement Manager, Deputy Director
Purpose To update the Board on key Health and Safety matters for the period 1 May 2019 to 31 May 2019 and year-to-date accident reporting. Accident Reporting – Two accidents were reported during May 2019
No. Accident Details Level* Actions to Ensure Accident Does Not Reoccur
1 Quake City – A visitor tripped when they caught their foot on the metal door strip at the main entry door
Minor / Not notifiable
Landlord’s agent contacted and the elevated door strip is to be replaced. Visitor contacted
2 L1 Reception Desk – A Visitor Host was picking up a bundle of pamphlets when they received a deep paper cut to the soft tissue area between the Thumb and Index Finger
Minor / Not notifiable
No further action
*How bad was it? – Minor/Not Notifiable, Minor/Notifiable, Serious/Not Notifiable or Serious /Notifiable
Risk Reporting Nil risks reported for month
No. Risk Details Risk Rating*
Eliminate /
Minimise
Actions Taken to Eliminate or Minimise Risk
Residual Risk
*Risk Rating A – highest > D – Lowest
Key Health and Safety Developments / Lead & Lag Indicators 1. Health & Safety Committee meet in May 2019 2. John Owens’ two years tenure as H&S Rep has come to an end and the Committee
acknowledged the outstanding he has contribution made. Elections held and Jerry Champion appointed as H&R Rep for Office Group and Paul Verheyen as H&S Rep for Exhibitions/Facilities Group
3. All Health and Safety training is up to date.
2018-2019 Accident Reporting
Accident Data - Combined Museum and Quake City stats
2018/2019 Year-to-date
2017/2018 Total Year
2016/2017 Total Year
Total accidents 39 27 42
Total serious harm (notifiable) accidents 0 0 0
Total accidents attributable to Museum negligence 0 0 0
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Agenda Item 4.1
Visitor Accidents per reporting year 27 12 25
Percentage visitor accidents / total visitors 0.004% 0.001% 0.003%
Total staff accidents 10 10 15
Total contractor accidents 2 5 2
Total workdays lost 0 0 0
*Includes ergonomic, psychological, chemical and other non-physical Accidents
There has been a total of 39 accidents for the year-to-date as follows:
Staff - 10
Visitors – 27
Contractors - 2
The types of the accidents for the year-to-date are:
Trips / falls - 19
Collisions / bangs – 8
Cuts / scratches - 7
Other physical - 2
Other - 3
The locations of the accidents for the year-to-date are:
Level 1 galleries - 7
Level 3 galleries - 4
Special Exhibitions – 2
Discovery - 4
Cafe - 7
Quake City - 7
Stores / Labs - 2
Workshops - 3
Offices – 2
Other - 1
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Agenda Item 4.1
*Includes staffroom, café, shop, Quake City and external Museum areas
RECOMMENDATION That the report be noted. Jennifer Storer Deputy Director 1 June 2019
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CANTERBURY MUSEUM TRUST BOARD, CHRISTCHURCH, NEW ZEALAND
Minutes of a meeting held on Monday 13 May 2019
commencing at 2.00 pm in the Board Room Present: Michael McEvedy (Chair), Mayor David Ayers, Beverley Bolland, Pauline
Cotter, David East, Anne Galloway, Annette Harris, Rod Syme, Tom Thomson
In Attendance: Holly Benson (minutes), Vicki Blyth, Carmen Marsh, Jennifer Storer, Nigel
Tecofsky 1 WELCOME The Chair welcomed Board members to the meeting. 2 APOLOGIES Apologies were received from Puamiria Parata-Goodall, Warren Poh, and
Anthony Wright. Apologies for lateness were received from Mayor David Ayers, Pauline Cotter, David East and Anne Galloway.
19/19 Resolved that the apologies be received.
(T Thomson/B Bolland) 3 CONFLICTS OF INTEREST & UPDATES OF MEMBERS’ INTERESTS 3.1 Members had various changes to report and these were given to Holly Benson. 4 HEALTH AND SAFETY 4.1 The reports by Jennifer Storer, Public Engagement Manager, Deputy Director,
dated 1 April and 1 May 2019 were noted. Jennifer gave background on the incidents reported. It was enquired if the café accident rate was going down, and Jennifer explained that the number of accidents are still minor compared to similar environments.
19/20 Resolved that the Health and Safety report be noted.
(R Syme/A Harris)
5 CONFIRMATION OF MINUTES OF PREVIOUS MEETINGS 5.1 The minutes of the meeting held on Monday 11 March 2019 were reviewed. 19/21 Resolved that the minutes of the Canterbury Museum Trust Board
meeting held on Monday 11 March 2019 be adopted as a true and correct record.
(R Syme/ T Thomson)
5.2 Matters arising No matters were raised.
Anne Galloway, Pauline Cotter, David East and Mayor David Ayers joined the meeting at 2.11 pm
6 CORRESPONDENCE 6.1 The letter received from Malley and Co regarding the bequest from the Estate
of Baden Norris was noted. Michael provided background on Baden’s
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involvement with the Museum, and Jennifer advised that Anthony spoke at Baden’s funeral.
6.2 The letter received from Wynn Williams dated 2 April 2019 regarding the
bequest from the late Lawrence Sandston Rickard was noted. Nigel Tecofsky provided background and Holly Benson provided details on the potential monetary value of the bequest. It was asked if this could be publically acknowledged through the media, and this was discussed and agreed that the current acknowledgement in the annual report and when acquisitions are made was sufficient.
19/22 Resolved the bequests from Baden Norris and Lawrence Sandston
Rickard be added to the capital of the Canterbury Museum Endowment fund
(Chair/R Syme)
7 ANNUAL PLAN 7.1 The report by Nigel Tecofsky dated 6 May 2019 on the draft Annual plan 2019-
20 submissions was reviewed, along with Appendix A, Appendix B and Appendix C (which was a late addition and tabled). Nigel provided background on the three District Council presentations, and the subsequent feedback. The presentation with Christchurch City Council is to take place at the end of May. Nigel explained the issue raised in the District Councils’ letters and provided reasoning for deferring approval of the annual plan to the June 2019 Board meeting. This provides an opportunity to meet with all four Councils and hear their concerns through a consultation process. Mayor David Ayers advised that he was not in the room at the time that the Waimakariri and Hurunui District Council decided to object to the Museum’s Annual Plan. The Chair hopes that this consultation is constructive and it was noted that this meeting is now tentatively scheduled to take place on 31 May 2019.
19/23 That the Board approves a meeting of all contributing Councils and
Museum representatives to discuss submissions/objections, that the Chair and Deputy Chair of the Board, and Chair of the Audit and Risk and the Chair of the Investment Committee be the Board’s representatives and that the adoption of the draft Annual Plan 2019/20 be delayed to 10 June 2019.
(T Thomson/B Bolland) 8 QUARTERLY REPORTS 8.1 The quarterly report from January to March 2019 was reviewed. The terrorist
attacks which took place on 15 March 2019 were discussed and the Board enquired as to how this had effected the Museum’s visitor numbers. It was advised that the visitor numbers had decreased just after the attacks. It was discussed that the wider picture of visitor numbers trends was more helpful than year to date. Paid exhibitions within the Museum was discussed, and advised that this may be looked as part of the redevelopment.
The recent repatriation process was raised by the Chair, and he thanked
Puamiria Parata-Goodall and the Ōhākī o ngā Tīpuna for the large amount of work being completed in this area.
19/24 Resolved that the Director’s quarterly report be received.
(R Syme/T Thomson)
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9 FINANCE 9.1 The Accounts for Payment for February and March 2019 were reviewed by the
Board. It was noted that the March repatriation expense for pounamu was gifts for the First Nations delegates from the Museum. The Bay Plaza Hotel charge was questioned, and explained that this is for staff to attend the Museums Aotearoa conference in Wellington. A payment to Kerry McCarthy was also queried, and explained that this was a consultation fee for the Breaking the Ice exhibition which opens this weekend.
19/25 Resolved that the Accounts for Payment for February and March 2019 be
confirmed. (R Syme/T Thomson)
10 EXECUTIVE COMMITTEE 10.1 The report by Anthony Wright Director, dated 30 March 2019, on the Executive
Committee decision on exceeding KPI 3.1 on the acquisition of flax snails was noted.
19/26 Resolved that the report and Executive Committee decision be noted.
(P Cotter/A Harris) 11 INVESTMENT COMMITTEE 11.1 The draft unconfirmed minutes of the meeting held 29 April 2019 were
reviewed. 19/27 Resolved that the draft unconfirmed minutes of the Investment
Committee be noted. (D Ayers/T Thomson)
PUBLIC EXCLUDED SECTION 19/28 Resolved to exclude the public from the following parts of the
proceedings of this meeting. The general subject of each matter to be considered while the public is
excluded, the reason for passing this resolution in relation to each matter, and the specific grounds under section 48(1) of the Local Government Official Information and Meetings Act 1987 for the passing of its resolution are as follows:
Agenda Item
General subject of each matter to
be considered
Reason for passing this resolution in
relation to each matter
Ground(s) under section 48(1) for the
passing of this resolution
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Confirmation of In Committee Minutes of previous meeting Risk
S7(2)(h) To enable the Museum to carry out, without prejudice or disadvantage, commercial activities and s7(2)(i) To enable to Museum to carry on,
Section 48(1)(a) – The public conduct of this matter would be likely to result in the disclosure of information for
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Museum Building Valuation Investment committee
without prejudice or disadvantage, negotiations (including commercial and industrial negotiations) s7(2)(f) To enable the Museum to maintain effective conduct of public affairs through – (i) the free and frank expression of opinions by or between or to members or officers or employees of the Museum, or any persons to whom section 2 (5) of this Act applies, in the course of their duty; or (ii) the protection of such members, officers, employees, and persons from improper pressure or harassment
which good reason to withhold exists under section 7
This resolution is made in reliance on section 48(1)(a) of the Local
Government Official Information and Meetings Act 1987 and the particular interest or interests protected by sections 6 or 7 of the Act or sections 6, 7 or 9 of the Official Information Act 1982, as the case may require, which would be prejudiced by the holding of the whole or the relevant part of the proceedings of the meeting in public are as shown above with respect to each item.
Resolved that in accordance with section 48(5) of the Local Government
Official Information and Meetings Act 1987 that the Deputy Director, Communications and Marketing Manager, Finance and Services Manager and Projects Office Manager remain in the public excluded session because of their knowledge of the issues involved.
(A Galloway/P Cotter) 19/31 Resolved that the In Committee business having been concluded, the
public be readmitted, and the resolutions passed in committee be confirmed.
(P Cotter/A Galloway) 16 GENERAL BUSINESS 16.1 The Chair advised that the Governor-General is visiting on 29 May 2019 for a
tour of the Breaking the Ice exhibition. 16.2 Tom Thomson relayed a conversation he had had with Robert Parker, who is
involved with the Okains Bay Museum. Since the passing of Mr Thacker who had originally run the Museum, he has become aware that a lot of the taonga held at Okains Bay are in disrepair and Robert outlined that he is keen to see the relationship develop with Canterbury Museum. Jennifer explained that one of the trustees of the Okains Bay Museum, Helen Brown, has been involved at
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the Museum for research, and Jennifer would come back to Tom with more information.
17 DATE OF NEXT MEETING 17.1 The next meeting was scheduled for Monday 10 June 2019. The meeting closed at 3.20 pm. Confirmed as a true and correct record. …………………………………………….. Chairperson …………………………………………….. Date
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Canterbury Museum Draft Annual Plan
For the financial year 1 July 2019 to 30 June 2020 Draft approved by the Canterbury Museum Trust Board for referral to the contributing authorities under Section 15(3) of the Canterbury Museum Trust Board Act 1993. 11 March 2019
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Contents Page Our contract (one page overview of annual plan) 3 1. Introduction 4
1.1 Executive summary 4 1.2 Canterbury Museum Vision and Values Statement 5 1.3 The Museum organisation 6 1.4 Museum organisational chart 7 1.5 Ravenscar House 8
2. Requirements of the Canterbury Museum Trust Board Act 9
3. 2019/20 performance objectives 10 4. Budget 12
4.1 Introduction 12 4.2 Operational budget 13 4.3 Capital budget 13 4.4 Notes to the operational and capital budgets 14
5. Summary of significant accounting policies 16 6. Seven-year forecasts 20
6.1. Introduction 20 6.2. Operations 21 6.3 Capital 22 6.4 Operations and capital levies 23
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1. Introduction The Canterbury Museum Trust Board maintains, develops and operates the Canterbury Museum at Rolleston Avenue, Christchurch, New Zealand. The objectives of Canterbury Museum as expressed in the Canterbury Museum Trust Board Act 1993 are:
To collect, preserve, act as a regional repository for, research, display and otherwise make available to the people of the present and future, material and information relating to the natural and cultural heritage of New Zealanders
To promote interest and education in the natural and cultural heritage of New Zealanders
To place particular emphasis on those activities as they relate to the greater Canterbury region, the Antarctic and Subantarctic, and where appropriate, their relationships in a wider global context.
In 2016 the Canterbury Museum Trust Board approved a Strategic Plan to be implemented through successive annual plans.
This Annual Plan presents the Board’s operational and developmental priorities for the year 2019/20. The Board acknowledges the ongoing major financial support of Christchurch City Council, Hurunui District Council, Selwyn District Council, Waimakariri District Council, the New Zealand Government, Mason Foundation, Marsden Fund, R S Allan Memorial Fund and Friends of the Canterbury Museum. 1.1 Executive summary Principal activities to be carried out by the Museum during 2019/20 appear in the Performance Objectives (Section 3) and are summarised below. Our visitors
Achieve visitor numbers of 750,000 and maintain a highly-rated visitor experience.
Ensure visitors remain in a safe environment with no notifiable events. Our programmes
Develop, deliver and evaluate 10 special exhibitions, education programmes to 30,000 individuals and public programmes to 30,000 people.
Maintain or increase current levels of activity in other operational areas, eg responding to enquiries, delivering lectures and field trips, publishing articles and participating in external organisations.
Our collections
Expand the major task of computerised databasing and verification of all two million objects held by the Museum.
Continue to make collections more accessible by adding records and images to Collections Online. Our research
Research and produce papers for the Records of the Canterbury Museum and other publications.
Present research papers at conferences and continue to maintain adjunct positions in allied research institutions.
Our people and working environment
Project-manage planning for The Museum Project and support development of Ravenscar House.
Retain commitment to the Investors in People International Standard, and maintain our Platinum accreditation to the standard.
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1.2 Canterbury Museum Vision and Values Statement
Our Museum Celebrating Canterbury, discovering the world. For us and our children after us. Waitaha-kōawa-rau, ka whakanuia; Te-ao-whānui, ka tūhuratia. Mā tātou ko ngā uri e whai ake nei What we do Ko te wāhi ki a mātou Canterbury Museum acquires and cares for world-wide collections of human and natural history, with a focus on Canterbury and the Antarctic. Access to these collections drives research, inspires learning and ignites imagination through stories that surprise and delight our visitors. The principles we live by Ō Mātou Tikanga We ENGAGE positively with our visitors. We work COLLABORATIVELY with each other and with or communities. We are ACCOUNTABLE for what we do. We always act with INTEGRITY.
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1.3 The Museum organisation Canterbury Museum is governed by the Canterbury Museum Trust Board. The appointment of trustees and the Board’s responsibilities are set out in the Canterbury Museum Trust Board Act 1993. It is anticipated that at the beginning of the 2019/20 financial year there will be 80 full-time equivalent (FTE) establishment and fixed term staff: Directorate 2.80 Communications, Projects Office and Finance & Services 5.60 Public Programmes 33.73 Collections Registration & Curatorial 38.30 Due to the high level of rostering in front-of-house positions the 80 FTE is represented by approximately 89 staff.
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1.5 Ravenscar House Mr Jim and Dr Susan Wakefield through the Ravenscar Trust are building a permanent house with a focus on New Zealand fine arts, sculpture, decorative arts, and designer furniture and classical antiquities at 52 Rolleston Avenue and will gift it to the people of Christchurch through Canterbury Museum. The gifting of the house complies with the objectives of the Canterbury Museum to:
collect, preserve, act as a regional repository for, research, display and otherwise make available to the people of the present and future, material and information relating to the natural and cultural heritage of New Zealanders; and
promote interest and education in the natural and cultural heritage of New Zealanders. Canterbury Museum has a strong design theme in its collections and programming and will benefit from a purpose-built facility in which to exhibit and promote these in the future. The development will be an additional facility for the Museum and will enhance and complement any future redevelopment of parts of the Museum’s current site. The Christchurch City Council has gifted the 2,450 sq. metre site at Rolleston Avenue to the Museum subject to resource consents and construction within five years of the transfer. The Museum has agreed to contribute $1m to the capital costs of the development. The Ravenscar House will be largely self-financing through ticketed entry, car parking revenue and other income. The Museum will support the operation from its existing staff and resources. The Ravenscar Trust started construction in early 2019 with the building opening to the public in 2020/21.
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2. Requirements of the Canterbury Museum Trust Board Act 1993 Section 15 of the Canterbury Museum Trust Board Act 1993 requires that: (1) The Board shall prepare and adopt, for each financial year ending with 30 June, an annual plan
which outlines: (a) In particular terms for the financial year in which the plan is adopted and in general terms for
each of the following two financial years: (i) The intended significant policies and objectives of the Board
These are outlined in Sections 1 and 5. A detailed Operating (Policy and Procedures) Manual is available for inspection at the office of the Director.
(ii) The nature and scope of significant activities to be undertaken These are outlined in Section 3.
(iii) Performance objectives together with performance targets and other measures by which performance may be judged in relation to the objectives
These are set out in Section 3. (b) In particular terms for the financial year in which the report is adopted, and in general terms for
each of the following two financial years, in total and for each significant activity of the Board: (i) The indicative costs, including an allowance for depreciation of plant These are set out in Section 4. (ii) The sources of funds and the amount of any proposed levies
These are set out in Section 4. (2) The plan shall include an explanation of any significant changes between policies, objectives and
activities, and performance targets specified in the plan as being those for the financial year in which the plan is adopted and those specified in the plan for the immediately preceding financial year as being those for the financial year in which the plan is adopted.
There are no significant changes between the objectives, activities and performance targets specified in the plan as between those in this 2019/20 financial year and those for the immediately preceding 2018/19 financial year. The Museum will continue to fulfil the current year (2018/19) objectives.
(3) The draft annual plan shall be referred to contributing authorities for a period of six weeks
concluding no later than 31 May in each year or such earlier date as agreed by mutual consultation with contributing authorities.
This draft annual plan is referred to the contributing Local Authorities for a period of six weeks from Friday 15 March 2019 concluding on Friday 26 April 2019.
(4) The Board shall consider all submissions received in respect of the draft annual plan and amend it as considered appropriate prior to adoption by the Board no later than two weeks following the period referred to in subsection (3) of section 15.
(5) A copy of the annual plan, when adopted, shall forthwith be sent to each contributing local
authority.
Section 16 of the Canterbury Museum Trust Board Act 1993 requires that:
(1) The levies proposed in the draft annual plan shall be deemed to have been approved by all
contributing authorities and binding on them once the annual plan is adopted unless either the Christchurch City Council or 2 or more of the remaining contributing authorities give notice in writing objecting to the levies proposed therein during the period referred to in section 15(3).
(2) Within 14 days of the receipt of such notice, the Board shall convene a meeting of all contributing
authorities to be held not later than 1 month following that date referred to in Section 15(3) of this Act.
(3) At that meeting each contributing authority may be represented by 1 delegate. The delegates
attending the meeting shall hear such submissions as the Board may make in support of its budget and levy. The Christchurch City Council or not less than 3 other contributing authorities may resolve that the total levy be reduced to an amount being not less than the total levy made in respect of the previous year.
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3. 2019/20 performance objectives Recognising our commitment to continuous improvement of customer service the following performance objectives describe the principal activities to be carried out by the Museum during the 2019/20 year. In addition, there will be many other activities furthering the overall objectives of the Museum contained in the 2019/20 Performance Plans of individual staff members. Assumptions:
Project earliest start of detailed design of January 2020
Earliest opening of redeveloped Museum in July 2023
Objectives Targets
1. Our visitors
1.1 Achieve visitor numbers 750,000 1.2 Achieve operational surplus for Quake City $250,000 1.3 Achieve visitor donations $165,000 1.4 Achieve % of visitors rating their Museum experience as satisfied or
very satisfied ≥ 95% 1.5 Ensure staff have completed relevant customer service training 95% 1.6 Ensure the Museum’s occupants remain in a safe environment where
there are zero Notifiable Events Zero Notifiable Events
1.7 Provide access to collections or collections expertise in response to 98% of requests (total number to be reported)
98%
2. Our programmes
2.1 Develop, deliver and evaluate 10 special exhibitions 10 2.2 Tour an exhibit to the three contributing district council areas to reach
a visitor target of 200,000 2.3 Achieve 30,000 individuals receiving a Museum education programme
delivered either by Museum staff or their own teacher (including 16,000 school students)
30,000 (16,000)
2.4 Achieve 30,000 individuals engaging in a Museum delivered public programme 30,000
2.5 Achieve paid admissions to Discovery and maintain 500 memberships of Museum Explorer Club
50,000 (500 members)
2.6 Answer 100% of external written/phone/email enquiries within 5 working days (total number to be reported)
100% (Total number)
2.7 Achieve 700 media hits (print, broadcast and on-line media) 700 2.8 Actively participate in professional associations/external bodies 45 2.9 Provide outreach advice & support to other Canterbury museums and
related organisations (number of interactions) 200
3. Our collections
3.1 100% of newly offered objects processed, with a maximum of 9,500 acquired, added to the database and fully verified 100%
3.2 Create new inventory records and check and verify new and existing Vernon records 111,000
3.3 Create and fully verify Vernon records for the Peter Johns Collection 35,000 3.4 Process 100% of all approved loan requests (total number of objects
loaned) 100% 3.5 Make collections more accessible by adding records and images to
Collections Online 10,000
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4. Our research
4.1 Peer reviewed research papers accepted for publication 18 4.2 Peer review external articles or supervise theses 45 4.3 Publish one volume of Records of the Canterbury Museum 1 4.4 Present conference papers 14 4.5 Adjunct positions held in research institutions 5 4.6 Undertake professional visitor survey research to drive continuous
improvement Achieve
5. Our people and working environment
5.1 Maintain an up-to-date project plan and project-manage planning for The Museum Project Achieve
5.2 Support the development of the Ravenscar House project Achieve 5.3 Maximise return on investment funds within the Museum’s Investment
Policy 3.74%
5.4 Achieve audit with only qualification being agreed departure from accounting standards as regards valuation and capitalisation of heritage assets Achieve
5.5 Achieve an end-of-year financial result within budget Achieve 5.6 Achieve learning and development hours 3,400 5.7 Maintain a healthy, safe and secure facility by completing all cyclical
maintenance and achieving Building Warrant of Fitness Monthly 5.8 Reduce general waste by recycling at least 90% of recyclable material 90% 5.9 Retain accreditation as an Investor in People - Platinum Achieve
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4. Budget 4.1 Introduction The level of operational levy increase requested from contributing local authorities is 5%. The net deficit forecast for the 2019/20 financial year is ($44,444). The Museum has highlighted that due to the effect of the increasing visitor numbers (approx. 120,000 over the past three years) and the ageing facilities requiring constant maintenance or replacement, the forecast increase of 5% for 2019/20 is required. The following assumptions have also been made in the draft 2019/20 operations budget:
An operating expense inflationary adjustment of 2.0% has been applied
An inflationary adjustment and the standard promotion allowances made to remuneration expenses
Additional data-entry roles for the Lottery-funded Standish and Preece project, who are documenting and cataloguing the photographic images
Additional roles for the Inventory Team, who are documenting and cataloguing the collections in preparation for redevelopment / moving collections
Additional repairs and maintenance budgets for ageing (and failing) building and services
Additional allowance has been made for offsite storage and repatriation costs
The entire Museum security system required an upgrade due to failures and inability to cope with the increased requirements, as well as the relocation and upgrade of Quake City. Both of these items were outside our normal capital expenditure budgets and resulted in significant increases to our funded depreciation budget.
A capital contribution for the Ravenscar House project has been included for 2020/21 and a provision in the following year. Operational budgets for the forecast opening in 2020/21 have not been included at this stage, however it is expected to be largely self-financing through ticketed entry, car parking revenue and other income. Overhead and administration expenses are allocated to each division of Curatorial & Collections Registration, Public Programmes and Communications based on staff numbers. Collection acquisitions which are funded by way of bequests and the interest income on these bequests are shown separately in the operational budget. The earthquake insurance claim income and remedial expenses are also shown as non-operating budget figures (Section 4.2). Budgeted capital grants are recognised as the project expenditure is incurred (Section 4.3). A detailed breakdown of revenue, expense and depreciation items is provided in the notes to the operational and capital budgets (Section 4.4).
