ART DONATION/LOAN POLICY AND ART PLACEMENT GUIDELINES

The guidelines set forth by the Library Board endorse appropriate donations and placement of artwork with the goal of creating a historical, cultural and educational environment.

Proposals

Proposals for the donation and placement of works of art will be evaluated according to this policy. Proposals may fall into one of two categories which may determine location, placement and evaluation criteria:

1. Works of Art for permanent placement in the Library (Donations)
2. Works of Art for long term loan in the Library (Loan)

Permanent or Loaned Works of Art

Proposal Process

1. Proposals for the donation and placement of permanent works of art and loans should include:
       1. A statement justifying the appropriateness of the works of art to the Library and providing relevant documentation.
       2. A written description of the physical works of art including size (height by width, weight as appropriate) and imagery, construction materials, base or pedestal materials, framing style, color, and lettering style and inscription.
       3. The name and qualifications of the artist/designer.
       4. Projected costs (such as installation and lighting) and revenue sources (such as grants) which the applicant pays.
       5. Proposed lighting plan (if appropriate).
2. If the proposed works of art meets all criteria and is deemed suitable for the Library, the Library Director will forward its recommendation for approval to the Library Board of Trustees for final approval.
3. Following the decision of the Library Board, the Library Director will notify the applicants. Upon receipt of a letter granting final approval of the works of art, the applicant may then make arrangements to officially donate the piece to the Library and arrange for installation.
4. Once an item is donated, the piece of art becomes the property of the Library and may be disposed of by the Library as is deemed appropriate.
    

Guidelines for evaluation of proposals will be based on the following:

Quality and Presentation

1. Within these guidelines, the quality of works of art refers to the overall accomplishment in the art form and content, and the quality of craftsmanship.  Pieces with their own merit may not be acceptable if they are in contrast with the general aesthetic atmosphere of the building as a whole.  All art placed in the Library must meet a high level of aesthetic quality.
2. Works of art must be constructed in a manner that insures longevity of the artwork. The making of the art should include the use of correct technical processes and materials which have a relative permanence.
3. Works of art must be presented in a professional manner.  Two-dimensional work must be suitably framed and wired and ready for hanging.  Freestanding statuary must rest on a durable and appropriate base material that is proportionate in size.  Pedestal sculpture must sit on a carefully constructed pedestal which is of a durable appropriate material and proportionate size. 
4. The Library commits to be thoughtful and sensitive in choosing works of art to be displayed in the Provo City Library.

Placement

1. The installation and placement of works of art will be determined by the Library Board.
2. Placement of works of art at a site must consider the materials, colors, and textures of the existing building site. Art will not be placed in locations which result in visually poor and conflicting relationships between the object and the site.
3. Placement of works of art must support clarity of the original architectural plan, particularly as it relates to the harmonious whole, within the distinct and separate interior designs and according to the master plan of the Library.
4. Works of art will be placed so as not to obstruct clear lines of vision or upset the relative proportion of visual elements within the building.
5. There will be no changes made to the structure of the building to accommodate art.
6. A work of art may not be placed in an area of the building that is structurally unable to bear the object's load.
7. Works of art placed in the Library will have an appropriate theme and will be located in the building according to theme. Pieces with like themes will be located together. 
8. Works of art will not be placed in direct contact with or close proximity to such items as ventilation ducts, lighting, systems, fire safety apparatus, etc.
9. Placement of works of art at a site must consider art conservation concerns. Exposure to direct sunlight and direct contact with venting from air conditioning and heating systems will greatly deteriorate some works of art.
10. The internal traffic flow of the building must be considered. Art will not be placed in areas which obstruct ease of mobility of large groups through interior building thoroughfares.
11. Placement of works of art must consider emergency situations. Art will not be placed in locations which inhibit efficient access to emergency exit routes.
     

Duration of an Art Object at Initial Location

The placement of works of art in the Library will be carefully considered when initially proposed.  The location of art will be periodically reviewed. As the Library evolves, art may be relocated and/or removed. In the event of either relocation or removal, the Gallery Manager will coordinate the activity. 

Security of Donations

The library will take reasonable precautions to secure works of art. Budgetary constraints may impact the relative level of security.

Insurance Responsibility

Since a donation of art becomes the property of the Library, appropriate insurance coverage is the responsibility of the Library.

Long Term and Temporary Art Displays in the Library

Long term and temporary displays are defined as displays which are exhibited for an extended period of time, but which are not permanent. 

Proposal Application

Long term and temporary display proposals follow the same application process and utilize the same selection criteria as does the permanent collection. Temporary lighting solutions will be reviewed by the Library Board and may be a factor in the acceptance process. 

Duration of Display for Loan

Agreements for a loan will be for a specific negotiated period of time.

Security of Loans

The library will take reasonable precautions to secure works of art. Budgetary constraints may impact the relative level of security. 

Responsibility of Maintenance

The owner will assume the responsibility of maintenance, which includes all associated maintenance costs, for the work of art throughout the duration of the loan. 

Insurance Responsibility

During the period of time that a work of art is displayed by the Library, the owner of the work of art must provide one of the following documents.

1. An insurance rider covering the specific work of art for the entire negotiated display time, or
2. A signed waiver holding the Library harmless in the event of vandalism, damage, or theft.
    

Board of Directors
Provo City Library
Approved June 14, 2000

Revised & Approved January 8, 2025