13 town hall gallery collection acquisition policy and ... · acquires new art works to expand the...

Council Meeting Agenda 22/08/16

13 Town Hall Gallery Collection Acquisition Policy and Framework

Abstract The Town Hall Gallery Collection is Boroondara’s evolving narrative of local arts and culture, capturing ideas and moments in time. The Collection represents artworks about Boroondara, by Boroondara artists to maintain the legacy of cultural heritage within Boroondara. The draft Town Hall Gallery Collection Acquisition Policy 2016- 21(refer Attachment A) has been developed to articulate the management and growth of the Collection. The Policy is enhanced by a supporting framework document - the draft Town Hall Gallery Framework Document 2016-19 (refer Attachment B) which provides guidelines that outline the strategic direction of the Collection. The Collection includes just over 1,000 items and is divided into four components; Art Collection, History Collection, Local Government Collection and Public Art Collection.

Officers' recommendation That Council resolve to adopt the Town Hall Gallery Collection Acquisition Policy 2016-21 (refer Attachment A, as annexed to the minutes) and the Framework Document 2016-19 (refer Attachment B, as annexed to the minutes). Document information

City of Boroondara Town Hall Gallery of 36


Responsible director: Carolyn McClean

Community Development ___________________________________________________________________ 1. Purpose

The purpose of this report is seek endorsement from Councillors on the draft Town Hall Gallery Collection Acquisition Policy 2016- 21 (THGCAP 2016-21) (refer Attachment A) and draft Town Hall Gallery Collection Framework 2016-19 (THGC Framework 2016-19) (Attachment B).

2. Policy implications and relevance to council plan

The draft THGCAP 2016- 21 and THGC Framework 2016- 19 supports Council’s mission and vision by addressing the following strategic objective in the Council Plan 2013 -17:

Strategy 7 - Arts and Culture We will provide services, programs and facilities for the community to participate in a broad range of arts and cultural activities.

This document also supports key objectives outlines in the Boroondara Arts Plan 2015.

3. Background

The Town Hall Gallery Collection is Boroondara’s evolving narrative of local arts and culture, capturing ideas and moments in time, both small and great. The Town Hall Gallery Collection represents art works about Boroondara, by Boroondara artists or artists with a focus on Boroondara’s features, events and culture. The Collection combines art works, historical and civic memorabilia from the past municipalities of Kew, Hawthorn and Camberwell. The Collection actively acquires new art works to expand the Collection as well as historical items to maintain the cultural heritage of Boroondara. The development of the draft THGCAP 2016- 21 has been prompted by the conclusion of the Town Hall Gallery Collection Acquisition Policy 2010- 15 and Town Hall Gallery Art Collection Strategy 2010- 15. The proposed Policy and framework documents provide the guidance and management direction superseding the need for a strategy. The draft THGCAP 2016- 21 defines the scope and limitations for acquiring works for the Town Hall Gallery Collection. The policy is established to ensure: The development and maintenance of a high quality Collection The preservation and documentation of the Collection The purpose, significance and aims of the collections are described Access, enjoyment and understanding of the Collection is increasingly

shared with residents The Collection assists in shaping Boroondara’s cultural identity The Gallery follows public gallery professional standards across all areas

of operations.



After consultation with the Town Hall Gallery Collection Advisory Committee (THGCAC) and member galleries of the Public Galleries Association of Victoria (PGAV), it was determined that the draft THGC Framework 2016-19 should replace the Town Hall Gallery Art Collection Strategy 2010- 15. Combined with the Policy, the Framework provides key actions for the Collection over the next three years.

4. Outline of key issues/options

Attachment A is the proposed draft THGCAP 2016- 21 and THGC Framework 2016- 19. The prior THGCAP 2010- 15 was reviewed and consultation entered into with THGCAC as well as public gallery sector experts. Key areas of proposed changes to the THGCAP are identified below: Acquisition Methodology chart This chart outlines the process for each type of acquisition and the roles of the Town Hall Gallery Collection curatorial team and THGCAC. Commissioning of Public Art Further detail of the tender process and the THGCAC’s role and involvement has been outlined. Valuation procedure Additional information has been outlined regarding the process and timelines for revaluation of the Collection as well as the addition of items to City of Boroondara’s Fixed Asset Register. The acquisition criteria for each sub collection (Art, Public Art, History and Local Government) has remained unchanged. This allows for collecting consistency.

5. Consultation/communication

Benchmarking with other public gallery institutions in Victoria was undertaken to ascertain trends across the sector. A review of similar sized public gallery collections acquisition policies was undertaken by the THG curatorial team to ensure sector guidelines were adequately considered. Two focus group sessions were undertaken with the THGCAC to assess the existing policy, determine appropriate enchantments and ascertain key strategies for the next three years.

The THGCAC determined five key areas: 1. Increase access and exposure to the collection 2. Access to the collection via online and published interviews with artists

and donors 3. Collect major key works by artists represented in the gallery Collection 4. Further develop the donation program 5. Investigation of a process to roll-over acquisition funds over 3 year period

for larger significant acquisitions by key artists held in the Collection.



6. Financial and resource implications

Acquisitions made to the Town Hall Gallery Collection via purchase of artwork are funded through the City of Boroondara Capital Works program. This program is considered annually. In 2016-17 $72,500 has been allocated with $75,000 foreshadowed in 2017-18. Actions arising from the draft THGC Framework 2016- 19 will be achieved within the Town Hall Gallery Collection operational budget. Additional operational budget will be sought every three years as part of the annual budget cycle to accommodate revaluation of the Collection by an independent valuer. Future upgrades to the THG Collection database and online interface may require future priority project funds, which will be sought through the budget process if required.

