Chicago Botanic Garden/Chicago Horticultural Society

Fine Art Collection Mission, Scope, and Policy

Revised December 2009

MISSION

The purpose of fine art within the Chicago Botanic Garden is to enhance the visitor’s experience of the designed landscape and to establish the Garden’s reputation as a museum of the highest quality, known for both its living and fine art collections.

SCOPE OF COLLECTION

The Garden’s master site plan, established in 1968 and reaffirmed in 1995 and 2009, is rooted in late twentieth-century American modernism. All of the Garden’s permanent structures were either designed by Edward Larrabee Barnes (American, 1915–2004) or inspired by the modernist vocabulary of his work. Following this artistic vocabulary, the Garden will focus its long-term collections strategy on creating a historically significant collection of art that complements this modern aesthetic.

I.ACCESSION POLICY

A.Selection Criteria

1.The Chicago Horticultural Society (“Society”) seeks to acquire works of art with significance to the history of art or which have the potential for historical significance and whose aesthetics heighten the impact of a particular site at the Chicago Botanic Garden (“Garden”).

2.Priority shall be given to works of artists who have been active during the historical period during which the Garden has been, and continues to be, created.

3.The President & CEO, together with the Buildings and Gardens Committee (“Committee”), will define and recommend sites for works of art in consideration of the Garden’s Master Site Plan. The Committee will consult with a landscape designer and a representative of The Art Institute of Chicago as appropriate.

4.Fine art acquisition and placement decisions will consider:

a)The aesthetic importance of the work of art as determined by the standards of a premier art museum (such as The Art Institute of Chicago)

b)The aesthetic suitability of the work to the particular context

c)The impact upon related horticultural aesthetics and maintenance

d)The educational aims of the garden and its role as a public institution

e)Public accessibility

5.In addition, works of art under consideration shall:

a)Be an original work or authorized limited edition

b)Be created of suitable materials for placement outdoors or indoors as appropriate

c)Not present the institution with burdensome requirements with regard to maintenance or conservation

d)Not present a hazard to staff or the public, with special consideration given to children and people with disabilities

6.Works of art may only be accessioned upon the recommendation of the President & CEO, with approval of the Committee and a vote of the Executive Committee and full board. Before the vote of the Committee, the President must provide an outside favorable opinion by the Director and President of The Art Institute of Chicago or person of a similar stature and a second vote of confidence by an architect and/or landscape architect well-versed in the Garden’s goals and aesthetic.

B.Acquisition procedures

1.The Committee, together with a curator or curators expert in this field, will maintain an active list of artists whose works would be desirable for the collection. The Committee will seek advice and recommendations from acknowledged art authorities.

2.Offers of works of art or funds for art may be received by any member of the Board or professional staff. Such offers shall be conveyed to the President & CEO, who shall make a preliminary evaluation of the offer and any attached terms or conditions, with regard to its desirability to the Garden.

3.Offers of items clearly outside the collecting scope of the Society may be refused by the President & CEO at the time of the initial offer. The President & CEO shall communicate the decision to the offering party as well as to the staff person who originally received the offer. A record of these communications shall be maintained in the Development Department files and made known to the Committee.

4.Offers determined to be of potential benefit will be brought to the attention of the Committee. Documentation of the offer and pertinent information shall be provided for Committee review and an informed evaluation.

5.The Committee will consider each potentially desirable offer in view of the guidelines listed above, and will present its recommendation to Executive Committee and seek a vote by the full Board of Directors.

6.If the decision is affirmative, the Society will proceed with the acquisition and accession into the collection and work with an appropriately trained architect and/or landscape architect to site the work.

7.If the decision is negative, the President & CEO will notify the donor as soon as possible after the action of the Board. A record of each offer shall be maintained in the Development Department files.

8.Gifts from artists of their own works of art may be considered. Recommendations shall be made in consideration of the Accession Policies guidelines outlined above. The President & CEO, in consultation with the Committee, may solicit contributions from selected artists.

9.Gifts of works of art or funds for fine art purchases are tax deductible in accordance with the guidelines of the Internal Revenue Service. The professional staff will not assume responsibility for appraisals. However, staff may direct donors to reputable appraisers for determination of current market value. Fees charged for the evaluation of gifts must be borne by the donor. It is customary for the President & CEO to be informed of the appraisal value at the time of the donation and to keep this information on file.

C.Records

1.A record of acquisitions shall be kept in perpetuity by the Society. The primary record shall be created in an archival accession book, and kept in a fireproof file or vault. The accession record assigns a unique number (i.e., catalog number) to each work of art, and includes a brief description of the object including: title, media, dimensions, artist, and date of accession. Entries to the primary accession record are not altered or removed; any corrections must not obliterate original entries.