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4.2 Operational budget
CANTERBURY MUSEUM TRUST BOARD
Operational budget
Actual Budget Budget Budget Budget
Note 2017/18 2018/19 2019/20 2020/21 2021/22
Revenue
Operating levy 8,306,315 8,908,016 9,353,417 9,821,088 10,312,142
Debt servicing ex gratia 177,508 - - - -
Total levy and ex gratia 8,483,823 8,908,016 9,353,417 9,821,088 10,312,142
Commercial activities 1 3,278,581 1,452,008 1,707,851 1,507,576 1,487,695
Donations and grants 2 717,441 408,801 463,161 248,087 203,572
Total operating revenue and funded depreciation 12,479,845 10,768,826 11,524,428 11,576,751
12,003,410
Expenses
Employee remuneration 4,642,886 5,265,621 5,796,394 5,944,068 6,213,513 Collections Registration and Curatorial 3 1,075,874 1,222,601 1,479,895 1,499,861 1,571,852
Public Programmes 4 2,464,797 2,820,085 2,572,546 2,631,961 2,751,215
Communications 5 247,981 308,230 327,038 332,805 342,834
Depreciation 6 1,211,976 1,300,650 1,393,000 1,312,500 1,319,500
Total expenditure 9,643,514 10,917,186 11,568,872 11,721,195 12,198,913
Net surplus/(deficit) including depreciation 2,836,331 (148,361) (44,444) (144,444) (195,504)
plus capital grants - 14,925,000 16,025,000 51,900,000 50,850,000
- bequest income 563,067 285,000 300,000 320,000 340,000
- earthquake insurance claims 14,440,772 - - - -
- interest on trusts & bequests 475,226 250,000 500,000 500,000 500,000 less bequest funded acquisitions - (500,000) (500,000) (500,000) (500,000)
- bequest funded remuneration - - (50,395) (51,403) (34,954)
- earthquake remedial expense (652,188) - - - -
Net surplus incl extra-ordinary items 8
17,663,208 14,811,639 16,230,161 52,024,153
50,959,542
4.3 Capital budget
CANTERBURY MUSEUM TRUST BOARD
Capital budget
Actual Budget Budget Budget Budget
Note 2017/18 2018/19 2019/20 2020/21 2021/22
Capital expenditure 663,879 700,000 700,000 800,000 900,000
Ravenscar House - - - 1,000,000 500,000 Asset replacement/gallery redevelopment reserve 548,097 600,650 693,000 (487,500) 419,500
Fixed asset expenditure 9 1,211,976 1,300,650 1,393,000 1,312,500 1,819,500
Museum Project works 7 - 14,925,000 16,025,000 51,900,000 50,850,000
Net capital budget 1,211,976 16,225,650 17,418,000 53,212,500 52,669,500
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4.4 Notes to the operational and capital budgets Actual Budget Budget Budget Budget 2017/18 2018/19 2019/20 2020/21 2021/22 1 Commercial activities (exchange transactions) Discovery income 88,734 91,457 91,457 93,286 95,151 Lease income 149,114 151,600 154,100 156,750 159,453 Café income - - - - - Image Service income 15,613 5,000 5,000 5,100 5,202 Exhibitions income 1,481 - - - - Special exhibition income 4,544 - - - - Other trading income 835,518 503,952 757,294 772,440 787,889
Realised gain/(loss) on sale of investments 985,992 - - - -
Unrealised gain/(loss) on sale of investments 19,747 - - - -
Interest on operating funds 979,304 610,000 610,000 380,000 330,000 Dividends on operating funds 198,534 90,000 90,000 100,000 110,000
3,278,581 1,452,008 1,707,851 1,507,576 1,487,695
2 Donations and grants (non-exchange transactions) Donations admission 167,721 165,000 170,000 110,000 90,000 Donations and bequests 20,086 11,000 11,000 11,220 11,444 Grants 529,634 232,801 282,161 126,867 102,128
717,441 408,801 463,161 248,087 203,572
3 Collections Registration & Curatorial Collections Registration 477,361 484,512 699,558 709,642 740,868 Curatorial 598,513 738,089 780,337 790,219 830,983
1,075,874 1,222,601 1,479,895 1,499,861 1,571,852
4 Public Programmes
Customer Experience & Education 585,526 789,768 589,817 597,135 628,607
Exhibitions 706,438 780,855 759,254 790,442 837,821 Building Operations / Security 1,172,833 1,249,462 1,223,474 1,244,385 1,284,788
2,464,797 2,820,085 2,572,546 2,631,961 2,751,215
5 Communications
Communications 247,981 308,230 327,038 332,805 342,834
247,981 308,230 327,038 332,805 342,834
6 Depreciation
Buildings 768,714 770,000 770,000 770,000 770,000 Building systems / plant 19,377 15,000 15,000 20,000 22,000 Security 15,889 160,000 215,000 230,000 250,000 Exhibition galleries 108,270 85,000 130,000 42,000 26,000 Front of house fixed facilities 8,686 6,000 3,000 2,000 2,000 Collection stores 59,243 54,000 52,000 51,000 52,000 Back of house fixed facilities 3,076 650 8,000 7,500 7,500 Furniture fittings and equipment 110,000 100,000 110,000 105,000 105,000
Information technology and audio visual 118,721 110,000 90,000 85,000 85,000
Museum Redevelopment Project - - - - -
1,211,976 1,300,650 1,393,000 1,312,500 1,319,500
7 Capital grants
Capital Grants are only recognised when the project expenditure has been spent.
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Actual Budget Budget Budget Budget 2017/18 2018/19 2019/20 2020/21 2021/22
8 Income Levies 8,483,823 8,908,016 9,353,417 9,821,088 10,312,142 Grants 529,634 232,801 282,161 126,867 102,128 Capital Grants - 14,925,000 16,025,000 51,900,000 50,850,000 Bequest income 563,067 285,000 300,000 320,000 340,000 Donations admission 167,721 165,000 170,000 110,000 90,000 Donations and bequests 20,086 11,000 11,000 11,220 11,444 Trading activities 1,095,004 752,008 1,007,851 1,027,576 1,047,695 Interest 979,304 610,000 610,000 380,000 330,000 Interest on trust and bequest fund 475,226 250,000 500,000 500,000 500,000 Dividends 198,534 90,000 90,000 100,000 110,000
Realised gain/(loss) on sale of investments 985,992 - - - -
Unrealised gain/(loss) on sale of investments 19,747 - - - -
Earthquake insurance claims 14,440,772 - - - -
Total income 27,958,910 26,228,826 28,349,428 64,296,751 63,693,410
Expenses
ACC levies 12,030 30,998 34,716 35,410 36,119 Audit fees 39,000 40,326 41,132 41,955 42,794 Building services 376,933 378,272 385,838 393,554 401,425 Board expenses 41,708 17,580 27,932 28,491 29,060 Books and journals 15,493 22,000 22,000 22,440 22,889 Café purchases - - - - - Cleaning 269,277 240,000 244,800 249,696 254,690 Collection acquisitions 405,534 829,362 830,150 805,953 806,772 Depreciation 1,211,976 1,300,650 1,393,000 1,312,500 1,319,500 Earthquake remedial expenses 652,188 - - - - Equipment 37,489 35,781 27,497 28,047 28,608
Exhibition expenses 362,894 387,978 415,237 442,542 412,481 Heat, light and power 192,180 232,277 245,923 250,841 255,858 Human resources support 12,175 32,694 33,348 34,015 34,695 Insurance 485,543 521,594 532,026 552,026 572,026 Interest on loans 56,943 - - - - IT expenses 62,042 53,968 55,047 56,148 57,271 Legal fees 12,902 37,894 38,652 39,425 23,321 Management expenses 50,795 50,677 53,691 54,765 55,860 Marketing and public relations 239,573 301,112 307,134 313,277 285,757 Operational expenses 699,107 677,231 763,436 778,705 750,582 Postage and freight 6,554 6,971 7,110 7,252 7,397 Rates 31,113 12,734 12,989 13,249 13,514 Recruitment 35,656 27,469 28,019 28,579 23,321 Remuneration 4,563,914 5,159,915 5,736,027 5,882,494 6,133,230 Repairs and maintenance 89,704 110,404 172,612 176,064 179,586 Staff expenses 66,942 74,708 76,046 77,567 79,118 Staff training 115,480 96,887 98,825 100,801 102,817 Stationery 14,842 26,530 27,061 27,602 28,154 Strategic development 120,074 685,709 483,047 492,708 750,000 Telephone and tolls 15,641 25,464 25,973 26,493 27,023
Total expenses 10,295,702 11,417,186 12,119,268 12,272,598 12,733,867
Net surplus 17,663,208 14,811,639 16,230,161 52,024,153 50,959,542
9 Fixed asset expenditure
The fixed asset expenditure is equal to the depreciation expense which is funded by the operating levy.
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5. Summary of significant accounting policies A) REPORTING ENTITY The Canterbury Museum Trust Board (the "Museum") is a non-profit-making permanent institution, founded by the people of Canterbury for the service and development of their community with a particular responsibility for the natural and cultural heritage of the wider Canterbury region. The Museum is created under the Canterbury Museum Trust Board Act 1993 and is a charitable organisation registered under the Charities Act 2005. It is located at Rolleston Avenue, Christchurch, New Zealand. These financial statements are for the reporting entity, Canterbury Museum Trust Board, and are prepared pursuant to Section 28 of the Canterbury Museum Trust Board Act 1993. B) MEASUREMENT BASE The Museum followed the accounting principles recognised as appropriate for the measurement and reporting of surplus and financial position on a historical cost basis, as modified by the fair value measurement of certain items of property, plant and equipment and available-for-sale financial assets. These financial statements have been prepared in accordance with generally accepted accounting practice in New Zealand (“NZ GAAP”). They comply with Public Benefit Entity International Public Sector Accounting Standards (“PBE IPSAS”) and other applicable Financial Reporting Standards as appropriate that have been authorised for use by the External Reporting Board for Public Sector entities, with the exception of PBE IPSAS 17 ‘Heritage Assets’ as stated in Note 1(d)(viii). For the purposes of complying with NZ GAAP, the Museum is a public benefit not-for-profit entity and is eligible to apply Tier 2 Public Sector PBE IPSAS on the basis that it does not have public accountability and it is not defined as large. The financial statements have been prepared in accordance with Tier 2 PBE standards and the Museum has taken advantage of all applicable Reduced Disclosure Regime (RDR) concessions. The information is presented in New Zealand dollars, which is the Museum's functional and presentation currency. Changes in accounting policy The accounting policies adopted in these financial statements are consistent with those of the previous reporting period. C) JUDGEMENT AND ESTIMATION UNCERTAINTY The preparation of financial statements of necessity involves judgement and estimation. The estimates and associated assumptions are based on historical experience and various other factors that are believed to be reasonable. Actual results may differ from these estimates. The key sources of estimation that have had the most significant effect on the amounts recognised in the financial statements are presented in Note 18. D) SPECIFIC ACCOUNTING POLICIES The following specific accounting policies which materially affect the measurement of surplus and financial position have been applied consistently to both reporting periods: i) Revenue Revenue is recognised to the extent that it is probably that the economic benefit will flow to the Museum and revenue can be reliably measured. Revenue is measured when earned at the fair value of consideration received or receivable. The following specific recognition criteria must be met before revenue is recognised. Revenue from non-exchange transactions Local authority operating levies Local authority operating levies are recognised as revenues when levied. Grants and donations Grants and donations, including Government grants, are recognised as revenue when received. When there are conditions attached which require repayment of the grants and donations if they are not met, revenues are recognised when the conditions for their use are met. Where there are unfulfilled conditions attached to the revenue, the amount relating to the unfulfilled condition is recognised as a liability and released to revenue as the conditions are fulfilled. Bequests Bequests are recognised in the income statement upon receipt. Where contributions recognised as
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revenue during the reporting period were obtained on the restriction that they be expended in a particular manner or used over a particular period, and those restrictions were undischarged as at the reporting date, the amounts pertaining to those undischarged restrictions are transferred to trust and bequests reserve in equity and the nature of such restrictions are disclosed in the notes to the financial statements. Capital donation Capital donations are recognised as non-operating revenue when received. Revenue from exchange transactions Discovery income, image service income and other revenues Discovery income, image service income and other operating revenues are recognised when services have been performed. Lease income Revenue is recognised on a straight-line basis over the rental period. The Museum Store lease agreement is reviewed and renewed annually. The Museum Café lease is for two years with a one year right of renewal. Interest income Interest is recognised in the income statement as it accrues using the effective interest rate method. Dividend income Dividends from investments are recognised when the shareholder's rights to receive payment have been established. Recognition of insurance claims Where some or all of the expenditure required to repair or replace damaged property, plant and equipment is expected to be reimbursed by another party, typically from the Museum’s insurance provider, such insurance claim monies shall be recognised when, and only when, it is virtually certain that reimbursement will be received. The criteria for virtually certain is met when there is an unconditional right to receive payment. ii) Budget figures. The budget figures are from the Canterbury Museum Trust Board Annual Plan that was approved by the Board at its meeting on 8 May 2017. Budget figures have been prepared in accordance with PBE IPSAS, using accounting policies that are consistent with those adopted by the Board in preparing these financial statements. iii) Offsetting of income and expenses. Income and expenses are not offset unless required or permitted by an accounting standard. Items of income and expenses are offset when offsetting reflects the substance of the transaction or other event. In addition, gains or losses arising from a group of similar transactions are reported on a net basis, unless items of gains or losses are material, in which case they are reported separately. iv) Income tax. The Museum has charitable status and accordingly no taxation expense or liability is recognised in the financial statements. v) Cash and cash equivalents. Cash and cash equivalents include cash on hand, cash in banks and short-term deposits with original maturities of three months or less that are readily convertible to known amounts of cash and which are subject to an insignificant risk of changes in value. vi) Debtors. Debtors are recognised initially at fair value and subsequently measured at amortised cost using the effective interest method, less provision for impairment. A provision for impairment of debtors is established when there is objective evidence that the Museum will not be able to collect all receivables. The amount of the provision is the difference between the asset’s carrying amount and the present value of estimated future cash flows, discounted at the effective interest rate. The provision, if any, is recognised in the income statement. vii) Financial instruments. Financial instruments are transacted on a commercial basis to derive an interest yield/cost with terms and conditions having due regard to the nature of the transaction and the risks involved. All financial instruments are accounted for on a settlement basis. They are classified in one of the following categories at initial recognition: loans and receivables, financial assets and financial liabilities at fair value through comprehensive income, available-for-sale financial assets, held-to-maturity investments, and other financial liabilities.
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Loans and receivables Assets in this category are non-derivative financial assets with fixed determinable payments that are not quoted in an active market. They include: - cash and cash equivalents (refer to item v above) - debtors (refer to item vi above) - accrued interest income (refer to item i above) Available for sale financial assets Assets and liabilities in this category are those non-derivative financial assets that are designated as available for sale or are not classified as loans and receivables, held-to-maturity investments or financial assets at fair value through surplus or deficit. Assets in this category include investments in equity instruments. The fair value of these instruments are based on quoted market prices. Held-to-maturity investments Assets in this category are measured at amortised cost. The Museum has classified its bank term deposits and fixed term investments as held-to-maturity investments. Other financial liabilities This category includes all financial liabilities other than those at fair value through comprehensive income. Liabilities in this category are measured at amortised cost. They represent: - liabilities for goods and services provided to the Museum prior to the end of the reporting period that are unpaid and arise when the Museum becomes obliged to make future payments. These amounts are unsecured. - term loan with determinable repayment terms and interest rate. This loan is unsecured. Other financial liabilities include: - creditors - employee entitlements (refer to item ix below) - grants received in advance (refer to item i above) - retirement gratuity (refer to item ix below) - term loans viii) Property, plant and equipment. All property, plant and equipment are stated at cost less accumulated depreciation and impairment. Cost includes expenditure that is directly attributable to the acquisition of the item. Repairs and maintenance are charged against income as incurred. Depreciation is calculated on a straight-line basis, except for land, so as to write off the net cost amount of each asset over its expected useful life to its estimated residual value. Land is not depreciated. viii) Property, plant and equipment (continued) The Board reviews depreciation rates and adjusts them to more appropriately reflect the consumption of economic benefits. The depreciation rates applied are as follows:
Rate Buildings 2% - 20% Furniture, fittings and equipment 10% - 33% When an item of property, plant and equipment is disposed of, any gain or loss is recognised in the income statement and is calculated as the difference between the net disposal proceeds and the carrying value of the item. Revaluation Land and buildings are revalued on a cyclical basis at least every five years by an independent valuer. Any accumulated depreciation at the date of the revaluation is eliminated against the gross carrying amount of the asset and the net amount is restated to the revalued amount. If the asset's carrying amount is increased as a result of a revaluation, the increase is credited directly to equity under the heading "Asset Revaluation Reserve". However, the increase is recognised in surplus or deficit to the extent that it reverses a revaluation decrease of the same asset previously recognised in surplus or deficit. Revalued assets are depreciated over the remaining useful life. On the subsequent sale or retirement of a revalued property, the attributable revaluation surplus remaining in the asset revaluation reserve, net of any related deferred taxes, is transferred directly to retained earnings. Intangible assets Computer software are finite life intangibles and are recorded at cost less accumulated amortisation and impairment. Amortisation is charged on a straight-line basis over their estimated useful lives of 3 years and reported within the Statement of Comprehensive Revenue and Expenses. The estimated useful life and amortisation method is reviewed at the end of each annual reporting period.
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Heritage assets Heritage assets include collection items or artefacts of cultural or historical significance. The cost of acquisition of heritage assets is charged to the Statement of Comprehensive Revenue and Expenses. During the reporting period, the acquisition cost of collection items amounted to $358,470 (2017: $114,631). It is the policy of the Museum to write off collection acquisitions and not attribute a monetary value to items gifted to the collection. The classification of the collections as a heritage asset is based on the premise that the collections are held in trust in perpetuity for the benefit of the public. PBE IPSAS 17 requires that where an asset, eg collection item or artefact of cultural or historical significance, is acquired at no cost, or for a nominal cost, the asset is capitalised at its fair value as at the date of acquisition. PBE IPSAS 17 has not been followed because the Board considers that the fair values of the collection items cannot be measured reliably. Usually, gifts to the collection are unique items that have iconic status or are historic and irreplaceable or sacred to particular communities, with no market, so no financial value can be ascribed. The Museum holds in excess of two million individual collection items. To comply with the requirements of PBE IPSAS 17 the value of these items would need to be assessed on an annual basis to identify possible impairment, which is required to be undertaken on an asset by asset basis. Impairment of property, plant and equipment and intangible assets The Museum does not hold any cash-generating assets. Assets are considered cash-generating where their primary objective is to generate a commercial return. Non-cash generating assets Value in use is determined using an approach based on either a depreciated replacement cost approach, restoration cost approach, or service units approach. The most appropriate approach used to measure value in use depends on the nature of impairment and availability of information. If an asset’s carrying amount exceeds its recoverable service amount, the asset is regarded as impaired and the carrying amount is written down to the recoverable amount. The total impairment loss is recognised in the surplus or deficit.
The reversal of an impairment loss is recognised in the surplus or deficit. ix) Employee entitlements. Provision is made for benefits accruing to employees in respect of salaries and wages, annual leave, alternate leave, and long service leave when it is probable that settlement will be required and they are capable of being measured reliably. Provisions made in respect of employee benefits expected to be settled within 12 months, are measured at their nominal values using the remuneration rate expected to apply at the time of settlement. Provisions made in respect of employee benefits which are not expected to be settled within 12 months are measured as the present value of the estimated future cash outflows to be made by the Museum in respect of services provided by employees up to the reporting date. x) Borrowings. Borrowings, which consist of term liabilities, are stated initially at fair values, net of transaction costs incurred. Subsequent to initial recognition, borrowings are measured at amortised cost with any difference between the initial recognised amount and the redemption value being recognised in surplus or deficit over the period of the borrowing using the effective interest rate method. All borrowing costs are recognised as expense in the period in which they are incurred. xi) Goods and Services Tax (GST). The financial statements have been prepared using GST exclusive figures with the exception of receivables and payables which have been shown inclusive of GST in the Statement of Financial Position. xii) Inventories. Inventories are measured at the lower of cost and net realisable value. xiii) Leases. Payments on operating lease agreements, where the lessor retains substantially the risk and rewards of ownership of an asset, are recognised as an expense on a straight-line basis over the lease term.
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6. Seven-year forecasts
6.1 Introduction The seven-year operational funding forecast, Section 6.2, shows the increase in operating funds (including non-project depreciation costs) of 5.0% is required for 2019/20 and for the next two years.
After consultation with the Contributing Local Authorities the Museum has agreed to spread the levy increases resulting from the depreciation of the Museum Project redevelopment as it is capitalised, over a seven year period to lessen the immediate impact on the Contributing Local Authorities. This results in operating levy increases of 10% for 2022/23 to 2023/24, 11% for 2024/25, and 10% for 2025/26 to 2027/28.
The Project depreciation has been itemised separately in Section 6.2 so that its impact can be clearly differentiated. The seven-year capital forecast, Section 6.3, details costs and sources of funding for the Project as well as ongoing asset maintenance.
The following assumptions have been made regarding the new Project:
Aim for a single site solution
All buildings to be strengthened to 100% or better of code
To conserve the 19th Century Heritage Buildings and restore heritage features
Design within City Plan envelope and tie development into wider urban development context
Aim for a 100 year solution to Museum’s needs incorporating as much flexibility as possible
Undertake redevelopment and planning in as open and transparent a manner as possible
The Museum Project is split into two separate components: - the pre-earthquakes Project - the provision of Base Isolation and Earthquake Strengthening to protect the heritage collections,
including the Category 1 Heritage Buildings, to reflect location in an active seismic zone
Major options analysis identified 21 potential options leading to a preferred option
The overall cost of the Museum Project has increased from $185m to $195m. This cost has been revalidated after several years of inflationary adjustments.
The provision of Base Isolation and Earthquake Strengthening is $94m
The pre-earthquake component of the Project cost is $101m (in 2022 dollars)
The proposed funding mix for the overall project is as follows: Central Government $72.3 million 37% Local Government $62.2 million 32% Canterbury Museum fundraising $60.7 million 31%
Retention of the grants in advance received from Selwyn District Council and Christchurch City Council, and accrued interest until required
Earliest start of detailed design of January 2020
The funded depreciation on the $101m Project conceived pre-earthquakes will, as per last year, have building depreciation deferred for the first 5 years, and the remaining depreciation spread over the first 7 years
The costs of Base Isolation and Earthquake Strengthening of the Robert McDougall Gallery and construction of the Link Building has increased after the revalidation work to $37m.
The funding of Base Isolation and Earthquake Strengthening of the main premises required from the Central Government is $66m
Given the significant impact on operating expenditure and levies to fund depreciation for the additional $101m, no additional depreciation for the Base Isolation and Earthquake Strengthening works has been included in the budget. It is proposed that over time a provision in Repairs & Maintenance is created to maintain the Base Isolation and Earthquake Strengthening improvements
Earliest opening of the new redeveloped Museum of July 2023. Details of the capital levy funding are provided in Section 6.3 and 6.4. In Section 6.4 is a schedule showing the calculation of the operations levy in the Annual Plan. The calculations are also shown for the capital levy relating to the Project, including the payments that have been made and held in trust. For the purpose of apportioning levies the population figures are those provided by Statistics New Zealand as at 30 June 2018.
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6.2 Seven-year forecast – operations
Actual Budget Budget Budget Budget Budget Budget Budget Budget
2017/18 2018/19 2019/20 2020/21 2021/22 2022/23 2023/24 2024/25 2025/26
Local Authority levy 8,483,823 8,908,016 9,353,417 9,821,088 10,312,142 11,343,356 12,477,692 13,850,238 15,235,262
Commercial activities 3,278,581 1,452,008 1,707,851 1,507,576 1,487,695 656,938 862,310 967,829 981,751
Donations and grants 717,441 408,801 463,161 248,087 203,572 150,407 221,794 243,218 264,681
Total revenue 12,479,845 10,768,826 11,524,428 11,576,751 12,003,410 12,150,702 13,561,796 15,061,286 16,481,694
Operating expenses (8,431,538) (9,616,536) (10,175,872) (10,408,695) (10,879,413) (10,825,569) (11,385,109) (11,832,630) (12,293,615)
Depreciation (existing assets) (1,211,976) (1,300,650) (1,393,000) (1,312,500) (1,319,500) (1,352,488) (1,386,300) (1,420,957) (1,456,481)
Depreciation (Project assets - funded) * - - - - - (625,467) (1,476,401) (2,752,801) (3,352,801)
Total expenditure (9,643,514) (10,917,186) (11,568,872) (11,721,195) (12,198,913) (12,803,523) (14,247,809) (16,006,389) (17,102,898)
Net operating surplus/(deficit) 2,836,331 (148,361) (44,444) (144,444) (195,504) (652,821) (686,013) (945,103) (621,203)
Unfunded expenditure
Depreciation (Project assets - deferred) * - - - - - (140,730) (822,190) (1,844,380) (1,244,380)
Depreciation (Project assets - unfunded) * - - - - (470,650) (1,411,950) (1,882,599) (1,882,599) (1,882,599)
- - - - (470,650) (1,552,680) (2,704,790) (3,726,980) (3,126,980)
Net operating surplus/(deficit) 2,836,331 (148,361) (44,444) (144,444) (666,153) (2,205,501) (3,390,803) (4,672,083) (3,748,183)
CLA levy % increase (excl Project depn) 2.30% 5.00% 5.00% 5.00% 5.00% 3.93% 2.50% 0.77% 5.67%
CLA levy % increase (funded Project depn) - - - 0.00% 0.00% 6.07% 7.50% 10.23% 4.33%
Local Authority levy % increase 2.30% 5.00% 5.00% 5.00% 5.00% 10.00% 10.00% 11.00% 10.00%
* The Museum recognises the Contributing Local Authorities' discomfort with the level of levy increases required to fund the Project depreciation. It has been agreed
with the Contributing Local Authorities that the building depreciation would be deferred for 5 years, no charge would be made for base isolation & earthquake
strengthening, and that the remaining funded depreciation would be spread evenly over the first seven years of Project depreciation.
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6.3 Seven-year forecast – capital
Actual Budget Budget Budget Budget Budget Budget Budget Budget
2017/18 2018/19 2019/20 2020/21 2021/22 2022/23 2023/24 2024/25 2025/26
Income - Project
Capital levy - local government 297,786 236,862 321,482 8,844,399 8,844,399 8,844,399 - - -
Capital grants - central government - 2,000,000 2,000,000 2,000,000 1,500,000 909,387 - - -
Capital fundraising by the Museum - 16,886,108 17,602,978 14,352,978 14,352,978 14,352,978 - - -
Provision - Base Isolation & Strengthening - 2,500,000 2,500,000 20,000,000 20,000,000 20,000,000 3,383,436 - -
McDougall – Local Authorities tbc - - 1,244,296 1,244,296 1,244,297 - - -
Provision - McDougall Strengthen - CCC - - 12,700,000 4,000,000 4,000,000 3,813,646 - - -
297,786 21,622,970 35,124,460 50,441,673 49,941,673 49,164,707 3,383,436 - -
Income – other 1,211,976 1,300,650 1,393,000 1,312,500 1,319,500 1,977,954 2,862,700 4,173,758 4,809,282
Funded depreciation 1,211,976 1,300,650 1,393,000 1,312,500 1,319,500 1,977,954 2,862,700 4,173,758 4,809,282
Total income 1,509,762 22,923,620 36,517,460 51,754,173 51,261,173 51,142,661 6,246,136 4,173,758 4,809,282
Expenditure – Project
Project works - 14,925,000 16,025,000 51,900,000 50,850,000 45,500,000 21,925,000 9,000,000 -
- 14,925,000 16,025,000 51,900,000 50,850,000 45,500,000 21,925,000 9,000,000 -
Expenditure – other
Capital expenditure 663,879 700,000 700,000 800,000 900,000 1,000,000 1,000,000 900,000 800,000
Ravenscar House - - - 1,000,000 500,000 - - - -
Asset replacement / gallery
redevelopment reserve 548,097 600,650 693,000 (487,500) 419,500 977,954 1,862,700 3,273,758 4,009,282
1,211,976 1,300,650 1,393,000 1,312,500 1,819,500 1,977,954 2,862,700 4,173,758 4,809,282
Total expenditure 1,211,976 16,225,650 17,418,000 53,212,500 52,669,500 47,477,954 24,787,700 13,173,758 4,809,282
Surplus/(deficit) 297,786 6,697,970 19,099,460 (1,458,327) (1,408,327) 3,664,707 (18,541,564) (9,000,000) -
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6.4 Operations and capital levies
Operations levy for 2019/20
by population and distance factor
Local Authority Population * Differential Product % of Total TOTAL Installment % of
total No. products amount
Christchurch City 0.74 388,500 1.00 74.11 86.78 8,117,327 2,705,776
Hurunui District 0.02 12,850 0.30 0.74 0.86 80,546 26,849
Selwyn District 0.12 62,200 0.45 5.34 6.25 584,824 194,941
Waimakariri District 0.12 60,700 0.45 5.21 6.10 570,720 190,240
1.00 524,250 2.20 85.39 100.00 9,353,417 3,117,806
* The population numbers used are the estimated resident populations as at 30 June 2018, as provided by Statistics New Zealand.
