HomeMy WebLinkAboutCS-34-91 =Y�f
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MEETING: GENERAL PURPOSE AND ADMINISTRATION
DATE: . SEPTEMBER 9, 1991
REPORT #: CS-34-91 FILE #:
SUBJECT: DISPOSITION/RETENTION OF TOWN HISTORICAL FURNITURE AND DOCUMENTS
RECOMMENDATIONS:
It is respectfully recommended that the General Purpose &
Administration Committee recommend to Council the following:-
1. That Report No. CS-34-91 be received; and
2. That the attached amended Policy for Disposition/Retention of Town
Historical Furniture and Documents be approved.
1.0 BACKGROUND:
1.1 Council is aware of concerns expressed by both the Clarke and Bowmanville
Museum Boards regarding the policy for Disposition/Retention of Town
Historical Furniture and Documents and its application to disposal of
Museum artifacts. Staff were directed to review the concerns and report
back to Council with a recommendation.
2.0 REPORT:
2.1 Staff met with Chairman Mrs. Donna Robbins of the Clarke Museum Board and
the Curators of both Museums to discuss the Boards' concerns. Mr. Colwell
delegated Mr. Charles Tawes to represent his Board's interest.
2.2 Council is aware that two Council members have been appointed to each
Museum Board and that the minutes of both boards are reviewed by Council
for approval. In addition, Council has previously approved each Boards
policy dealing with artifacts and the provisions by which they may be
traded, sold or disposed.
2.3 Council has not indicated any wish to alter either museum boards' operation
policy therefore in order to prevent redundancy there is a need to adjust
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REPORT NO. CS-34-91 - 2 - SEPTEMBER 9, 1991
the captioned policy to allow the museums to carry on its business of
managing its artifacts. Disposal of museum items other than artifacts
would be in accordance with this policy.
2.4 "Attachment A" is a proposed redraft of the Disposition/Retention of Town
Historical Furniture and Documents Policy. Clause 1.3 of the attached
policy has been added to reflect that intent and has been reviewed by the
Boards' representatives and has their concurrence.
Respectfully submitted, Recommended for presentation
to the Committee,
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Jos=,fh P. Caruana, Director Lawrence r.YKotseff
De.'.rtment of Community Services Chief A. i '"strative Officer
JPC:JDC:sa
91) 7
ATTACHMENT A OF REPORT NO. CS-34-91
CORPORATION OF THE TOWN OF NEWCASTLE
P O L I C Y DATE: JULY 16, 1991
DEPARTMENT: COMMUNITY SERVICES DEPARTMENT
DIVISION: OPERATIONS
SECTION: BUILDINGS
SUBJECT: DISPOSITION/RETENTION OF TOWN
HISTORICAL FURNITURE AND DOCUMENTS PAGE 1 OF 2.
1.0 DISPOSAL/RETENTION OF FIXED ASSETS:
1.1 All fixed assets purchased for or donated to a Town owned building or Town
appointed Board for use in the building shall be the property of the Town
and as such shall not be disposed of, given away, removed, donated,
exchanged or sold without direction of Council.
1.2 All requests to dispose, give away, remove, donate, exchange or sell
historical fixed assets shall be referred to the Director of Community
Services who will seek direction from Council. Depending upon the nature
of the request, the Director may refer the items concerned to either
museum curator for input and assessment.
1.3 The Clarke Museum and the Bowmanville Museum are an exception to this
policy in regards to their respective Collections Management Policies
which deal with the accession and de-accession of museum artifacts. Such
artifacts may be traded, exchanged, sold or otherwise disposed in
accordance with the Museums' own Council approved policies.
1.4 Fixed assets shall be considered as possible items worthy of conservation
if they fulfil the following criteria:
1.4.1 The item was manufactured or created within the geographic area now known
as Newcastle.
1.4.2 The item is a unique example of a particular style and/or period.
1.4.3 The item is representative of a significant event reflecting the history
of the Town of Newcastle, the former Townships of Darlington and Clarke
or any of the communities found within the Town.
1.4.4 The item is dealing with or belonged to a leading citizen or noteworthy
individual who has attained Provincial, National or International
recognition.
1.4.5 The item was used in connection with municipally sponsored special events,
dedications, openings and ceremonies in the Town of Newcastle or for which
some commemorative value is perceived.
1.5 Fixed assets recommended to be retained shall periodically be reported to
Council for information.
1.6 Fixed assets to be disposed of shall be in accordance with Town approved
Policy and Purchasing By-law 82-96.
2.0 HISTORICAL AND LEGAL DOCUMENTS:
2.1 All deeds, leases, agreements, meeting reports and legal documents related
to the Town's affairs is the property of the Town.
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P O L I C Y DATE: JULY 16, 1991
DEPARTMENT: COMMUNITY SERVICES DEPARTMENT
DIVISION: OPERATIONS
SUBJECT: DISPOSITION/RETENTION OF TOWN
HISTORICAL FURNITURE AND DOCUMENTS PAGE 2 OF 2.
2.2 The Town Clerk shall encourage the recovery of any documents deemed
important to the Town.
2.3 At the discretion of the Town Clerk, upon a written request from either
Museum Board, documents of an historical nature may be permanently housed
in their facilities.
2.4 The Town Clerk will endeavour to share copies of significant documents
recovered with appropriate departments.
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