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  • 1.  Donor requesting to "borrow" items that they donated

    Posted 02-20-2025 08:37 AM

    The Philadelphia Sports Hall of Fame's archive is the largest collection dedicated to Philadelphia's sporting heritage. It is available via our online archive (https://hub.catalogit.app/2586/) and through rotating exhibits at our (very) small Museum Preview Gallery.

    We receive a lot of donated artifacts.  All acquired items are 100% free of any encumbrances or stipulations for intended use.  I.e. They become part of the Hall of Fame's permanent collection. 

    Someone who has donated a number of items in the past has asked to borrow some of those items for personal use for an undetermined period of time.  Our policy, though not formal, is to only loan out items to accredited museums or similar organizations for specific, defined exhibits.

    I am curious to hear others opinion on this.

    Thank -you!  Ken



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    Ken Avallon
    Philadelphia Sports Hall of Fame
    kavallon@phillyhall.org
    Online Archives: https://hub.catalogit.app/2586/
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  • 2.  RE: Donor requesting to "borrow" items that they donated

    Posted 02-21-2025 08:32 AM

    This is a "nopity-nope" situation.  You can offer to bring the items to a public event where they will be monitored and continually in the custody of staff. Most museums' collection management polices (if you don't have one, get one - it is a board approved policy with many, many benefits to your job) state unequivocally the allowed types of borrowers. For example, in this situation you could share the policy with the donor and say "it is the board's policy to lend only to other museums nad only when the loan will benefit the public" and end it at that. 



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    Erin Richardson PhD
    Founder and Principal
    Frank & Glory
    Cooperstown NY
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    Original Message


  • 3.  RE: Donor requesting to "borrow" items that they donated

    Posted 02-21-2025 01:52 PM

    Everything Erin said! But also . . . my spidey senses went up right away on this. Considering the lucrative and widespread market for sports memorabilia, and the vague purpose of the request, you could end up with a real mess legally and maybe not get your items returned. I can envision numerous scenarios where this all goes awry. 



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    Angie Albright
    Director
    Shiloh Museum of Ozark History
    Springdale AR
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    Original Message


  • 4.  RE: Donor requesting to "borrow" items that they donated

    Posted 02-21-2025 01:55 PM

    I concur with what Erin stated. This is a slippery slope to even consider. If you do not have a Collections Management Policy, I strongly encourage you to draft one (and please reach out directly if you would like to see ours as a fellow sports museum).

    For reference, here is the section in my museum's Collections Management Policy related to outgoing loans:

     Outgoing Loans

    Loans play an important role in advancing research and public understanding by enabling a wide audience to see and enjoy the Museum's collections and give the Museum favorable exposure. In performance of its mission as a public, educational institution, the Museum encourages loans from its permanent collection subject to the appropriateness of the borrower's project, the condition of the object, and the ability of the borrower to house and care for it properly. Either the borrowing institution's Incoming Loan Form or the ITHF's Outgoing Loan Form (refer to Appendix E) may be used. The Museum Staff will review requests and notify the Museum Committee Chair.

    1.      Permanent Collection

    Loans from the permanent collection must satisfy the following criteria:

    ·       Requests must be made in writing and in a timely manner (ideally three (3) months' notice).

    ·       The borrower must successfully complete a General Facility Report or equivalent, detailing environmental, security, and exhibition conditions, and marketing outreach.

    ·       The borrower agrees to pay administrative fees for Museum Staff time and other costs incurred associated with the loan. Loan fees will be imposed according to the approved schedule and may be waived on a case-by-case basis.

    ·       The borrower will agree to ensure the object at its fair market value against all loss including theft. Borrower will furnish the ITHF with either a Certificate of Insurance or a copy of the policy naming the Museum as Additional Insured under the borrower's policy.

    ·       The borrower assumes all costs of Museum-approved packers and shippers, and, if requested, a Museum-approved courier or staff member to oversee or assist with the exhibition.

    ·       No object may be altered, restored, or repaired without the written authorization of the Museum.

    ·       Exhibited loans must bear the credit line "Courtesy of the Museum at the International Tennis Hall of Fame, Newport, Rhode Island, U.S.A."

    ·       Items may not be borrowed for use by an individual, only by an approved organization with similar ethical obligations to the public as the ITHF.



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    Nicole Markham
    Curator of Collections
    International Tennis Hall of Fame
    Newport RI
    markham@tennisfame.com
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    Original Message


  • 5.  RE: Donor requesting to "borrow" items that they donated

    Posted 02-21-2025 04:12 PM
    Dear Ken et. al.:

    Back in the day when I was drafting donations forms for my museum, I learned to use wording complete as in 'You are hereby giving up "all rights, titles, and interests" [ - meaning the entirety of ownership rights, legal claims, and beneficial interests in something, encompassing all aspects of possession and control over an asset or property.]  I was advised to follow the word "interests" with the word "whatsoever" which is stronger & more complete in my view.
    {INTERNET} Example usage:
    • "The seller hereby transfers all rights, titles, and interests in the property to the buyer. [I would use the word 'donor' & tje full name of your museum here.]
    Again, I suggest you add the term 'whatsoever' to the phrase.

    Respectfully yours

    Paul C. Thistle

    Solving Task Saturation for Museum Workers ~ Help for fully loaded camels working in a rain of straws blog https://solvetasksaturation.wordpress.com/
     
    Critical Museology Miscellanea ~ blog for critical, self-reflexive, & radical re-examination of museum practice https://miscellaneousmuseology.wordpress.com/



    Original Message


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