Capital levy payments
by population and distance factor
Local Authority Population * Differential Product % of Total Levy paid Projected Additional TOTAL Outstanding capital levy
% of total
No. products and held in trust interest accrual
levy 19/20 20/21-22/23
Christchurch City 0.74 388,500 1.00 74.11 86.78 6,021,980 853,669 47,143,664 54,019,313 12,700,000 34,443,664
Hurunui District 0.02 12,850 0.30 0.74 0.86 - - 292,778 292,778 - 292,778
Selwyn District 0.12 62,200 0.45 5.34 6.25 516,646 73,239 1,535,890 2,125,775 - 1,535,890
Waimakariri District 0.12 60,700 0.45 5.21 6.10 - - 2,074,510 2,074,510 - 2,074,510
1.00 524,250 2.20 85.39 100.00 6,538,626 926,908 51,046,842 58,512,376 12,700,000 38,346,842
* The population numbers used are the estimated resident populations as at 30 June 2018, as provided by Statistics New Zealand.
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Agenda Item 6.3
REPORT ON DRAFT ANNUAL PLAN 2019/20 To: Canterbury Museum Trust Board From: Nigel Tecofsky, Finance & Services Manager
Purpose To provide a summary of the Museum’s 2019/20 Annual Plan submission process and amended draft Annual Plan for approval. Background As advised at the May Board meeting, two submissions were received from Selwyn District Council and Hurunui District Council, and an objection from Waimakariri District Council. The main concern raised has been the request for additional capital levy funding from the District Councils for the Link Building/Robert McDougall Gallery and a desire to have a review of the Canterbury Museum Trust Board Act 1993. The Board approved a meeting of Council and Museum representatives to discuss submissions/objections, that the Chair and Deputy Chair of the Board, and Chair of the Audit and Risk and Investment Committees be the Board’s representatives and that the adoption of the draft Annual Plan 2019/20 be delayed to 10 June 2019. Current Status A meeting was held on Friday 31 May 2019 with the Contributing Local Authorities and Board representatives. Each of the Councils presented their concerns set out in their submissions and objection. It was agreed that given the lack of time to consult with their ratepayers, the recommendation to the Board would be to amend the draft Annual Plan to remove the District Council’s capital contributions to the Link Building/Robert McDougall Gallery and to show it as Local Authorities tbc. The recommended amendments to the draft Annual Plan are to:
Page 20 – change ‘The costs of Base Isolation and Earthquake Strengthening of the Robert McDougall Gallery has increased after the revalidation work and the funding is proposed from the Contributing Local Authorities instead of Christchurch City Council alone. The shared indicative contribution is $28m.’ to say ‘The costs of Base Isolation and Earthquake Strengthening of the Robert McDougall Gallery and construction of the Link Building has increased after the revalidation work to $37m.
Page 22 – change capital levy heading of ‘Provision – McDougall Strengthen – District’ to ‘McDougall – Local Authorities tbc’; and
Page 23 - to remove the amount of $3,732,889 from the Capital Levy Payments schedule for the District Councils.
The concerns over the adequacy of the Canterbury Museum Trust Board Act 1993 were also discussed. Whilst it was acknowledged that a review of the Act pre-Museum Project would be difficult, a commitment to a review post-Museum Project was requested. It was recommended that a Standing Committee be established, consisting of Councillor and Council staff representatives of all the contributing local authorities and Museum
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Agenda Item 6.3
representatives, to discuss how the funding shortfall can be achieved prior to the 2020-21 draft Annual Plan being prepared and the review of the Trust Board Act. There organisational chart has also been updated to the most recent version. RECOMMENDATION That this report be noted and the amended Annual Plan 2019/20, removing the District Council’s capital levy provisions for the Link Building/Robert McDougall Gallery, be adopted. That a Standing Committee be established, consisting of Councillor and Council staff representatives of all the contributing local authorities and Museum representatives. Nigel Tecofsky Finance & Services Manager 31 May 2019
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Agenda Item 7.1
REPORT ON THE UPDATED COLLECTIONS DEVELOPMENT POLICY, PROCEDURES AND APPENDICES To: Canterbury Museum Trust Board From: Anthony Wright, Director
Purpose To seek adoption by the Board for the Museum’s updated Collections Development and Management Policy. To note the Procedures to the Collections Development and Management Policy and to note the Appendices to the Collections Development Policy, with associated forms. Background The Collections Development and Management Policy was adopted by the Board on 13 June 2016 and the Procedures were adopted by the Director on the same date. At this time the Appendices were still a work in progress and we gave an undertaking to bring them to the Board once they were completed. The Appendices include some areas of our work that were previously not well documented and are integral to the way that the Museum cares for its collections, setting standards and ensuring consistency in our recording of data. They have been the subject of much debate between staff which is why is has taken some time to reach a consensus and complete them. Current Status The Collections Development and Management Policy has changed very little. Changes include around Crown-owned objects for which the Museum cannot claim legal title, and the change of name from Historic Places Act to Heritage New Zealand Pouhere Taonga Act 2014. These changes are marked on the attached document for information. The Procedures have also had little change; mainly the addition of a process for dealing with unsolicited gifts. The Appendices comprise 33 documents including some processes completely new to the Museum, for example how to deal with objects with hazardous content and how to make a request for analytical testing, medical imaging and DNA testing of collection items. Probably the greatest area of debate was around data standards for completing Vernon database records for our collections and it was crucial that we obtained consensus before the documents were finalised. All of the documents have been viewed by the collections and curatorial staff with several opportunities for comment. The complete suite of documents were taken to the Collections Development and Management Team and were approved by them on 16 May 2019. The recommendation from this meeting was for the Policy to be brought to the Board for approval and for the Procedures and Appendices to be noted. RECOMMENDATION That the Board adopt the revised Collections Development and Management Policy and that the Collections Development and Management Procedures and Appendices be noted. Anthony Wright Director 27 May 2019
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5.1A Collections Development and Management Policy
Purpose To guide the development of the Museum’s collections as required by the Canterbury Museum Trust Board Act.
To build and strengthen the collections we hold in trust for the community to
enable us to tell the stories of Canterbury/Waitaha and New Zealand Aotearoa as well as providing views to the rest of the world.
To ensure that the collection is properly managed, documented and cared for. To ensure that the collection is accessible for viewing, exhibition and research. Scope Applies to new acquisitions, objects already in the permanent and information
collections, and incoming and outgoing loans. Review Date June 2021 Policy Statements (See Procedures for definition of terms)
1. ETHICS The Museum will abide by the Museums Aotearoa (MA) and International
Council of Museums (ICOM) Codes of Ethics. The Museum is committed to working within the spirit of the Treaty of Waitangi. Koiwi Tangata (human remains) are only accepted into the Museum with the
written approval of the relevant iwi authority and are the subject of a separate policy.
2. COLLECTIONS DEVELOPMENT
2.1 New Acquisitions An Object Receipt will be completed for all objects entering the Museum that are
to be considered for the permanent or information collection, or for identification and return.
The Museum will only acquire objects for the permanent or information collection
to which it can gain clear legal title, including copyright where appropriate. This includes objects collected in the field by staff, researchers and contract archaeologists. See Appendix 4.8 to the Procedures for specific guidelines for the acceptance of archaeological material.
Objects for which the Museum cannot obtain full legal title, but over which it will
by agreement, or is legally required to take a guardian role, will be treated with the same care as the permanent collection. Examples may includeare Taonga Maori, archaeologically excavated Taonga, Protected Objects and Crown owned natural history specimens. These objects maywill be accepted into the permanent collection on the understanding that the y will be deaccession process will be followed should their ownership or guardianship status change.
Any third party (agent) offering or delivering objects to the Museum for possible
acquisition must have the owner’s permission to act on their behalf. Objects received by the Museum from anonymous donors will be considered as
unsolicited gifts.
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The donor, vendor or field collector’s signature on an Object Receipt will signify authority to transfer legal title to the Museum.
The Museum will selectively collect objects that fit the Museum’s Collecting
Themes (Appendix 2.1 to the Procedures) and is under no obligation to accept objects that are offered for gift, purchase or bequest.
The Museum will not acquire objects accompanied by conditions without written
permission. The Museum will only acquire objects where resources are available for safe
care and storage. The donor must be made aware of the intended collection status of the objects
they are donating at the time of acquisition, for example permanent, ceremonial, or information collection.
All newly offered objects will comply with relevant legislation before being
accepted into the collection. Objects recommended for acceptance into the Permanent, Ceremonial or
Information Collection will be valued. Objects recommended for decline will not be valued. Objects identified for purchase will be considered by the Collections
Development and Management Team and approved according to the Delegations Policy.
All newly offered objects that are declined will be returned to donor, unless the
donor has stated otherwise. 2.2 Deaccessioning Objects in the Permanent Collection have been acquired with the intent of
preservation in perpetuity. There is a strong ethical presumption against the removal of objects from the Permanent Collection and any objects that are proposed for deaccession must be considered against the ICOM guidelines and the criteria set out in the procedures.
Objects will only be considered for deaccession and disposal if clear and
unconditional title is held. If title is not held the Museum will seek legal advice. Objects owned by the Crown should follow the deaccession process. Repatriation requests will be referred to the Director, acknowledged within five
working days and dealt with on a case by case basis. Where the Museum holds clear and unconditional title it has no obligation to
return objects to the donor, the donor’s legal representatives or heirs. Biological and fossil type specimens and especially those that have been figured
or published will not be deaccessioned. If deaccessioned objects are to be disposed of by sale then two independent
valuations must be obtained and the sale carried out in a way that protects the reputation of the Museum.
Proceeds from the sales of any deaccessions will only be used for the purchase
of other objects for the Collection or for conservation of specified objects. Proceeds will not be used for operating expenses.
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All deaccessions and disposals will be fully documented and a permanent record
maintained. Collection objects that are deemed lost or stolen will not be de-accessioned and
have their record amended to show current status. 3. COLLECTIONS MANAGEMENT 3.1 Existing Collections Each individual object will have a Vernon record and be labelled with a unique
number. Any object found with no traceable documentation will be proposed as a potential
new acquisition. Items containing hazardous materials, including live ammunition, will only be
collected after careful consideration of the implications by the Collections Development and Management Team. They will be housed according to legislative requirements and their presence recorded in the Health and Safety Risk Register.
Destructive analysis or DNA sampling requests must be submitted for formal
approval, and results attached to the object’s Vernon record and recorded in the Collections Incident Register.
3.2 Incoming Loans Objects borrowed for short term exhibition or research will be subject to a Loan
Agreement signed by both parties and be of no more than two years duration. Longer term loans will be subject to a two yearly check to ensure contact details,
object condition and insurance valuations are accurate. Objects loaned to the Museum for a specific exhibition, where the exhibition is
subject to an exhibition agreement, will not require a separate Loan Agreement provided that the exhibition agreement includes a list of objects and that all other collections management processes are followed.
Incoming loans will only be negotiated with the legal owner or their authorised
agent. Valuations for incoming loans will be provided by the lender and will reflect fair
market value and be acceptable to the Museum. Objects will be condition reported on arrival, and prior to their return. The Museum will exercise the same level of care for objects on loan as for the
Permanent Collection. Any damage occurring to an object whilst in the care of the Museum will be documented on the Incident Report Form and recorded in the Collections Incident Register. The incident will be immediately reported to the object’s owner. The owner’s permission will be required before any conservation work is carried out.
The Museum will not provide storage for an individual or institution’s objects
without the Director’s approval. Objects held in trust on behalf of family groups or Iwi will be treated as incoming
loans “Held in Trust” provided there is an appropriate party or parties to sign an agreement. In the case of the Crown who are unlikely to claim or seek return of the object, the object will be treated as permanent collection with a permanent
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collection number, but with its ownership by the Crown noted on the object record.
Objects brought in for identification or specialist advice will be entered on an
Object Receipt marked for Identification and Return. The Museum, acting as agent for the Ministry of Culture and Heritage under the
Protected Objects Act, will serve as interim custodian for newly found Taonga Maori.
The Museum, acting as agent for the Ministry of Culture and Heritage will
process Protected Objects brought in for assessment and authentication by registered collectors.
3.3 Outgoing Loans Outgoing loans will be made for the purposes of display and research. The Museum will not make loans to individuals for personal use or private
display, to performing arts organisations for use in productions, or to institutions for decoration at events. Any exceptions will require approval under the Delegations Policy.
All objects to be loaned must be accessioned, individually numbered and have a
Vernon record. Permission to undertake destructive analysis of part of any object by the
borrower must be obtained in writing in advance. Requests that are likely to result in complete destruction will be considered as a deaccession proposal.
Objects in the Ceremonial Collection may be loaned for the purposes defined in
the agreement made at time of acquisition. In approved circumstances Museum staff may borrow collection objects and
other Museum property on short term loan.
Policy adopted by the Canterbury Museum Trust Board on 13 June 2016 for immediate implementation
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5.1B Collections Development and Management Procedures
Purpose To set out the procedures that support the policy to develop and care for the
Museum’s collection consistent with its mission and to provide best practice and professional standards.
Scope Applies to new acquisitions, objects already in the permanent and information
collections, and incoming and outgoing loans. Review Date June 2021 Procedures 1. New Acquisitions All potential new acquisitions received by the Museum will be itemised on an
Object Receipt. The Object Receipt will record whether the object is offered for gift, loan or purchase, and state its intellectual property rights status.
The white, or top copy, of the Object Receipt carries the original signature and
remains with the object until the process is complete, after which it is archived as a related document. The yellow copy is given to the donor/vendor as their permanent record, the pink copy goes to Registration to ensure it is entered on Vernon, and the blue copy remains in the receipt book for audit purposes.
The completed Object Receipt will be recorded as an Entry record in the Vernon
Database. See Appendix 4.8 for procedures relating to the collection of archaeological
material. Unsolicited gifts will be considered as any other gift, but a signature is not
required on the Object Receipt unless the curator decides to start the acquisition process. Curators are able to make decisions about unsolicited items that arrive by post or courier in the same way they do for objects brought to reception by potential donors. Object Receipts with Unsolicited Gift status do not need to be considered by the Collections Development and Management Team unless the objects are being recommended for acceptance. Objects declined by Curators should have their Object Receipt annotated with the action taken and closed. All declined unsolicited gifts should be reported to CDMT on a quarterly basis.
The Curator will prepare an Acquisition Proposal within three months of receipt of
the object unless a prior agreement is reached with the Collections Development and Management Team. The proposal will provide the first stages of a Vernon record and will include the object’s:
potential for research, exhibition and public programmes
uniqueness, quality, condition and authenticity
legal and ethical status
provenance and fit with Collecting Plans
status ie gift, purchase, bequest or loan
intended collection status ie permanent, ceremonial or information
representation of similar examples in the Museum’s collections, or other
public collections
valuation (if recommended for acceptance)
Objects recommended for acceptance into the collection should be valued at
current market rates noting that the Museum sets a minimum level of valuation to
reflect the costs of the object’s long term storage, documentation and care. The
actual purchase price will be used for purchased objects.
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The Collections Development and Management Team will consider all objects offered for the collection, (see Appendix 1 to the Procedures for the Team Brief) and will make decisions within their delegated authority. Once the object has been accepted for the collection a unique number will be assigned. Meetings and decisions will be documented.
Gift Certificates will be issued to all donors within one month of the decision that
accepts objects into the permanent collection All objects acquired for the Museum’s Permanent or Information Collection will
be fully catalogued according to agreed data standards (Appendix 4.3 to the Procedures) and each object and its unattached parts will be individually and uniquely labelled (for exceptions refer to Appendix 4.4).
The process of cataloguing includes the creation of a Vernon record for each
object and its associated parts. The record will include the name and description of the object, donor details, provenance including a statement about rights issues, condition rating and any specific care requirements, the labelling of the object with its unique number, a photograph for identification purposes(unless agreed otherwise), the current market value and the object’s storage or display location.
Each object’s record is to be verified from a curatorial perspective that checks for
accuracy, and from a registration perspective that proof reads the record and confirms that the number on the object matches the Vernon record. A check will also be made to ensure the object is housed in the specified location. The verification process requires that the record is checked by two people other than the original creator of the record.
Objects declined by the Collections Development and Management Team will be
returned to the owner, or disposed of according to the donor’s wishes, within one month of the meeting. Where the owner proves difficult to contact a maximum of three months will be allowed to fully resolve the issue. Returns and disposals will be recorded and witnessed by two people. The Museum does not take responsibility for forwarding declined objects on to other institutions, unless at the express request of the Collections Development and Management Team.
All paper documentation, forms, receipts and correspondence associated with an
object will be filed under the object’s accession or catalogue number in the Related Documents files. All electronic files will be stored under the object’s accession or catalogue number on Vernon. Both paper and electronic copies form a permanent record for each object.
Any objects received for Identification and Return and will be processed and
returned to their owner within one month of receipt. 2. Existing Collections The Museum is striving to achieve a Vernon database record for each of its
individual Permanent and Information Collection items. Each time an object is discovered with an accession or catalogue number but without a Vernon record a skeletal Vernon record should be created wherever possible.
Where objects are found without any identification every effort should be made to
relate the object back to its original documentation. If this is not possible then the object should be treated as a new acquisition.
If an object is to be recommended for deaccession every effort will be made to
trace the original donor to seek their wishes regarding return of the object. If the donor does not still live at the address given or is not listed in directories then an advert will be placed in the local paper. Once every reasonable effort has been
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made to trace the original donor the curator will be guided by the process for deaccessioning. See appendix 4.7.
No valuation is required where objects are to be declined. If an object being
declined is deemed to have some monetary value then the curator will take this into account when recommending action for decline.
Past procedures at the Museum allowed for Group Accession numbers. This is
no longer acceptable and where such objects are found every effort must be made to ensure each object as part of this accession is labelled with its own unique number and has an individual Vernon record.
An object that is to be considered for an upgrade from Information Collection to
the Permanent Collection will be treated as a new acquisition proposal and deaccessioned from the Information Collection.
An object that is to be considered for a downgrade from the Permanent
Collection to the Information collection will be treated as a deaccession from the Permanent Collection and an accession into the Information Collection.
Objects should be checked for hazardous components or chemicals, such as
ammunition, and appropriate action taken, including entering into the Hazardous Objects Register and updating the Vernon record.
Any requests for permission to extract samples from objects should be submitted
on the appropriate forms and attached to the Vernon record. Any proposed changes to Museum documentation processes are to be referred
to the Collections Development and Management Team for approval. 3. De-accessioning A formal request for deaccessioning may be initiated by a curator through the
Collections Development and Management Team, having located all relevant documentation for the object(s) and checked the Museum’s legal position, and the MA and ICOM Codes of Ethics. The written request will include the criteria justifying the deaccession and the method of disposal recommended.
Depending on the Delegation Policy, the Team will recommend the permanent
removal of the object to the Board for approval. The following are reasons that may make an object eligible for de-accessioning:
It does not adhere to current or past Collecting Themes or is more
appropriate to another museum’s collection
There are already multiple other examples
It is of poor quality and may be replaced by a more suitable object
It is culturally offensive or inappropriate
Its physical condition has deteriorated rendering it useless for research or
display, or it represents a health and safety risk
Requires care or storage that the Museum cannot provide
Is the subject of a domestic or foreign repatriation request
The following methods of disposal are to be considered for objects being removed permanently from the collection. Note these methods are listed in priority order:
Repatriation to the appropriate iwi, hapu or whanau
Transfer to another museum collection
Gift to a not-for-profit institution
Sale to a not for profit public institution
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Sale by public auction
Destruction
All objects that are approved for deaccession will have their status updated on Vernon, but their record will be maintained and their method of disposal recorded.
Objects to be disposed of by destruction will be witnessed by two staff members
who will both sign and date the relevant written approval. 4. Incoming Loans Incoming loans will only be accepted for a specific purpose for usually no more
than two years. All objects will have a condition report completed on arrival with a copy sent to the lender for their agreement.
In exceptional circumstances loaned objects can be placed on an agreement for
a period of longer than two years. These longer agreements require a review every two years to ensure that lender details are current and that the condition of the object has not changed.
Loan Agreements are authorised according to the Museum’s Delegations Policy. The lender must sign that they hold authority to enter into a loan agreement.
Where more than one person holds title the agreement should be signed by all parties with one person nominated as the point of contact.
The Museum as borrower is usually responsible for all costs associated with the
loan. A condition report will be completed before the loan is returned that will be
checked against the condition report completed on arrival. Any changes to condition should be reported to the Registrar and as necessary to the Museum Best Practice Manager to consider if any action is required.
The loans procedures also apply to protected objects and Taonga Maori Held in
Trust. 5. Outgoing Loans Applications to borrow objects from the Museum’s collections must be made in
writing giving three months’ notice. Objects in the Ceremonial Collection require five working days’ notice.
Loans should be considered against the following criteria:
current or planned use
fragility of the object and its ability to stand up to travel
environmental requirements
conservation requirements prior to exhibition
cultural or spiritual requirements
conditions which restrict public exhibition
any confidential or restricted information
The borrowing institution will complete a Facilities Report that demonstrates it can provide adequate facilities and security for the care of the object(s), that it has professional or competent staff qualified to handle loaned objects, and that it can provide adequate insurance or a willingness to accept full liability in the case of theft or damage
For a researcher borrowing natural history specimens for specific research
purposes a full Facilities Report is not required. However the institution should
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indicate where the object is to be stored whilst on their premises and an authorised member of staff must agree to take responsibility for the specimens in their care.
Where the loan of scientific specimens requires destructive analysis or DNA
sampling the borrower must submit a written application on the appropriate form. The curator responsible for the collection item to be sampled should provide the
Director with a recommendation on the scientific importance and technical
feasibility of the request, together with a reference from an external referee
where appropriate.
The Museum will determine the most suitable form of packing and transportation arrangements for all loans. In some cases objects may need to be accompanied by staff.
An estimate of all costs associated with a loan must be approved by both parties
before the loan is finalised. The cost of the loan is to be recovered from the borrower where possible.
International convention requires the Museum to meet the outgoing shipping
costs of loans of scientific specimens and the borrower to cover the return. The borrowing organisation should provide evidence that it accepts full liability for
the object(s) in their care including transit where the borrower makes the arrangements. The Loan Agreement will specify insurance requirements.
Two months prior to the expiry of an outgoing loan a reminder will be sent to the
borrower to ensure steps are in place for the loan to be returned, or where agreed, renewed. The borrower must satisfy the Museum that all aspects of the original loan will continue to be met; any changes to the original loan conditions or purpose will require a new Loan Agreement.
A Facilities report is not required for the loan of Ceremonial Collection objects,
but a risk assessment undertaken with the borrower is. In approved special circumstances it may also be appropriate for a Temporary
Custody Form to be used for very short term loans of Ceremonial Collections for a Tangi, wedding or graduation.
In certain circumstances Museum staff will be allowed to remove objects, both
collection and non-collection, from the Museum, usually to take to a conservator, laboratory, or university, or for a specific one off and short term purpose. In these circumstances a Temporary Custody Form with appropriate approvals is required. Loans of non-collection items will also require a Temporary Custody Form and the loan will be recorded in the Temporary Custody Register. Loans of collection objects will be recorded on the Vernon database and follow loans procedures.
Staff removing either collection or non-collection objects from the Museum
should ensure that they have a copy of the signed approval with them at all times and be able to provide proof when requested. Note: this procedure applies to all staff removing items from the Museum.
6. Protected Objects Act Registration Objects brought in for Protected Objects Act 1975 (previously Antiquities Act)
registration will be held on an Object Receipt marked POA (Protected Objects Act). An Ministry of Culture and Heritage registration form will be completed and a Z number allocated. These objects are held by the Museum until the Maori Land Court awards ownership to either the relevant iwi or another body.
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If long term custody is with the Museum then an incoming loan agreement categorized as “Held in Trust” will be prepared and signed by the Ministry, the appropriate iwi and the Museum.
Objects brought in for assessment by Registered Collectors under the Protected
Objects Act will be held on an Object Receipt marked POA (Protected Objects Act) until a certificate of examination is issued (Y registration) and the objects returned to the MCH collector.
7. Care of collections Newly acquired objects should routinely be quarantined and frozen or fumigated.
The fumigation or other treatment should be recorded on the object’s Vernon record. When it is necessary to fumigate a whole store then a separate record should be kept of the date and fumigant used.
All newly documented objects should have a Condition Rating (Appendix 5.1 to
the Procedures) applied to the Vernon record, this will enable conservation priorities to be determined.
Condition and treatment reports are to be attached to the Vernon record. Each
time a condition report is updated it should be compared to previous condition reports and any changes to condition reported.
The Museum’s standard size storage boxes (Appendix 6.3 to the Procedures)
make best use of space. Bespoke boxes, crates and packaging should only be considered when absolutely necessary for the long term storage of the object.
New installations of fixed and mobile shelving should keep to the standard sizes
for shelving already in use to ensure that standard box sizes fit neatly onto shelves.
All boxes and shelves will be labelled using the standards (Appendices 6.1 and
6.2 to the Procedures). As the Museum is situated in an earthquake zone care should be taken to not
leave objects laying on trollies or on tables without a form of restraint. Mobile shelving units should always be kept closed and locked when not in use and restraining bars fitted to open shelves.
8. Definitions Acquisition: An object acquired by gift, loan, purchase or through field
collecting, for the permanent or information collection. Accessioning: The act of formally registering the acceptance of an object into
the Museum’s permanent or information collection. Acquisition Proposal: A document completed by curatorial staff to justify the
proposed objects place in the permanent or information collection. Bequest: An object or objects offered to the Museum through the estate of a
deceased individual, on the understanding that legal title will transfer to the Museum.
Ceremonial Use Collection: Objects that are part of the Permanent Collection
and have been designated for Ceremonial Use. An example could be Maori kakahu (cloaks) required by the original whanau (families) on short term loan for one off ceremonies such as graduations or tangi (funerals).
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Condition Ratings: A rating applied to each object indicating its current condition enabling priorities for treatment to be determined.
De-accessioning: The permanent removal of objects from the collection. Deposits: A term used prior to c.1960 for objects intended to be left on an
undefined long term loan. From the date of adoption of the Collections Development and Management Policy, these objects will be accessioned, if they haven’t already, under the guardianship category of the permanent collection.
