Museum Contracts and Legal Transactions

Museums are established to tell the life, history, art, culture, stories of people, places, or events. The only way for museums to thrive successfully is to have a great support from donors and the surrounding communities. It is a mission of museums to entertain, educate, and inform their patrons of cultures, individuals, and many stories that have been untold for a long time. It opens up a world for those young and old to understand and appreciate the arts and humanities. There is no other field I could think of that is so rewarding to go to work everyday. The stories and lives displayed in museum exhibits around the world are remarkable, but it is hard to find ones like those in small town museums.

It is crucial part of museums to have donors when they are wanting to give their items to be thorough with museum paperwork. This is a beneficial step to all collections. A museum has a mission for a reason to serve a goal and purpose to its patrons to provide exhibits and activities that fall into a specific time period, region, or category. Many museums including the ones I work with have Collections Committee that evaluate all donations. These committees discuss what has been brought in over the past few months, because usually these committees will meet monthly or bi-monthly. It varies depending the institution and their policies.

No one museum is the same and not all donations are appropriate for every museum. For example, the two museums in the area I work with are the Dobson Museum at Miami, OK and Miners Hall Museum in Franklin, KS. The Dobson Museum was established in 1972 after the passing of Miss Nellie Dobson in 1968. She left funds in her will to construct and maintain the museum. The original Ottawa County Historical Museum was opened in 1963 on the 2nd floor of the Dobson Building/Old McWilliams Opera House in Downtown Miami.  After completion of the museum all collections were moved to the new museum, because many of the volunteers and patrons could not climb the stairs to get to the museum being on the 2nd floor. The mission of the museum to collect, preserve, and exhibit Ottawa County History. The museum only collects items that pertain to Ottawa County History, not other counties, states, or people who never lived in Ottawa County. The collections committee assesses the relevance of the artifacts and makes recommendations, which go before the board for final decisions. Some cases it may not be the only reason an item could not be accepted by a museum.  A museum may not have the funds, space, or time to care for a particular artifact. Many museums are limited with storage and exhibit capacities. The Miners Hall Museum collects, preserves, and exhibits the coal mining history of Cherokee and Crawford Counties in Kansas. Their mission is to preserve a certain type of mining for a certain region. This museum opened in 2012 after being a dream for many which turned into a reality in the Spring of 2012. The museum was host to a Smithsonian Traveling Exhibit in the Summer of 2013. The museum has grown so rapidly, that it is working on a fundraising campaign to construct a new addition on the west side of the existing building, which is the Franklin Community Center.

A great question to ask when being interested in donating to a museum is asking what the mission of the museum is and if they have a collections policy available. Some museums may not have a collections policy. Most collections policy are drafted by paid employees, but however some cases it occurs with volunteer collections committees. A greater understanding to know a scope of collections and the overall mission and vision allow you to find a suitable institution to place artifacts, documents, and images into a preserved collection.

Museum forms often used with processing of collections are: Deed of Gift, Loan Agreements, Background History, Inventory Form, or Condition Reports to name a few of the forms used within museums. A crucial part of operating a museum is to have appropriate paperwork for artifacts and collections within a museum. A Deed of Gift is used as it speaks for its self as a form filled by a donor to deed an artifact or group of artifacts to a museum, repository, or institution. The donor has responsibility when completing paperwork to be thorough by making sure all their contact information is correct and a detailed listing of what is being deeded or loaned, if they are completing a loan agreement. Background History form is used to gain as much information on the artifact, owner, and donor as possible. Did this item come from the donor's great-grandparents, an auction, garage sale, the attic, or did the donor actually build the artifact being contributed to the museum. The museum, repository, or institution is better able to care for and preserve the artifact if they know exactly what it is, where it came from, and any and all stories associated with the artifact. An inventory form or in some cases a catalog record form keeps a listing of where to locate an artifact when inside a museum, whether it be in exhibition or storage. A condition report is used in cases of traveling exhibits or damage to a collection based upon fire, natural disaster, etc. The condition report is filled out to give the status an artifact based on being destroyed or broken within a collection. There are certain cases where museums will loan exhibits to other museums if they are assembling a special exhibit. A condition report is to be completed upon, loading, unloading, exhibiting of the artifact from its home museum and the host museums.