7. Governance issues

The implications of this report have been assessed in accordance with the requirements of the Victorian Charter of Human Rights and Responsibilities. The officers responsible for this report have no direct or indirect interests requiring disclosure.

8. Social and environmental issues

The Town Hall Gallery plays a key role in the support and development of cultural and arts practices in Boroondara through its programmed exhibitions and events. By providing a diverse range of exhibitions and programs, the Town Hall Gallery makes accessible to the public, the display and interpretation of the Town Hall Gallery Collection. The result of acquiring new works increases the City’s residents’ exposure to quality arts and cultural experiences and assists in building the gallery’s reputation as a public gallery collection of significance in the inner-eastern suburbs. The Town Hall Gallery Collection is unique in that it has a purely Boroondara focus. Whether it is acquiring the works of significant Australian artists who lived and created in the area or artworks that capture the changing urban landscape, all works form part of Boroondara’s visual history.

9. Evaluation and review

Actions outlined in the THGC Framework 2016- 19 will be monitored and reviewed by an annual assessment of its achievements and outcomes and reported as part of the Quarterly Performance Report and framework for Arts and Culture. Preparation to review subsequent Town Hall Gallery Collection Acquisition Policy will commence in 2020- 21. Preparation to review the THGC Framework will commence in 2018- 19.



10. Conclusion

The updated THGCAP and supporting framework provide a comprehensive mechanism for the management, care and growth of the Collection. The supporting framework outlines ways for the Boroondara community to access the Collection in a variety of ways as well as opportunities to learn about its history and significance.

Manager: Gail Power, Arts and Culture Report officer: Mardi Nowak, Senior Curator, Arts and Culture


1Town Hall Gallery Collection Acquisition Policy

Town Hall Gallery Collection Acquisition Policy Date:

Adopted:

Review:

Attachment A

Council Meeting Agenda 22/08/16______________________________________________________________________________________

______________________________________________________________________________________City of Boroondara Town Hall Gallery of 36


Collection Acquisition Policy...................................................................................................... 4

Objective of Policy................................................................................................................. 4

Application of Policy ............................................................................................................. 4

Purpose of the Collection ............................................................................................................ 5

Town Hall Gallery Art Collection........................................................................................ 5

History Collection .................................................................................................................. 6

Local Government Collection ............................................................................................. 6

Public Art Collection ............................................................................................................. 6

Town Hall Gallery Collection Advisory Committee............................................................... 7

Membership ............................................................................................................................... ..7

Acquisition Process .......................................................................................................................... 8

Methods of Acquisition .............................................................................................................. 10

Cultural Gifts Program and Deductible Gift Recipient (DGR) Status ............................. 11

Acquisition of Public Art ............................................................................................................ 11

Acquisition Criteria.......................................................................................................................... 12

Town Hall Gallery Art Collection.............................................................................................. 12

History Collection ........................................................................................................................ 12

Local Government Collection ................................................................................................... 12

Public Art Collection ................................................................................................................... 12

Care of Town Hall Gallery Collection.......................................................................................... 13

Removal of items from the Collection .................................................................................... 13

Exceptions ............................................................................................................................... ......14

Implementation of Town Hall Gallery Collection Policy ........................................................ 15

Review mechanism...................................................................................................................... 15

Legislation and other references ............................................................................................. 15




Installation view of Marker: 10 Years of the Town Hall Gallery Collection 2013. Photograph by Matthew Stanton.

Background

Located in Hawthorn Arts Centre, the Town Hall Gallery (THG) is the public gallery space for the City of Boroondara. Spanning three gallery spaces, the Town Hall Gallery features a diverse range of contemporary and innovative curated exhibitions, public programs and exhibits drawn from the Town Hall Gallery Collection, showcasing six to eight major exhibitions per year.

The Town Hall Gallery Collection is Boroondara’s evolving narrative of local arts and culture, capturing ideas and moments in time, both small and great. The Town Hall Gallery Collection represents art works about Boroondara, by Boroondara artists or artists with a focus on Boroondara’s features events and culture.

The Collection combines artworks, historical and civic memorabilia from the past municipalities of Kew, Hawthorn and Camberwell. The Collection actively acquires new art works to expand the Collection and historical items to maintain the cultural heritage of Boroondara.




Collection Acquisition Policy

The Collection Acquisition Policy encompasses the management and growth of the Town Hall Gallery’s art, history, local government and public art collections. In particular it describes the management of the current Collection via conservation, research, interpretation and display of individual items, as well as methods of acquiring new works.

The THG Collection Acquisition Policy is enhanced by the THG Collection Framework (Attachment B), which provides guidelines that outline the direction of the Collection. The THG Collection Framework forms an appendix to this policy.

1. Purpose of Policy

To provide a framework for the acquisition of artworks that will become part of the permanent Art Collection for Boroondara City Council, known as the Town Hall Gallery Collection. This does not include Public Art Commissions or acquisitions which have specific commissioning processes despite forming part of the Collection.

2. Objective of Policy

This policy defines the scope and limitations for acquiring works for the Town Hall Gallery Collection. The policy is established to ensure:

The development and maintenance of a high quality Collection The preservation and documentation of the Collection The purpose, significance and aims of the collections are described Access, enjoyment and understanding of the Collection is increasingly shared The Collection assists in shaping Boroondara’s cultural identity Town Hall Gallery follows public gallery professional standards across all

areas of operations

The Gallery adheres to the: International Council of Museums (ICOM) Code of Ethics for Museums; UNESCO Convention on the Means of Prohibiting and Preventing the Illicit

Import, Export and Transfer of Ownership of Cultural Property 1970.

