Museum Mondays: The Backbone of the Museum — Administration
Behind every engaging exhibit, well-attended event, and carefully preserved artifact is the hard work of a museum’s Administration Department. At the West Chicago City Museum, this small team serves as the organizational backbone, ensuring that day-to-day operations run smoothly and the museum’s mission is fulfilled. As we have mentioned in our other Museum Monday posts, the City Museum has part-time staff that all chip in to fill the needs of the museum, and administration is no exception.
What Does the Administration Department Do?
The Administration Department oversees operations, financial management, human resources, and strategic planning. While their work may not always be visible to visitors, it is essential for keeping the museum functional and sustainable.
Key Responsibilities of the Administration Department
Financial Management
Budgeting, fundraising, and grant writing are critical functions handled by the Administration Department. They ensure the museum has the resources it needs to operate while maintaining fiscal responsibility.Human Resources
From recruiting staff and volunteers to managing payroll and benefits, the Administration Department supports the people who bring the museum’s mission to life.Strategic Planning
The department develops and implements long-term plans that align with the museum’s goals. This includes setting priorities, measuring outcomes, and ensuring the museum remains relevant to the community it serves.Visitor Services
Ensuring an excellent visitor experience is a top priority. From managing publicity to overseeing customer service, the Administration Department focuses on creating a welcoming and inclusive environment.Compliance and Governance
Museums must adhere to a variety of laws, regulations, and ethical guidelines. The Administration Department ensures compliance with these standards, working closely with the City of West Chicago and the Friends of the West Chicago City’s board of directors to uphold governance practices.
Why Is the Administration Department Important?
The Administration Department’s work allows every other department to excel in their areas of expertise. Without their careful planning and management, the museum could not achieve its mission to educate, inspire, and connect the community. They provide the foundation that enables creativity and innovation to thrive.
Fun Fact
Did you know that many museum administrators come from diverse professional backgrounds, including business, education, and the arts? Our City Museum Director is actually a licensed attorney, which helps her stay connected to changes in laws, compliance matters and human resources. Having a good mix of expertise helps museums balance creative vision with operational efficiency.
Collaborations with the Mexican Cultural Center DuPage and the West Chicago Cultural Arts Commission that our administration department help organize.
A Day in the Life of an Administrator
A typical day for a museum administrator might include reviewing budgets, meeting with community partners, and coordinating with other departments to plan upcoming events. Their role requires strategic thinking, strong communication skills, and a deep commitment to the museum’s mission. Our part-time staff spends on average one to two days a week on administrative duties.
Next time you enjoy a seamless visit to the West Chicago City Museum, take a moment to appreciate the unseen efforts of the Administration Department. Their dedication ensures that every piece of the museum’s operations fits together like a well-oiled machine.
Stay tuned for next week’s post as we continue our behind-the-scenes look at the West Chicago City Museum’s Volunteers. Have questions about the Administration Department or museum operations? Drop them in the comments below!
Museum Mondays: Inspiring Minds and Hearts — The Education Department
Museums are more than just repositories for artifacts—they’re centers of learning and engagement that connect people with history, culture, and art. At the West Chicago City Museum, our education team leads the charge in creating meaningful experiences that inspire curiosity and foster understanding. From school programs to community workshops, their work embodies the museum’s mission to educate and connect.
What Does An Education Department Do?
The Education Department designs and delivers programs that make the museum’s collection accessible and engaging for all ages. Whether it’s a hands-on activity for children, a lecture for adults, or a family-friendly event, the team ensures that everyone can find a personal connection to the stories the museum tells. All this work is done by our small museum staff; like our other departments, this busy department is made up of one to two part-time educators who help our museum director bring museum education to life in West Chicago.
Key Responsibilities of the Education Department
School Programs and Field Trips
Partnering with local schools, the Education Department creates curriculum-aligned programs that bring history to life. Students explore artifacts, participate in interactive activities, and gain a deeper understanding of their community’s heritage.Workshops and Classes
From art-making sessions to historical deep dives, the department offers workshops that cater to various interests and age groups. These programs encourage hands-on learning and creative exploration.Community Outreach
Collaborating with local organizations and community groups, the team extends the museum’s reach beyond its walls. Mobile exhibits, pop-up events, and special partnerships bring history and culture to neighborhoods and schools across West Chicago.Special Events
Whether it’s a seasonal celebration or a lecture series, the Education Department organizes events that attract visitors and encourage them to engage with the museum in unique ways.
Students exploring West Chicago maps and then creating their own version of their neighborhoods
Why Is the Education Department Important?
At its heart, the Education Department transforms the museum into a dynamic space for learning and connection. By creating accessible and engaging programs, they help visitors of all ages uncover personal connections to history and culture. Their work ensures the museum remains a place where curiosity thrives and learning comes alive.
Fun Fact
Did you know that the West Chicago City Museum has a separate education collection of artifacts and reproduction items! We have over 1,000 historic items that are touchable. We love to take these into classrooms or set them out on “touch me” stations in the museum so that people can actually interact with history. School students always have a great time playing with the old toys that are part of our education collection.