There are rare cases where a museum will loan a collection to another for an extended period of time in most cases it would be between six to nine months. A museum does not exist without donors, but a museum would not be able to function if it did not provide accurate and efficient measures to preserve and collect with proper paperwork for the museum collections.

If you are interested in donating or have any questions about the Dobson Museum in Miami, OK or Miners Hall Museum in Franklin, KS, please contact me I would be glad to visit with you about these fine museum establishments in the Four States. Please visit their websites and keep updated on events by liking them on Facebook to follow the latest news.

Dobson Museum
110 A SW
Miami, OK 74354
(918)-542-5388
ochs@dobsonmuseum.com
www.dobsonmuseum.com
Hours: Wednesday-Friday-Sunday - 1-4 pm

Miners Hall Museum
701 S Broadway
Franklin, KS 66735
(620)-347-4220
minershallmuseum@gmail.com
www.minershallmuseum.com
Hours: Monday-Saturday - 10am-4pm
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Any questions about museums or anything about my blog feel free to contact me at jordan_boyd@live.com.

Developing a Museum Exhibit

Many long hours go into developing a museum exhibit. A museum exhibit can be thought of just like any research paper or project. You have to complete a lot of background research depending on how familiar you are with your topic or theme of your exhibit. There will be numerous steps needed to make it to your finished product, which is your opening day of the exhibit. The first job would be to create a small group or committee to work on the museum exhibit and deciding upon what you are doing for an exhibit. There are endless possibilities of what can be done for a museum exhibit. Once, you have your idea of what your exhibit will be the exhibit chair needs to assign the duties of how the committee will work together to create the finished project. Many decisions have to be made within the initials meetings of setting up the committee. A deadline needs to be decided on when the exhibit will open and how long that will take to prepare. Many exhibits take close to eight months to a year to get everything organized and ready to start putting together. It honestly depends on the size of the exhibit as well. Some exhibits could be endless of the amount of information and artifacts to provide the audience, while some exhibits may have less material to present based on your overall focus. An outline and work schedule needs to be constructed to see how the members will contribute and when sections need to be completed to move forward to the next phase of the project.

Another reason why it may take a long time to put an exhibit together is artifacts or information needs to be sent or loaned to the museum from other institutions or private lenders on a temporary contract for the length of the exhibit. The committee also needs to maintain a focus of how they will tell the story and who the main audience will be for the exhibit.  Many exhibits can be displayed for wide audiences, but do many people know of the story you are telling with your display. Sometimes you may have to provide more background to let the audience have a greater appreciation and understanding to what is the significance and message of the exhibit. The next phase of the exhibit is to conduct the research of what information is known and possibly ask some questions that need to be answered for the committee to have a better understanding themselves of why the exhibit is important and to clarify how the story is being told to the audience. Once all research has been collected it is time to start building blueprints or sketched drawings of what the exhibit might look in the space provided to house the exhibit based on what artifacts the museum may already own or have been loaned for the exhibit. Many exhibits have items which fit in glass cases or to be hung up on walls. There may be some items which are much larger and need to assess the area to make sure all artifacts may be accommodated to truly make the story come to life for the audience. The next phase to move into is the writing, editing, and revisions phase. Many of the artifacts may be unrecognizable to patrons, so it is always good to have excellent signage in and around display cases or artifacts in the gallery. You will also need an introduction panel to introduce the title and story for the audience. It also great to include a timeline or exhibit map to layout the flow of the exhibit. There may be tour pamphlets or other signage to be written and produced for the exhibit. All of this information needs to be written up and sent off to printers well in advance to provide plenty of time for the overall construction of the exhibit.