3. Application of Policy The achievement of the Collection Policy directions must be considered in the context of community-wide priorities and the allocation of finite resources. As representative of the community, Council will consider resource parameters in the annual budget process. The ability to acquire additional works into the THG Collection requires ongoing funding allocation and is dependent on the availability of suitable artworks and cultural items for acquisition.




The Collection

Purpose of the Collection The aim of the Town Hall Gallery Collection is to nurture a sense of community and shared history within Boroondara. The Collection also aims to enhance public spaces and community well-being. The Town Hall Gallery’s art and history collections have the potential to tell a unique story about the role of local government in the evolution of the social and cultural life in Boroondara.

The Town Hall Gallery Collection is divided into four components; Art Collection, History Collection, Local Government Collection and Public Art Collection. Each collection has its own unique focus to interpret the cultural heritage of the area.

Installation view of Dialect, works from the Collection 2016. Photograph by Christian Capurro.

1. Town Hall Gallery Art Collection To represent contemporary art in the City of Boroondara. Illustrate cultural values held by individuals and community groups who

have been active in Boroondara. Represent the diverse cultural interest of the whole community. Document aspects of the artistic production in Boroondara around the turn

of the century. Represent works of art of quality by significant artists. Support local and emerging artists of note through the acquisition of their

work.




2. History Collection To represent the social history of the municipality with reference to the

local history collection held by Library Services. To maintain items of significance which may be disposed of if not held for

safe keeping within the collection.

3. Local Government Collection To collect items that relate to the history of the local governments that

have been active in the municipality. To represent past and present local governments in Boroondara.

4. Public Art Collection Commission visual art works of a permanent or temporary nature to

enhance the City's civic spaces and the urban environment. Integrate works into sites of significance across the municipality. Promote the municipality and encourage cultural tourism. Provide access and equity for the community to experience art in public

spaces.




Town Hall Gallery Collection Advisory Committee

The purpose of the Advisory Committee is to provide strategic advice to Council in the development of the Town Hall Gallery Collection. The Committee considers proposed acquisitions to the Collection provided by the THG Curatorial team, assists in pursuing potential donors or bequests to the Collection, makes recommendations regarding the care of the Collection and informs the decision making process to ensure public access.

The Town Hall Gallery Collection Advisory Committee has an important role in ensuring appropriate stewardship of the Collection is maintained. The Committee is governed by Terms of Reference that have been endorsed by Council. (Appendix 1)

MembershipMembership of the Committee is open to all interested parties who live, work or study in the City of Boroondara.

The Committee shall consist of up to twelve members, including up to three Boroondara City Council councillors, who will be appointed by the Council annually. Also included will be three Boroondara City Council officers, comprising the Manager Arts Facilities Business, Senior Curator and Assistant Curator, Town Hall Gallery.

The remainder of the Committee shall reflect the differing perspectives of the arts and heritage community. The membership of the Advisory Committee is decided by Council and may include representatives with:

Professional curatorial expertise; Professional historical expertise; Professional visual arts expertise; Knowledge of local visual arts; and Knowledge of local history.

The number of ordinary members of the Committee shall be a minimum of four and a maximum of six, not including any Councillors or staff that may be appointed ex-officio.




Acquisition Process

To be eligible for acquisition into the Town Hall Gallery Collection, items must meet the acquisition criteria set out for the relevant collection category. All items must meet the following standards:

Item must be in good condition A clearly established and verifiable provenance The capacity to be displayed without breaching the artist’s moral rights.

When considering acquisitions to the Collection, the Town Hall Gallery Collection Advisory Committee will refer to the Town Hall Gallery Collection Acquisition Policy, the budget parameters, and the following criteria:

the relevance of the item to broader culture and arts objectives existing documentation of the item, its provenance, the item’s condition storage and display facilities for the item duplication of the item in the Collection any legal requirements and other restrictions associated with acquisition of

the item.

The Town Hall Gallery Acquisition Methodology Chart (Appendix 2) outlines the key steps for all acquisitions, both through purchase and donation.

Role of Town Hall Gallery Curatorial Team The Senior Curator has delegated authority to acquire artworks, with reference to and in accordance with this policy, through:

Purchase, where funds are identified and available for this purpose Assessing proposed artworks donations or gifts on a case-by-case basis.

This policy recognises that action is sometimes required at short notice to capitalise on acquisition opportunities where:

Artworks are available for purchase in a competitive environment (eg exhibitions, auctions)

Timing deadlines require immediate action to secure funding, donations or gifts.

The Senior Curator is authorized to pursue acquisitions, but is required to prepare a written Acquisition Proposal. This proposal must:

Explain the ‘rationale for acceptance’ of the work into the Town Hall Gallery Collection

Demonstrate compliance with the Town Hall Gallery Collection Acquisitions Policy

Include an independent valuation of the proposed acquisition.




This report will form the basis for an accession file that will contain key information about the acquisition to support its ongoing management and conservation.

Role of Town Hall Gallery Collection Advisory Committee

Once the proposed acquisition has been assessed by the Senior Curator and an acquisition proposal prepared, the acquisition is considered imminent.

The Senior Curator will then present a written Acquisition Report to members of the Town Hall Gallery Collection Advisory Committee, in advance of the nearest meeting, for the information of members and their assessment of the acquisition’s compliance against the Acquisition Policy.

Endorsement of the proposed acquisition is required by the majority of the THG Collection Advisory Committee members. A motion that is moved and seconded by two members and carried by a majority of the Advisory Committee members is required and represents the means in which an artwork is formally accepted into the collection.

The Advisory Committee will follow a similar process as per the deaccessioning of artworks from the Collection with final endorsement provided by Council on deaccessioned works.