Gift (formerly referred to as ‘Presented’): An object or objects accepted by the
Museum for the collection in perpetuity, on the understanding that legal title will transfer to the Museum.
Guardianship: Applies to objects held in trust by, but not owned by the Museum,
for example Taonga Maori and Crown Property. Information Collection: Objects held by Canterbury Museum to support
exhibitions, public programmes and hands-on education. They will be actively used with the expectation that they may eventually wear out.
Legal title: Legal ownership of an object(s). The donor or vendor of an object
must be able to prove that they have the legal right to dispose of the object. The transfer of title is irrevocable.
Loans: Objects placed on loan, either outgoing or incoming, for exhibition or
research purposes for a period of no more than two years. In certain cases objects may be held for a longer period by agreement.
Permanent Collection: Objects collected with the intention of being held in trust
in perpetuity for exhibition and research. Some objects may be approved for Ceremonial Use.
Provenance: The history of an object, including knowledge that the object has
been obtained legally. Unsolicited gift: Objects that arrive at the Museum either anonymously or with
no prior discussion with curators Verification: A two stage process to ensure data captured on Vernon, the
Museum’s Collections Management Database, is historically and scientifically accurate; followed by a second independent check for technical accuracy on the database and confirmation that the object is housed in the location shown on the database and the number on the object and the record match.
Vernon: The Collections Management System used to database the Museum’s
collection.
Procedures adopted by Director on
for immediate implementation
51
Index of Appendices in Support of Collections Development
and Management Policy
Appendix Title
1 Collections Development and Management
Collections Development and Management Team Brief
2
2.1
2.2
Collecting Themes and Units
Canterbury Museum Collecting Themes
The Canterbury Earthquakes
3
3.1
3.2
Collection Related Legislation
Legislation that affects the collection, guardianship and use of our collections
Procedures for objects that fall under the Protected Objects Act 1975
4
4.1
4.2
4.3
4.4
4.5
4.6
4.7
4.8
Object Documentation
Data Standards for Object Receipts and Entry Records in Vernon
Data Standards for Acquisition Proposal records in Vernon
Data Standards for Object records in Vernon
Object Numbering Standards – One Object, One Number, One Record
Historical Accession/Catalogue Numbering Systems
Advertising Guidelines
Declines and Disposals
Guidelines for the acceptance of archaeological material
5
5.1
5.2
5.3
5.4
Conservation
Condition Ratings
Collections Incident Reporting
Objects in the Collection with Hazardous Materials or Substance Content
Scientific Sampling of Collections Held by Canterbury Museum
6
6.1
6.2
6.3
Storage Standards
Box Labelling Standards
Shelving and Cabinet Labelling Standards
Storage Standards for Storerooms, Mobiles, Shelving Units, and Boxes
7
7.1
7.2 7.3 7.4 7.5 7.6 7.7
7.8
7.9
7.10
7.11
7.12
7.13
Forms to be used in conjunction with collections procedures
Object Receipts
Incoming Loan Agreement
Facilities Questionnaire
Outgoing Loan Application
Curatorial Assessment
Outgoing Loans Checklist and Approval
Outgoing Loan Agreement
Temporary Custody
Condition Report
Incident Report
Request for Analytical Testing, Medical Imaging Scanning and DNA Sampling
Gift Certificate
Disposal memo and worksheet
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Appendix 1 Collections Development and Management Team Brief 1. Purpose To develop and refine the Museum’s Collection in line with the Collections Development and Management Policy and Procedures, and to meet the goals defined in the Strategic and Annual Plans 2. Objectives
To consider all proposals to acquire items into Canterbury Museum’s Permanent (including Ceremonial) and Information Collections (excepting purchased Library information collections)
To consider proposals to de-accession and dispose of all accessioned and catalogued items from the Permanent (including Ceremonial) and Information Collections, including undocumented objects and objects ‘found in store’
To consider proposals to return objects on long term loan to lenders
To monitor progress against KPIs and to make recommendations for action as required
To approve any changes to practice and procedures with regard to documentation, conservation and storage of collections
3. Meetings As required, but at least monthly to ensure no build-up of accessions or deaccessions 4. Team Members
Director (Team Leader)
Strategic Projects Advisor (Team Leader if Director not available)
Deputy Director
Curatorial Manager
Registrar
Human History Senior Curator or Curator
Natural History Senior Curator or Curator
Associate Curator
Associate Registrar or Collections Technician Registration (Team Administrator, non-voting)
5. Process
Either Director, Strategic Projects Advisor or Deputy Director to be present at meetings
A quorum of four team members required, at least two of which should be curatorial. Curatorial Manager can second a curatorial person from outside the team if none of the curatorial team members are available for the meeting
Curatorial Manager will arrange the 6 monthly rotation of curatorial team members and ensure the relevant curator is available for any unusual proposals. Invites will be sent by the Team Administrator (or Associate Registrar)
Curators to ensure papers are received by the Team Administrator no later than 10 working days before the meeting. Team Administrator will put in order, check for mistakes and prepare agenda and papers
Agenda and papers to Blue Lines Managers to check for any curatorial or collections management issues five working days prior to the meeting. Blue Lines Managers to meet and agree what needs clarification or correction
Final papers to be circulated to all curatorial and registration staff three working days before the meeting
Team Administrator to prepare meeting minutes within 3 working days of the meeting and update the cataloguing spreadsheet for the Curatorial Manager and Registrar to assign cataloguing to technicians within 5 working days of the meeting
Team Administrator to maintain a list of deferred memos and report progress at the next meeting as a regular agenda item
Team Administrator will monitor approved proposals in principle to ensure that completed records are brought to the meeting when work is completed. Final numbers to be included in KPI graphs
Team Administrator is able to accept requests for approval in principle in between meetings in order to meet sales or auction deadlines
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6. Reporting
Monthly reporting against KPI’s by Registrar
Quarterly reporting of key information by Registrar
Team members to pick up on key items for Board/Staff communication and PR purposes
First developed November 2017 Revised 1 May 2019
Approved by the Director xx 2019
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Appendix 2.1
Canterbury Museum Collecting Themes Collecting themes guide the way we build the Museum's collections on behalf of the people of Canterbury and New Zealand. These seven themes are the basis of our collection and how we explain the collection to the public. They exist to guide Curators on what to collect and all proposals to add new objects to the collection should fit within these themes. Any exceptions will need to be justified to the Collections Development and Management Team. Antarctica People in the Antarctic, the equipment they used, and the information and stories they left behind. Our land and animals The diversity of animals and plants in New Zealand. Iwi Tawhito: Aotearoa before European contact The lives of Maori throughout New Zealand prior to their first contact with European influences, as understood through surviving material evidence and traditional knowledge. People People of all cultures who have made Waitaha/Canterbury their home since the time of first contact between Maori and Europeans.
Windows on the World Artistic and scientific narratives reflecting the diverse peoples, cultures, animals and natural resources of the wider world. Particular emphasis is given to the countries of origin of the peoples who make Canterbury their home today. Design in New Zealand Objects made in New Zealand, or based on New Zealand materials or motifs, that reflect a uniquely New Zealand approach to design. Collectors Collections Significant and often eclectic collections that form the core of many of our other collecting areas, but also illustrate the nature and development of the activity of collecting itself.
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Theme Unit
Antarctica People in the Antarctic, the equipment they used, and the information and stories they left behind
Discovery and Exploration (including supplies, equipment, clothing, transport, published information, manuscripts, pictures, maps, and philately) eg Shackleton Trans-Antarctic expedition Hillary-Fuchs Trans-Antarctic expedition
Natural history (including rocks, fossils, animals) used for research and as display support for Antarctic discovery and exploration stories
Subantarctic (including equipment, clothing, transport, published information, manuscripts and photographs) eg castaway stories such as the Dundonald shipwreck
Our Land and Animals The geological and biological history of Aotearoa/New Zealand, with a particular focus on Canterbury and, where appropriate, the South Island
Rocks and Minerals eg Living Canterbury – development of the landforms we live on
Fossils eg Marine reptiles – evolution in prehistoric New Zealand seas
Invertebrates (primarily molluscs, insects, spiders) eg insect drawers – spectacular and fascinating examples of animal life
Birds (including birds, eggs and nests) eg Bird Hall – identify the animals around you
Non-avian vertebrates (primarily mammals, fish, reptiles, and amphibians) eg Living Canterbury – introduced pests and their effects
Iwi Tawhito: Aotearoa before European contact The lives of Maori throughout New Zealand prior to their first contact with European influences, as understood through surviving material evidence and traditional knowledge
Nga Kakahu Tuku Iho (clothing and adornment) eg Polynesian origins of Maori culture
Toi Whakairo (woodcarving) eg symbolic meaning in buildings
Taputapu Mahi (personal and household equipment) eg tool making techniques
He Mahinga Kai (obtaining food) eg Panau – Maori settlement and food availability in Canterbury
Taonga Atua (sacred and ceremonial) eg the whakapapa of sacred objects
Peoples of Waitaha/Canterbury – Past, Present and Future People of all cultures who have made Waitaha/Canterbury their home since the time of the first contact between Maori and Europeans (note the Chatham Islands will be included in this theme)
Free time
Learning
Working
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Windows on the World Artistic and scientific narratives reflecting the diverse peoples, cultures, animals and natural resources of the wider world. Particular emphasis will be given to the countries of origin of the peoples who make Canterbury their home today. (Note: each area may include published information.)
Asia (including ceramics, costume, textiles, furniture, wood, weapons, jade and stone) eg Rewi Alley – connections between countries in both objects and philosophy
Pacific (including cloaks, costume, weapons canoes, carvings, plait work, and tapa) eg New Zealand and the Pacific – origins of the first peoples
Europe (including decorative arts, costume, furniture, tools, transportation, weapons, recreational artefacts, tools) eg New Zealand and Europe – origins of the Tangata Tiriti
Rest of world (including costume, textiles, canoes and paddles, household and personal equipment, carvings, masks, weapons, plait work and baskets) eg Egyptian Mummy – curiosity and scientific study
Natural history (including animals, birds, rocks, fossils, minerals and meteorites) eg Devonian brachiopods – a window on Gondwana Discovery – the wider world of animals
Design in New Zealand Objects made in New Zealand, or based on New Zealand materials or motifs, that reflect a uniquely New Zealand approach to design. This will be a New Zealand-wide collection but will focus particularly on design in Canterbury.
Graphic design
Dress
Environmental and industrial design
Decorative arts
Collectors’ Collections Significant and often eclectic collections that form the core of many of our other collecting areas, but also illustrate the nature and development of the activity of collecting itself
Kinsey Collection Unique cross section of Asian and European fine and applied arts, Antarctic memorabilia and photographs, and Southern Alpine and Canterbury social history imagery collected ca 1890-1915 J H Seager Collection European furniture and applied arts, with particular strengths in the 18th and 19th centuries Clayton Collection Asian and European fine and applied arts collected internationally ca 1960-1990; also Clayton’s household contents, clothing, correspondence and photographs Ron O’Reilly Collection Nigerian culture, including Benin bronzes Julius von Haast Collection New Zealand geological specimens from Canterbury Museum’s founder and earliest collector
Adopted by the Board in 2003
Approved by the Director xx 2019
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Appendix 2.2
Canterbury Museum Collecting Themes – The Canterbury
Earthquakes Following the major earthquakes in September 2010, February 2011 and subsequent aftershocks it was recognised that these events were of such magnitude in the lives of Cantabrians that an additional area of collecting was required to ensure this piece of our history was properly recorded. The majority of objects collected related to this event fall within the People of Waitaha/Canterbury collecting theme. 1. Introduction On Saturday 4 September 2010, the Canterbury region was shaken by several large earthquakes and their consequent aftershocks. These earthquakes have already been acknowledged as some of the most significant events in Canterbury’s history. Canterbury Museum has a unique opportunity to collect items of significance relating to these events and to document changing public values, attitudes and perceptions. This document is intended to act as a framework for collecting. 2. Collecting criteria To frame this collecting, it is anticipated that the Museum will focus on the “major” earthquakes of 4 September 2010, 26 December 2010, 22 February 2011 and 13 June 2011 in order to provide snapshots of stories over a long timeframe. In terms of specific collecting criteria, preference will be given to objects or collections of objects that have the potential to tell multiple stories, that provide holistic accounts (for instance, an object together with a manuscript and a pictorial item) and that fit, complement or expand the Museum’s current collections. Curators anticipate prioritising unique objects although recognise that some “mass produced” items (e.g. published works) will also be desirable. All collecting will recognise the potential requirements for future exhibition, research and education. Undoubtedly, the Museum will desire a range of objects, photographs, moving image, oral histories, audio, ephemera and library collections however there is recognition that pictorial material is likely to be the largest collection numerically. 3. Other repositories There are several significant repositories, both locally and nationally, that are collecting the stories of the Canterbury earthquakes. It is intended Canterbury Museum will act collaboratively with institutions such as Te Papa Tongarewa, Christchurch City Libraries and MacMillan Brown, to ensure that efforts are not duplicated or competitive. It is anticipated collecting will involve ongoing communication and discussion with other repositories, community and internal stakeholders.
Collecting Area Themes
Individual and group experiences
- Christchurch and Canterbury – representative collecting - Personal experiences - News media and internet - Business - Communities e.g. Avonside, Bexley, Lyttelton, Sumner, Mt
Pleasant, areas from each contributing local authority which have been affected
- ‘East’ compared with ‘West’ - Welfare Centres and charities - Adults and children, commercial and domestic, urban and
rural - Ngai Tahu experience - Aftershocks
Dislocation and change - After effects all earthquakes and aftershocks - Work - Schools - Communities disrupted/disbanded - Mental and physical health - Grief and loss - Experiences of those who left and those who left and returned
Science - Scientific instruments - Recording of earthquake - Human geography – changing nature of city and suburbs - A Scientist’s experience e.g. Mark Quigley
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Damage - Before and after - Buildings and architecture - Infrastructure e.g. water, sewage, power - Home/property - Landscape - The Red Zone
Recovery - Councils responses - Civil Defence - CERA - EQC - Volunteers – SVA, Farmy Army etc - Red Cross Earthquake Appeal Fund - Long term recovery - Archaeological material - Insurance - Demolition - Rebuilding
Responses - Artworks - Community events - Sending of food, warm clothing etc - Appeal funds and charity events - Messages of support - Political - Social media/communication - Local, national and international - Music*, stories, poems, hakas etc
Canterbury Museum experience
- Galleries - Stores - Collections - Building - Staff story and community story
Memorialisation - Memorial events – both civic and ‘ground up’ community initiatives
- Decoration of cordons - Lives lost - Lost city
Approved by the Director xx 2019
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Appendix 3.1
Legislation that affects the collecting, guardianship and use
of our collections
This is a list of the main legislation that applies to the Museum’s Collection and is not exhaustive.
Antarctic Treaty
Berne Convention for the Protection of Literary and Artistic Works
Burial and Cremation (Removal of Monuments and Tablets) Regulations 1967
Burial and Cremation Act 1964
Canterbury Museum Trust Board Act 1993
Conservation Act 1987
Conservation Act 1994
Copyright Act 1994 (incl. intellectual property rights)
Designs Act 1953 (incl. intellectual property rights)
Firearms Act/License
Fisheries Act 1996
Flags, Emblems, and Names Protection Act 1981
Health and Safety at Work Act 2015
Heritage New Zealand Pouhere Taonga Act 2014 (previously Historic Places Act 1993)
Human Tissues Act 2008
International Commission on Zoological Nomenclature
Layout Designs Act 1994 (incl. intellectual property rights)
Madrid Protocol for international trademark registration
Marine Mammals Protection Act 1978
Museum of New Zealand Te Papa Tongarewa Act 1992
Museums Aotearoa Code of Ethics and Professional Practice 2013
New Zealand Historic Places Act 1993
Patents Act 2013 (incl. intellectual property rights)
Plant Variety Rights Act 1987 (incl. intellectual property rights)
Privacy Act 1993
Protected Objects Act 1975, 2006
Public Records Act
Resource Management Act 1991
Trade in Endangered Species Act 1989 (CITIES Act)
Trade Marks Act 2002 (incl. intellectual property rights)
Treaty of Waitangi (I know this is not legally binding but it is ethically binding so thought I would add it)
United Nations Declaration on the Rights of Indigenous Peoples 2007 (I know NZ voted against this but our collection items and the people they came from fall under this category so I’m not sure. Just thought I would add it anyway)
Wildlife Act 1953
UNESCO Convention for the Protection of Cultural Property in the Event of Armed Conflict(The Hague Convention, First Protocol, 1954 and Second Protocol, 1999);
UNESCO Convention on the Means of Prohibiting and Preventing the Illicit Import, Export and Transfer of Ownership of Cultural Property (1970);
Convention on International Trade in Endangered Species of Wild Fauna and Flora (1973);
UN Convention on Biological Diversity (1992);
Unidroit Convention on Stolen and Illegally Exported Cultural Objects (1995);
UNESCO Convention on the protection of the Underwater Cultural Heritage (2001);
UNESCO Convention for the Safeguarding of the Intangible Cultural Heritage (2003).
Approved by the Director xx 2019
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Appendix 3.2
Procedures for objects that fall under the Protected Objects
Act 1975 To be read in conjunction with the Guidelines for Protected Objects published on the Ministry for Culture and Heritage website. (https://mch.govt.nz/nz-identity-heritage/protected-objects). The Ministry for Culture and Heritage (MCH) administers the Protected Objects Act 1975 (formerly known
as the Antiquities Act) which regulates:
the export of protected New Zealand objects
the illegal export and import of protected New Zealand and foreign objects
the sale, trade and ownership of taonga tūturu, including what to do if you find a taonga or Māori artefact.
1. Canterbury Museum’s responsibilities under the Protected Objects Act A. To notify the Ministry for Culture and Heritage oftaonga tūturu found by private individuals after 1975.
This is done through online submission to the Protected Object Database. Taonga found after 1 April 1976 are presumed to be Crown owned until the Māori Land Court determines ownership or custody.
Procedure for Notification - Z number
Accept the object(s) on an Object Receipt obtaining as much information about provenance and history of the find as possible and mark POA in top right hand corner
Notify MCH by completing the online registration form in the Protected Objects Database, within three months of receipt for taonga that meet the taonga tūturu criteria.
The database is found at https://data.protected-objects.govt.nz/Core/Account/Login?ReturnUrl=%2f
Physically label the taonga with the Z-number allocated by the MCH database.
Once ownership is established, the taonga should be transferred as per the Māori Land Court decision and the Museum’s paperwork updated and the Object Receipt closed.
Should the Ministry for Culture and Heritage approach the Museum to extend the period acting as temporary repository (over 6 months) then the object should be placed on a ‘Kaitiaki held in trust’ loan agreement.
Should the iwi or other body that has been granted ownership, request the Museum to continue to act as a repository this will also be on the basis of a ‘Kaitiaki held in trust’ incoming loan agreement.
Any requests to act as interim kaitiaki for any taonga tūturu already registered by external agents should follow the same procedures.
If the Museum finds itself unable to continue to care for the taonga held on a kaitiaki agreement it will inform the Ministry for Culture and Heritage so that a new custodian can be determined.
Note: The Museum does not register taonga tūturu recovered as a result of an Archaeological Authorithy issued by Heritage New Zealand. That is the responsibility of the archaeologist who carried out the work.
B. To authenticate, if requested, taonga tūturu found or acquired prior to 1976 that are being offered for
sale. A Certificate of Examination is prepared and the taonga is labelled with a Y number.
Procedure for Certificate of Examination – Y Number
Accept the object(s) on an Object Receipt obtaining as much information about the history and provenance as possible and mark POA in top right hand corner.
The object is to be examined and authenticated within three months.
If after due diligence the object can be authenticated as a taonga tuturu, the information is submitted to the Protected Objects Database. A photograph of the object must be uploaded as part of this process.
The taonga is to be physically labelled with the Y number generated by the Protected Objects Database. A Certificate of Examination is printed from the Database onto official Crown stationary provided by MCH.
The taonga and Certificate of Examination should then be returned to the owner or agent, and the Object Receipt closed.
The Museum will notify the Ministry for Culture and Heritage of any taonga it is unable to authenticate.
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C. To provide expert examiner assessments of Protected Objects proposed for export. The Chief
Executive of the Ministry for Culture & Heritage is required to give permission for Protected Objects to
be exported outside of New Zealand whether permanently or temporarily. The full list of objects that
qualify as Protected Objects is listed in Schedule 4 of the Act.
When requested, Canterbury Museum will provide an expert opinion on whether the object is covered
by the Protected Objects Act and make recommendations about whether permission to export should
be granted or declined.
Procedure for Expert Examiner Assessments
Requests for an expert opinion on objects or taonga tuturu, where permission to export is being sought, will be channelled through the Curatorial Manager who will determine the most appropriate person to provide the opinion.
The person completing the expert opinion form will ensure they have all the information they need to make a decision and consult with other colleagues if necessary.
The completed form should be returned to the Ministry for Culture and Heritage within 15 working days.
A copy of the opinion is to be filed electronically and in hard copy under External Relationships/organisations/Ministry for Culture and Heritage/Protected Objects Act on the Museum’s One Drive.
2. Definitions
Protected Objects
A detailed description of the categories is available in Schedule Four of the Protected Objects Act.
Under the Act, the nine categories of protected New Zealand objects are:
Archaeological, ethnographic, and historical objects of non-New Zealand origin, relating to New Zealand
Art objects including fine, decorative, and popular art
Documentary heritage objects
Nga taonga tūturu
Natural science objects
New Zealand archaeological objects
Numismatic and philatelic objects
Science, technology, industry, economy, transport objects
Social history objects Taonga Tūturu
Under the Act, taonga tūturu is an object that:
A. relates to Māori culture, history, or society: and B. was, or appears to have been,
o manufactured or modified in New Zealand by Māori: or o brought into New Zealand by Māori: or o used by Māori, and
C. is more than 50 years old
There are two levels of ownership for objects that fall under the Protected Objects Act;
A. Privately owned including trusts, private collectors and general public o Taonga tūturu in private ownership prior to 1 April 1976, or o Taonga tūturu that did not meet the definition for artefact prior to 1 November 2006, or o Taonga tūturu found after the Act commenced that the Māori Land court has vested in private
ownership B. Crown owned until Māori Land Court ownership is determined
o Māori objects previously referred to as artefacts found or excavated between 1 April 1976 and 1 November 2006, or
o Taonga tūturu found or excavated after 1 November 2006.
Approved by Director xx 2019
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Appendix 4.1 Data Standards for Object Receipts and Entry Records in Vernon The following data fields appear on the Object Receipt and are copied directly from this into Vernon’s Entry record by the Registration Team.
Object Receipt/ Vernon Field
Purpose Procedure
Agent – Name,
Address, Phone,
To enable further contact with the owner’s
agent (if the Museum’s contact person is not
the owner of the objects).
Name: Records the agent’s full name.
Address: Record a postal address for the agent.
Phone: Record the agent’s telephone number.
Email: Record the agent’s email address.
Description of
Objects
Defines exactly what the Museum is
receiving. Useful for identification if the
Object Receipt and the object become
separated.
Describe all objects. Include any obvious damage, where and when the objects were made
or found, any people associated with them and any other provenance information. Use
lined paper for overflow if required.
Museum
Representative
Signature and Date
To record the Museum representative who
received the objects, for both the Museum’s
and owner/agent’s information.
Name and signature of Museum representative to be entered with the date.
Number The Object Receipt number enables tracking
of objects throughout the Museum’s
systems/procedures.
The Object Receipt number is pre-printed on the form. Enter into the Vernon Entry record
in the ‘File Number’ and ‘Receipt Number’ fields.
Number of Objects To record the number of items received by
the Museum.
Exact number. Not to be recorded at box level. If necessary make an estimate of number of
items.
Objects offered for
– Gift, ID and
Return, Purchase
To record the conditions under which the
Museum is receiving the objects.
Gift, ID and Return, Purchase. Refer to the conditions on the back of the Object Receipt
then check the corresponding box.
Owner – Name,
Address, Phone,
To enable further contact with the objects’
owner.
Name: Records the owner’s full name.
Address: Record a postal address for the owner.
Phone: Record the owner’s telephone number.
Email: Record the owner’s email address.
Owner/Agent
Signature and Date
To formalise the receipt of objects, and
transfer of title in the case of gifts, and for
the owner/agent to legally acknowledge their
right to enter into the agreement.
Owner/agent must have read the conditions on the back of the Object Receipt before
signing. In the case of a gift, they must be certain they have authority to transfer ownership
to the Museum.
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Return of Object to
Owner/Agent
Signature and Date
To record that the Museum has returned
objects, either because of ID and Return or
decline, to the owner/agent.
Owner/agent to sign as well as the Museum representative who returns the objects.
Signatures to be accompanied by the date. If objects are returned by post, record the
tracking number.
Return/Disposal
Check Boxes
To indicate what the Museum must do with
the objects if they are declined.
Check the appropriate box according to the owner’s wishes.
The following data fields appear on the Vernon Entry record but not on the Object Receipt.
Object Receipt/ Vernon Field
Purpose Procedure
Procedural Status Records the status of the objects on the
Object Receipt from arrival at the Museum
until completion (i.e. return, accession or
disposal).
Initial status is ‘Receipt Generated’.
Updated by Registration to ‘Acquisition Record Created” when an Acquisition Proposal is
ready for a Curator to fill in.
Updated by Curators to ‘1st Return Letter’, ‘2nd Return Letter’, and ‘Final Return Letter’ for
objects requiring return.
Updated by Registration to ‘Complete’ when objects have been accessioned or returned.
Updated by Registration to ‘Disposed’ when objects have been disposed of.
‘Hold’ is also available if the process needs halting for some reason. Only to be updated by
Registration following consultation with the Curatorial Manager.
File Number Enables tracking of the objects throughout
the Museum’s systems/procedures.
Enter the number as printed on the Object Receipt form but without the ‘OR’.
Receipt Number Enables tracking of the objects throughout
the Museum’s systems/procedures.
Enter the number as printed on the Object Receipt form but without the ‘OR’.
Temporary
Location
To record the location of the objects on the
Object Receipt and to enable them to be
found.
Should be noted at the top of the pink Object Receipt by the person who puts the objects
into the location and then updated in Vernon by Registration. Should be as specific as
possible and must be updated every time the object is moved or if the object is declined.
Received By To record the name of the Museum
representative who received the objects.
Enter the name as per the Object Receipt form. Create a Vernon Person record if the
person is not already in the system.
Date Received To record the date the Museum received the
objects.
As per the Object Receipt by the owner/agent’s signature. For ‘Found in Store’ objects
enter the original date received if known, or pre- the current year if the original date is not
known.
Receipt Date To record the date the Object Receipt was
signed.