The committee will begin to construct the exhibit if panels need to be built or cases moved into the gallery. It is always a good idea to continue to consult the outline and work schedule for the exhibit to make a simplified checklist just to create some organization to what has been done and what needs to be done to make this exhibit a success. The final step is making sure everything is has been put into place and ready to present to the audience. I suggest finishing an exhibit at least two weeks before an exhibit is set to open to make any necessary changes or adjustments to allow time to correct or reprint materials. It also good to have a final meeting, which is an overall evaluation of the work the group has put into the exhibit. You want to make sure your group feels the story is being told they way they originally felt and to make sure their are no errors in the flow or signage within the exhibit. It never hurts to double or triple check signage, because it is so easy to make the simplest mistakes in a large project.

This is the tire brought in by an Ottawa County Historical Society member who loaned the tire to display a sign for the B.F. Goodrich display, which opened in February 2012. 

A final thought about developing an exhibit, which may need to be covered sooner rather than later is how will you publicize the exhibit and will you have an open house and invite certain guests to a reception in honor of the exhibit. It may be appropriate to invitations to printed a list collected of potential guests. The Dobson Museum had an open house reception for all the B.F. Goodrich employees and their families, when the opened the exhibit back in 2012. It was an opportunity for some of the employees to catch up and revisit old friends. Many of the employees had not seen each other since the plant had shut down over 25 years ago. The tire plant was in operation in Miami, OK from 1945-1986. 

 Ottawa County Historical Society Board and Volunteers on opening day of B.F. Goodrich Exhibit at Dobson Museum on February 26, 2012.  

 B.F. Goodrich guests viewing the display in the main gallery. 

 More guests enjoying visiting while at the B.F. Goodrich Open House. 

 This picture shows the west side of the gallery where scrapbooks were placed on tables for guests to view. There was old newsletters, pictures, etc. throughout the books. 

Another view from the west side of the gallery showing the crowd enjoying the exhibit with the B.F. Goodrich Miami Plant sign in the background. 

*All pictures displayed in this blog were taken by OCHS Board Member and photographer Gary Crow. 

Applying Skills in Museum Exhibits

Have you ever thought about what goes into an exhibit in a museum? The skills needed working in museums varies between the exhibits you implement in your museum. Your resources play a big factor as well just as any other project. Some people have a fairly large budget while others operate strictly off of donations to their museum projects. You need to evaluate the time, manpower, and artifacts available to your group to assemble the exhibit. Some groups are blessed to have individuals or their families who have the knowledge and ability to assist with a project, they are currently working on for their exhibit. It is truly beneficial to the overall exhibit to have a resource like a first hand account person to assist with research, collecting, and organization of the overall product. In same cases there may be no one left who has affiliation, knowledge, or resources left of a particular business, organization, or family. Exhibits can be made up of numerous pieces of a community, county, or company depending on the mission of the museum. There are many steps that go in to an exhibit including the research, organization, design, collecting of artifacts and reproductions, assembling/constructing, and promoting the exhibit. It is always good to have a strong committee developed who will bring numerous ideas to the table about working on the exhibit.

Many museums rely on a strong network of volunteers to keep the doors open and to also to maintain the exhibits within their museums. It is always very beneficial to have as much insight on a project as you can from a variety of sources. I have a few pictures to share this week below of ideas of different artifacts that where collected to assemble an exhibit at the Dobson Museum in Miami, Oklahoma this past summer, when the Route 66 International Festival was held in Joplin, Missouri. The Ottawa County Historical Society displayed a Route 66 Exhibit entitled "The Mother Road of Ottawa County". An exhibit does not always have to be represented with original artifacts to be effective for the audience. Many of the photographs within this exhibit were scanned from the original negatives from the Orrick Sparlin Collection that is housed within the museum, but also many souvenirs or memorabilia was also collected to display. The Orrick Sparlin Collection is such a valuable collection and a true asset to the museum and Ottawa County. Mr. Sparlin photographed Ottawa County life from the late 1930s to the mid 1960s. Many of these negatives have not been scanned until the past couple of years. It is a project I took on as an intern for the Dobson Museum and still work on today. It will be a long process, because there are thousands of negatives yet to be scanned from this collection. Many projects assist with eachother, because of their common goals and interests. For example, the Route 66 Exhibit worked really well with the Orrick Sparlin Collection, because we were able to locate pictures from every town within the county along the route by utilizing this collection in our research and production of the exhibit.

