REF12.1 Policy Statement
The Salt Lake City Public Library is a dynamic civic resource that promotes free and open access to information, materials, and services to all members of the community to advance knowledge, foster creativity, encourage the exchange of ideas, strengthen community, and enhance the quality of life. Within this commitment to cultural exploration and enhancement, the Library owns and maintains a permanent collection of original artworks.
REF12.2 Display and Housing
Works in this collection are displayed throughout the City Library System in public and staff spaces. Items not on display are housed in a secured area with limited access. Departments may request use of items in this collection for use as art displays.
REF12.3 Proper Display of Works
Works will only be displayed in areas where environmental controls allow the lowest possibility of damage or deterioration. Works containing wood, fiber, linen, canvas, paper, and pigments are highly susceptible to damage or deterioration when exposed to direct sunlight, fluorescent light, humidity, and temperature fluctuations.
REF12.4 Inventory
The City Library maintains an inventory list of all items in this collection. The Library may also maintain an updated appraisal for the collection.
REF12.5 Public Access to Works
Arrangements may be made for individual patrons to view works within this collection. To view a work that is not on public display, a patron should make a formal request at least 24 hours in advance. Works may only be viewed at the location where they are housed.
REF12.6 Loan of Works
In rare cases, loan of works in this collection may be made to appropriate institutions for use in exhibits or for scholarly study. Appropriate institutions include, but are not limited to, museums, galleries, libraries, and historical organizations. An Outgoing Loan Agreement contract (see REF12.9) must be completed and signed before works are released for loan. All loan requests of these materials are subject to final approval by the Library Director.
REF12.7 Additions to the Collection
REF12.7.1 Additions to this collection may be made in the following ways:
REF12.7.2 The Library Director may form a committee or employ outside experts to advise, appraise, or recommend additions to the collection. The Library Director will review recommendations. All additions (donations and purchases) to the collection are subject to final approval by the Board of Directors.
REF12.8 Deaccession of Works from the Collection
Periodically, it may be determined that a work or works from this collection are no longer needed in the collection. The Library Director may form a committee or employ outside experts to advise, appraise, or recommend deaccession of works from the permanent art collection. The Library Director will review recommendations. All deaccessions from the collection are subject to final approval by the Board of Directors.
Deaccession may happen in the following ways:
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Donation of the work to another public cultural institution.
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Sale of the work to another public cultural institution.
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Trade for works that can better enhance the scope of the collection.
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Sale of the work on the open market.
REF12.9 Outgoing Loan Agreement Contract
SALT LAKE CITY PUBLIC LIBRARY
210 East 400 South
Salt Lake City, UT 84111
(801) 524-8200
PERMANENT ART COLLECTION – _
TO:
(Name)
(Street Address)
(City/State/Zip)
(Telephone)
Date Initiated:
In accordance with the attached conditions, the object(s) listed below is/are lent for the following purpose(s) only:
for the period to
Location of objects while on loan:
Loan Recommended by
DESCRIPTION OF OBJECT(S) INSURANCE VALUE
INSURANCE _ To be carried by Library _ Insurance waived
Premium to be billed to Borrower To be carried by Borrower
CREDIT LINE TO READ: Permanent Collection, Salt Lake City Public Library
I have read and agree to the attached conditions and certify that I am authorized to enter into this Agreement.
BORROWER OR AUTHORIZED AGENT APPROVED BY SALT LAKE CITY PUBLIC LIBRARY
Signed Signed
Title Title
Date Date
REF12.10 Conditions for Outgoing Loans (to be attached to Outgoing Loan Agreement)
SALT LAKE CITY PUBLIC LIBRARY
PERMANENT ART COLLECTION
CONDITIONS FOR OUTGOING LOANS
(to be attached to Outgoing Loan Agreement)
Protection of Outgoing Loans
Objects borrowed shall be given special care at all times to insure against loss, damage, or deterioration. The Borrower must take reasonable precautions to protect borrowed objects from fire, theft, mishandling, dirt, insects, vermin, human contact, and extremes of light and temperature.
The Borrower must notify the Library immediately if s/he discovers damage or loss. The Borrower must follow this notification with a full written report that includes photographs explaining the damage.
No object may be removed from its frame, altered, cleaned, restored, repaired, photographed, photocopied, or otherwise reproduced without the Library’s written permission.
The Borrower must secure objects from damage and/or theft by using appropriate brackets, railings, display cases, or other responsible means.
Insurance of Outgoing Loans
Objects shall be insured during the period of this loan for the value stated on the face of this Agreement, or fair market value, whichever is greater. Objects must be insured under an all-risk policy subject to the following standard exclusions: wear and tear, gradual deterioration, insects, vermin or inherent vice, repairing, restoration or retouching processes, hostile or war-like action, governmental action, invasion, insurrection, rebellion, nuclear radiation, or radioactive contamination. The Borrower must insure the objects as soon as they either leave the Library or are removed from a library vehicle.
Any lapses in insurance coverage, any failure to secure insurance, and/or any action by the Lender concerning notice will not release the Borrower from liability for loss or damage.
Insurance values may be reviewed periodically. The Library reserves the right to increase coverage if reasonably justified. In the event of loss or damage, the Borrower’s liability to the Library will be limited to the insurance value then in effect or the fair market value, whichever is greater.
The Borrower agrees to indemnify the Library for any and all loss or damage to the objects occurring during the course of the loan, except for loss or damage resulting from wear and tear, gradual deterioration, inherent vice, war, and nuclear risk.
Packing and Transportation
The Borrower agrees to pack and transport objects using safe methods.
Costs
Unless otherwise noted, the Borrower must assume all costs of packing, transportation, customs, insurance, and other loan-related costs.
Reproduction and Credits
The Borrower shall label each object and give credit to the Library. Unless the Library otherwise stipulates in writing, the visiting public may photograph the borrowed objects. The Borrower must obtain permission from the Library to reproduce objects for purposes other than recordkeeping, including catalogue, education, and publicity uses related to the loan’s stated purpose.
Return/Extension/Cancellation
The Borrower must return objects to the Library in satisfactory condition by the stated termination date. Only the Library Director or her/his designate may approve an extension of the loan period. Such an extension must be granted in writing and accompanied by a parallel extension of insurance coverage. The Library reserves the right to recall objects from loan on short notice, if necessary. The Library also reserves the right to cancel any outgoing loans for good cause at any time. The Library will make every effort to give reasonable notice for any loan recalls.
Interpretation of Conditions Governing Outgoing Loans
In the event of any conflict between this Agreement and any of the Borrower’s forms, the terms of this Agreement are controlling.
Approved by Library Board of Directors, December 2006