A Day in the Life of an Educator
A typical day for an educator might include leading a group of students on a field trip, designing an upcoming workshop, and collaborating with local teachers to align programs with classroom curricula. Their role requires creativity, adaptability, and a deep passion for connecting people with the past.
The next time you attend a museum event or see students excitedly exploring exhibits, remember to thank the hardworking Education Department. Their dedication ensures the West Chicago City Museum remains a vibrant and inspiring resource for the community.
Stay tuned for next week’s post as we continue our behind-the-scenes look at the West Chicago City Museum’s Administration Department. Have questions about the Education Department or museum programs? Drop them in the comments below!
Museum Mondays: The Unsung Heroes of Museum Operations — The Registration Department
When you walk through the doors of the West Chicago City Museum, it’s easy to be captivated by the beautifully curated exhibits and the treasures of history they showcase. But what ensures these items are accounted for, cared for, and properly documented? That’s where the Registration Department comes in—a behind-the-scenes powerhouse ensuring every artifact and object is managed with precision.
As we mentioned in the Collection Department post, in large museums, these departments are made up of many people. At the West Chicago City Museum however, we show our might by fulfilling all these duties with a part-time staff of five people, led by our part-time director. Small museums amazingly still get all this work done, just at a bit of a slower pace.
What Does the Registration Department Do?
The Registration Department is responsible for keeping meticulous records of the museum’s collection. From cataloging new acquisitions to managing loans, this team ensures that each item in the museum is traceable, preserved, and cared for properly. Their work forms the backbone of the museum’s operations, ensuring accountability and accessibility for researchers, curators, and the public.
Key Responsibilities of the Registration Department
Cataloging and Documentation
Every item entering the museum is meticulously documented. This includes details such as provenance (history of ownership), condition, dimensions, and materials. The team ensures that these records are digitized and easily accessible for references.Accessioning New Items
When the museum acquires a new artifact, the Registration Department facilitates its accessioning—the formal process of adding the item to the museum’s permanent collection, education collection or research collection. This involves assigning a unique identification number and ensuring all paperwork is in order.Managing Loans
Museums often borrow or lend items for exhibitions. The Registration Department oversees this process, ensuring that objects are transported and cared for under strict guidelines, minimizing risks of damage.Condition Reporting
Before and after any item is moved, the team conducts thorough condition reports to document any changes or damage. These reports are essential for maintaining the integrity of the collection.Inventory Control
With hundreds or thousands of objects in a museum’s collection, keeping track of each one is a monumental task. The Registration Department conducts regular inventories to ensure that all items are accounted for and stored in the correct locations.
A look into our catalog system and how we document artifacts in our collection.
Why Is the Registration Department Important?
The Registration Department plays a critical role in preserving the integrity of the museum’s collection. Without their meticulous record-keeping and care, objects could be lost, damaged, or forgotten. They’re not just organizing artifacts; they’re safeguarding the stories these objects tell, ensuring they’re available for generations to come.
Fun Fact
Did you know that some museums have registrars who use tiny pencil marks to track the movement of artifacts? This meticulous practice ensures that every item—from ancient pottery to modern artworks—is always accounted for, even after decades in storage or on display.
Do you ever see small seemingly random numbers written on an artifact? That is how we track items! They are unique number and every artifact gets one. The first number you see aligns to the year the object was donated, the second is for the donor group, and the third number is the individual item number.
A Day in the Life of a Registrar
A typical day for a registrar might involve cataloging a new donation of historical photographs, preparing loan agreements for an upcoming exhibit, and conducting an inventory of objects in storage. Their work requires a keen eye for detail, excellent organizational skills, and a deep commitment to the museum’s mission. Our part-time small museum staff takes two days a week to focus on registration duties.
The next time you marvel at an artifact in our museum, remember the amount of time it takes to catalog, document and track those priceless treasures so that they are preserved and accessible for all to enjoy.
Stay tuned for next week’s post as we continue our behind-the-scenes look at the West Chicago City Museum’s Education Department. Have questions about the Registration Department or museum work in general? Drop them in the comments below!
Museum Mondays: The Collections Department Unveiled
When you visit a museum, the art, historical objects, and exhibits seem to seamlessly transport you into worlds of history, culture, and creativity. But behind the scenes, there’s a web of departments working tirelessly to make that experience possible. This week, we’re shining a spotlight on one of the most vital yet often overlooked departments: Collections.
A peak into the West Chicago City Museum’s storage: photograph on the left shows two of our 3D object storage shelves, photograph on the right is a look in one of our many research file drawers
What Is the Collections Department?
The Collections Department is the guardian of a museum’s treasures. Their role involves managing, preserving, and protecting the objects, often referred to as artifacts, in the museum’s care. Whether it’s a century-old painting, a household gadget from the 1800s, or a piece of equipment from our local rail yards, the Collections team ensures that each piece is documented, conserved, and stored properly so that it is preserved for future generations.
Recent donation to the City Museum being catalogued along with other model railroad cars, currently on display on the second floor of the museum.