Same as ‘Date Received’ for most objects. For ‘Found in Store’ objects enter the date on
which the curator signed the form (note that this will be different from the ‘Date Received’)
Reason To record the intent of the owner/agent in
bringing the objects to the Museum or the
purpose of recording the objects on the
receipt.
Enter ‘Gift’, ‘ID and Return’ or ‘Purchase’ as indicated on the Object Receipt.
‘Found in Store’ for backlog objects.
‘Taonga Tuturu’ for objects to be registered as protected.
‘Loan’ for objects awaiting a loan agreement.
‘Field Collection’ for objects collected by Museum staff in the field.
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Curator in Charge To record the name of the curator
responsible for processing the Object
Receipt.
Enter the name of the curator as noted at the top of the Object Receipt, or discuss with the
Curatorial Manager.
General Flag For recording Collections Development
Team decisions and actions required.
Select terms from the list (multiple terms can be selected). Also used to track objects
awaiting return or disposal. Also used to record if a gift certificate is required or has been
sent.
General Flag Notes For recording any notes associated with the
‘General Flag’.
When recording a Collections Development Team decision, enter the date of the meeting.
If entering ‘Returned’, ‘Disposed’ or ‘Gift Certificate Sent’, enter the date of the action.
General Notes For recording any other information that
cannot be appropriately recorded elsewhere.
Disposal options must always be entered here. Other information pertaining to the entry of
the item can be captured here.
E.g. if the objects were received via post.
Approved by the Director xx 2019
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Appendix 4.2 Data Standards for Acquisition Proposal records in Vernon *Many of the fields in the Acquisition Proposal windows on Vernon are copied automatically from the Entry windows.
Vernon Field Purpose Procedure
Acquisition Date Records the date the objects were received
by the Museum.
Automatically copied over from the Vernon Entry record.
Date Proposed Records the date that the Curator completes
the proposal.
To be updated by the Curator when the proposal has been completed for all objects
relating to the object receipt. Should be updated at the same time as the Procedural Status
is updated to “Proposed”.
Description A succinct description of the object or group
of objects received by the Museum on that
Object Receipt.
Automatically copied over from the Vernon Entry record. Curator to update where this is
inadequate.
Ethical Issues To record ethical issues that may impact the
acquisition.
For the Curator to list. Refer to the Museums Aotearoa Code of Ethics.
E.g. if a long period of time has passed between the object’s arrival and the processing of
it; issues relating to human remains; reputational issues; conflicts of interest; cultural
sensitivities; if there is an institution more appropriate than the Museum for the object(s).
File No Records the Object Receipt number Automatically copied over from the Vernon Entry record.
Key Performance
Indicator
To differentiate between new and backlog
acquisitions and to enable reporting of
progress towards annual plan targets.
Must be entered by the Curator prior to updating the Procedural Status to ‘Proposed’. Enter
the KPI relating to backlog or new acquisitions for the appropriate financial year.
Legal Issues To record legal issues that may impact the
acquisition.
For the Curator to list.
E.g. relevant legislation that may impact the acquisition; intellectual property rights; unclear
or disputed ownership; bequest information.
Method Records the method of acquisition for the
object receipt (e.g. gift, purchase, field
collection).
Automatically copied over from the Vernon Entry record.
No of objects Records the number of objects received by
the Museum on that object receipt.
Automatically copied over from the Vernon Entry record. To be updated by the Curator
when completing the proposal documentation, if the number has changed after a final
count.
Objects Links all object records from the Object
Receipt to the Acquisition Proposal record.
All objects relating to the Object Receipt must have an object record created (declined
items can be grouped into one record) and must be linked to the Acquisition Proposal.
Follow the Object Record guideline documents when entering object information.
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Procedural Status Records the status of the proposal process. To be updated to ‘Proposed’ by the Curator when the proposal has been completed for all
objects relating to the Object Receipt. Later updated by Registration to “Processed” once
the Collections Development Team has made its decision.
Received From Records the person (either the owner or
owner’s agent) who delivered the objects to
the Museum or the Museum’s
representative.
Automatically copied over from the Vernon Entry record.
Received From
Address
Records the address of the owner or agent. Automatically copied over from the Vernon Entry record.
Rejected Objects To separate all rejected objects on this
Object Receipt from accepted objects.
To be updated by Registration only, after the Collections Development Team has made a
decision regarding the Object Receipt.
Source (Owner) Records the owner of the objects (i.e. the
donor or vendor).
Automatically copied over from the Vernon Entry record.
Approved by the Director xx 2019
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Appendix 4.3 Data Standards for Object records in Vernon --------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------
Mandatory fields where information is known for all new acquisitions. Backlog cataloguing fields to be agreed case by case by the project team. Where applicable, these fields will map to Dublin Core, Darwin Core and other metadata standards in a separate document.
Collections Online?
Vernon Field Purpose Procedure
Y Accession Date For recording the date that the
object was formally accepted into the collection.
If the exact date is not known just the year may be entered (if this is known). If unknown enter pre-the current year, e.g. pre-2016.
Y Accession Number To identify an object via a unique
number.
Use the format YYYY.XXX.ZZ, that being the year of accession followed by the accession sequence number, followed by the individual object number. E.g. 2005.151.26, being the 26th object in the 151st accession of the year 2005.
Y Acquisition Date For recording the date that the
object was received by the Museum.
The date recorded on the Object Receipt. If the exact date is not known an imprecise date (e.g. 1960s) or a pre-date (e.g. pre-1986) may be used.
N Acquisition Method To identify the way the object
entered the Museum’s collection. Gift, Loan, Purchase, Collected, or Unknown. Automatically updated from the Acquisition Proposal.
N
Acquisition Notes To record any notes regarding the acquisition of the object that cannot be appropriately recorded in other fields.
For new acquisitions, is automatically updated from the Acquisition Proposal. In this case, contains a brief description of the entire acquisition. For backlog cataloguing, may contain other information relating to the acquisition.
N
Acquisition Source To record the name of the person or organisation from whom the Museum received the object.
Name(s) of the donor, lender, vendor or collector. Automatically updated from the Acquisition Proposal.
N Acquisition Source Role
To record the role of the person or organisation from whom the Museum received the object.
Donor, Lender, Vendor, Agent or Collector. Automatically updated from the Acquisition Proposal.
N Acquisition Valuation
To record the value of an object at the time it entered the Museum.
The monetary value of an object. Defined by the Curator at the time of the Acquisition Proposal.
Y
Brief Description To describe an object’s physical attributes in order to distinguish it from other similar objects. The brief description should stand in
For Human History include the physical form (e.g. size, shape, colour), function (if this isn’t obvious), media/materials, and any other significant features. For Natural History include size and shape of a mineral specimen; material and shape of a mount, etc. Type information must be recorded here. Ideally no more than 30 words.
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place of an image as an aid to identification if necessary.
N
Catalogued By, Date and Notes
For recording the name of the person that created (or completed) the record, the date the cataloguing was completed and any notes pertaining to the cataloguing.
For new acquisitions, the names of the people who created and completed the cataloguing after the acquisition proposal. For backlog cataloguing, the name of the person creating the record. For updates to existing records, the person performing the update. More than one name may be recorded. In all cases, the date must be given and a few words in the notes field stating the work done (e.g. “catalogued by”, “description updated”).
Y
Classification For recording the scientific name of natural history specimens. For classifying human history objects to a set standard.
For natural history objects use the Linnaean taxonomy, except for geological specimens which use ‘Minerals’ or ‘Rock Type’. For human history objects catalogue by original intent using Chenhall’s Nomenclature or the Taonga Māori Thesaurus. In all cases, choose the lowest level of classification of which there is certainty. More than one classification may be selected (for example, a ship model may be classified as a ship and a model).
Y
Collecting Unit Categories defined by the Museum for grouping objects and to facilitate collections management.
Up to two collecting units may be selected according to the object’s intended use (for example, Antarctica and Photographs). Decision to be based on curatorial care and collection management.
N Collection Type To record whether the object is
in the permanent or information collection.
Information or permanent. Not to be used for Inwards Loans. Ceremonial items (i.e. those frequently accessed for ceremonial use) can have ceremonial added here. Collection type can only be used when approved by the Collections Development Team.
N
Condition Keyword, Part, Person, Date, Notes, Current
To record the general condition of an object or part thereof, who checked the condition and the date it was checked.
In keyword, use the Museum rating 1-5 system (appendix 5.1 of the Collections Development and Management Policy). Must be completed for all parts where their condition differs from that of the whole object. Note which part the condition refers to in Condition part. If the whole item, use “0 – Whole”. The date the condition was checked (specific dates only, no ranges) and the person performing the check is also recorded. The notes field should be used to record any details about the condition (what it is, where it is located, how it affects the item). Make sure the Current checkbox is checked for the most current condition, and all previous entries are unchecked.
N Current Location For recording where the object is
currently stored. Must be used, even if the object is only temporarily located. If location is unknown use Not Found, do not leave blank. Must be updated by the person who physically moves the object.
Y
Name/Title For identifying the object or specimen via a simple word or phrase. Often the primary search term both on Vernon and online.
Entry in this field should be focused on usability and readability. Colon use is recommended to assist with succinct entry, but is not compulsory except in the case of items with formal titles. The object type (or common name) should always be the first component of the name/title. Capture the type of item, and the form it takes. See the Vernon field use document at B:\Collections\Vernon\Data Standards.
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Y
Field Collection Person, Role, Date, Time, Locality
For capturing information relating to the initial field collector of a Natural History item
Capture the key, factual information of the initial collection of the item. This data must meet Darwin Core standards. Verbatim information should be captured, as well as authority controlled fields. See the Vernon field use document at B:\Collections\Vernon\Data Standards. Note: use the Provenance field to record the subsequent history of the object
Y
Other ID To identify objects that may be referred to by numbers other than (or as well as) accession numbers.
All other numbers written on or associated with the object. If Other ID is completed then Other ID Type must also be completed.
N
Part Name and Description
To identify the object’s parts in a single word or phrase.
Name of each distinct part of the object. Causes object part and number of parts to update automatically. For example, “Left shoe, Right shoe”. “Teapot, Lid”, “Sternum, Coracoid”. See Appendix 4.4 of the Collections Development and Management Policy (One object, One record, One number). Parts should be numbered from top to bottom, or most important to least important. The part description box should indicate the method used to determine part order.
N
Procedural Status For identifying the object’s stage in the acquisitions process.
Accessioned: formally accepted into the collection via the acquisitions process (or recorded in accession ledgers/catalogues for historical collecting). Considered Object: for objects on an Object Receipt being considered for acquisition. Deaccessioned: an object formally removed from the collection (record not to be deleted). Only to be used with approval from the Canterbury Museum Trust Board. Inwards Loan: objects on loan to the Museum Inwards Loan Returned: objects on loan to the Museum which have been returned to the lender Rejected Object: object declined. Undocumented: Undocumented items (usually found in collection with no further information). Used primarily by the inventory team.
Y
Provenance Details, Person, Place, Date
To record the history of an object’s ownership.
Capture the key, factual information of the known life history of an object by recording past owners and history of use (where, when, who). More than one entry may be made. One line for each activity, with the authority controlled fields for person, place and date filled out where known. The free text “Provenance details” field should be used sparingly. E.g. if Captain Cook is known to have worn this hat during his third voyage record, Details: “Worn by” Person: “Captain Cook” Date: “1776-1779”. Note: Field collection information for Natural History specimens should be entered in the Field Collection tables. If a Natural History specimen has a known provenance, then that can be entered here. For example, a kakapo study skin collected by Banks, donated to the Royal Society who then donated it to us. Everything after the initial collection by Banks is provenance.
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Y
Rights Holder, Type, Start Date, Expiry Date, Notes
For identifying and tracking copyright and licenses.
Enter the copyright holder if known. Enter “Unknown” if not. Note the type of rights assigned to the museum (all rights reserved, CC BY-NC, etc). If known, the start and end date of the rights can be noted. The notes field should give a justification for the rights, and the level of risk from online dissemination.
N
Record Status For identifying the object’s stage in the cataloguing and verification process.
Initial Record: for incomplete, pre-cataloguing records created as part of the acquisitions process. To Be Checked: for catalogued records not yet checked and verified. Checked, to be Verified: for objects that have had their record checked for accuracy, spelling and completeness, but have not yet been verified. Checked and Verified: for objects that have their data checked, and have had their location and number(s) verified.
N Valuation Date To record the date on which the
object was valued. The date on which this valuation was assigned. For new accessions this is the date of the proposal or, if this is not clear, the accession date.
N Valuation Notes To record the
justification/methodology behind the valuation.
Briefly record the research that was undertaken to reach this valuation/the reason that the Curator believes the object to be of such a value.
N Valuation Person To record the name of the
valuer. Name of the person or organisation.
N Valuation Reason To record why the object was
valued. Why the object was valued. Usually ‘Acquisition’, ‘Considered for loan’ or ‘Considered for Deaccession’, use ‘Inventory’ for backlog cataloguing.
N Valuation Type To identify the purpose of the
valuation. Both (Internal and Insurance) is our standard type.
N Value To record the object’s monetary
value. The object’s monetary value. For new accessions this is the same as the Acquisition Valuation.
N Method/Basis To specify how the object was
valued. Actual Value: if the object was purchased. Estimated Value: if a Curator has judged a valuation based on research. Minimum: if the valuation is the minimum allowed by the Collections Development Team.
Approved by the Director xx 2019
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Appendix 4.4 Object Numbering Standards – One Object, One Number, One Record One object, one number, one record is intended to act as a strict guideline for defining and managing objects. In order to properly account for our collection, make sure that the associated parts of an item do not get disassociated from it, know how many items we manage and need to care for, and to provide accurate figures for reporting and collection management, we need clear definition around what we refer to as an object and what are its parts. All items in the collection should have individual unique numbers assigned and physically applied to them. These numbers form a link between the item and its information. All items in the collection should have an individual record on Vernon which has, as the primary identifier, its individual unique number. If an item has multiple parts, each separate part should be noted on the Vernon record, and be physically labelled on the item. one object, one number, one record One object is one unique entity which may be made up of one or more parts. At a very basic level, we intuitively understand what a whole object is. A teapot with a lid is demonstrably one thing. A skeleton, whether articulated or unarticulated is one thing. What outcomes do we want from a numbering system? 1. To uniquely identify every object and part in our care
2. To make sure that integral parts of an object are related to the whole
3. To make sure easily removed parts do not become disassociated from the whole
4. To identify how many separate objects we have in the collection
5. To know how many items (whether they be objects including or not including parts) we manage and
need to care for
6. To provide accurate figures for reporting and management purposes
All objects and parts in the collection should have individual unique numbers assigned and physically applied to them. These numbers form a link between the item (whether it be an object or a part) and its information. All objects in the collection should have an individual record on Vernon which has, as the primary identifier, its individual unique number. If an object has multiple parts, each separate part should be noted on the Vernon record, and be physically labelled on the part. Why not have separate records for every separate part?
Of 15,467 records currently (July 2017) on Vernon with parts, there is an average of 6.5 parts per
object. Separate records could mean 6x the number of records, 6x the amount of data entry.
This would provide a false sense of the size of the collection. Not every part needs extra care or
separate packaging. An articulated skeleton can move, be interpreted and be cared for as a singular
unit. A six page letter can move, be interpreted and be cared for as a singular unit.
If an object is accidently made into two or more parts (a leg comes off a crane fly, a handle breaks off
a teacup), the association of the part with the whole becomes difficult. When the separated part is
repaired, a record will need to be deleted.
Vernon has good facility for tracking parts. By default, a whole object (ie all parts) can be moved, measured, condition reported, lent. But each part can also be moved, measured, condition reported, lent.
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1. Overarching philosophy and practicalities One object equals: one once living individual specimen, or one physically singular entity, or set intended to remain and be used together. All objects in the collection to have a unique accession number, with all parts individually numbered. All objects in the collection to have a record on Vernon, with parts listed within the record. 2. Accession numbers Our accession number system already breaks the collection down into groups and objects. Year.group.object.part
Year Year of accession YYYY
Group The accession lot (assigned sequentially for each accession lot) YYYY.1
Object Individual objects in the accession YYYY.1.1
Part Separate parts of the object YYYY.1.1.1
In some cases the group portion of the accession number will indicate a bulk catalogued lot, where we are expecting objects to be removed and catalogued later. See the example of Malaise traps below. 3. Part numbering Parts will not be numbered in brackets or with dashes. The physical numbering of each part will follow the format used throughout this document. 4. Vernon fields Parts will be indicated in the object part table in Vernon (page 4 in both the Human History and Natural History cataloguing window). Each part will be given a number and a part name. The description field may be used for further distinctions.
Object Part
Name Description
1 Container
2 Lid
3 Water Container 20L
4 Water Container 20L
5 Gas canister Emptied of gas 24.10.2012
6 Gas canister Emptied of gas 24.10.2012
7 Cigarette Lighter Dark Blue - emptied of fuel 24.10.2012
8 Cigarette Lighter Light Blue - emptied of fuel 24.10.2012
Object Part
Name Description
1 Sternum
2 Humerus
3 Ulna
4 Carpometacarpus
5. Exceptions Any exceptions or exemptions from this scheme must be proposed to, and approved by, the Collections Development Team. Any agreed exceptions or exemptions should be recorded in this document with the date the decision was made. 6. Objects that once lived (zoological, botanical and fossil specimens) Principle: one living organism or colonial organism = one object.
Clonal colonies where the individual organisms are physically connected (for example, clonal corals
or bryozoans) are considered as one object without parts.
Single, articulated organisms are to be considered as one object without parts.
Object(s) Number(s) Parts
One whole, articulated kiwi. YYYY.1.1
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One object, one number, one record.
Two whole, articulated weta from one acquisition. Two objects, two numbers, two records.
YYYY.2.1 YYYY.2.2
Three bees from a single hive Three objects, three numbers, three records
YYYY.3.1 YYYY.3.2 YYYY.3.3
Bryozoa Flustra foliacea. One object, one number, one record
YYYY.4.1
Disarticulated organisms are to be considered as one object with parts.
If an articulated organism becomes disarticulated or broken at any time, parts will be assigned.
A single organism of which the Museum only has one part is to be considered as one object without
parts. If another part is acquired later, parts will be assigned.
Part numbers should be ascending from the largest part to the smallest part, or from the
front/top/head of the specimen to the rear/feet/tail, whichever is most appropriate. Cataloguer notes
should explain the approach taken.
Object(s) Number(s) Parts
Separate skin, articulated skeleton, and one soft tissue sample from the same kakapo. One object, one number (with parts), one record.
YYYY.3.1 YYYY.3.1.1 for the skin. YYYY.3.1.2 for the skeleton. YYYY.3.1.3 for the soft tissue.
Separate skin, disarticulated skeleton, and one soft tissue sample from the same kakapo. One object, one number (with parts), one record.
YYYY.3.1 YYYY.3.1.1 for the skin. YYYY.3.1.2 for the soft tissue. YYYY.3.1.3… … and so on for each bone from head to toe.
A disarticulated skeleton of a single moa. One object, one number (with parts), one record.
YYYY.4.1 YYYY.4.1.1 YYYY.4.1.2… …and so on for each bone from head to toe.
A pinned wasp with one wing broken off One object, one number (with parts), one record.
YYYY.5.1 YYYY.5.1.1 for the wasp. YYYY.5.1.2 for the wing.
A crane fly in alcohol, with wings detached and on a slide. One object, one number (with parts), one record
YYYY.6.1 YYYY.6.1.1 for the crane fly YYYY.6.1.2 for the wings on slide
Three single bones, each from a different albatross but from one acquisition. Three objects, three numbers, three records.
YYYY.7.1 YYYY.7.2 YYYY.7.3
Bulk samples of more than 20 organisms or parts of organisms in a vial, jar or bag where the number
is practicably countable will each be assigned a number, with the number range written on the
outside of the vial, jar or bag.
If a specimen is removed from the vial, jar or bag it is numbered with the first available number in the
sequence and the range on the vial, jar or bag is to be altered.
Object(s) Number(s) Parts
21 single bones, each from a different kaka but from one acquisition, bagged. 21 objects, 21 numbers, 21 records.
YYYY.7.1 – YYYY.7.21
30 spiders from a single acquisition in a jar. 30 objects, 30 numbers, 30 records.
YYYY.8.1 – YYYY.8.30
25 single feathers, each from a different huia but from one acquisition, bagged but with one feather removed from the bag. 25 objects, 25 numbers, 25 records
YYYY.9.1 for the removed feather. YYYY.9.2 – YYYY.9.25 for the bag.
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Exceptions:
Malaise traps, midden material and bulk samples where the number is not practicably countable will
be treated as a single object for numbering purposes, though an estimate of the number of
specimens inside will be added to the Vernon record.
Individual objects removed from a bulk sample will be given the next object number available in the
sequence. Each bulk sample should be considered a separate acquisition lot for flexibility in future
numbering.
Object(s) Number(s) Parts
One Malaise trap of approx. 3000 mayflies. One object, one number, one record.
YYYY.10.1
One bulk sample of approx. 1000 seashells, plus two seashells removed from the sample. Three objects, three numbers, three records.
YYYY.11.1 for the bulk sample. YYYY.11.2 for one shell. YYYY.11.3 for the second shell.
Single donation of three Malaise traps Three objects, three numbers, three records
YYYY.1.1 YYYY.2.1 YYYY.3.1
Single donation of three Malaise traps. One mayfly later removed from a trap. Three objects, three numbers, three records. Then: four objects, four numbers, four records
YYYY.1.1 for the first trap YYYY.2.1 for the second trap YYYY.3.1 for the third trap YYYY.3.2 for the mayfly from the third trap
7. Inanimate objects (all Human History objects, rocks, minerals) Principle: One entity at the time of acquisition, intended to be physically singular, physically enclosed, or used as a set = one object.
Object(s) Number(s) Parts
The Antarctic Sno-Cat. One object, one number (with parts), one record.
YYYY.1.1 YYYY.1.1.1 for the Sno-Cat YYYY.1.1.2 for a removed and separately stored sparkplug
Three glass plate negatives from the same acquisition. Three objects, three numbers, three records.
YYYY.2.1 YYYY.2.2 YYYY.2.3
If objects are not physically singular at the point of acquisition, but the separate parts can be or were
intended to be fixed together, they are to be considered as one object with parts.
If an object becomes broken or has parts separated after acquisition, parts will be assigned.
Part numbers should be ascending from the largest part to the smallest part, or from the front/top of
the object to the rear/bottom, whichever is most appropriate.
Object(s) Number(s) Parts
A tea cup broken into two pieces. One object, one number (with parts), one record.
YYYY.4.1 YYYY.4.1.1 for the largest piece. YYYY.4.1.2 for the smaller piece.
A tea cup with saucer, the cup broken into two pieces before acquisition. One object, one number (with parts), one record.
YYYY.4.1 YYYY.4.1.1 for the largest fragment of the cup. YYYY.4.1.2 for the smallest fragment of the cup YYYY.4.1.3 for the saucer
A tea cup with saucer, the cup broken into two pieces after acquisition. One object, one number (with parts), one record.
YYYY.4.1 YYYY.4.1.1 for the largest fragment of the cup. YYYY.4.1.2 for the saucer YYYY.4.1.3 for the smallest fragment of the cup
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If objects are not physically singular and are enclosed within a larger object which is not a key part of
the objects’ provenance, they are to be considered as multiple objects.
If objects are not physically singular but they form one entity, they are to be considered one object
with parts.
Object(s) Number(s) Parts
A sewing box with needles and thimbles. One object, one number (with parts), one record.
YYYY.5.1 YYYY.5.1.1 for the box. YYYY.5.1.2 YYYY.5.1.3… …and so on for each needle and thimble.
A letter in an envelope. One object, one number (with parts), one record.
YYYY.6.1 YYYY.6.1.1 for the envelope. YYYY.6.1.2 YYYY.6.1.3… …and so on for each page.
A pair of shoes. One object, one number (with parts), one record.
YYYY.7.1 YYYY.7.1.1 Left shoe YYYY.7.1.2 Right shoe
A tea set, made, purchased and used as a set. One object, one number (with parts), one record.
YYYY.8.1 YYYY.8.1.1 Teapot YYYY.8.1.2 Lid YYYY.8.1.3 Creamer YYYY.8.1.4 Teacup …and so on for each part
Articles of clothing in a cardboard box, where the box is part of the acquisition. Multiple objects, multiple numbers, multiple records.
YYYY.9.1 for the box YYYY.9.2 YYYY.9.3… ...and so on for each article of clothing.
A three piece suit. One object, one number (with parts), one record
YYYY.10.1
YYYY.10.1.1 for the jacket YYYY.10.1.2 for the waistcoat YYYY.10.1.3 for the trousers
A doll’s house and contents. One object, one number (with parts), one record
YYYY.11.1
YYYY.11.1.1 for the house YYYY.11.1.2 for the first accessory in the upper left corner YYYY.11.1.3 for the second accessory … and so on, working logically around the house and documenting the numbering order
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In some cases, specific exceptions have been made due to the significance of the parts or the
information richness of them.
The meeting house Hau Te Ananui O Tangaroa. Multiple objects (linked), multiple numbers, multiple records
YYYY.3.1 for the first carving YYYY.3.2 for the second carving …and so on, relating all carvings to the main record
A photograph album containing photos. Multiple objects (linked), multiple numbers, multiple records
YYYY.12.1 for the album YYYY.12.2 for the first photo YYYY.12.3 for the second photo …and so on for each photo
8. Museum records (Canterbury Museum Corporate Archives CM6 2017) project Principle: One document = one object
Archives are record based sets of information where the context and order of records are of equal importance to the information contained in them.
Most archives are of a transactional nature, meaning that both sides of the transaction need to be captured. This is different from traditional museum collections, including manuscript or documentary history collections.
In order to marry archival standards and museum standards, each document will be one object, with a master record for a folder or file. All documents within this folder will be linked to the record for the folder or file.
Object(s) Number(s) Parts
A set (file) of records relating to rock art research. Multiple objects (linked), multiple numbers, multiple records
YYYY.9.1 for the file YYYY.9.2 for the first record in the file YYYY.9.3 for the second record in the file …and so on, relating all records to the first
9. Counting objects for reporting purposes Counting of objects for reporting purposes will depend on how the question is phrased, and the person undertaking the count may need to seek clarification as to what is actually being asked: 1. How many objects do we have in the collection?
OR 2. How many physically singular items (i.e. including parts) do we have in the collection?
In practice this will mean no longer using “item count” in any Vernon record. Item count is to be removed
from our customised data entry windows and from data entry spreadsheets.
To answer the questions above:
1. How many objects do we have in the collection?
Total all records on Vernon.