Conflict of Interest The Town Hall Gallery Curatorial team and Advisory Committee members must declare any real or perceived conflict of interest prior to consideration of proposed acquisitions and have this declaration documented in the minutes.

It may be necessary for a Committee member to abstain from participating in the assessment process when a conflict of interest is identified.

Conflict of interests include, but are not limited to:

Acceptance of a gift from an artist, vendor or donor, pre or post acquisition. Owning or planning to buy an object by an artist whose work is proposed for

acquisition. Personal friendship or extensive professional association with an artist whose

work is proposed for acquisition where this may impact on an impartial assessment of the object’s significance.

Involvement in the art market where this relates in any way to the proposed object.




Methods of Acquisition The method of acquisition of art and history items may include:

purchase via Council acquisition funds commission of artwork by Council donations in perpetuity by an external source, bequest of artefacts donation via the Cultural Gifts Program.

The Town Hall Gallery Collection Advisory Committee will approve all donations and purchases. No artwork or object will be acquired unless it meets collection acquisition criteria and procedures. There must also be proof of valid ownership applied to that item.

In the event that the THGCAC members cannot reach a consensus regarding recommendation relating to accessioning/deaccessioning, the proposal will be forwarded to the relevant officer under delegation of authority.

Town Hall Gallery Collection will not accept permanent or long-term loans.

Helen Maudsley(b. 1927) Through the Never Country. Going; Rushing Along. Here and There and Never Was. (2010) oil on canvas 34 x 54 cm. Gift of the artist, 2013.




Donations to Town Hall Gallery Collection

All donations offered to the collection must follow the same acquisition criteria as a purchased acquisition. All donations must be approved by the THG Collection Advisory Committee.

Donations may be received by the following means: Outright donation to the Town Hall Gallery Collection Donation via the Cultural Gifts Program.

Cultural Gifts Program and Deductible Gift Recipient (DGR) Status Gifts donated to the collection must adhere to the conditions of the Cultural Gifts Program and Australian Tax Office.

Acquisition of Public Art Public Art forms an important element of the Collection. Such artwork provides a pivotal focus in a public space for enjoyment by residents and tourists alike.

Commissioning of works of public art takes place outside of the Town Hall Gallery Collection acquisition budget. Acquiring Public Art is undertaken through a public tender process. The tender evaluation panel determine the preferred tenderer in this process. However the THG Collection Advisory Committee are invited to participate in presentations from shortlisted artists to inform the decision to determine the preferred tenderer. The views of the THGCAC members to do not form part of the formal evaluation.




Acquisition Criteria

In order for the Town Hall Gallery Collection to grow and develop, the following acquisition criteria will be followed:

Town Hall Gallery Art Collection

Collect innovative contemporary art that reflects Boroondara’s culturally diverse community.

Collect art by significant Australian artists who have lived or worked in the municipality.

Collect two and three-dimensional art in all media with reference to the existing strengths of the collection.

Works will be acquired within the broad parameters of Australian Art with priority given to works by artists from the City of Boroondara.

The art collection will be developed on principles which value: contemporaneity, excellence, innovation, high aesthetic quality, relevance and authenticity.

History Collection

Collect items that reflect the cultural and social heritage of past and present municipalities.

Local Government Collection

Collect items that reflect the history and working life of the Mayor, Councillors and staff of local governments active in Boroondara.

Collect items depicting the topography of the region in particular from 1854 when Boroondara Shire was first established, to the present day.

Public Art Collection

To commission and collect visual art works of a permanent or temporary nature to enhance the City’s civic spaces and the urban environment.




Care of Town Hall Gallery Collection

Documentation of the Collection follows a standardized process to show evidence of the following records: acquisition details/receipts, registration book, movement records, catalogue sheets and database, research results, conservation histories and deaccession details.

Storage areas for collection items are maintained pest free. All storage areas have temperature and humidity control, secure/controlled access, tungsten lighting, adequate storage materials and fittings.

Conservation and restoration of collection items to be carried out by trained personnel (professional conservators) with expertise in the relevant medium or object type.

Valuation and Asset Management Details of future items acquired by Town Hall Gallery will be included on the City of Boroondara Fixed Asset Register. The register will be reviewed annually to ensure location details are current and items are appropriately recorded. An audit of the Collection is also conducted to confirm all items are in good condition.

An independent valuation of the Collection for insurance purposes and to ensure the asset register is accurate will be conducted by an approved valuer every three years. Items that have been acquired since the previous valuation will be sighted in person by the valuer, with previous items undergoing a desk top valuation. The Collection will undergo a sighted valuation to ascertain condition by an independent valuer every twelve years.

Removal of items from the Collection To de-accession an artwork or object from a public collection is to officially remove that object from the registered and accessioned holdings of the Collection, especially for sale or disposal.

The Senior Curator may nominate a registered Collection item for de-accession and disposal. The nomination will consist of a written report, evaluating the object against the accession and de-accession criteria and recommending a disposal method.

The item nominated for de-accessioning will be held for a twelve month cooling-off period from the date of a report being accepted before disposal occurs.

An item may be considered for de-accessioning by the Town Hall Gallery Collection Advisory Committee if:

The item does not meet the current acquisition criteria




It does not comply with the current Collection Policy key outcomes It is damaged beyond repair The conservation and storage costs are beyond the means of Town Hall

Gallery It is a lesser quality duplicate of an object the City already holds It lacks any supporting information to enable proper identification or to

establish its relevance to the collection A substantiated request for the return of the object to its owner/donor is

received.

Councillors, Council staff, volunteers, committee members and their families are prohibited from purchasing, or otherwise obtaining, an object de-accessioned from the Collection.

