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Art Collection Loan Policy

LEWISTON PUBLIC LIBRARY POLICY

ART COLLECTION LOANS

A. Criteria

Loans are approved to encourage a significant contribution to the field without risk to the objet d’art. In considering a loan the Library Director should recognize the potential for enhanced research and visibility of the object, as well as the possibility for a beneficial interchange with other institutions. Furthermore, loans may serve to develop new audiences for the Library. Loans from the collection are initiated by the Library Director, who forwards requests with his recommendation to the Board of Trustees for final determination.

B. Condition

The primary factor in the consideration of a loan is the condition of the object and its safety. Such consideration should include a review of the object and an analysis of its present stability by the Library Director, if in the Director’s opinion there has been any change since the last review. Consideration should be given to the anticipated changes in the integrity of the object that may occur as the result of packing, shipping, installation, and return of the object, which special attention given to the method and environment of transportation and the security of the object while on exhibit.

C. Responsibilities of the Borrowing Institution

Loan approval is contingent upon the borrowing institution providing a facilities report which records the institution’s policy regarding environmental controls, security systems, handling and installation expertise, and procedures for the care and preservation of the object. As a matter of policy, environmental conditions and security should not be less than those found at the Lewiston Public Library. The Library Director may, if he or she deems it necessary, contract for a professional evaluation of the borrowing institution’s facilities based upon its report.

D. Forms

Two forms are utilized by the Library Director in preparing a loan: the Loan Agreement and the Rights of Reproduction Form. The Loan Agreement documents all information and specifics regarding the object, its transit, and its installation. Restrictions, fees, insurance value, and credit lines are also detailed. The Rights of Reproduction Form documents legal interests regarding the use of the image of the loaned object as it pertains to photography, reproduction and related matters in publicity, documentation, scholarly and other publications. Copies of forms are included in Appendix A.

E. Fees

All borrowers requesting a loan or loans from the Library may be charged a loan fee per object as determined by the Director with approval of the Board of Trustees. The Library Director may, if he or she deems it necessary, contract for a professional opinion on the fee to be charged for each object loaned. Loan fees collected will be placed in a restricted account for care of the collection or for additional acquisitions.

An alternative to a fee may be the requirement of a loan from the borrower to the Library of an object of at least like quality, significance and value. The Library Director is authorized to make such arrangements, subject to Board of Trustees approval.

All shipping and packing costs borne by the Library on behalf of a borrower will be charged to the borrower. The borrower is responsible for shipping costs from and to the Library. Costs for photography will also be paid by the borrower.

F. Insurance

Insurance coverage for loans from the collection is usually effected by the borrowing institution insuring the object in transit and installation. The borrower either waives subrogation or names the Library as an additional insured party. A certificate of insurance must be submitted to the Library Director before a loan may be consummated. An alternative method is also possible: The Library may insure the object and bill the borrowing institution for the premium.

Approved May 10, 1995

Page last updated: Aug 22, 2013

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