City of Toronto Art Collection Management Policy

CITY CLERK

Clause embodied in Report No. 6 of the Economic Development and Parks Committee, as adopted by the Council of the City of Toronto at its meeting held on June 18, 19 and 20, 2002.

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City of Toronto Art Collection Management Policy and Historical Collection Management and Development Policies (All Wards)

(City Council on June 18, 19 and 20, 2002, amended this Clause by adding thereto the following:

"It is further recommended that the following motion be referred to the Chief Financial Officer and Treasurer and the Commissioner of Economic Development, Culture and Tourism for report thereon to the Economic Development and Parks Committee, such report to address the development of a strategy for ongoing enhancement of the City of Toronto's art collection:

Moved by Councillor Moscoe:

`It is recommended that the City art collection apply for an annual major cultural grant approximately equivalent to grants provided to each of the "Big 5" cultural organizations, for the acquisition of art for the City of Toronto's permanent art collection.' ")

The Economic Development and Parks Committee recommends the adoption of the following report (May 6, 2002) from the Commissioner of Economic Development, Culture and Tourism, subject to adding the following:

"including opportunities for collaboration and co-operation with the Royal Ontario Museum and the Art Gallery of Ontario.":

Purpose:

This report seeks approval for the City of Toronto Art Collection Management Policy, the Historical Collection Management Policy and the Historical Collection Development Policy.

Financial Implications and Impact Statement:

There are no financial implications resulting from the adoption of this report.

Toronto City Council June 18, 19 and 20, 2002

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Economic Development and Parks Committee

Report No. 6, Clause No. 10

Recommendations:

It is recommended that:

(1) Council approve the City of Toronto Art Collection Management Policy (Attachment No.1), the Historical Collection Management Policy (Attachment No. 2) and the Historical Collection Development Policy (Attachment No. 3); and

(2) the appropriate City officials be authorized and directed to take the necessary actions to give effect thereto.

Background:

At the time of amalgamation, the new City of Toronto inherited art collections from the former municipalities and responsibility for the collections was assigned to the Economic Development, Culture and Tourism Department, Culture Division. This precipitated a re-organization of the museums, preservation, archival and other heritage and cultural services of the former municipalities to be administered under two separate units within the Culture Division ? Arts Services (Fine Art Collection) and Museum and Heritage Services (Historical Collection). Each of the various collections formerly had different management policies which needed to be modified and combined into one policy.

The new City of Toronto Art Collection Management Policy (Attachment No. 1) harmonizes the fine art collection practices at the City art centres and galleries administered by the Culture Division. It addresses such issues as access to the collection, loans, appraisals, acquisition practices and de-accessioning. The policy meets museum standards and new eligibility criteria for provincial and federal programs, including applications to the Cultural Property Export Review Board for tax credits for donors of art to the City.

The new City of Toronto Historical Collection Management Policy (Attachment No. 2) and the Historical Collection Development Policy harmonize the collection management policies across all of the historic museums and were developed as a result of the provincial museum grant program requirement that policies be in place in this format. The new policies replace all previous historic collections development policies of the museums administered by the Culture Division.

The Development and Management policies also meet standards for eligibility to obtain federal and provincial museum grants, addressing such issues as risk management, acquisition, de-accessioning, loans and research.

Comments:

The Community Museum Management Boards support these policies which provide for Museum Board participation in historic collection management decisions. All policies define the scope of collecting to ensure City resources are used appropriately, efficiently and effectively. The management policies also serve as an important ethical guide with respect to collection stewardship and allows for long term strategic planning for growth.

Toronto City Council June 18, 19 and 20, 2002

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Economic Development and Parks Committee

Report No. 6, Clause No. 10

Conclusions:

The City of Toronto Art Collection Management Policy, Historical Collection Management and Development policies harmonize collection policies across all Culture Division facilities and reflect current practice and standards in the Canadian cultural sector. Additionally, these policies reflect current professional practices and standards and ensure the preservation of an important Toronto cultural asset for generations to come.

Contact Name:

Ms. Rita Davies, Managing Director of Culture, Telephone: 416-397-5323, Fax: 416-395-0278, Email: rdavies@city.toronto.on.ca.

Attachment No. 1

City of Toronto Culture Division Art Collection Management Policy

April 2002

1. Introduction 2. Art Collection Management Policy 3. Management Of The Art Collection 4. Access 5. Loans 6. Appraisal 7. Collection Development 8. Context Of Collecting 9. Acquisition Practices 10. Deaccessioning and Disposal 11. Appendix: Collection Interests at the City of Toronto Culture Division Sites

1. Introduction

1.1 The Culture Division

The creation of the new City of Toronto led to the establishment of the Culture Division which includes responsibility for the City's art collection, community arts, arts facilities and arts grants through the Culture Division.