A de-accessioned item must be disposed of by the following methods listed in priority order:

1. Returned to the donor or family 2. Transferred to another appropriate institution by gift 3. Sold by public auction, where appropriate 4. Destroyed or recycled, if appropriate.

Funds acquired from the sale of a de-accessioned item should be redirected to fund further acquisition of relevant objects for the Town Hall Gallery Collection.

ExceptionsWorks obtained through the Cultural Gifts Program must follow the conditions set by the program and Australian Tax Office. These include:

Any item obtained through the Cultural Gifts Program cannot be returned to the donor as they have already obtained a tax benefit for their donation.

If the item is sold, the proceeds are to be deposited into the Town Hall Gallery Collection Gift Fund to be used to fund further acquisition of relevant objects for the Town Hall Gallery Collection.




Implementation of Town Hall Gallery Collection Policy

The general day to day exhibitions, care, management and monitoring of the Collection shall be the responsibility of the Town Hall Gallery curatorial team.

Responsibility of ensuring proper storage and display facilities rests with City of Boroondara Council.

The collection shall remain the property of City of Boroondara Council.

Review mechanism The Town Hall Gallery Collection Acquisition Policy will be reviewed every five years with reference to current museological standards and peak social and historical issues.

Legislation and other references For further information related to this policy refer to:

Cultural Gifts Program guidelines

This policy is implemented with the following documents: Town Hall Gallery Framework document Town Hall Gallery Collection Advisory Committee Terms of Reference Town Hall Gallery Collection Acquisition Methodology Chart




Glossary of terms

AccessioningAccessioning refers to the receiving or adding of objects or materials into a permanent art collection.

Conflicts of interest A conflict of interest is a situation in which someone in a position of trust or authority finds themselves with competing professional and personal interests. Such competing interests may make it difficult for the individual to be objective or impartial. If they were not to declare their potential conflict of interest, or remove themselves from this situation, it may be interpreted as an act of impropriety or unethical behaviour.

Contemporary visual art Contemporary visual art refers to recent artworks across a range of media and styles. It usually refers to new works engaging with current artistic, cultural and social developments and trends. Contemporary visual artworks often utilize the materials and techniques of their time.

CuratorThe term refers to the person in charge of a museum or art collection and who organizes temporary exhibitions.

De-Accessioning De-Accessioning refers to the process by which materials or objects are formally removed from a permanent art collection.

Ephemeral artwork An ephemeral artwork is created to be temporary or impermanent. It is often made out of biodegradable materials or materials that fade and disintegrate over time.

Exhibition This refers to the public display of objects or artworks.

Provenance As it relates to artwork, provenance means the history of ownership of an object. It is important to know the history of the object when acquiring art to ensure that it is not stolen and that it has been created and offered for sale, donation or bequest in an ethically sound manner.



Terms of Reference

Town Hall Gallery Collection Advisory Committee

Adopted: 27 June 2016

Review date: June 2019

Introduction

The Town Hall Gallery’s aim in acquiring and maintaining an art and heritage collection is to nurture a sense of community and shared history within Boroondara. The collection tells the unique story of the social and cultural life of Boroondara.

The Town Hall Gallery Collection Acquisition Policy provides the guidelines regarding the management and growth of the Town Hall Gallery Collection and is conducted in accordance with the Boroondara Arts Plan, adopted in 2015, the Council Plan 2013 - 17, and the Arts and Culture departmental service plan.

The Town Hall Gallery Collection comprises items by the former cities of Hawthorn, Kew and Camberwell as well as the City of Boroondara. The collection includes close to 1,000 items under the following categories:

Art Collection Public Art Collection Local Government Collection History Collection.

The purpose of the Advisory Committee is to provide feedback to Council in the development of the Town Hall Gallery Collections.

Objectives

1. To provide feedback to the Town Hall Gallery Management Group regarding the growth and development of the Town Hall Gallery Collection through acquisition criteria.

2. To provide recommendations to the Management Group regarding the management of the collection.

Appendix 1



Role of Committee

The Advisory Committee is not a legal entity separate from the City of Boroondara, (the Town Hall Gallery’s controlling body) and has no specific powers under the LocalGovernment Act. As such, the Advisory Committee may not take any unilateral action. Any recommendations of the Advisory Committee will be referred to the Arts and Culture Management team and the Town Hall Gallery curatorial team for consideration before being accepted or rejected.

The Arts and Culture Management team will oversee all aspects of collection management including developing acquisition proposals, budgeting, care of the collection, de-accessions, management of inward and outward loans, and public access to the collection.

The Town Hall Gallery Collection Advisory Committee may advise on priorities within the budget, however, management of the budget will be the Management Group’s responsibility. The Town Hall Gallery will cover the Committee’s expenses such as photocopying, postage and administration from within the Town Hall Gallery’s operating budget.

The function of the Committee is to provide professional expertise in relation to the Gallery’s art and heritage collections. In particular, its tasks are to:

Consider proposed acquisitions submitted by the Town Hall Gallery curatorial team within budget allocation

Consider proposed de-accessions from the Collection Advise and assist staff in pursuing potential donors or bequests to the Collection Advise and assist staff in the development of public access to the Collection Receive reports and make recommendations concerning the care of the Collection.

In support of the Committee, the Town Hall Gallery Curatorial team shall: Prepare, source and distribute all acquisitions proposals and background information

required by the Committee Source works to be considered by the Committee for acquisition Provide professional expertise to the Committee Chair and Committee Prepare and distribute agendas and minutes to all Committee members Brief the Committee Chair on issues as they arise.

In the event that the Advisory Committee members cannot reach a consensus regarding a recommendation relating to accessioning/deaccessioning, the majority view will be recommended to the Executive Leadership Team, but the dissenting view will be noted.



