Museum manager urges council to adopt collection policy, prioritize archive facility upgrades

Gabe, the museum manager, briefed the council at the work session on the condition of Fairhope’s archives and asked council to review a proposed collection-management policy and to consider a longer-term facility solution for archival storage.

Gabe said the current second-floor archive space at the Welcome Center and offsite storage on Pecan Avenue are exposing artifacts and paper-based materials to damage from light, humidity fluctuations, pests, dust, air pollutants and inadequate shelving. He described specific preservation thresholds for archival materials: very light-sensitive items (color photographs, early photographs, dyed leather, cheap paper) should be stored with exposure limited to about 3 foot-candles of light and only when removed for observation; moderately sensitive items tolerate 5–10 foot-candles. He said the archive currently experiences much higher light levels near balcony doors and interior lights. He also reported humidity daily averages above the recommended maximum (a typical target was described around 50% relative humidity) and that the dehumidifier has failed at times, creating conditions where mold can activate quickly.

Gabe outlined additional concerns: carpeted floors (which trap fine particulates), chrome-plated wire shelving that can itself shed contaminants over time, multiple exterior doors and balcony windows that admit exhaust particles during traffic peaks, and the mixed-use nature of the space (holiday decorations, displays and unsupervised access). He said an air-particle monitor showed spikes in fine particles during traffic rush hours at the nearby intersection and warned that some off-gassing building materials (for example, plywood adhesives) can further harm sensitive objects.

To address these issues, Gabe asked the council to review and adopt the collection policy he provided, to reconstitute the museum advisory board to oversee deaccessioning and long-term policy, and to authorize staff work toward a dedicated archival facility or sealed storage solution. He proposed presenting a deaccession list to the council for approvals under the draft policy and said many items in the catalog could be deaccessioned following museum standards and city disposal rules. The manager suggested modular or purpose-built storage as cost-efficient options and said he will return with more detailed facility recommendations and cost estimates.

Council members asked about timelines and the advisory board; Gabe said the policy review and initial deaccessioning list could move in one to three months and that the museum planned to recruit qualified advisory members. No formal vote was taken; council asked staff to review the policy and ordinances and to return with recommendations.