1.2 The Art Collection

When the City of Toronto amalgamated on January 1, 1998, it inherited a legacy of fine art that dates from the middle of the 19th century to the present. Each of the former municipalities had made commitments to acquire and display fine art. Each municipal collection was guided and cared for by professional staff and citizen advisory boards. The new City of Toronto now enjoys the benefit of an extensive art collection held in the public interest under the stewardship of curatorial staff. Today over 2,500 moveable works of art, including paintings, sculptures, prints and drawings form the basis of this cultural legacy. The City's fine art collection reflects the cultural community and tells a story of Toronto's history.

Toronto City Council June 18, 19 and 20, 2002

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Economic Development and Parks Committee

Report No. 6, Clause No. 10

1.3 Mission

To maintain, exhibit and promote the City's art collection as a significant part of the culture and heritage of Toronto for the use and enjoyment of the people of Toronto and its environs.

1.4 Mandate

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To provide access to the collection for public use, benefit and enjoyment.

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To document, research, preserve and conserve the art collection in accordance with

current museological practices, ethics and standards.

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To develop and promote programs, publications and exhibits which interpret,

commemorate and showcase the art collection.

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To encourage and facilitate continuing research on the art collection and to augment the

existing body of documentation.

Public access to the collection is a primary objective and to this end the majority of the collection is on display in public areas of City Hall, Metro Hall and Civic Centres, including meeting rooms and reception areas. Works from the collection are also on public display in other civic buildings such as community centres and offices.

The City's art collection is administered by professional staff in the Culture Division. The inventory, accessioning, cataloguing, care and maintenance of the collection are administered by the Co-ordinator, Collections and Outreach.

2. Art Collection Management Policy

The Art Collection Management Policy outlines the principles and describes the requirements that the Culture Division will follow in managing and developing the Art Collection for the public's benefit. Works of art that the Culture Division assumes temporary responsibility for through loans or deposits from other institutions and individuals and the de-accessioning of art works are also addressed in this policy.

2.1 Procedures

Procedures that conform to this policy, as approved by the Manager of Arts Services, will be used to execute the Art Collection Management Policy. In cases where pre-existing legal agreements prevent their use, these agreements will continue in force until they can be brought into conformity with Culture Division practices.

2.2 Trust

Managing the art collection is an activity to be engaged in with care, integrity and informed expertise within a framework of the highest professional standards and in fundamental conformity with codes of ethics and principles as articulated by such organizations as the Canadian Museums Association, the Ontario Association of Art Galleries and the International Council of Museums.

Toronto City Council June 18, 19 and 20, 2002

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Economic Development and Parks Committee

Report No. 6, Clause No. 10

Management decisions affecting the Art Collection should be informed by the professional advice of appropriate and skilled curatorial personnel, with a clear focus on protecting the public interest in the collection, both for current and future generations.

2.3 Legal Obligations

This policy will conform to all applicable statutory and regulatory requirements. It also will conform to cultural property and other relevant treaties to which Canada is a signatory. (These include but are not limited to, the Ontario Heritage Act, the Cultural Property Export and Import Act, the Copyright Act, the Income Tax Act, the Municipal Freedom of Information and Protection of Privacy Act and the 1970 UNESCO Convention.)

3. Management of the Art Collection

3.1 General Supervision

Under the direction of the Manager of Arts Services, administration of the Art Collection will be the responsibility of the Co-ordinator, Collections and Outreach. He or she will administer the policies associated with the Art Collection and develop procedures for the approval of the Manager to facilitate fulfillment of these policies.

3.2 Art Centres and Site Supervision

Site co-ordinators, art consultants and curators at the arts facilities and civic exhibition centres operated by the Culture Division will monitor collection management issues at their locations and will report concerns to the Co-ordinator, Collections and Outreach within a timely manner to resolve these concerns.

3.3 Risk Management

The City will provide adequate insurance for its Art Collection in accordance with negotiated legal agreements, City Policy, and sound risk management practice. In addition, City personnel will work to eliminate, reduce, and mitigate threats to the collection.

3.4 Standardizing Past Practices

The works in the Art Collection have been assembled over a long period of time by a variety of organizations, institutions and predecessor municipalities. The conditions and practices followed in the past have varied from one another and over time. The Culture Division will regularize and conform past practices to current ones as much as is possible and desirable.

3.5 Assembling Documentation Recording and documenting relevant information about art works is an important part of the collecting process. This information serves as a record of accountability and due diligence for the art works the City holds in trust, and constitutes the corporate memory of the Art Collection to allow successive generations to manage the collection for the public good. The following requirements will be fulfilled:

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