Membership

Membership of the Committee is open to all interested parties who live, work or study in the City of Boroondara.

The Committee shall consist of up to twelve members, including up to three Boroondara City Council councillors, who will be appointed by the Council annually. Also included will be three Boroondara City Council officers, comprising the Manager Arts Facilities Business, Senior Curator and Assistant Curator, Town Hall Gallery.

The remainder of the Committee shall reflect the differing perspectives of the arts and heritage community. The membership of the Advisory Committee is decided by Council and may include representatives with:

Professional curatorial expertise; Professional historical expertise; Professional visual arts expertise; Knowledge of local visual arts; and Knowledge of local history.

The number of ordinary members of the Committee shall be a minimum of four and a maximum of six, not including any Councillors or staff that may be appointed ex-officio.

Chair

Meetings shall be chaired by a designated councillor, or in his/her absence a senior Boroondara City Council officer, or as determined by the Committee.

Tenure

Individual members will hold office for up to three years, approximately one third of the members retiring annually as their period of service expires. Retiring members may re-apply for membership but may only hold two consecutive tenures before retiring.

Recruitment

Recruitment of new members shall occur as vacancies arise and will be determined by the Director, Community Development. Should vacancies occur on Committee, Council may co-opt new members during the year according to the appointment criteria as determined.



Recruitment will occur through a public advertising process with full endorsement of the nominations made by Council.

Members can be co-opted as appropriate, subject to existing vacancies.

Meetings

The Advisory Committee will meet generally every second month or as convened by Council throughout the year.

A quorum of 4 ordinary members is required for meetings to proceed.

The Committee may appoint sub-committees or working groups as appropriate to address specific issues for a limited period of time. These groups act to support the work of the Committee and may include volunteers, advisers or others not on the Committee. A Committee member shall be appointed as convener and shall report to the Committee on progress at each meeting.

Resourcing

Staff of the Arts and Culture department shall resource the Committee.

Review

The Terms of Reference will be reviewed every three years by the Arts and Culture department with endorsement sought from Council.

Contact details

Arts and Culture Address: 360 Burwood Road, Hawthorn, 3122 Postal address: Private Bag 1, Camberwell, 3124 Email: [email protected] number: (03) 9278 4770



Acquisition MethodTown Hall Gallery Collection Advisory Committee (THGCAC) Involvement2 Acquisition

Method3 Endorsed Acquisition4Town Hall Gallery

Curatorial Team1

Acquisition proposal distributed to THGCAC via email prior to meeting.

Acquisition proposal submitted to Manager and Director for feedback.

Acquisition proposal written by curatorial team. Independent valuations sought as part of acquisition proposal.

Work identified by curatorial team.

Research appropriate works to be acquired to collection: review upcoming auctions, meetings and discussions with galleries and estates, investigate gaps in collection.

Delegated representative bids in person at auction where possible (Melbourne Auctions).

Work to be sold at auction.

Donation directly to the Town Hall Gallery Collection.

Purchase from Commercial gallery or art dealer.

Submit to CGP committee via Aust. Gov. Ministry of Arts.

Paperwork and approved CGP valuations undertaken.

Donation via Cultural Gifts program.

Proposal tabled at meeting for THGCAC feedback.

Opportunity to view work by the THGCAC either at THG, auction house or commercial gallery.

Consensus by THGCAC of proposal. If sold at auction, highest bid determined.

All information pertaining to acquisition archived on ECM and in hard copy version, including correspondence, proposal and valuations.

Valuation information submitted to assets management.

Acquisition catalogued with identifying number and photographed.

Delivery of work to gallery after payment or donation forms signed.

Curatorial team arranges payment with Finance dept. support.

Proposal not supported, information and proposal archived on ECM.

Proposal not supported, further research undertaken.

Proposal potentially resubmitted with additional research.

Appendix 2



Town Hall Gallery Collection Framework 1

Town Hall Gallery Collection FrameworkDate:

Adopted:

Review:

Attachment B




1. Executive Summary

The THGC Framework provides the focus and direction for the Town Hall Gallery Collection for the next 3 years. This document outlines key actions that will achieve further access to the collection as well as in-depth research for potential acquisitions.

The THGC Framework also outlines the management process for the Collection, taking into consideration current museum and public gallery standards.

Governance of the THG Collection is directed by the THGC Framework and the THGC Acquisition Policy. These documents will guide the Town Hall Gallery Collection, removing need for a stand alone strategy.

2. Introduction 2.1 Vision and Purpose

The vision of the Town Hall Gallery Collection is to collect innovative, contemporary and historical art that reflects Boroondara’s diverse community as well as art by significant Australian artists who currently live or have lived or worked in the municipality.

The purpose of this framework is to establish a strategic approach to the development and acquisition of works in the Town Hall Gallery collection for the next 3 years. The framework will inform future acquisition direction as well as accessing the collection in a variety of ways.

2.2 Corporate Framework This document supports Council’s vision and mission by addressing the following strategic objective in the Council Plan 2013 -17: Strategy 7 - Arts and Culture. We will provide services, programs and facilities for the community to participate in a broad range of arts and cultural activities.

This document also supports key objectives outlines in the Boroondara Arts Plan 2015.

The Town Hall Gallery Collection Framework adheres to the acquisition criteria outlined in the Town Hall Gallery Collection Acquisition Policy.




3. Background The Town Hall Gallery Collection has close to 1,000 items and is divided into four components; Art Collection, History Collection, Local Government Collection and Public Art Collection.

The Town Hall Gallery Collection Framework will promote the development and access to the collection. It will also guide the process for acquiring further work for the collection, in terms of ethical considerations, legal obligations, resource allocation and selection criteria.