2. How many physically singular items (i.e. including parts) do we have in the collection?
Export all objects on Vernon along with number of parts for each object. Total = (objects without
parts) + (total number of parts)
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Our KPIs, especially 3.1 and 3.2, will count objects only, not including parts. This is a continuation and clarification of the current practice. 10. Valuations for parts Each object can have a valuation provided, either as “whole object” valuation or each part valued separately. In the rare cases where multiple items are related to a master record (for example, archives) each item should have its own valuation, and the master record should have no valuation given. Any exceptions to any of the above should be approved by the collections Development and Management Team.
Adopted by Collections Development and Management Team 13 June 2017 Approved by the Director xx 2019
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Appendix 4.5 Historical Accession / Catalogue Numbering Systems Based on: Letter prefixes for catalogue numbering systems used in Canterbury Museum, Compiled by Sally Burrage, Records of Canterbury Museum Vol 16 pp 94-109 Additional notes by Kate McCaughan, Collections Manager – Documentation Additional notes by Scott Reeves, Registrar Additional notes by Joanna Szczepanski, Associate Curator Human History
This document sets out the myriad of accession and catalogue numbers that have been used over the years. This document is a historical record and the only numbers which should be used now are the three part system adopted in 2000 as set out below.
Accession numbers until 2000 used the format of 199/56 - ie the 199th accession for 1956
Accession numbers from the 1800s tend to be written as 199/1888 - ie the 199th accession for 1888
Accession numbers from 2000 use the format of 2000.199.1 – ie the first object of the 199th accession for 2000 From 2001, objects without new format accession numbers were sometimes assigned new numbers either based on the old accession number (199/56 became 1956.199.1 etc), or the old accession date (an object received in 1956 might be given the next available number from that year (NB – these are NOT listed in the original Accession Ledgers). Where the accession date was unknown, a system was devised to use 18XX or 19XX as the first part of the number. The idea was that if the exact date was unknown, X was substituted for the unknown part (eg 1950s would be 195X). In practice 19XX was used almost exclusively. Numbers were assigned by collecting unit: 19XX.1 Anthropology 19XX.6 Library 19XX.2 Pictorial 19XX.7 Invertebrates 19XX.3. Decorative Arts 19XX.8 Geology 19XX.4 Antarctic 19XX.9 Manuscripts 19XX.5 Vertebrates There were numerous discrepancies in the application for these numbers. Most of the objects involved already had catalogue numbers. In November 2005 this process was reviewed and it was agreed that 19XX numbers would henceforth only be used for objects with absolutely no other number. This decision has now been superseded by the Inventory Project which allocated UD numbers for objects with absolutely no other number, therefore the practice of using
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19XX numbers for anything has now ceased. 1. 2017 Inventory Project In August 2017 work commenced on a major project to ensure that every object in the collection is inventoried with a Vernon record, that a unique number is given to individual objects where none is apparent and a location is recorded ensuring over time that every object is catalogued to a basic level. Any objects without numbers are being given a UD (undocumented) prefix. For example UDYYYY.XX.ZZ. YYYY reflects the year of the inventory, XX the storeroom being inventoried and ZZ the unique number. 2. Cataloguing Prefixes
Most of the below are now historical and are for reference only. Some Vertebrate catalogue numbers were still being assigned in 2007 but that practice has since stopped.
Any of the prefixes/numbers below may have been entered in Vernon with or without spaces, brackets, dots, dashes or slashes. The preferred format is to omit spaces.
Prefixes in brackets were non–active at the time Sally Burrage compiled the list in 2002.
Prefix Object type Collecting Unit Registration Comments
A Arachnida Invertebrate Zoology A1, 4, 6-25
A Antarctic and Alpine Collections
ACB Images taken by Dr A C Barker Pictorial
Alp History
(A) Antarctic Rocks Geology
AF Antarctic Fossils Geology
AM Amphibia Vertebrate Zoology
ANT Antarctica Antarctica Also sometimes written as AN
AQ Aquatic Invertebrates Invertebrate Zoology
(AR) Antiquities Room Ethnology/Archaeology, Canterbury History
Ar Archaeology
ARC Archives Manuscripts Department
AMS Arms Canterbury NOTE: Doesn’t appear on Vernon like this. Typo?
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History/Ethnology
ARMS Arms Canterbury History/Ethnology
As appears on Vernon
ARMS.JAPAN Japanese Arms Ethnology
ART Art and Prints Pictorial
As ?? Geology As1 – As16
AV Birds Vertebrate Zoology/Archaeology
Av ?? Geology Av1 – Av158
B Brachiopods (fossils, New Zealand ) Geology
B Maps black belonging DOSLI Library
(BPR) Banks Peninsula Rocks Geology Labels suggest this is an early catalogue series. Within NZ rock collection drawers
C Decorative Arts (European and Oriental)
Canterbury History/Ethnology
C/ Canterbury Rocks Geology
(CEN) Centennial Loan Exhibition Canterbury History
(Cmf) New Zealand Fossil Collection Geology
(CML/88) Canterbury Museum Loan Collection
McDougall Art Gallery Pictorial
CMU Maps belonging to Canterbury Museum Library
DU Library of Congress numbering system Library
E Ethnology (earlier system superceded) Archaeology/Ethnology The second system indicates the year the item was catalogued.
E ?? Geology? m5-2-2-s1
EA Ethnology - Antiquities Canterbury History/ Ethnology/Archaeology
Usually non New Zealand ethnographic items
EQC 2010 earthquake damaged objects insurance claim
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EQRC 2011 earthquake damaged objects insurance claim
ESJ Ethnology The ESJ number is a Canterbury Museum number that literally translates to Ethnology Store Job. This was a temporary number applied by Heaton Woodhouse, Ethnology Recorder, in the mid - 1970’s as a way of quickly managing a growing back-log of new acquisitions. Heaton entered these objects into a separate register (hard cover school book) which the Museum still currently refers to when ESJ numbered objects occasionally turn up. (Roger Fyfe)
ESL Ethnology loans Ethnology Store Loans - ?mid 1970s. Apparently had a hand written register which has not been recently found.
EX (1993-) Asian Decorative Arts Ethnology
EC Two systems one superceded Early Colonial Canterbury History
There are two EC systems. The first one is sequential and called the “old EC cards” This was replaced by a second one which indicates the year the object was catalogued. So EC167.1 was the first item catalogued in 1967. In 1986 a backlog project was started to catalogue objects found in the Museum. All of these backlog items were assigned EC67. Many have no provenance.
(F) Foreign fossils Geology
F Foreign fossils and/or rocks Geology
F Fish Vertebrate Zoology
F1 Recent foreign invertebrate fossils Geology
F/ Fiordland Rocks Geology
Fb Foreign Brachiopod fossils Geology
Ffc Foreign Arthropod fossils Geology
Ffe Foreign Echinoderm fossils Geology
Ffg Foreign Graptolite fossils Geology
Ffa Foreign Amphibia fossils Geology
Ffk Foreign Coral fossils Geology
Ffp Foreign Fish fossils Geology
Ffr Foreign Reptile fossils Geology
Ffw Foreign Trace fossils Geology
Fmo Foreign Mollusc fossils Geology Includes Waterhouse ammonoid collection
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FI Foreign Invertebrates Invertebrate Zoology
Fmt Foreign Mammal fossils Geology Try also M, Ma, Fma, NZMa, NZMa as prefixes for the same number if not found in Vernon
Fp (FP) Foreign Plant fossils Geology
FM Foreign Minerals Geology
FMa Foreign Mammals Vertebrate Zoology Try also M, Ma, NZMa Fmt as prefixes for the same number if not found in Vernon
FMo Fossil Molluscs Geology
(FR) Foreign Rocks Geology
FR Vertebrate Zoology Foreign Reptiles. Seen on some boxes in vertebrate corridor
F Rep Foreign Reptiles Vertebrate Zoology
(FV) Foreign Vertebrates Vertebrate Zoology
FVS ?Foreign Vertebrates Vertebrate Zoology
G Maps (green) belonging to DOLS Library
(G) Geology Accession Geology
GB ?? Geology GB1 to GB25
I Insecta Invertebrate Zoology
Ig Igneous Geology
IL Inward loan Registration
(INVERT) Land and Fresh Water Inverts accession
Invertebrate Zoology
IR Interim receipt
(J H S) John Henry Seager collection Canterbury history Numbers have been entered in Vernon as JHS.100
(John Jamieson)
John Jamieson collection Canterbury history
(K S) Kermadec Mollusk Geology
LIB Library Books Library Sometimes the prefix LIB is dropped when written inside a book but the prefix has been included in the Vernon record
LIBA Antarctic Library Books Library
M Mollusc (fossil, NZ ) Geology
M Mollusc (recent) Invertebrate Zoology
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MXXX (R) Mollusc (recent) Where fossil & recent mollusc numbers were duplicated
M/ Marlborough Rocks Geology
(M) Foreign Mammals Vertebrate Zoology Try also Ma, FMa, NZMa, Fmt as prefixes for the same number if not found in Vernon
Ma Seals etc Vertebrate Zoology Try also M, FMa, NZMa, Fmt as prefixes for the same number if not found in Vernon
Med Medals 1995 onwards Canterbury History
Met. Meteorites Geology
(MH) Maori House Archaeology/Ethnology
(M Invert) Marine Invertebrates Accessions Invertebrate Zoology
MS Antarctic Manuscripts Manuscripts Department
N/ Nelson Rocks Geology
NAm ?? Geology Nam1-48; m5-2-2-s2/3
NEG Photographic negatives Pictorial Occasionally Negative cumbers are prefixed with NEG. This usually refers to the copy negative number
NIS/ North Island Rooks Geology
NRAM National Register of Archives and Manuscripts
Manuscripts A numbering system issued by the National Library of New Zealand between the late 1970s and 1990s. The listing were compiled into books. It was replaced by the Community Archive in the 2000s and numbers were no longer issued. Usually written as a letter followed by a number with the NRAM dropped: e.g A234 or X785
Num Numismatics 1994 onwards Coins & Paper, Money & tokens
Canterbury History
NZ.Ma Mammals Native to New Zealand Vertebrate Zoology Usually entered in Vernon as NZMa. Try also M, Ma, FMa, NZMa, Fmt as prefixes for the same number if not found in Vernon
(NZB) N.Z. Birds Accessions Vertebrate Zoology
(O) Birds Vertebrate Zoology
O/ Otago Rocks Geology
OL Outward loan Registration
OR Object receipt
(OS) Bird Skeletons Vertebrate zoology
(P) Fish Vertebrate Zoology
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P ?? Geology? P1 to P26
(PA) Canterbury Pilgrims and Early Settlers Association Collection
Pictorial History/ Canterbury History
The accession number for this collection is 1949.148
(PC) Fish Cast Vertebrate Zoology
PH/ Photographic Equipment Pictorial There are two systems. The system is also referred to as Joan Woodward’s inventory is a structured as PH47/90. The first numbers refers to the pictorial history number and the second part of the cupboard or shelf location. A second inventory undertaken by John Webber was completed in 1996. It is sequential: PH/1, PH/2 etc. A photocopy of the index cards is available but the index cards have not been located.
PIC Accessions Pictorial
Plan Architectural Plans (non Museum) Pictorial
Plan Mu Architectural Plans (Museum) Pictorial
(PSK) Fish skeletons Vertebrate Zoology
R Maps (red) belonging to DOSLI Library
RA Antarctic Rocks Geology 1-2336 (at least): Mawson, Terra Nova, Harrowfield
Rep Reptiles Vertebrate Zoology
S/ Southland Rocks Geology
SK Human Bone and related material Vertebrate Zoology/Archaeology/ Ethnology
St/ Stewart Island Rocks Geology
(Stg Rm) Strong Room
TAX Taxidermy Collection mainly New Zealand Birds
Vertebrate Zoology
TN Library books Library Found on library books, not sure what it means
TQ Terrestrial Invertebrates Invertebrate Zoology
U Uncatalogued Antarctic Assigned during a backlog project for Antarctic items with no ID
Uncat Uncatalogued Antarctic Assigned during a backlog project for Antarctic items with no ID
v Mostly Library records – number following is the Vernon System ID
Library
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VERT Vertebrate Accessions Vertebrate Zoology
(VP & V PAL) Vertebrate Paleontology Accessions Geology, Vertebrate Zoology
(W)/(W R) War Relics Canterbury History/Pictorial/ Manuscripts
W/ West Coast Rocks Geology
Y Taonga Maori in the public domain that have a provenance that establishes that they were found pre-1976.
Y numbers are allocated by MCH and held on a national database with MCH and Te Papa. All taonga Maori that are 'sold' are required to have been previously awarded a Y number. All Registered Collectors formally recorded as such under the Protected Objects Act are required to have taonga Maori in their collections registered with Y numbers. CM also has a paper record of 'Y' taonga registered by CM staff ( although since 2014/15 this process is done electronically). Most of the 'Y' numbered taonga in CM have been either gifted to, or purchased by CM and are therefore part of the Permanent Collection
Z Crown property since the passing of the Antiquities Act held by Canterbury Museum
Archaeology Z numbers are the official record of Newly Found ( post 1976) taonga Maori that have been registered under the Protected Objects Act and held on a national database by MCH and Te Papa. Canterbury Museum also has a paper record of all 'Z' numbers registered by CM staff (although since 2014/15 this process is done electronically). Custody of these taonga is awarded to relevant iwi, sometimes as a decision of the Maori Land Court. The Museum cares for these taonga on behalf of these iwi, but they are rarely part of the Permanent Collection.
XYZ (related to textiles collection) Decorative arts/Costume and Textiles
Only 21 records on Vernon have this as a catalogue number. No acquisition information, very basic records. Possibly from 2002?
Zb New Zealand Bryozoan fossils Geology
(Zc) New Zealand Coals Geology
(Zf New Zealand Fossils Geology
ZF New Zealand Invertebrate Fossils Geology
Zfc New Zealand Arthropod fossils Geology
Zfe New Zealand Echinoderm fossils Geology
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Zff New Zealand Forminfera etc fossils Geology
Zfg New Zealand Graptolite fossils Geology
Zfk New Zealand Coral fossils Geology
Zfm New Zealand Mammal fossils Geology
Zfp New Zealand Fish fossils Geology
Zfr (ZFR) New Zealand Reptile fossils Geology
(ZFS) New Zealand fossil skeletons Geology
Zfs New Zealand fossil sponges Geology
Zfw New Zealand Trace fossils Geology
ZM (Zm) New Zealand Minerals Geology
(Z Mm) New Zealand Mammals Vertebrate Zoology
(ZMT) New Zealand fossils Mammals Geology
Zp New Zealand Plant fossils Geology
(ZPT) New Zealand fossil fish Geology
ZPT New Zealand Fish Geology
(ZR) New Zealand Rocks
Geology N.Z. Rocks 1 C1 Canterbury Region 1, Banks Peninsula C1/1 to C1/288 C2 Canterbury Region 2, North Canterbury C2/1 to C2/275 C3 Canterbury Region 3 Mid-Canterbury (between Raikaia & Rangitata)C3/1 to C3/203 C4 Canterbury Region 4 South Canterbury (South of the Rangitata) C4/1 to C4/89 M1 Marlborough Region1 (region not defined, i.e. all of Marlborough) M1/1 to M1/43 N Nelson N1 to N92 O1 Otago Region1 (region not defined, i.e. all of Otago) O1/1 to O1/166 S1 Southland Region 1 (region not defined i.e. all of Southland) S1/1 to S1/72 St Stewart Island St/1 to St/8 N.Z. Rocks 2 F1 Fiordland Region 1 (region not defined, i.e, all of Fiordland) F1/1
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to F1/156 W1 Westland Region 1 (region not defined, i.e. all of Westland) W1/1 to W1/232 NIs North Island NIs/1 to NIs/298 CH Chatham Islands CH1 to CH12
(ZR) New Zealand Reptiles Geology
(ZS) New Zealand Mollusc Invertebrate Zoology
(Zs) New Zealand Skeletons (Birds) Vertebrate Zoology
(Z.T.F) New Zealand Cenozoic fossils Geology
ZTF New Zealand Invertebrate Fossils Geology
1. A short lived system was used for the Costume Collection (Canterbury History) that incorporated the first letter of the costume item as the catalogue
prefix. 2. For its Book Collection (non Antarctic) the Library uses the catalogue prefixes based on the Library of Congress classification system
3. Specific Accession Numbers
2005.89.1
Harrowfield accession – number assigned when collection uplifted during 2004/05 financial year, proposal not formally approved until 2005/06 financial year.
2006.19. This series was formally assigned to the button project in the 2006/07 financial year, although the actual number was allocated during the 2005/06 financial year (proposal not received by Acquisitions Team until later in the calendar year). At the end of the period 531 buttons were catalogued and reported in the quarterly/annual reports. 5 December 2007 the Collection Management Planning Team agreed to continue to use this number series to complete the cataloguing for this project.
2007.163 onwards
Series of numbers assigned to per family to accession existing unaccessioned pinned invertebrate specimens. Numbers assigned at December 2007 meeting – to provide a discrete range so that they can be identified in future reporting.
2008.1000. Series allocated to Archaeological Field Collections project 15 May 2008
Approved by the Director xx 2019
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Appendix 4.6 Advertising Guidelines From time to time the Museum has reason to try and trace owners, lenders, or their heirs, of objects that have been left at the Museum where contact details are out of date or lost. These guidelines set out the processes for staff to follow. Advertisements are only placed after attempts to contact the donor/lender via mail, email and telephone have failed. Advertisements are to be placed in a newspaper that circulates in the area of the donor’s/lender’s last known address. Thursday is the best day to advertise in The Press as it gets the most responses. The current wording of an advertisement is as follows:
Canterbury Museum wishes to contact the following person or their next of kin regarding objects left with the Museum: [name of donor/lender/potential donor] regarding [reference number]. Please phone [curator] on 03 366 9429 ext [extension] or email [curator]@canterburymuseum.com
If there is no response to an advertisement within one month of the advert being placed objects may be disposed of by two staff acting as witnesses. The disposal should be documented.
Approved by the Collections Development and Management Team August 2017 Approved by the Director xx 2019
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Appendix 4.7
Declines and Disposals
This document is to be read in conjunction with the Collections Development and Management Policy
and Procedures.
When receiving objects into the Museum the curator should ensure that the person bringing objects to
the Museum has read the conditions on the Object Receipt and indicated their preference should the
objects not be required by the Museum. The choices are:
I undertake to collect the object(s) within one month of notification, noting that after this time the
object(s) will be disposed of at the museum’s discretion, or
I authorise disposal at the Museum’s discretion
This indicates the donor’s position should the Museum decline the offer of a gift for the collection.
1. Objects offered to the collection as gifts
The Collections Development and Management Team (CDMT) make decisions about objects to be
acquired for the collection except where the object falls outside of the Director’s delegated level. In
these cases the curator makes a recommendation to CDMT who in turn make a recommendation to
the Board.
If the acquisition proposal recommends objects are to be declined then the proposal must include a
recommendation to return or dispose of the objects.
If disposal is recommended then the method of disposal must be stated in the acquisition proposal
(see Collection Development and Management Policy and Procedures) with proof that this has been
discussed with the owner of the objects being offered. This can be through the box ticked on the
Object Receipt, or if the owner wants a different outcome from that stated on the Object Receipt, this
change must be in writing, even if that writing is a file note from a telephone conversation with the
owner recording date, time and details of the conversation
If the declined objects are to be returned, the curator will notify the owner that they have one month to
collect the item. Should the object not be collected within this time frame the curator will remind the
person of the conditions on the Object Receipt and extend the deadline to pick up the object by an
additional month clarifying with the owner that if they do not pick up the object by the extended
deadline then the object will be disposed of by destruction. The curator should also offer to post the
item back to the donor at the Museum’s expense. If the owner chooses to have the item posted back
to them, the objects will be packaged and sent by courier. The tracking number will be recorded on
Vernon and used to confirm that the objects have been returned and that the Object Receipt can be
closed off.
If the owner decides not to collect the item or there is no response after the extended deadline, the
curator will write a proposal to CDMT recommending disposal by destruction and clarifying that an
effort has been made to contact the owner or that the owner is no longer interested in the items,
whichever the case may be.
2. ID and return
For objects that have been brought into the Museum for identification or other consideration the
person is required to indicate on the Object Receipt if they would like to have the object returned.
Once the curator has identified the object they will inform the person that the object is to be collected
within a month. If the person does not require the object to be returned and has ticked the appropriate
box on the Object Receipt then the object can be disposed of without going through the CDMT.
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Should the object not be collected within this time frame the curator will remind the person of the
conditions on the Object Receipt and extend the deadline to pick up the object by an additional month
clarifying with the owner that if they do not pick up the object by the extended deadline then the object
will be disposed of by destruction. The curator should also offer to post the item back to the donor at
the Museum’s expense. If the owner chooses to have the item posted back to them, the objects will
be packaged and sent by courier. The tracking number will be recorded on Vernon and used to
confirm that the objects have been returned and that the Object Receipt can be closed off.
If the owner decides not to collect the item or there is no response after the extended deadline, the
curator will write a proposal to CDMT recommending disposal by destruction and clarifying that an
effort has been made to contact the owner or that the owner is no longer interested in the items,
whichever the case may be.
3. Objects found in store and not wanted for the collection
Any objects found in store without accession or catalogue numbers will be researched by the curator
to try and identify their provenance. Once the curator has checked all available sources and
confirmed that the objects do not have any associated reference numbers, a proposal recommending
the decline and method of disposal for the object will be submitted to CDMT. CDMT will approve the
disposal method.
If an owner’s name can be associated with the objects, but no reference numbers, the curator should
write a recommendation to advertise to find the owner or their next of kin following procedures for
advertising in appendix 4.6. If there are no responses to the advertisement within one month then the
object may disposed of. If there are responses, it is the claimant’s responsibility to provide appropriate
documentation confirming they are the owner or the heir of the owner before they can collect the item.
If the claimant fails to provide relevant documentation after the agreed to time frame (usually one
month from the date they contact the Museum) then the objects will be disposed of.
4. Disposal by destruction
The Collections Development and Management Policy sets out the approved methods for disposal of
objects. The curator will recommend one of these options to the CDMT. If disposal by destruction is
approved the secure blue bin is to be used for the disposal of any objects, whether two or three
dimensional, unless any other provision is required by CDMT.
All items being disposed of should be carried out by two people who will both sign the Object Receipt.
This is to ensure no objects are disposed of mistakenly, to confirm the actual disposal has been
carried out according to the CDMT instructions, and to be a witness to each other. The action should
also be recorded on the Vernon record.
In some instances objects recommended for disposal will contain hazardous substances. In these
instances, Registration should liaise with the Buildings Operations Manager (or equivalent if the job
title changes) to organise safe disposal. If an outside company is required to handle the disposal they
will provide a receipt confirming the disposal has been completed and this documentation will be filed
appropriately.
Approved by the Director xx 2019
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Appendix 4.8 Guidelines for the acceptance of archaeological material
All excavated or surface collected field collections must have been recovered in accordance with an
Archaeological Authority issued by Heritage New Zealand Pouhere Taonga in accordance with the
Heritage New Zealand Pouhere Taonga Act 2014.
Archaeological field collections will only be considered for acquisition if they have been adequately documented in accordance with currently accepted archaeological best practice and the reporting provisions of the Heritage New Zealand Pouhere Taonga Act 2014. The Museum’s acquisition processes apply to archaeological collections with the following additional requirements:
The Museum requires that the holder of the authority has obtained proof of ownership for any material being offered and has authority from the owner to transfer ownership of the material to the Museum. This includes copyright and all other rights over associated documents. Taonga tuturu under the provisions of the Protected Objects Act 1975 are excluded from ownership negotiations, although will require a ‘held in trust’ loan agreement. Evidence of iwi consultation and agreement is required.
A written description of the field and laboratory retention schedules for the excavation must be provided with the excavated material to demonstrate that current archaeological best practice has been followed.
Incoming material must be accompanied by all original field notes, field books, plans, section and other drawings or documents, a copy of the archaeologists/field workers formal report to HNZ and all photographs of the excavation and/or other field work or related activities.
The Museum will only accept material for consideration that has been bagged and labelled to Canterbury Museum standards.
The Museum can provide standard sized boxes and standard box labels for all materials to be offered to the Museum.
A conservation report should accompany any artefacts that are likely to be unstable (i.e. organic or ferrous objects) and require specialised care and treatment.
The holder of the authority will be required to complete all appropriate forms for all material requiring registration under the Protected Objects Act 1975. Incoming material must be accompanied by all original documentation of find, registration and correspondence with Ministry for Culture and Heritage, and all individual objects marked with Z numbers.
Accepted by the Director xx 2019
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Appendix 5.1
Condition Ratings
Condition ratings should be applied at acquisition, applied or updated at condition report, or anytime an
item has its condition checked prior to any activity.
Condition Rating
Risk level Definition
1 Stable - no risk No conservation treatment or storage/exhibition upgrade required
2 Unstable - low risk
Low risk to object without treatment
Storage/exhibition upgrade would be beneficial (may include superficial cleaning by Collections Technician)
3 Unstable - medium risk Medium risk to object without conservation treatment and/or storage/exhibition upgrade (may include superficial cleaning by Collections Technician)
4 Unstable - high risk
High risk to object without conservation treatment and/or storage/exhibition upgrade (may include superficial cleaning by Collections Technician)
5 Unstable - extreme risk
Deterioration can no longer be reversed/halted by treatment and/or storage/exhibition upgrade
Speed of deterioration may be reduced by storing/exhibiting in controlled atmosphere
Disposal should be considered by appropriate curator
Approved by the Director xx 2019
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Appendix 5.2 Collections Incident Reporting
A collections incident is an event resulting in damage to a collection object(s), or causing the risk of
damage to a collection object(s), or the loss of a collection object.
An emergency is defined in the Emergency Response Plan and is an unforeseen or unexpected situation
or set of circumstances that calls for an immediate response. In this case the Emergency Response Plan
takes precedence over the Collections Incident response.
Damage to a collection object, or objects, becomes an emergency if:
The damage has a time critical response window
It impacts the visitor experience
Requires more than two staff members at initial response
Needs external assistance
Has health and safety implications
If the incident is an emergency
the Emergency Response Plan will be implemented
followed by the collections incident reporting procedures outlined below
1. Collections Incident Reporting Procedures
All collections incidents will be reported to the Registrar as soon as possible. If the Registrar, or
Associate Registrar in the Registrar’s absence, believes this incident should be declared an emergency,
the incident will immediately be referred to the Director or Acting Director for the Emergency Response
Team. Similarly the Emergency Response Team should notify the Registrar, or Associate Registrar in the
Registrar’s absence, should they be aware of any incident involving collections.