2.A vertical file shall be established to contain acquisition documents, provenance information, conservation reports, photographs of the object, and appraisals. Files may also include historical information, publications, reviews and articles, and biographical indexes on artists represented in the collection. Vertical files shall be kept in a fireproof file or vault.

3.In addition, a computerized record of acquisitions shall be established for the fine art collection to include the above information and electronic copies of the documents.

4.A Deed of Gift or purchase containing an adequate description of the work of art and the conditions of transfer must be obtained for all acquisitions. In the case of purchases this document must be signed by the seller and by an authorized agent of the Society. Title should be obtained free and clear without restrictions as to display, use or future disposition. The Vice President of Development and Vice President of Finance receive a copy of the Deed of Gift or Receipt of Purchase, and maintain a file containing terms and conditions of the gift and donor correspondence.

5.A location record shall be established and mapped by Garden site. Location records shall be kept current as works are moved from storage to display, removed for conservation, loaned to other institutions, or returned to storage or display in the gardens.

6.A duplicate set of files will be made and kept in a separate location.

II.CONSERVATION

A.Works of art in the Society’s Collection shall be maintained under the purview of the Vice President for Facilities and Planning to professional museum standards, commensurate with the standards expressed in the display gardens.

B.Conservation and repairs will generally be carried out by a qualified conservator, except where staff expertise is available and prudent management suggests acceptable outcomes.

C.An annual assessment of the full collection shall be made by the Vice President for Facilities and Planning. Conservation needs shall be verified by a fine arts conservator, and cost projections and procedures shall be provided.

D.Projected costs of conservation and maintenance shall be prepared for the annual budgeting process. Urgent requirements shall be brought to the attention of the administration; special consideration shall be given to the interests of donors.

E.Should a work of art become hazardous to the public or burdensome with regard to maintenance, the Vice President for Facilities and Planning shall bring the matter to the attention of the Committee, which shall consider an appropriate action. Options include conservation or repair, replacement with an authorized limited edition, or deaccession according to the guidelines in this policy.

F.Basic care and maintenance training and information shall be provided to Security and Horticultural staff regarding touching and handling of art, including cautions and potential hazards presented by either the sculpture, the public, or environmental conditions. Horticultural maintenance standards for sculpture settings shall be defined by Director of Horticulture in consultation with the Vice President for Facilities and Planning.

III.DEACCESSION POLICIES

The Society, in acquiring a work of art for its collection, acknowledges a public trust to display and care for those works in perpetuity. However, the Garden site and displays continue to be developed and refined, which may alter the relation of some works of art to the designed landscape and the plant collections. As the site is developed, the institutional goal of realizing a collection of significance may require that certain works be considered for deaccession.

A.Selection criteria and guidelines

1.Before disposing of a work of art or garden ornament, reasonable efforts must be made to ascertain that the Society is free to do so; the Society shall observe mandatory restrictions unless deviation from their terms is authorized by a legal court. The Society shall not dispose of works of art to which precatory restrictions apply until reasonable efforts have been made to comply with the restricting terms. The Society shall seek legal council whenever there is a question as to the intent or force of restrictions. When practical and reasonable to do so, the Society shall notify the donor of its intent to dispose of the object.

2.A full record of the conditions under which work of art is deaccessioned and disposed of shall be made and retained as part of the accession records.

3.Works of art may only be deaccessioned upon the recommendation of the President & CEO, with approval of the Committee and a vote of the Executive Committee and full board. Removal of a work of art from the collection shall be made according to these criteria:

a)Authenticity

b)Historical or cultural significance

c)Aesthetic quality and relation to setting

d)Condition and history of conservation

e)Adherence to the collection scope and curatorial vision

4.Removal of items of the Garden Ornament collection does not require formal deaccession. The intent to remove items shall be brought to the attention of the Committee for review and agreement prior to the action of removal.

5.In disposing of deaccessioned objects the Society will assure that:

a)The manner of disposition is in the best interests of the Society, the public it serves, the public trust it represents in owning artworks, and the scholarly and cultural communities it represents;

b)Preference is given to retaining within the state or nation material that is part of the heritage of the state or United States;

c)The work of art is placed through exchange or sale in another public, tax exempt institution where it may serve the purpose for which it was initially acquired;

d)When that is not possible, it will be offered for sale elsewhere, preference shall be given to an advertised public auction or a public market place, and it shall be sold in a manner that will best protect the interests, objectives and legal status of the Society;

e)Those deaccessioned objects may not be given or sold privately to Society employees, volunteers, or members of the Board of Directors or their representatives.

6.Funds derived from the sale of deaccessioned works of art shall be restricted to the conservation or purchase of art.

B. Deaccession procedures

Determination of the relative value of works to the Society’s collection and relation of the work to its site shall be made periodically by the Committee. The advice of President & CEO and acknowledged art authorities will be sought with regard to works recommended for deaccession.