3.1 Context The Town Hall Gallery Collection Framework replaces the Town Hall Gallery Art Collection Strategy 2010 - 2015. Substantial benchmarking was undertaken of the public gallery sector and it was determined to move towards a framework document to compliment the Town Hall Gallery Collection Acquisition Policy. Together these strategic documents inform the management and growth of the Collection.

The Town Hall Gallery Collection Framework offers key strategic direction for the Collection for the next 3 years in the following areas:

Developing access to the collection Asset management and valuations Donation program Investigation of multi-year funding streams ‘key work’ collecting focus.

4. Methodology Benchmarking with other public gallery institutions in Victoria was undertaken to ascertain trends across the sector. A review of similar sized public gallery collections acquisition policies was undertaken by the THG curatorial team to ensure sector guidelines were adequately considered.

Two focus group sessions were undertaken with the THGCAC to assess the existing policy, determine appropriate enchantments and ascertain key strategies for the next three years.

The THGCAC determined five key areas:

1. Increase access and exposure to the collection 2. Access to the collection via interviews with artists and donors 3. Collect major key works by artists represented in the gallery 4. Further develop the donation program




5. The potential for larger significant acquisitions through roll-over of acquisition funds over 3 years.

5. Consultation Benchmarking was conducted with the PGAV (Public Galleries Association of Victoria) who are the peak body representing art galleries and art museums across Victoria to ensure processes met sector guidelines.

Consultation was conducted with the Town Hall Gallery Collection Advisory Committee to collect ideas and themes that they saw as important to the collection and community. From the focus group sessions, the key objectives that were deemed as important were workshopped further to create actions outlined in the action list (Appendix 1).

6. Objectives

6.1 Management of the Collection 6.1.1 The Town Hall Gallery Collection is to be administered by the Town

Hall Gallery Curatorial team who is responsible for the documentation (including maintenance of individual artists’ file), exhibition, care and preservation of the collection to museum best practice. The Senior Curator is responsible for overseeing handling of the Collection which must be done by suitably trained staff.

6.1.2 The Town Hall Gallery Collection Advisory Committee provides strategic advice on acquisitions and projects related to the Collection.

6.1.3 The Collection is insured under City of Boroondara’s insurance policy.

6.1.4 The Collection will be stored and displayed in conditions that meet museum standards.

6.1.5 The display, reproduction, duplication or other utilisation of items from the Collection shall not contravene any laws including those governing copyright, intellectual property or moral rights, nor shall the use conflict with any commitments made by the Council in agreements with artists or donors.

6.2 Management of loaned material 6.2.1 The Town Hall Gallery will borrow material to help meet the

objectives of the Town Hall Gallery Collection Framework under the following conditions:




The maximum loan period is 12 months. Borrowed material shall only be accepted for specific

exhibitions or research and for fixed periods of time. Adequate insurance provisions have been arranged for

loaned works. The Town Hall Gallery will exercise the same care with

respect to borrowed material as it does for its own collection. Town Hall Gallery will guarantee appropriate storage and

display conditions for borrowed items for the term of the loan.

6.2.2 The Town Hall Gallery will loan material to help meet the objectives of the Town Hall Gallery Collection Framework under the following conditions:

The Town Hall Gallery will lend objects to other museums and organisations holding art and history collections. It will not lend to private collectors.

The borrower agrees to exercise care in the handling, storage and display of the loaned object and meet the conditions in the outward loan agreement.

The borrower provides a secure display and/or storage area. Objects cannot be treated or altered in any way without the

written permission of the Town Hall Gallery curatorial team. Loans will remain in the possession of the borrower until

returned to the Town Hall Gallery. Appropriate insurance must be arranged. The maximum loan period is 12 months. Applications for

extensions of this period must be made prior to the loan expiry date.

6.3 Access The Town Hall Gallery Collection will be made accessible to the public via the following means:

On display in public buildings as appropriate. Through the Town Hall Gallery and its exhibitions and public /

education programs. Secure and non-confidential digital data held by Council on the

Collection including digital images; electronic collection records; the Council website, digital publications and other digital forums.

Outdoor public art is physically accessible by all modes of transportation.

New technology and digital media tools. This is particularly relevant to accessing information about major outdoor public artworks.

Printed catalogues including highlights from the Collection.




6.4 Public Display of Collection The Town Hall Gallery Collection will be displayed via the following means:

Integrated into Town Hall Gallery curated exhibitions Displayed at City of Boroondara Offices at Camberwell and

Hawthorn Arts Centre, including the Mayor’s and CEO Offices as well as Councillor room

Works on display at City of Boroondara Offices will be rotated on an annual basis unless a work has been identified for exhibition at Town Hall Gallery, whereby it will be replaced with another Collection work

The Town Hall Gallery curatorial team will scope City of Boroondara Offices for potential risks related to security and environmental damage. Works will be selected for display at City of Boroondara Offices based upon these potential risks

Works displayed at locations outside of Town Hall Gallery will be required to be installed via a hanging system approved by the Town Hall Gallery curatorial team.

6.5 Collection Care: Documentation and Record Keeping The Gallery aims at all times to maintain an effective documentation system. Donor forms, receipts, Collection Register, and catalogue information will be kept at the Gallery. The Gallery will keep a second copy of the Collection catalogue information (digital or hard copy) at a site that is physically separate from the Gallery for security and risk management purposes.

6.5.1 Documentation templates and systems include: Catalogue Register (for new acquisitions and uncatalogued

existing collection items) Collection Register (for summarising acquisitions, their

source and date of acquisition) Inward Loan Form (for documenting loans of artwork into the

Gallery from external collections) Outward Loan Form (for loans of Town Hall Gallery owned

collection items to external borrowers) Donor/Gift Form (for recording donor details when a gift is

made to the collection)




Conservation Record (for recording when applied conservation has been carried out by a trained Conservator on an individual artwork)

Movement Record (to record when a collection item is relocated)

Photography Permission Form (for photography of collection items where Council does not own copyright)

Object File (a file which contains records and research relating to individual collection files).