Here is a t-shirt on display at the Route 66 Exhibit at Dobson Museum in Miami, OK.

This case is one section of the Route 66 Exhibit at the Dobson Museum in  Miami, OK.

 



 

Texaco Truck on display in Route 66 Exhibit at Dobson Museum in Miami, OK.

 

Route 66 Flag at Dobson Museum in Miami, OK.

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Dobson Museum at Miami, Oklahoma

The Dobson Family came from Kentucky to Ottawa County, Oklahoma in the 1890s. The Dobson family had a couple of mines in the Picher area. They also ran the Ice Company in Miami back in the early years. The Dobson Family had three children who never married Wayman, Solomon, and Nellie. They all lived together in the Dobson Home on A Street SW in Miami until their deaths. Wayman passed away in 1945, Solomon in 1960, and Nellie in 1968.

Dobson Home in Background with Dobson Memorial Center Sign

Dobson Home at 106 A SW, Miami, Oklahoma 

Memorial to Ms. Nellie Dobson at Entrance 

Main Gallery looking West. 

East Side of Lower Level Gallery

 West Side of Lower Level Gallery with Mining Pictures on Wall. 

Boy Scout Jamboree Tepee on display at Dobson Museum. 

Museum Entrance with B.F. Goodrich Tire Sign

Gardens in Dobson Courtyard 

Gardens on Northside of Dobson Property 

It was stated in Ms. Nellie Dobson's Will, that her home and property to be left as a home for the collections of the Ottawa County Historical Society. In 2011, the Dobson home was placed on the State and National Register of Historic Places. The museum has vast collections,which observe the rich history of Ottawa County, Oklahoma. The collection includes exhibits in but not limited to: Mickey Mantle, Charles Banks Wilson, Native American Tribes of Ottawa County, Mining, B.F. Goodrich, British Flyers, Orrick Sparlin Photographs and Negatives, County Pioneers, Route 66, Sunbeam Farms, etc. The gardens which look amazing all year round are kept up by a strong group of volunteers, that dedicate time to keep the Dobson Memorial Center looking great. You will see throughout different times of the year people taking Graduation, Engagement, Wedding,and  Family pictures at the Dobson Museum and Home.

The museum has two levels of galleries for patrons to enjoy with temporary exhibits every year. In 2012, "B.F. Goodrich Full-Circle in Miami" was opened and an exhibit area of the museum is still dedicated to the B.F. Goodrich Tire Company. In 2013, "Sunbeam Farms: A Black Angus Dynasty" and "Route 66: The Mother Road of Ottawa County" opened are both currently on view for patrons to enjoy along with the numerous permanent collections housed within the museum. The Orrick Sparlin Collection has thousands of pictures and over 43,000 negatives housed at the Dobson Museum. The main task I work on is scanning the negatives and preparing them to be used in exhibits and to file them for future research and use. It has been a 2 1/2 year project already and only about 5% of the collection is actually scanned as of today.

The museum is open Wednesday, Friday, and Sunday Afternoons from 1:00-4:00 p.m. and closed on holidays. You can also check out more by visiting their website at www.dobsonmuseum.com or checking them out on Facebook. Every Sunday the Ottawa County Historical Society has a unidentified picture in the Miami News-Record from the collection along with the thousands of other unidentified pictures. Submissions of names on the "Can You Identify History?" pictures can be submitted via website, email, or calling 918-542-5388. There is a Calendar of Events on our website so you can always stay up to date on what is happening at the Dobson Museum.