If the incident is not an emergency:
a collections incident reporting form will be filled out by the person who discovered the incident, and,
along with any photographs or supporting documentation, pass the documentation to the Registrar
The Registrar will ensure that the incident is:
Reported to the Curatorial Manager and Museum Best Practice Manager, who will notify Strategy
Team members as necessary
Recorded on the collections incident register
Linked to the central incident reporting file if necessary
Photographed and documented fully in case an insurance claim is required
The Registrar will, following consultation with the Curatorial Manager:
Arrange for the object(s) to be taken off display if necessary, and notify the Director, Customer
Experience Manager, Exhibitions Manager and Security and Risk Manager
Arrange for the creation of a Vernon record if none exists
Update the object Vernon location
Update the object condition rating
Add the incident report, photographs, and documentation to the Object Related Documents files in
the One Drive
Link the electronic file to the Vernon object record
Contact a conservator for advice or to carry out a repair, if necessary
Notify the lender if object is on loan
If a repair is deemed necessary, the Registrar will, in consultation with the Curatorial Manager:
Assign a treatment report file number
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Store treatment reports and photographs in the Object Related Documents folder and link them to the
Vernon object record
Update the object condition rating
Ensure that the repaired object is returned to its original location and notify the Director, Customer
Experience Manager, Exhibitions Manager and Security and Risk Manager if it has gone back to
display
Should an object be damaged beyond repair, Curatorial opinion will be sought and if appropriate the
Museum’s policies for deaccessioning will be followed.
Finally, the Registrar will update the collections incident spreadsheet, noting that the incident report is
closed and in the case of stolen object(s) ensure the incident is reported to the Collections Development
and Management Team for noting.
A summary of collections incidents will be provided by the Registrar to the quarterly Strategy Team
review, outlining the number of incidents, the type of damage or incident, and if they occurred back or
front of house.
2. Filing
In the case of damage to objects that is not an emergency, the report and photographs will be filed in the
Object Related Documents/Individual Objects folder in the One Drive with a hard copy of the report in the
object’s related document folder in the Documentation and New Arrivals room.
In the case of an incident that is an emergency, or in the case of theft, photographs and reports will also
be filed in the central incident reporting files on the One Drive. Collections incident reports and
photographs will be filed as described above.
Approved by the Director xx 2019
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Appendix 5.3 Objects in the Collection with Hazardous Materials or Substance Content
Hazards, in the context of museum collections refers to materials occurring in collections which may pose a risk to the health of those working in the museum, or to visitors, or to the collections themselves.
From time to time you will come across objects in the collection that contain or are made from hazardous
materials. It is important to ensure these objects are labelled and handled correctly.
It is important to be aware that these hazards exist and that they will not always have been identified or marked on the objects packaging. Where hazards do occur they may often seem minor, or to be of small risk, and may have been in the collection for many years. However, every risk should be mitigated or minimised so it is important to be aware what action you can take to minimise risk. Seek further help if you have concerns. If you discover something that you believe may be hazardous it is important for your safety and that of others that you take the appropriate precautions and label the object clearly. Risks need to be assessed on a case by case basis which will determine the appropriate action. 1. Risks to people and collections can be through:
Inhalation of chemicals, dust or mould on the object’s surface
Absorption through the skin
Ingestion – handling objects then handling food or touching the skin
Increased risk of fire through preserving fluids, picric acid, nitrate film, ammunition and explosives
Contamination through breakdown in plastics forming dust, fragments and gases 2. What to look out for:
Pesticides – used to treat furs, feathers, textiles, ethnographic objects and can include such toxic
chemicals as DDT, arsenic and mercury based compounds
Chemicals and toxic elements – used to prepare taxidermy specimens and to preserve skins, wet
biological specimens in glass jars, pharmacy collections and social history and scientific collections
Mould – can develop on objects when the atmosphere is too humid
Asbestos – geological specimens, older protective clothing and some social history items such as
ironing boards
Radioactive materials – occur naturally in some geological collections, in luminous dials on watches
and in some mechanical equipment
Biological hazards – some objects can house dormant diseases such as smallpox and anthrax. Can
also occur in human and animal remains and skins that have not been fully processed. Unopened
food cans can become bacteria contaminated and explode, spreading botulism
Infection risk – some medical equipment may carry traces of human tissue. Some items may be
made from bone, blood, hair, or carry traces of human bodily fluids from usage. There is a small
chance of infection from these items, or of tetanus from a scratch or puncture wound from any sharp
object
Lead – many painted items, and some glazed ceramics will contain lead. There are also objects
made of lead in the collection. The oxides from lead can become airborne and inhaled
Firearms and explosives – guns and ammunition
Plastics, including nitrate film – plasticisers and explosive gases in nitrate film
Physical risks – many items in the collection are heavy, or sharp and pose a risk if not handled
correctly
There are things you can do to minimise risk. Remember that although in the majority of cases the risk
will be very low you should not take any chances.
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3. To minimise risk you can:
Go to the Registrar or Building Manager if you are at all concerned and they will get specialist help or
advice where necessary
Check Vernon for existing risk assessment flags before handling items
Follow health and safety guidance at all times
Never eat or drink in a collection area
Always wash your hands after handling objects
Wear nitrile gloves to handle objects where there may be a risk
Identify objects that may pose a risk
Label boxes and objects clearly and update the collections database
Restrict access to suspect objects until you have sought advice
Ensure no potentially hazardous objects are on display or in handling collections
Get specialist advice before disposing of hazardous materials or contaminated packing
Look out for signs on objects that indicate problems, such as white powders, leaking bottles or
batteries or sticky plastics
Minimise disturbance when a hazard is suspected
Seek advice if there are any concerns
Any hazards, or potential hazards identified should be reported to the Registrar who will consult with the
Building Manager to ensure that no staff are at risk. The Registrar will determine if conservation advice or
assistance is required, or whether the object can be safely returned to storage
4. No indication of hazard on the outside of the box
Always be alert when opening storage boxes, for example some garments have a moth deterrent
which contains DDT, sprinkled throughout the garment. The substance is in powder form, cream /
grey white in colour, and a mix of fine powder and small clumps.
If you see powder stop and put on a mask, ensure your gloves have no holes
Seal the box in plastic, and put appropriate hazard sticker or marking on the box
Dispose of gloves and mask, wash your hands thoroughly
Inform the Registrar who will have the item flagged in Vernon and added to the Hazard Register
5. Box noted as containing a hazardous substance
Do not open
Ensure the box is sealed in plastic, and has appropriate hazard sticker or marking
Return the box to the shelf
Check that Vernon records the objects as a hazard
Dispose of gloves and mask, wash your hands thoroughly
Inform the Registrar who will have the item flagged in Vernon and added to the Hazard Register
If access to the object is required then advice from a conservator should be sought before attempting
to open the packaging
6. Indication on box of potential hazard ie medical supplies
Ensure you are wearing mask and gloves before you open the box and proceed with caution
If you do not find any loose powder or leaking liquids continue to check as per normal which includes
zip lock bagging any product materials that may create a spillage in the future
Look out for “sharps” and ensure they are packaged in a way that prevents harm
Clearly note any hazards on the outside of box
Ensure the box is sealed in plastic, and has appropriate hazard sticker or marking
Dispose of gloves and mask, wash your hands thoroughly
Check that Vernon records the object as a hazard
Inform the Registrar who will have the item flagged in Vernon and added to the Hazard Register
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7. Possible collection hazards
Note that the following are examples of possible hazards which could be found. Not all of these types of
objects are hazardous. This is not a comprehensive list of all possible hazards. Treat every object with
care.
Item Possible hazard Mitigation
Any organic material - mounts, skins, textiles, ethnographic material etc
Residue from preservatives or fumigation. Could include ethylene oxide, arsenic, dichlorvos, strychnine, mercuric chloride, naphthalene, DDT, methyl bromide, cyanide and compounds of cyanide.
Handle only with gloves. If powdery or loose residue, use a mask and disposable protective clothing
Weighted silks Arsenic, lead Nitrile gloves, respirator if airborne dust
Ammunition live Assume all ammunition is live, all firearms are loaded.
Gas masks (especially WW2)
Asbestos Handle only with gloves. If asbestos crumbling, breaking, or powdery, use a mask and disposable protective clothing. Completely seal in plastic.
Clothing and textiles
DDT Handle carefully with gloves. Use disposable protective clothing and masks if visible residue.
Medical supplies sharps and substances Handle carefully with gloves. Consider using foam to protect from sharp edges and points.
Medical and veterinarian equipment
Pathogens and contamination from drugs
Handle containers only with gloves. Try to identify the compounds in medicines if possible, and consider disposing of contents.
First aid kits – picric acid (dry)
Picric acid – explosion danger. Poisons and injurious chemicals
Do not touch the bottle. Dry picric acid or picrate salts should not be touched or moved under any circumstances. Contact the Registrar immediately.
Lead artefacts Lead – especially white corrosion product
Gloves, respirator if corrosion
Thermometers Mercury and mercury residue
If contained, handle carefully with gloves and avoid high temperatures.
Clocks and watches
Mercury in pendulums If contained, handle carefully with gloves and avoid high temperatures.
Clocks and watches
Radium faces Handle with gloves in a well ventilated space. Store sealed in polyethylene bags.
Food cans Botulism, explosion risk Nitrile gloves. Avoid handling any corroded areas.
Building materials Asbestos Handle only with gloves. If asbestos crumbling, breaking, or powdery, use a mask and disposable protective clothing. Completely seal in plastic.
“Fireproof” or heat proof items
Asbestos Handle only with gloves. If asbestos crumbling, breaking, or powdery, use a mask and disposable protective clothing. Completely seal in plastic.
Batteries Acid, corrosion Handle with gloves only. Store contained separately. Consider recommending disposal.
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Film Cellulose nitrate – fire risk, toxic gases. Acetate nitrate – corrosive gas
Handle with gloves only. Store in cold store.
Ethnographic items Lead pigmentation Handle only with gloves. If powdery, use a mask and disposable protective clothing
Spears, swords, arrows
Poisons, or biohazards from blood and tissue
Handle carefully with gloves. Consider using foam to protect from sharp edges and points.
Mounted bird specimens and study skins
Arsenic Consider all specimens made prior to the 80s to toxic. Handle only with gloves. If powdery residue seen, use a mask
Rocks/fossils Radiation, poisonous or carcinogenic minerals
Handle only with gloves. If powdery, use a mask.
Approved by the Director xx 2019
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Appendix 5.4 Scientific Sampling of Collections Held by Canterbury Museum
Canterbury Museum actively supports and promotes research on the collections entrusted to its care in
ways that ensure the preservation and use of collections for future generations. The Museum may
authorise sampling and analysis of objects in its collections when the potential for contribution to
knowledge outweighs the potential loss to the specimen, object or taonga.
This procedure covers both destructive and non-destructive sampling and analysis.
Destructive sampling includes any procedure that causes permanent change to a specimen, object or
taonga, such as sampling of subfossil tissues for molecular studies, sectioning of specimens, or drilling of
tooth enamel for isotopic studies. It also includes some reversible procedures, such as disarticulation of
mounted specimens, or separation of elements that have been glued together. It includes skeletonisation,
mounting and anything that changes the nature of the object, excluding decisions around conservation
and object mounting for exhibition purposes.
Non-destructive analysis includes XRF. Although the potential risk to the collection is minimal, the
procedure contributes to the body of knowledge and therefore requires the following processes to be
followed.
In approving requests for destructive scientific sampling of collections that results in partial or total loss of
the collection item or taonga, the Museum acknowledges its responsibility to ensure that the analysis or
sampling will cause the least possible damage or loss to the specimen, that the research is likely to result
in new knowledge, and that the results of the analysis are fully documented and disseminated. All
information will be added to the Vernon database record for the object or taonga and must include a
photograph of the part of an object that is being removed.
Sampling will take place at Canterbury Museum unless specific approval has been granted in writing that
accompanies a request to loan the object or taonga in question for testing elsewhere.
Where the procedure cannot take place on the Museum’s premises an external researcher must normally
be affiliated with an institution or organisation that will accept responsibility for meeting the Museum’s
requirements for loans.
Canterbury Museum staff seeking to carry out their own sampling on the collection must follow the same
process as other investigators and ensure that the process is undertaken safely and the results obtained
are recorded on the Vernon record for the object or taonga.
Type specimens are not generally available for sampling. Specimens, objects or taonga that are culturally
sensitive, comparatively rare or of high value are unlikely to be approved for sampling unless a
particularly compelling case has been made to do so and wide ranging consultation has taken place
through the Ōhākī O Ngā Tīpuna or other appropriate body.
All sampled specimens must be catalogued. Uncatalogued material will not be made available for
sampling because of the difficulties in ensuring accurate citation and attribution of samples when study
results are published.
For objects or taonga where testing is non-destructive a risk analysis should be undertaken as part of the
request process.
1. Application to sample collections
Requests for sampling, both destructive and non-destructive, should be made on the form titled “Request
to sample objects in Canterbury Museum’s collection” stating the reason for the research, what is hoped
to be learned and the method of sampling. The investigator’s competence and expertise with the chosen
method should also be stated.
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In all cases, the investigator should be able to provide assurance that the results of the study will be
disseminated preferably by publication in a peer-reviewed academic journal, or in case of students,
through thesis. Guidelines on the citation of CM catalogue numbers will be followed. Results and
publications must be provided to the Museum.
2. Approval
The responsible curator will present the completed form, with a recommendation and a valuation of the
objects concerned, to the Director. Where there are multiple objects a list with individual valuations is
required and an indication as to whether this is our entire holding of this particular species. Approval for
sampling lies with the Director unless the items are culturally sensitive in which case the Director will be
required to approve the request after consultation with relevant parties.
If approval is granted, the applicant will be informed of the decision and of any restrictions imposed.
Examples of possible restrictions could include the scope of the material to be sampled, methods of
evaluation, standards for processing and documentation, and the timeframe for publication.
Conditions may be placed on the disposal of materials resulting from the sampling, including the return of
unused samples, SEM stubs, aliquots of DNA, etc.
If for any reason changes to the approval are required at the time of sampling the responsible Curator will
bring the form back to the Director with a recommendation to amend.
Once the Director has approved the request the approval will be reported to the Collections Development
and Management Team so that it can follow up on progress after a twelve month period has elapsed and
negotiate any extensions that may be required.
Failure to comply with the terms and conditions set by Canterbury Museum in previous sampling and the
lack of published results may be grounds for denying new requests.
3. Implementation
Canterbury Museum does not provide sampling services. Applicants are usually expected to take the
samples themselves. This will take place during a visit to the collection, which must be scheduled through
the usual visitor approval procedures at least two weeks prior to a scheduled visit, and longer if
consultation is required.
While preliminary approval was granted at the time of the proposal, final approval to sample specimens,
objects or taonga will only be given after the Curator has reviewed the specimens and sampling protocol
in person with the visiting researcher during the scheduled visit.
Normally, the precise specimens, objects or taonga to be sampled will have been specified in the original
proposal. Where this has not been done, the specimens must be selected and presented to the
responsible curator for approval before sampling takes place. Canterbury Museum will require that one of
its staff be present for the sampling.
In some circumstances, sampling activities may be approved for specimens in a location other than
Canterbury Museum. In these cases, the sampling request will require a separate loan request dealt with
by the Registrar in consultation with the responsible Curator. Approval to sample will still be required by
the Director.
The sampling request must be attached to the object’s Vernon record and once sampling has been
completed all test results and new information must be attached to the Vernon record. Copies of resulting
publications must also be attached to the Vernon record.
Approved by the Director xx 2019
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Appendix 6.1 Box Labelling Standards
Boxes should be labelled on the side of the box base and both the short and long ends of the lid to
ensure the label is visible wherever positioned in storage.
All box labels are to be printed on the white labels provided, using the Canterbury Museum standard label
format illustrated below, with information generated by Vernon according to the template.
Box labels are pre-printed with the logo to a standard 72 x 210mm self-adhesive label, and printed to a
label printer.
Approved by the Director xx 2019
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Appendix 6.2 Shelving and Cabinet Labelling Standards
1. Scope:
This document contains the standards for labelling of both mobile and fixed shelving/cabinet units at
various levels, these being: On the end face of units; front face top of units; front face top of cabinets; and
front face of shelves/drawers.
2. Definitions:
Front Face Top
of Mobile Unit
Front Face Top
of Cabinet Unit
Front Face of
Shelves
Front Face of
Drawers
End Face of
Mobile Unit
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3. End Face of Mobile/Fixed Units:
All text to be in Arial font size 28 (or as close as possible to fit on one line) with bold as shown above.
Spaces between lines to be double at font size 10.
To be printed on white paper.
Categories to be flexible with multiple terms included if necessary, listed alphabetically.
Margin around logo of 10mm.
Text box to be centralised width-ways from the edges of the sheet and length-ways from the top edge
of the sheet to the top of the logo.
Label to be laminated.
A template exists for this label here: 20150911 Template, Shelving Label.docx
Labels for Top of Units
To be printed using a standard label maker on white labels.
Basic font size 42 bold, no box or underline.
Labels for Top of Cabinets
Template
Mobile/Fixed Number
Unit Numbers
Cabinet Numbers (where applicable)
MAIN CATEGORY
Secondary Category
Tertiary Category
Mobile/Fixed 21
Units 1 - 4
Cabinets 1 - 8
ASIA
Japan
Netsuke
Example
21
3m
m
148mm
Mobile Number/ Unit Number
Fixed Number
Unit Example
M/F17 U2
Unit Template
Mobile Number/ Unit Number Cabinet Number
Fixed Number
Cabinet Example
M/F17 U2 C3
Cabinet Template
Not to scale
Not to scale
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To be printed using a standard label maker on white labels.
Basic font size 42 bold, no box or underline.
Labels for Shelves
To be printed using a standard label maker on white labels.
Basic font size 42 bold, no box or underline.
Labels for Drawers
To be printed using a standard label maker on white labels.
Basic font size 42 bold, no box or underline.
4. Direction of Numbering
Mobiles
Left to right from the perspective of someone looking at the end faces. Each moving section to be
assigned a mobile number, e.g.
Units
By mobile, from left to right from the perspective of someone looking at the units, e.g.
Mobile Number/ Unit Number Shelf Number
Fixed Number
Shelf Example Shelf Template
M/F17 U2 S3
Mobile 1
Mobile 2
Perspective
Mobile 1
Mobile 2
Unit 1 Unit 2 Unit 3
Unit 6 Unit 5 Unit 4
Unit 1 Unit 2 Unit 3
Unit 6 Unit 5 Unit 4
Mobile Number/ Unit Cabinet Drawer
Fixed Number Number Number Number
Drawer Example Drawer Template
M/F17 U2 C1 D3
Not to scale
Not to scale
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Cabinets
By unit, from left to right from the perspective of someone looking at the units, e.g.
Shelves
By unit, from top to bottom, e.g.
Drawers
By cabinet, from top to bottom, e.g.
Unit 1 Unit 2
Cab. 1 Cab. 2 Cab. 1 Cab. 2
Unit 1 Unit 2
Shelf 1
Shelf 2
Shelf 3
Shelf 4
Shelf 5
Shelf 1
Shelf 2
Shelf 3
Shelf 4
Shelf 5
Unit 1
Cab. 1 Cab. 2
Drawer 1
Drawer 2
Drawer 3
Drawer 1
Drawer 2
Drawer 3
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5. Box Positioning and Labelling
There are occasions on which boxes may straddle more than one unit either widthways or lengthways on
a mobile. This may lead to confusion about its location and how this is recorded in Vernon. For clarity, all
boxes straddling more than one unit will have their location recorded in Vernon as the lowest of these unit
numbers, and the box labels will be positioned so that they are clearly visible from the unit recorded in
Vernon and not the others (whilst sticking to the standard for labelling boxes of one label on the end and
one on the side of all boxes), e.g.
Approved by the Director xx 2019
Unit 1 Unit 2
Box
Label Label
Unit 4
Unit 3
Box
Label Label
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Appendix 6.3 Storage Standards for Storerooms, Mobiles, Shelving Units, and Boxes
When working in storerooms safety is of primary concern and common sense should be applied. Each
person is responsible for their own safety and should not risk lifting heavy or unwieldy objects on their
own or without the appropriate equipment.
Always apply the lock to mobiles after they have been moved. They should be locked in the closed
position when not in use and locked either side of you when they are.
All cabinets and drawers should be kept in the locked position unless in use. This is for security of the
object and also to prevent movement in the case of an earthquake.
Where straps have been applied to exposed units or shelves these should always be replaced after
use.
Do not place heavy boxes or objects on top shelves and never allow them to overhang a shelf.
Ensure boxes with heavy contents are marked for the safety of others.
Ensure boxes are marked if hazardous materials are present.
Be aware of housekeeping and be vigilant for pests.
Lights should be off in stores unless in use.
Always update Vernon locations when objects are moved.
Collections should only be handled by trained staff.
Shelves
Storage is at a premium so shelves should be adjusted to make best use of space by ensuring no
unnecessary air space between shelves and boxes.
Use standard size boxes to make best use of the space available.
Boxes sizes
Pick the right size box for the collection object to be stored.
Only create bespoke packaging when there is no other option available.
Ensure that existing boxes are full before creating new boxes, without overloading, taking care to
keep similar materials together.
The following table gives our standard box sizes which have been designed to fit together in various
combinations making best use of space:
Code Box Dimensions (LxWxH mm)
PCMUBOXB BOX B 877 X 432 X 140
PCMULIDB/B1 LID B 892 X 435 X 60
PCMUBOXC BOX C 430 X 280 X 92
PCMULIDC/D LID C 442 X 292 X 60
PCMUBOXD BOX D 430 X 280 X 187
PCMULIDC/D LID D 442 X 292 X 60
PCMUBOXE BOX E 580 X 430 X 92
PCMULIDE LID E 592 X 442 X 45
PCMUBOXF BOX F 580 X 430 X 187
PCMULIDF LID F 592 X 442 X 60
Approved by the Director xx 2019
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Appendix 7 Forms to be used in conjunction with collections procedures 7.1 Object Receipts
To be used for all objects entering the museum whether being offered for gift, purchase, identification and return or eventual loan.
7.2 Incoming loan Agreement
B:\Corporate Administration\Forms & Templates\Collections\Incoming Loan Agreement.dotx To be used for all objects coming to the Museum on loan for exhibition purposes, unless the exhibition itself is subject to a TENNZ agreement or a special agreement for objects held in trust..
7.3 Facilities Questionnaire
B:\Corporate Administration\Forms & Templates\Collections\Facilities Questionnaire Template.dot To be completed by the organisation requesting the loan. Where the venue is a new borrower the security aspects are to be referred to the Security and Risk Manager for review. Where the organisation is a regular borrower the facilities report is not required every application but should be reviewed by the Registrar every 12 months.
7.4 Outgoing Loan Application
B:\Corporate Administration\Forms & Templates\Collections\Loan application form.dotx To be completed by all organisations seeking to borrow objects stating the purpose for the loan, dates required and any other relevant information.
7.5 Curatorial Assessment
B:\Corporate Administration\Forms & Templates\Collections\Outward loan checklist.dot This is an internal form and part of the loans checklist. It is completed by the curator under whose responsibility the object falls and is designed to ensure all aspects of a loan are covered, including display and transport requirements from their perspective and includes the curator’s recommendation for the object to be loaned before the loan request is presented for formal approval.
7.6 Outgoing Loans Checklist and Approval
B:\Corporate Administration\Forms & Templates\Collections\Outward loan checklist.dot This form is presented in two stages to the person with delegated authority to approve the loan. The first part is presented with the loan application to gain approval in principle. The second part is signed off when condition reports are completed and any additional information requested at stage 1 is prepared.
7.7 Outgoing Loan Agreement
B:\Corporate Administration\Forms & Templates\Collections\Outgoing loan agreement.dot The legal document prepared between the Museum and the borrower. This agreement cannot be completed until the Outgoing loans checklist and Approval has been signed off.
7.8 Temporary Custody
V:\Wincoll\Reports\Temporary Custody.doc These forms are used for the occasional loan of collection and non-collection items to staff and very occasionally to others by special agreement, ie cloaks for ceremonial use. Staff removing property from the Museum must be able to show they have signed approval from the delegated authority. Laptops and data projectors are accounted for under a separate system.
7.9 Condition Report
B:\Corporate Administration\Forms & Templates\Collections\Outgoing Loan Condition Report.dotx To be completed with photographs for all collection items leaving the Museum’s premises for loan purposes. A condition report needs to be able to prove the condition of the object when it left the museum and for comparative purposes when it returns
7.10 Incident Report
B:\Corporate Administration\Forms & Templates\Collections\Collections Incident Report Form.dot
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These forms are to be used in conjunction with the process set out in Appendix 5.2. 7.11 Request for Analytical Testing, Medical Imaging Scanning and DNA Sampling
B:\Corporate Administration\Forms & Templates\Collections\Request for Analytical Testing and DNA Sampling.dotx These forms are to be used to seek permission for any testing of Museum objects in conjunction with the process set out in Appendix 5.4.
7.12 Gift Certificate
These forms are generated by Registration, signed by the Director and sent to donors following acceptance of a gift
7.13 Disposal memo and worksheet B:\Corporate Administration\Forms & Templates\Collections\Disposal memo and worksheet.dot This form is to document that best practice has been followed for the disposal of items from the collection. It should be filled out submitted to CDMT for approval.
