(a) The decision to borrow or loan a work must be approved by a majority vote of the Committee, but if the Curator sits on the Committee as the chairperson, then the Archivist shall vote instead of the chairperson. If there is not unanimity in the decision, then the decision must be referred to the Committee for a majority vote.
(b) The Curator must provide a written report about the condition of the work and submit it to the Committee and the lending institution prior to the loan of the work. A condition report must be prepared when the work is loaned and when it is returned to Government House. The reports become part of the work’s permanent file. If a work is received on loan from an individual or private institution, at the request of the lender. Government House shall insure the work under a fine arts risk policy in an amount agreed to by the lender and the Committee.
(c) Government House shall accept only permanent or indefinite loans from public institutions, but the Governor or the First Lady may accept as a personal loan works of art for their living quarters within Government House.
(d) Works from Government House may be loaned with the approval of the Curator and a majority vote of the Committee. An exception may be made for libraries for special exhibitions. A request for a loan of a work of art from Government House must be made in writing at least six months before the works is expected to leave Government House. The borrowing institution must submit a plan detailing its ability to properly display, store, and manage the work for the Curator to review.
(e) All works loaned by the Committee must be insured under an all risks policy or a fine arts policy that insures the work while in transit and on exhibit in an amount to be determined by Government House and the Department of Property and Procurement.
(f) The Curator must approve the method of presentation, security, transportation and carrier. The borrowing institution must pay the cost for packing and transportation and must submit annual condition reports to the Curator.