1.The Vice President of Facilities and Planning will coordinate a deaccession proposal including an outside appraisal for Committee approval. Objects of more than $10,000 value require one outside appraisal; over $25,000 require two outside appraisals.

2.With full agreement of the Committee, a recommendation to deaccession is presented to the Executive Committee. With approval of the Executive Committee, the President & CEO will advise the donor or heirs in writing of the Society’s intention to dispose of the work of art.

3.Upon completion of a deaccession, a bill of sale or exchange shall be drawn up, with copies placed with the art collection files, and files of Development Department and the Vice President of Finance. The finance officer shall remove the object from insurance coverage and the Vice President of Facilities and Planning shall maintain a permanent record of all details of deaccessions in the collection files.

IV.SERVICES

A.Public Services

1.Public identification labels shall be provided for all works of art on exhibit. Identification shall be a permanent plaque placed in a reasonably accessible location. Information shall include:

a)Title of the work of art

b)Date of creation

c)Name and life dates of artist

d)Artist’s nationality

e)Medium

f)Donor name(s) and dedication phrasing

g)Catalog number

2.Tours of the fine art collection shall be offered as feasible and warranted by public demand.

3.A publicly accessible binder shall be created and maintained in the Visitor Center, which includes a photograph of each work of art on public display, basic identification and a location guide.

4.Printed or electronic publications, catalogues, or brochures may be developed and disseminated, and other media may be utilized as feasible to further the goals of the collection and to enhance visitors’ aesthetic experience of the Garden.

5.Temporary exhibitions may be produced, utilizing works of art from the Society’s collection as well as works borrowed from artists, galleries, private collectors or other museums. Such temporary exhibitions shall consider the guidelines listed under “loan policies.”

B.Outside collaborators

1.Outside collaborators may become involved with works of art in the Garden with regard to loans, exhibitions, promotions, marketing activities, publications, research, development of a fine art acquisition fund, or new acquisitions.

2.Decisions regarding potential collaborations shall be made by the Committee, and shall consider the goals and strategic objectives of the institution, the potential benefits versus costs to the institution.

3.The possibility of damage or loss shall be weighed against public education, positive exposure for the collection, and enhancement of the prestige of the institution.

V.LOAN POLICIES

Incoming loans are accepted by the Society from individuals, corporations, museums, educational institutions and other parties for the purposes of research, education, or exhibits as long as they meet the goals of the Chicago Botanic Garden. Temporary loans do not require formal approval of the Committee. However, the Committee shall be apprised of the intent to receive loans for temporary exhibition or events. The President has final approval on all incoming loans.

A.Incoming Loans

1.Loans will be accepted for finite periods as specified in a loan agreement; indefinite term or permanent loans will not be accepted.

2.Information on proposed loans shall be received by the Vice President of Visitor Experience. Lending agreements shall be coordinated through the Vice President of Visitor Experience.

3.While in the possession of the Society, all works of art on loan will be covered by the Society’s insurance policy for their declared value, less a $500 deductible. Insurance coverage is not provided for loans during transit to and from the site unless mutually agreed upon by the Garden and the lender, in advance and in writing.

4.The Society will give objects on loan the same care accorded to the permanent collection. No alteration, restoration or repair to objects will be undertaken without the written authorization of the lender.

5.The Society will not assume responsibility for transportation or shipping costs unless mutually agreed upon by the Garden and the lender, in advance and in writing. Objects on loan may be photographed and reproduced in Garden publications and for publicity purposes.

B.Outgoing Loan Procedures

1.The Society accepts applications from museums, libraries, and other educational institutions for loans from the Society’s fine art collection. Prospective borrowers will be required to complete a facility report and questionnaire. The borrower must demonstrate professional competence in handling art, and will be expected to follow the Society’s instructions for any special conditions or handling requirements.

2.The Vice President for Facilities and Planning will review the request and questionnaire and make recommendations to the President & CEO.

3.The borrower must pay all costs associated with the loan: conservation, special handlers, crating, shipping, courier service, customs brokerage, insurance, and all related liabilities.

4.Insurance in the amount of the value determined by the Society must be in place and carried from the time the object leaves the Society’s possession until it is returned.

5.The borrower may elect to:

a)Insure the loan under the borrower’s policy, in which case a certificate of insurance must be forwarded to the Society prior to the shipping date; or

b)Insure the loan under the Society’s policy, in which case the borrower must pay the pro-rata cost of the insurance (in transit plus off premises insurance)

6.Prior to loan shipment, the Vice President of Facilities and Planning will send a loan agreement to the borrower. The borrower must sign and return the agreement prior to shipment of the works to be loaned.

7.Loans are made for a finite duration, usually not less than three months or longer than one year. Extensions may be requested in writing, and are negotiated on an individual basis. Loan requests should be made at least six months prior to the proposed loan date.