Hi Diane,
I'd suggest a different approach, one that could build a more productive
relationship in the future; think of it as a teaching moment. Since he is
likely to continue to send you stuff unbidden, you ought to take advantage of
it, but it will require a little time, but it may well be worth it in time
saved in the future.
Make a list of what he's sent that you accessioned and highlight the ones
that you consider gems; make a parallel list of his most recent batch and
highlight the pieces you're not interested in. If you have a collections
policy, look at whatever it says about the scope of your collections. If your
CP addresses this, look at what have been identified as gaps in the
collection. If it doesn't, spend a half hour de-briefing yourself: this is the
story we're trying to tell--what's missing that would allow us to tell it
better? What are our limits: what's outside the mission or beyond our capacity
to manage it or whatever the other selective criteria you apply? Have him
in for coffee and talk him through this. Make him an ally and a scout for
you.
It's maybe worth thinking about whether others in your community would
benefit from and welcome an opportunity to learn about what you collect and why
and the range of issues you are evaluating as part of that process.
They're not just your audience; they're your support group and they'll be more
supportive if they understand you better.
My two cents.
Ken
KEN YELLIS
Project Development Services
21 Gibbs Lane
Portsmouth, RI 02871
Office: 401-619-4524 o Cell: 401-662-7769 o [log in to unmask]
(mailto:[log in to unmask])
In a message dated 2/15/2017 4:26:39 P.M. Eastern Standard Time,
[log in to unmask] writes:
Diane,
Basically what Marc said but if I think the items may have value to another
institution, if I can, I supply the general contact information of other
institutions that may be interested. If it’s something that I think has
significant value or has significant value to a specific institution but doesn’
t fit our mandate I may contact another institution and see if they’re
interested. If they are I’ll either let the donor know or offer the donor to
transfer the items to the other institution (with some sort of written proof
of the donor’s wishes).
William Shepherd
Collections Officer
Swift Current Museum
44 Robert Street West
Swift Current, Saskatchewan
S9H 4M9
Phone: 306-778-4815
Fax: 306-778-4818
From: Museum discussion list [mailto:[log in to unmask]] On
Behalf Of Marc A Williams
Sent: Wednesday, February 15, 2017 3:06 PM
To: [log in to unmask]
Subject: Re: [MUSEUM-L] Rejecting Donation Letter
"Thank you so much for your kind donation. We appreciate it very much.
The items in this box do not fit within the mission of our institution. We
very much appreciate your thoughtfulness, but feel that another institution
may be better able to utilize them. Best regards." So something to that
effect.
Marc
From: _Diane Hall_ (mailto:[log in to unmask])
Sent: Wednesday, February 15, 2017 3:59 PM
To: [log in to unmask] (mailto:[log in to unmask])
Subject: [MUSEUM-L] Rejecting Donation Letter
Hello Museun-L.
Does anyone have a templet for rejecting objects a person has mailed you
to donate to your museum?
Background:
There is a gentleman who every few months sends several items to the
museum to donate. He never calls to ask if we want said items, just mails them
with a nice note that he is donating them. So far, most of these items we
have been able to accept into the collection. However, the most recent box he
sent contained four objects, two that just are not a good enough fit. I
want to return these to him but do not want to alienate him in any way.
Diane Hall
Collections Manager
AMA Motorcycle Hall of Fame
13515 Yarmouth Dr.
Pickertington, OH
1 (800) AMA-JOIN
1 (614) 856-1900, ext. 1210
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