Approved by the Director xx 2019
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incoming loan agreement
Loan Number: IL
Date:
Canterbury Museum Contact Title
Lender
Address
Phone Email
Object(s) borrowed
Object Number Object Name Value
Total number of objects
Associated costs Total insurance value
Purpose of loan Period of loan
Any special conditions will be included in an attachment entitled “Schedule A”. Schedule A attached? Y/N
Loan conditions agreed to
Y / N Date Comments
Signature Title
For Canterbury Museum to complete upon receipt of objects
Objects received in good order (if not please provide
details)
Y / N Date Details
Signature Title
For Canterbury Museum to complete upon returning objects to Lender
Date returned Signature
For Lender to complete upon receipt of returned objects
Objects received in good order (if not please provide
details)
Y / N Date Details
Signature
(of Lender)
Title
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LOAN CONDITIONS
1. Protection of items Canterbury Museum will at all times ensure to the limits of its authority that the items are treated with all due care to ensure protection against loss, damage, or deterioration. Should loss, damage, or deterioration occur, the Lender will be informed immediately and in detail. 2. Period of loan The Lender shall make available to Canterbury Museum the items for the full period agreed to by both parties under the heading "Period of loan" on page one of this agreement. Where required Canterbury Museum shall collect and return the item/s to the Lender within these specified dates. 3. Insurance Where required, the Lender shall supply Canterbury Museum with a valuation of the complete and total value of the item/s including any and all display accessories prior to the collection of the item/s. Unless otherwise stated Canterbury Museum shall insure the item/s for the amount specified under the heading "Total insurance value" stated on page one of this agreement from the time the item/s leave the Lender until the item/s are returned to the Lender. 4. Claims The Lender must notify Canterbury Museum of any claims for damages to the item/s arising from the loan within seven days of the return of the item/s. Canterbury Museum and any venue participating in the exhibition itinerary and any contractor to Canterbury Museum are absolved of liability for damages to the item/s if such damages are not notified to Canterbury Museum within seven days of the return of the item/s. 5. Damage to items Canterbury Museum shall report any damage or loss immediately to the Lender. Should damage occur in transit the Lender and the carrier shall be notified at once, and all the packing materials shall be saved until Canterbury Museum and the carrier have inspected the items, the materials, and the damage. 6. Compensation If, while the item/s are in the care of Canterbury Museum, they are lost or destroyed or suffer damage, Canterbury Museum will make compensation as follows: (a) In the case of loss or destruction of the item/s, Canterbury Museum shall make payment of an amount up to the value listed for that item/s in Schedule A [there is no schedule A], but not exceeding actual value at the time of such loss, the owner thereby relinquishing all property rights to the item/s;(b) In the case of damage to the items/s, Canterbury Museum shall: i) be responsible for the restoration as best as is possible of the items, and for the costs of this restoration; or ii) shall make payment of the amount equal to any reduction in the agreed value of the item/s after repair, such amount to be agreed by the Lender and Canterbury Museum; and in default of agreement, to be determined by an arbitrator mutually acceptable to both parties. 7. Condition of item/s The Lender must advise Canterbury Museum of any existing defects in the item/s prior to the collection of the item/s from the Lender. Where required Canterbury Museum shall prepare/complete a Condition Report as soon as possible after the commencement of the loan and shall ensure to the limits of its authority that the condition of the item/s is checked the moment it arrives and is unpacked at each venue and immediately prior to the item/s departure from that venue. Canterbury Museum undertakes that no remedial conservation treatment shall be done without first notifying the Lender with details and obtaining the Lender’s consent. A copy of the Conservation Report will be sent to the Lender by Canterbury Museum. 8. Transportation Packing and transportation shall be made by safe methods approved in advance by Canterbury Museum and the Lender. Canterbury Museum shall provide trained staff to assist with unpacking, installation and repacking of the item/s. 9. Exhibition of item/s Canterbury Museum shall at all times protect the item/s against sunlight, rain, from excessive humidity and excessively dry
conditions. In addition, all watercolours, drawings, prints, photographs, and textiles shall be protected against fading, scorching and cockling by direct or reflected sunlight, strong artificial light or proximity to heat sources. All works on paper and textiles shall be exhibited only in artificial light not exceeding 50 lux and all paintings shall be exhibited only in artificial light not exceeding 150 lux. All item/s shall be exhibited as far as possible within a stable range of temperature and relative humidity fluctuations. 10. Exhibition itinerary and dates Canterbury Museum will only exhibit the item/s at the venues and between those dates specified under the heading 'Exhibition Itinerary and Dates' on Schedule A of this agreement. 11. Credit Canterbury Museum will acknowledge the Lender on exhibition labels, the catalogue and in any permitted reproduction of the collection item/s unless the Lender has nominated to waive this condition by choosing to have the item/s noted as "Private Collection". 12. Copyright and reproduction Canterbury Museum will only photograph and reproduce the item/s for reference and education purposes, publicity and condition reporting. Photographic reproduction of the item/s in the catalogue will be directed to the copyright proprietor. 13. Return of work Upon termination of the loan, Canterbury Museum will return the item/s to the Lender. Prior to the dispatch of the item/s Canterbury Museum and the Lender shall agree on the method of shipment, which is to be confirmed on dispatch 14. Extension of loan period An extension of the loan period or variation of the exhibition itinerary and dates shall be sought in writing by Canterbury Museum. 15. Costs Unless otherwise agreed all financial and organisational costs associated with the packing, transportation and display of the item/s will be met by Canterbury Museum. 16. Catalogues/publications Canterbury Museum shall supply the Lender with one copy of any published catalogue or scientific paper free of charge. GENERAL 17. Governing Law and Jurisdiction This agreement is governed by the laws of New Zealand and the parties submit to the non-exclusive jurisdiction of the New Zealand courts in respect of all matters relating to the agreement. 18. Force majeure Neither party shall be liable far any act, omission or failure under this agreement if that act, omission or failure arises directly from a cause beyond reasonable control of the party concerned. This includes extreme weather conditions, civil disruption, or industrial action, provided that: (a) the party concerned immediately notifies the other party in writing; (b) each party continues to uphold its obligations under this agreement; (c) neither party shall be deemed to have accepted any extra costs which may be incurred by the other party through a delay resulting from that cause. 19. Partial invalidity Any provision of this agreement which is, or becomes invalid or unenforceable, shall be deemed to be deleted from this agreement. Invalidity or unenforceability shall not affect the other provisions of this agreement, all of which shall remain in force during the period of this agreement. 20. Non waiver No waiver, breach, or failure to enforce any provision of this agreement shall limit or waive the right of that party to subsequently require strict compliance with this agreement. 21. Non assignment Neither party may transfer or assign any liabilities or rights under this agreement to any third party without prior written consent of the other party which may be withheld by the other party at its absolute discretion. 22. Special Conditions Any special loan conditions will be listed separately under the heading ‘Special Conditions’ on Schedule A of this agreement and will override these conditions.
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facilities questionnaire
The information you provide will be confidential. Please be as specific as you can and enclose copies of any relevant plans, specifications, policies, etc.
Name of Institution
Address
Telephone Number
Fax Number
Email address
Contact person for Loans (including position)
Main Building
Describe the materials used to construct the building (eg wood, brick, concrete, insulation, etc)?
What environmental monitoring systems are in place?
Can you adjust temperature and relative humidity levels for the whole building?
What are the set points for temperature and relative humidity (include fluctuation levels)? Please provide charts and ensure that the charts cover the same season as the proposed exhibition period.
Does the building have an air filtration system? If yes, what is the maximum particulate size?
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What dust monitoring systems are in place?
Do you have an Integrated Pest Management programme? If yes, describe treatments carried out to incoming/outgoing materials. If no, what steps are taken to control insect and other pests?
Proposed Exhibition Area(s)
Describe the materials used to construct the exhibit space and exhibits (eg wood, brick, concrete, insulation, glass, metal, etc)
Can you adjust temperature and relative humidity levels for the exhibition area(s)?
What are the set points for temperature and relative humidity (include fluctuation levels)? Please provide charts and ensure that the charts cover the same season as the proposed exhibition period.
What environmental monitoring systems are in place?
Describe how you will ensure that your lighting will be adjusted to the appropriate levels for the objects being borrowed.
Does the Exhibition space have an air filtration system? If yes, what is the maximum particulate size?
What dust monitoring systems are in place?
Security
Describe any electronic surveillance equipment at your facility
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Do you have 24-hour human guard security?
What type of security personnel does your institution utilise eg security employees, other staff, outside security contractors, volunteers, etc (please specify all)
Indicate number of guards on duty during public hours & during closed hours
Do you have an electronic security alarm system in operation throughout the building?
If ‘no’ specify which areas are not protected
Insurance
Do you have an insurance policy with all-risk museum coverage on a wall-to-wall basis? (if no, please outline your institutions insurance)
Is it subject to standard exclusions? (please include a copy of these)
Have there been any losses or major damage within your institution within the last 5 years? (if yes, please supply details)
Exhibition Unpacking/Preparation/Installation
Does your institution have a loading area? Please describe how objects are received into the institution eg how are large crates handled?
Do you have staff specifically trained to pack and unpack objects? What training have they received?
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Are installation staff trained to handle and install collections following accepted conservation standards? What training have they received?
Supervised by whom (include job title)?
Are written incoming and outgoing condition reports made on all objects? By whom?
Are gloves used, when appropriate, for handling objects?
Photography/Television
Are restrictions placed on photography and filming? If yes please specify.
How is this monitored / managed?
Special Events and Openings
Are eating or drinking allowed in the exhibition areas at any time?
Is smoking allowed in the exhibition areas at any time?
If yes, please specify.
Fire Protection
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Describe your fire protection systems (eg smoke detectors, heat sensors, alarms, etc) for the building and for each exhibition area (if different).
Is there an established procedure with the fire department as to how they enter and extinguish a fire to avoid unnecessary damage to objects? Please specify.
How long does it take the fire department to arrive at your facility in response to an alarm?
Emergency Response
Does your institution have an up-to-date Emergency Response Plan?
Who is responsible for responding to an emergency?
Report prepared by: Name: Position: Date: Please return completed questionnaire to: Associate Registrar Canterbury Museum Rolleston Avenue Christchurch 8013 New Zealand [email protected]
Telephone: 64-3-366 5000 Facsimile: 64-3-366 5622
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loan application form Conditions for acceptance of loan requests:
a minimum of 3 months’ notice from receipt of this form is required for Outgoing Loans
loans are made to institutions rather than individuals (except in exceptional circumstances)
borrowers will be required to insure all objects
borrowers may be asked to supply a facilities report
for non scientific loans: borrowers to pay packaging, transportation and other costs as agreed.
Loan requested by: name and title/position
Phone Fax Email
Contact person: name and title/position (for loan administration - if different from above)
Phone Fax Email
Institution name, postal and street addresses
Dates Required
Loan approval confirmation required by Loan start date Loan end date
Objects required (either a detailed list of specific objects with accession/catalogue numbers or a description of the general type of object required if a list has not been finalised)
Accession No Name/Title Image
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Reason for loan (details of exhibition, research etc planned, including details of any testing, sampling or destructive analysis)
Please advise of any planned publication or reproduction
Do you anticipate collecting the objects from the Museum? ☐ Yes ☐ No
If yes, please state method of transport
If no, we will arrange suitable packaging and transport Signed_________________________________________________ Date___________________________ Please return this form to: Associate Registrar Canterbury Museum Rolleston Avenue CHRISTCHURCH 8013 Phone 03 366 9429 ext 831 Fax 03 366 5622
Email [email protected]
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outgoing loans checklist and approval Loan No. «Loan_File_No» Curator: «Curator_In_Charge» Borrower: «Borrower» Objects: «No_of_Items»«Item_Brief_Description»
No on Object Number Name Classification Value Restriction Restriction Notes
«No_on_object» «Number» «Name» «Classification» «Value» «Restriction» «Restriction_Notes»
Reason «Loan_Purpose» Dates Required «Start_Date»-«End_Date»
Total value of requested objects
«Insurance_Value»«Insurance_Value_overridden»
Loan application received (attach) Y/N
Pre-approval condition assessment completed: Y/N
Fit to loan Require treatment/specified packing Not fit to loan
Curatorial recommendation received Y/N
Objects owned by Canterbury Museum? Y/N
Destructive Analysis report required? Y/N
Objects have Vernon records? If no, attach proposal for cataloguing Y/N
Any special packing/transportation issues. If yes, provide details: Y/N
Facilities report required? Y/N
Facilities report meets requirements? If “No” list requirements not met Y/N
Insurance (transit &/or on-site) to be covered by borrower? (Must cover the total value of the objects loaned.)
Y/N
Approval in principle Signed:
Date:
Y/N
Destructive Analysis report completed Y/N
Any statutory or other special requirements for objects? (Eg. Protected Objects Act, CITES) If yes, provide details:
Y/N
Are any significant costs likely to be incurred (eg packing, treatment)? If yes, provide details: Y/N
Condition Report received (attach) Y/N
Conservator verified condition report Y/N
Costs discussed & agreed with borrower Y/N
Invoice raised for costs? Y/N
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Funding approved (if required) Y/N
Issues:
Loan agreement signed Signed:
Date:
Y/N
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Curatorial Assessment
Curator name:
Are valuations in Vernon current? Y/N
Does this loan fit with Museum policy? (approved borrower, purpose, etc)
If “No” please provide details:
Y/N
Objects owned by Canterbury Museum? If no, provide details:
Y/N
Is Iwi/whanau/owner approval to loan any of the objects required? If “Yes” provide details:
Y/N
Will a ceremony be required for any taonga? If “Yes” provide details:
What type of ceremony:
Who needs to be involved:
Who will organise the ceremony:
Y/N
Any special packing/transportation issues from curatorial perspective? If yes, provide details:
Y/N
Any other special conditions for any of the objects/taonga? If yes, provide details:
Y/N
Any loan agreement conditions from curatorial perspective? If yes please list conditions
Y/N
Are any objects requested required for other programmes or events? If yes, provide details:
Y/N
Recommendation: All objects recommended for loan Yes No (if “no” provide details) If not all recommended, any substitutions? (Please list): Name Date
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Loan Pre-Approval Conservation Assessment Check List (√ - tick applicable)
CMD to add specific recommendations to loan agreement
Notes:
Specify objects with individual recommendations by catalogue number
If unsure of any considerations, consult in-house or other specialist conservator
Consult appropriate curator as necessary, especially for natural history collections
Object(s) Conditions with Treatment Implications
Unstable components:
Detached components:
If object(s) require cleaning:
- Collections Technician to carry out
- Conservator to carry out
If object(s) requires conservation treatment:
- Treatment to be carried out in-house
- Treatment requires contract conservator(s)
Treatment is likely to be:
- Minimal (one day or less)
- Median (3 months or less)
- Significant (1 year or less)
- Extensive (more than 1 year)
Cost estimate of treatment
Object(s) Conditions with Packing and Handling Implications
Components sensitive to handling:
Components sensitive to vibration:
Recommended packing &/or handling required (beyond standard museum practice):
Object(s) Conditions with Exhibition Implications
All or some components sensitive to visible/UV light
Recommended light levels:
Recommended maximum exhibition duration:
All or some components unusually sensitive to extremes &/or fluctuations in relative humidity &/or temperature requiring measures beyond standard museum practice
Recommended additional measures:
All or some components require special mounts and/or display cases:
Recommendations:
Recommendation
Fit to loan
Fit to loan following specified packing, handling, mounts, environmental conditions &/or recommended conservation treatment
Not fit to loan
Date: Assessment completed by:
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Page 1 of 3
1 of 3
outgoing loan agreement
Loan number «Loan_File_No»
Date «Loan_Request_Date»«Loan_Request_Date»
Borrower «Borrower» «Borrower_Contact»
Address «Borrower_Address»
«Borrower_s_Notes»«Borrower_s_Notes»
Telephone «Borrower_Phone» Facsimile Email
Canterbury Museum contact «Curator_In_Charge» Title
Any special conditions will be included in an attachment entitled “Schedule A”. Schedule A attached? Y / N
Total loan insurance value (including objects, display accessories, packaging and materials)
«Insurance_Value»«Insurance_Value_overridden»«Insurance_Value_overridden»
Purpose of loan «Loan_Purpose» Period of loan «Start_Date» to «End_Date»
Object(s) borrowed
«No_on_object» «Number» «Name» «Value»
Total number of objects
«Number_of_Objects» Total value of objects - «Insurance_Value»
The borrower and Canterbury Museum hereby agree to abide by all Loan Conditions and any special conditions in Schedule A Canterbury Museum Signed Name Title Date
Borrower Signed Name Title Date
For Canterbury Museum to complete upon despatch of objects
Loan despatched Date
Signature Title
Signature Title
For Borrower to complete upon receipt of objects. If any object is not received in good order Canterbury Museum must be informed immediately and details entered by the Borrower on the Condition Report.
All objects received in good order Y / N Date
Signature Title
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For Canterbury Museum to complete upon return of objects.
All objects returned in good order and Borrower notified
Y / N Date
Signature Title
Signature Title
Schedule A «Agreement_Condition_Notes»
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LOAN CONDITIONS 1. Period of loan The object/s will be lent by Canterbury Museum to the Borrower between the dates listed under the heading "Period of loan" on the front page of this agreement. The Borrower will receive or collect, and return the object/s within these specified dates. If a further loan period is required it must be requested in writing at least three months prior to expiry of the loan and agreed to in writing by Canterbury Museum. If at any stage during the course of the loan Canterbury Museum wishes to cancel the loan for any reason, they will give the Borrower at least three months notice in writing. 2. Protection of object/s The Borrower will at all times ensure that the object/s, including packaging and materials, are treated with all due care in order to ensure protection against loss, damage, or deterioration. Should any loss, damage or deterioration occur, Canterbury Museum must be informed immediately (refer section 4 below) of the details. 3. Insurance Unless otherwise stated in Schedule A, the Borrower will insure the object/s, including any and all display accessories, for the total amount specified under the heading "Total loan insurance value”, which includes packaging and materials, on the front page of this agreement. Please note that Natural History type specimens must be insured for $3,000 each. Objects must be insured from the time they leave Canterbury Museum until the time they are returned, under an all risk, door-to-door policy subject to the following exclusions: normal wear and tear, insects, vermin or inherent vice, repair, restoration or retouching processing, or hostile or warlike action. The Borrower will provide Canterbury Museum with a Certificate of Insurance prior to the dispatch of the object/s. 4. Loss, damage or deterioration to object/s The Borrower must report any damage or loss immediately to the Canterbury Museum contact. Should damage occur in transit to the Borrower’s premises, Canterbury Museum and the carrier must be notified at once, and all packaging and materials must be saved until Canterbury Museum and the carrier have inspected the object/s, the material, and the damage. All detachable parts and fragments must be retained. In the event of total loss, the Borrower will be liable to Canterbury Museum for the total amount listed under "Total loan insurance value” on the face of this agreement. In the event of partial loss, the Borrower will be liable to Canterbury Museum for any loss of value that may occur as a result of such damage, plus any amount required to restore the object. However, the Borrower’s total liability will not exceed the amount indicated and will be reduced by the amount of insurance proceeds received by Canterbury Museum under the insurance policy referred to above. Title to the object/s will remain with Canterbury Museum at all times even in the event that Canterbury Museum is compensated for any loss. 5. Conservation or restoration treatment No conservation work, treatment, repair or cleaning is to be undertaken without the prior written consent of Canterbury Museum. 6. Condition Report Where required, Canterbury Museum will provide a Condition Report to accompany the loan object/s. The Borrower will complete the Condition Report upon the arrival and unpacking of the object/s and at any venue immediately prior to the departure of the object/s from that venue. 7. Exhibition of object/s The Borrower must at all times protect the object/s from excessive humidity and excessively dry conditions. Any instructions specified by Canterbury Museum in the Condition Report or on Schedule A must be adhered to. 8. Natural History specimens Natural History specimens must not be left in sunlight and wet material must not be allowed to dry out. Specimens must not be altered in any way, including detachment of pieces for DNA analysis, without prior written approval from Canterbury Museum. Labels must not be separated from specimens.
9. Security Unless otherwise stated in Schedule A the object/s must be kept in a locked, secure area while in storage and during unpacking and repacking. The object/s are to be kept under continuous staff surveillance during public hours and while on exhibit. During non-public hours the Borrower’s premises must be protected by an electronic security system. 10. Packing and transportation Packing and transportation will be made by safe methods approved in advance by Canterbury Museum. The Borrower must protect the object/s from direct sunlight, rain, excessive humidity, and excessively dry conditions whenever the collection object/s are in transit. The Borrower will provide qualified staff to assist with unpacking, installation, and repacking of the object/s. The object/s must be repacked using the same crates/materials in which they were received. Any special instructions must be followed in detail. 11. Exhibition itinerary and dates For travelling exhibitions, the Borrower may only exhibit the object/s at the venue/s and between the dates as specified in Schedule A of this agreement. Any variation to the itinerary must be approved in writing by Canterbury Museum and covered by parallel extension of insurance coverage. 12. Acknowledgement The Borrower will acknowledge Canterbury Museum on exhibition labels, catalogues, associated publications and in any permitted reproduction of the object/s. The Borrower may not use or represent Canterbury Museum’s branding or logo without obtaining the Museum’s written consent. 13. Copyright and reproduction Due to copyright law, the Borrower must direct any request to reproduce the object/s to Canterbury Museum. The Borrower may photograph the exhibition installation. Without prior permission, no member of the public may photograph the collection object/s for reproduction purposes. Requests for photography of the object/s must be directed to Canterbury Museum. 14. Costs Unless otherwise agreed all costs associated with the packing, transportation, and display of the object/s will be met by the Borrower. GENERAL 15. Governing law and jurisdiction This agreement is governed by the laws of New Zealand and the parties submit to the non-exclusive jurisdiction of the New Zealand courts in respect of all matters relating to this agreement. 16. Force majeure Neither party will be liable for any act, omission or failure under this agreement if that act, omission or failure arises directly from a cause beyond reasonable control of the party concerned. This includes extreme weather conditions, civil disruption or industrial action, provided that: (a) the party concerned immediately notifies the other party in writing; (b) each party continues to uphold its obligations under this agreement; (c) neither party will be deemed to have accepted any extra costs which may be incurred through a delay resulting from that cause. 17. Non waiver No waiver, breach, or failure to enforce any provision of this agreement will limit or waive the right of that party to subsequently require strict compliance with this agreement. 18. Non assignment Neither party may transfer or assign any liabilities or rights under this agreement to any third party without the prior written consent of the other party which may be withheld by the other party at its absolute discretion. 19. Special conditions If applicable, any special loan conditions will be listed separately on an attachment to this agreement entitled ‘Schedule A’.
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Temporary Custody Agreement No:
Number Name Value
Temporary custody for the above objects is required by ____________ on ____________. Objects are to be returned by _____________ Purpose of custody: Conditions: Approved: Signed _____________________________________ Date __________________
Loan despatched Date
Signature Title
Signature Title
Responsibility for objects accepted
Y / N Date Details
Signature
Title
Objects returned in good order (if not please provide
details)
Y / N Date Details
Signature Title
Signature Title
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condition report Loan number
Borrower/Lender
Exhibition
IMAGE OBJECT NUMBER
OBJECT NAME DIMENSIONS (mm)
CONDITION – Refer to Photo Documentation CONDITION RATING
-
-
-
-
-
-
-
-
Recommendations (packing, handling, exhibition/storage conditions) - -
Examined by
Position
Date
130
LOAN NUMBER – BORROWER/LENDER - EXHIBITION
Condition on arrival/departure _______________________________________________________________________________________________________________________ Condition on arrival/departure
Examined by
Position
Date
131
LOAN NUMBER – BORROWER/LENDER - EXHIBITION
Condition on arrival/departure
Examined by
Position
Date
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collections incident reporting form
Please return the form to the Registrar when completed
SECTION ONE (to be completed by person reporting the incident)
Name of person reporting incident Date
PARTICULARS OF INCIDENT
Date of incident (actual or discovered) Time Location
Number of objects affected (provide details on reverse side)
DESCRIPTION OF INCIDENT (Please photograph the incident/object in situ where possible – images can
be attached at the end of the form)
Describe what happened:
SECTION TWO (to be completed by Registration)
Object moved from original location? Yes No Location updated?
If removed from display, Director, Deputy Director, Customer Experience Manager, Exhibitions Manager,
Security and Risk Manager, and Curatorial Manager?
Vernon record created if necessary?
Condition rating updated? Link to report/photos added? Report added to Incident Register?
Exhibitions or Conservator contacted? Yes No
Completed by Date
Condition rating and location updated in Vernon? Treatment report file number TR
133
Object Number Name Location Damage/incident
134
Recommendations for future
improvements
135
Appendix 7.11
Application to sample objects in Canterbury Museum’s collection
This form is to be used for all requests to sample, analyse or use an object(s) for any
procedure that may put the collection item at risk or change its current condition in any way
and includes both destructive and non-destructive testing. The people signing this form must
have authority to do so.
Name and contact details of person making request Ref. no.
Name of institution and position Name of supervisor (where applicable)
Provide details of all objects to be analysed, indicate if it is a type specimen. Attach separate
list where more than five objects involved
Accession number
Name of object Object value $
Brief description of proposed research and processes to be used. In the case of destructive
sampling specify the intended method of sample extraction and the sample size.
Explain how this research is justified and will add to the body of knowledge about the object,
including date and title of proposed publications, and any other benefits for the Museum.
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By making this request I am agreeing to provide the following details:
References supporting the investigators level of competence with the procedure
Evidence that the proposed techniques will produce reliable and scientifically
valuable results
Evidence of consultation where applicable
A letter from a supervisor in the case of students
References citing previous related results showing that this analysis is not
duplicating existing work
Copies of all test results and information related to the sampling of the object(s)
within 12 months of approval, including the return of any unused sample material
New information for the object’s record within 12 months of approval
Copies of all resulting publications within 12 months of approval
Signed……………………………………………………………. Date………………………….
(Researcher)
Curator’s recommendation: Signed……………………………………………………………….
Total value of objects to be sampled $ Date……………………..
Request approved/not approved Director………………………………………………………………
Date ………………………
Conditions/restrictions
Researcher’s agreement to conditions Researcher………………………………………………………. Date……………. Supervisor ……………………………………………………….. Date……………. (where applicable)
Describe any variations to sampling methodology proposed by curator or researcher at time of sampling Curator………………………………………………………. Date …………………………. Researcher…………………………………………………. Date …………………………. Approved/not approved
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Director………………………………………………………. Date ……………………….. Any variations/major changes or differences of opinion to be authorised by the Director before sampling proceeds.
Application form to be returned to the Director, Canterbury Museum, Rolleston Avenue,
Christchurch 8013, New Zealand.
The responsible curator
Once process completed the form will be given to Registration to import onto the Vernon
record for each object sampled, and to diary when reports and publications
138
139
memo
To CDMT
cc
From Date Click here to enter a date.
Subject
Recommendations:
Name
Role
Approved/Not Approved: ______________________ Date: _________________
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Disposal worksheet
To be filled out for items recommended for disposal, and accompany the CDMT memo for
disposal.
Do we have legal title?
Objects will only be considered for deaccession and disposal if clear and unconditional title is
held.
If title is not held the Museum will seek legal advice.
Choose an item.
Notes and evidence:
Are there any other restrictions?
Biological and fossil type specimens and especially those that have been figured or published
will not be deaccessioned.
Choose an item.
Notes and evidence:
Can we contact the original donor?
If an object is to be recommended for deaccession every effort will be made to trace the original
donor to seek their wishes regarding return of the object. If the donor does not still live at the
address given or is not listed in directories then an advert will be placed in the local
paper. Once every reasonable effort has been made to trace the original donor the curator will
be guided by the process for deaccessioning.
Choose an item.
Notes and evidence:
Disposal options in order of priority
Repatriation to the appropriate iwi, hapū or whānau
Choose an item. Reason:
Transfer to another museum collection
No
Reason:
Gift to a not-for-profit organisation
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No
Reason:
Sale to a not-for-profit public organisation
If deaccessioned objects are to be disposed of by sale then two independent valuations must
be obtained and the sale carried out in a way that protects the reputation of the Museum.
Proceeds from the sales of any deaccessions will only be used for the purchase of other
objects for the Collection or for conservation of specified objects.
Proceeds will not be used for operating expenses.
No
Reason:
Sale by public auction
No
Reason:
Destruction
Objects to be disposed of by destruction will be witnessed by two staff members who will both
sign and date the relevant written approval.
No
Reason:
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