Key Responsibilities of the Collections Team
Cataloging and Documentation
Every object in the museum is cataloged with meticulous detail. This includes recording its provenance (history of ownership), condition, dimensions, materials, and other significant details. This information forms the foundation for research and exhibition planning.Conservation and Preservation
Objects in a museum’s collection often require specialized care to prevent deterioration. The Collections team monitors environmental factors like temperature, humidity, and light, which can impact the longevity of artifacts.Storage and Organization
Not every item in a museum’s collection is on display. The majority of our artifacts are stored in carefully controlled environments. The Collections team ensures that items are stored safely and can be retrieved efficiently when needed.Loans and Exhibitions
Museums often loan objects to other institutions or incorporate loans into their exhibitions. The Collections team oversees this process, ensuring that objects are transported and handled with the utmost care.Ethical Stewardship
Museums have a responsibility to ensure that their collections are acquired and maintained ethically. The Collections team plays a key role in adhering to state and federal laws, regulations, and guidelines related to repatriation, cultural sensitivity, and provenance research.
One of our many shelves of 2D objects preserved in the West Chicago City Museum’s collection.
Why Is This Work Important?
Without the work of the Collections Department, many of the objects we cherish in museums would be at risk of loss or damage. Their work allows us to connect with history, understand diverse cultures, and appreciate the beauty of the world around us. They’re not just preserving objects—they’re safeguarding stories.
Although we are referencing a Collections Department in this post, it’s also important to note that in small museums like ours, that only have 5-6 part-time staff members, this is a team effort. Large museums can have many many people in their collection team; we are small, but mighty still filling all these responsibilities.
A few pieces from the City Museum’s art collection and artifacts packed in boxes for preservation in museum storage.
Fun Fact:
Did you know that many museums only display a small fraction of their total collection? For instance, it’s estimated that less than 10% of the Louvre’s collection is on view at any given time. At the City Museum we display about 1% of our collection of 36,000 items related to West Chicago history, which is why we try to feature as many pieces and the stories behind them on our website and social media. Items not on display at museums remain in storage, expertly cared for by Collections teams until it is there turn to be showcased in museum exhibits!
Stay tuned next Monday as we explore another fascinating department and uncover more behind-the-scenes magic of museums. Have questions about Collections or museum work? Drop them in the comments or email us at wegohistory@gmail.com!
Museum Mondays: What It Takes to Run a Museum
Have you ever wondered what it takes to bring the West Chicago City Museum to life? Beyond the galleries and exhibits, the West Chicago City Museum is a bustling ecosystem of dedicated professionals working tirelessly to preserve local history, inspire learning, and connect our community. That’s why we’re thrilled to introduce Museum Mondays, a new series where we’ll explore the inner workings of museums and the people who make it all happen.
A Bit About Us
The West Chicago City Museum, established in 1975 and housed in the historic 1884 Town Hall building, serves as a dynamic history and art center dedicated to preserving and promoting the rich heritage of West Chicago. As the first Illinois town created by the arrival of railroads, West Chicago has a unique and vibrant history.
1884 Turner Town Hall, now the West Chicago City Museum
Today, with a diverse population of over 25,000, the museum's collection reflects nearly 175 years of history, helping to make meaningful connections between past and present.
We offer two galleries of changing exhibits highlighting West Chicago's history and culture, present special traveling exhibits from state and national venues, and provide school, group, and public programs throughout the year.
West Chicago City Museum’s second floor newest display about the Burlington Route, one of West Chicago’s 6 historic train lines.
Our archives, photographic collections, reference library, and research files are available for public use, and we have researched and published several books on West Chicago's history and culture. We also feature the historic Chicago, Burlington, & Quincy Railroad depot, built in the 1860s, which includes a turntable model of the 1869 Chicago North Western Roundhouse.
The 1860s CB&Q Depot; members of the Friends of the West Chicago City Museum cleaning the C&NW West Chicago Roundhouse model.
What to Expect
Over the coming weeks, we’ll dive into the fascinating tasks we at the City Museum do every week, including:
Collections: We are guardians of the museum’s treasures, responsible for preserving and managing objects in our care.
Registration: The meticulous record-keeping, tracking every item that enters and exits the museum.
Education: The stories we tell, outreach visits to schools and other community groups, and how we design programs and resources to engage visitors of all ages.
Administration: The organizational backbone that keeps the museum running smoothly.
Research: Our vast collection of research files that help local home owners, businesses, families and history lovers dig deeper into area history.
Volunteers: The dedicated individuals who generously give their time and energy to support the museum.
Each Monday, we’ll spotlight one of these areas, sharing insights into our work and why it’s vital to the museum’s mission. Whether you’re a local history enthusiast, an aspiring museum professional, or simply curious about what goes on behind the scenes at the West Chicago City Museum, this series is for you.
Get ready to discover the magic that happens beyond the exhibits. Stay tuned for our first post next week, where we’ll start with the Collections Department! Have questions or topics you’d like us to cover? Let us know in the comments!
Behind the scenes look at Museum storage