6.6 Conservation and storage Town Hall Gallery aims to achieve the highest standards of collection maintenance; preservation and storage according to national standard conservation practices (Appendix 2). Council aims to achieve this by abiding by the following practices:

Storage areas must be within a secure arts storage specific facility and should always remain clean and sealed against the weather

Temperature and relative humidity should be kept as stable as possible. Refer to the National Standards for Australian Museums and Galleries for guidelines (Appendix 2)

Access to storage areas is to be controlled Ultra-violet light should be excluded from storage areas When storage areas are not in use lights must be turned off Archival quality storage materials should be used for all

significant material Storage areas must be regularly checked for pests and other

problems Objects such as three dimensional ceramics are not to be

stored on the floor Untrained personnel should never attempt to clean, treat or

restore objects in the Collection.

6.7 Maintenance of the Public Art Collection Maintenance of the Public Art Collection should be appropriately carried out. Appropriate procedures for the regular cleaning and general care of these pieces should be developed in consultation with trained Conservators and implemented by conservation and preservation specialists.

Specific conservation treatment including specialist cleaning, removal of graffiti, or repair of damage or vandalism should be undertaken by appropriate experts. Where appropriate, Council should provide training to




internal staff to ensure such processes as cleaning public art adhere to conservation and preservation standards. This training should be provided by a recognised trained Conservator who is a member of the Australian Institute of Conservation of Cultural Material (AICCM).

Allowance should be made for the ongoing maintenance costs for any new public art works commissioned. The amount allocated and relevant time frame determined at the inception of the project.

7. Implementing and monitoring 7.1 Evaluation

The key performance indicators for the evaluation of the THGC Framework will be the completion of the actions. The progress of the actions and outcomes will be monitored by the Town Hall Gallery Collection Advisory Committee and reported to Council through the Quarterly Performance Report.

7.2 Accountabilities The responsible officer for the actions in the Town Hall Gallery Collection Framework is:

Contact Contact number

Contact email

Senior Curator 9278 4775 [email protected]

The responsible officer coordinates the implementation and maintenance of this document, ensuring actions are monitored and reviewed.

8. References 8.1 Related documents

The Town Hall Gallery Collection Framework is implemented with the following documents:

Legislation and other references Cultural Gifts Program guidelines National Standards for Australian Museums and Galleries 2014 Australian Best Practice Guide to Collecting Cultural Material 2014 International Council of Museums (ICOM) - Code of Ethics 2004




Town Hall Gallery Documents

Town Hall Gallery Collection Acquisition Policy Town Hall Gallery Collection Advisory Committee Terms of

Reference Town Hall Gallery Collection Acquisition Methodology Chart

8.2 Definitions

THGAC Town Hall Gallery Art Collection

Local artist This is an artist who lives or has lived, worked or has worked in Boroondara, and includes artists of a diversity of cultural backgrounds, ages, genders, creative practices.

Work by local artists This is work produced by local artists here and overseas, the work of expatriates or works by artists who contribute to Boroondara’s cultural heritage.

Work of local subject matter This identifies work which illustrates local cultural values, and work which explores local subject matter.

Town Hall Gallery Town Hall Gallery is owned and managed by City of Boroondara and curates 6 exhibitions per year including exhibits drawn from the Town Hall Gallery Collection.

Touring exhibition This is a type of exhibition that is available for circulation on a local, national or international level. The exhibition is created by a host gallery or museum and can be loaned to other galleries for a fixed period of time.




Appendix 1: Actions

Objective Action Completion Timeframe Resources To develop opportunities for enabling awareness of and access to the collection and the principles it embodies

Actively curate works from the THG Collection into the exhibition program

Works included in a minimum one main gallery exhibition per year

Ongoing annual

Town Hall Gallery operational budget

Develop framework for conducting interviews with artists represented in the THG Collection to publish via social media and via the website

Framework completed

2017-2018 Town Hall Gallery operational budget

Maintain online articles on the THG website about collection artworks and artists

Articles included on a quarterly basis

Ongoing annual

Town Hall Gallery operational budget

Ongoing update the THG Collection database to maintain functionality and online access

Databaseupdated

Ongoing Town Hall Gallery Collection operational budget

Ensure asset management of the Town Hall Gallery Collection meets Council and Museum standard guidelines

Ensure THG artworks and holdings are valued by an independent and approved valuer every three years.

Valuation completed

2018-19 Town Hall Gallery Collection operational budget

Ensure all acquisitions and donations follow the adopted THG Acquisition Policy.

Acquisitions made

Ongoing Town Hall Gallery Collection Acquisition budget Capital Works Program

Further develop the THG Collection Donation program

Exhibit donations made within a year of being formally accepted into the THG Collection

Exhibitions and programs held. Public access completed

Ongoing Town Hall Gallery operational budget

Ensure information regarding donating to the THG Collection is kept up to date on the website

Included in marketing plans


Promote to THG Supporters program and via e-news

Inclusion in marketing plans


Investigate the potential for larger significant acquisitions through roll-over of acquisition funds over 3 years.

Investigate the mechanisms to combine acquisition funds for up to a three year period

Scopingdocument completed

2016-2017 Town Hall Gallery Collection operational budget

Collect key works by significant artists represented in the Collection.

Identify works by relevant artists for potential acquisition

Databasecreated and maintained

2017 -2018 Town Hall Gallery Collection operational budget

