(1) Request for loans of inventoried items will be considered only when made by qualified organizations and institutions as defined in section 1(b) and only when the society has a clear deed of gift to the requested item. No loan will be considered where the donor has otherwise stipulated. � Items on loan to the society shall not be available for loan. � It shall be the policy of the society to carefully control, limit and restrict the loan of gifted items, subject to the following exceptions:
(a) C. M. Russell original art works. There shall be no loan or exchange of the above to any person, corporation, museum, gallery or state department within or without the state of Montana except as approved by a two-thirds majority of the board of trustees.
(b) Inventoried items other than those of C. M. Russell. Subject to compliance with regulations concerning formal requests, transportation, insurance, display, security and return of items, said inventoried items may be loaned to qualified museums, galleries, historical societies and bona fide organizations and corporations, subject to the approval of a majority of the board of trustees or a majority of its executive committee. A qualified institution is an institution that can provide evidence of its ability to care for loaned collections in compliance with generally accepted professional museum standards as defined by the American Association of Museums.
(2) The conditions of loan of any inventoried item shall be intended to protect the item and provide for its safe return. � Such conditions shall include but not be restricted to the following information and terms.
(a) Complete information concerning the person, corporation, or department requesting the loan, specify the beginning and end of the loan period, describing the method of transportation, security precaution, place of display, occasion of display, expenses of transportation to and from the society, the title and authority of the person making the request and a complete description of the item(s) loaned including catalog number.
(b) The item(s) loaned must be identified as being loaned through the courtesy of the Montana historical society.
(c) Loan periods may not exceed one year. Extension of any loan period must be duly authorized and approved. Loaned items may be subject to recall by the society and may not be loaned to any other person, organization or agency.
(d) Provision shall be made and agreed to by both parties that an officer or employee of the society may retrieve an unreturned item at the expense of the agency delaying the return.
(e) The loan agreement shall be made in duplicate, be numbered, dated and duly signed and authorized, the original copy will be kept in the society files.
(3) No work of art may be loaned to offices within the state capitol complex without the approval of a majority of the board of trustees. � Loans of works of art will be confined to the following locations:
(a) Governor's Office
(b) Governor's Mansion
(c) Lieutenant Governor's Office
(d) Office of the Speaker of the House when the legislature is in session.
(e) Office of the President of the Senate when the legislature is in session.
The following conditions shall apply to works of art loaned to the above offices:
(a) Pieces may be chosen from our loan collection as established by the museum curator.
(b) A maximum of five pieces may be borrowed by each of the above offices.
(c) Works may be borrowed for only one year and may be recalled at any time. Extensions beyond one year may be granted upon examination, curatorial recommendations and board approval.
(d) All fluorescent fixtures illuminating the artwork must have an ultraviolet shield over the tubes. Cost and installation of shields to be paid for by the borrower.
(e) If oil paintings are loaned, smoking will not be allowed in areas where they are hung.
(f) All insurance premiums must be paid by the borrower on values established by the society. � The society must receive a copy of the letter verifying coverage from the insurance and legal division, department of administration.
(4) An example of the loan agreement follows:
Montana Historical Society
225 N. Roberts Street
Helena, Montana 59620
(406) 449-2694�������������������������������������������������������������������������������������� Date�����������������������������������
�
Borrowing Institution��������������������������������������������������������������������������������������������������
Address����������������������������������������������������������������������������������������������������������������������
Contact Person����������������������������������������������������� Title���������������������������������������������
Telephone������������������������������������������������
Purpose of Loan��������������������������������������������������������������������������������������������������������
Period of Loan from���������������������������������������������� to�������������������������������������� (Period not to
������������������������������������exceed one year without written consent)
�
Insurance Company����������������������������������������������������
Type of Coverage�������������������������������������������������������
Amount of Coverage��������������������������������������������������
�
Credit line to read������������������������������������������������������������������������������������������������������������������ �
�
For borrowing institution�������������������������������������������������� � Title���������������������������������������������
�
For Montana Historical Society���������������������������������������������������Head Curator
�
������������������������������������������������������������������������������������������������������� Registrar
�
������������������������������������������������������������������������������������������������������� Director
�
Date of Board Authorization������������������������������������������������������
�
- � - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -
- � - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -
�
Accession No.�����������������������Item���������������������������Condition����������������������������������Value
�
(5) The borrower will exercise a high degree of care in the preservation and handling of borrowed items. It is understood and agreed that said materials shall not be changed, altered, or treated in any way whatsoever and shall not leave the custody of the borrower without permission in writing from the Montana historical society.
(6) Loan periods may not exceed one year. Any extension of a loan period must be duly negotiated and authorized. If deemed necessary, the Montana historical society may require the return of the loaned items before expiration period.
(7) No loaned materials or any part thereof may be reproduced for publication without the written consent of the Montana historical society. Proper credit must be given to the Montana historical society on any reproduction rights granted or exhibitions to the public of the materials loaned.
(8) Retrieval - 15 days before the expiration of the loan period, the Montana historical society shall be advised of the date, insurance provisions, and means of transportation for the return of the loaned items. If the items loaned are not returned by the date specified in this agreement, the Montana historical society may send an employee or officer to retrieve the loaned items. All costs to the agency holding the items shall be immediately paid upon receipt of the itemized billing.