Policies

Dudley Foundation Photography and Filming Policy

The Dudley Farm Museum encourages visitors to take photographs, videotape, or otherwise creatively reproduce images of the buildings and grounds for their personal enjoyment. The photographic policy, set forth below, enables the Museum to manage the effects of these activities on normal operations and ensure the safety of our guests, the collections, and the buildings. For pictures of specific items in the collection, either for scholarly publication, commercial use, or for personal study or reference, please contact the Museum Director. The use of the interior of the house, its outbuildings, or grounds, is at the photographer’s and his/her subjects own risk.

Visitor Photography Policy  (Non-commercial)

Still photography and videotaping is permitted on the grounds and in the interior of buildings of The Dudley Farm for private/personal, non-commercial use only; they may not be published, sold, reproduced, transferred, distributed, or otherwise commercially exploited. While the use of a tripod is permitted, mounted lighting, reflectors, or other professional equipment is not permitted. Flow of visitors through the buildings or along walkways must not be impeded. Plants may not be moved, cut, rearranged, or handled in any way. Collections items may not be touched or moved. There is no fee for this type of photography, outside the cost of admission.

Public Relations (Media) Photography Policy

Members of the media (newspaper, TV, radio, etc.)  may photograph or film on the grounds and within designated areas of The Dudley Farm for the purpose of news coverage that includes The Dudley Farm or any of its associated activities. Members of the press are asked to please contact the Museum Director prior to arrival at least 24 hours in advance. Exceptions to this may be made on a case by case basis.

Commercial Use and Professional Photography

Commercial photography includes, but is not limited to, professional wedding or portrait photography, landscape or architectural photography. Arrangements for such must be made at least one week in advance and a completed Photography/Filming Permission Request Form must be signed and approved. All photography must be conducted without disruption to the Museum’s operations and without limiting accessibility to areas of interest to visitors. The Dudley Farm is available for photography during normal museum hours or by appointment with appropriate permission. The Dudley Foundation reserves the right to approve final content for anything in which images from The Dudley Farm or its properties appear. If pictures are to be published, The Dudley Foundation/Dudley Farm Museum must be acknowledged as the venue. The credit line must read “The Dudley Farm Museum, Guilford, Connecticut”.  Commercial photographers must be insured for general liability and provide a certificate of insurance, demonstrating such insurance coverage, for a minimum of One Million Dollars per naming The Dudley Foundation as the additional insured. The certificate must be submitted (7) days prior to the photo shoot.

Fee Scale for commercial use for photography

Group or Individual Portraits: $25 per hour/group.

Exceptions to this policy may be made with Board approval on a case-by-case basis.

Approved by Dudley Foundation BOD January 14, 2016l; Revised BOD 1/12/2017

Metal Detection Use Policy

Metal detection by visitors is prohibited on Dudley Foundation properties.

The primary emphasis of management at The Dudley Farm is to preserve cultural resources; cultural artifacts provide the basis for public interpretation and education. These artifacts, whether recovered on the surface or below ground, are almost always fragile and certainly irreplaceable. From an interpretive and educational perspective removal or movement of these articles may deplete their value. When the original location and context go undocumented they are essentially destroyed.

While archeological sites may or may not have been identified on Dudley Foundation properties, the potential for the development of such sites exists. Consideration for the protection of these properties as potential archeological sites; their general aesthetics; the quality of visitor experience, and safety must be given.

All “found” articles remain the property of The Dudley Foundation.

Non-Discrimination Policy

The Dudley Foundation (DBA The Dudley Farm Museum) does not and shall not discriminate on the basis of race, color, religion (creed), gender, gender expression, age, national origin (ancestry), disability, marital status, sexual orientation, or military status, in any of its activities or operations. These activities include, but are not limited to, hiring and firing of staff, selection of volunteers and vendors, and provision of services. We are committed to providing an inclusive and welcoming environment for all members of our staff, Board members, volunteers, subcontractors, and visitors. Reviewed and approved by Board of Directors, March, 2017

The Dudley Foundation Whistleblower Policy

All directors, officers and employees are expected to act in accordance with all applicable laws and regulations, and with the policies of The Dudley Foundation, Inc. (the “Organization”) at all times, and to assist in ensuring that the Organization conducts its business and affairs accordingly. Any director, officer, employee or consultant who has engaged in, or who reasonably suspects any other director, officer, employee, consultant, or grantee of engaging in, any violation of the law, regulations, ethical rules or any policy of the Organization must report such activity as soon as possible. Such activity may include, but is not limited to, financial wrongdoing (including circumvention of internal controls or violation of the accounting policies of the Organization), fraud, harassment, or any other illegal or unethical conduct. Reports may be made by writing to the Board President. Alternatively, employees may make such reports to their supervisor. Any person receiving such a report must refer it to the Board President as soon as possible. Reports may be made anonymously, however the obligation to report a violation of a law, regulation or policy of the Organization is not satisfied by the individual reporting his or her own violation anonymously. All reports will be investigated and handled in a timely and sensitive manner. Confidentiality will be maintained throughout the investigation to the extent reasonable and practicable under the circumstances, and consistent with appropriate investigative and corrective action. There will be no adverse employment action or other retaliation against any individual who reports a suspected violation or assists in an investigation, except in those instances where the Organization determines that a false report was made with intent to harm the Organization or an individual within the Organization. Intimidation, coercion, threats or discrimination against any individual who reports suspected wrongdoing is prohibited and will be subject to appropriate disciplinary action, which may include termination.

Collections Policy

Dudley Farm Museum Mission Statement

“To preserve, restore and operate The Dudley Farm Museum as a late 19th century historical, educational and recreational resource to serve the general public.”

Further, The Dudley Foundation strives to “preserve what can be preserved, and restore what cannot”.

Collections

The Dudley Farm Museum will educate, entertain and inspire a diverse audience by creating a welcoming place where people find meaning, value and delight in exploring the uniqueness and rich cultural heritage of North Guilford. The time period covered is the late 19th Century and early 20th Century, specifically 1860-1920.

Access to collections will be restricted to Museum Director, Board Members, Collections Volunteer, and Museum Interns.

Acquisitions

The Museum collects objects and archival materials that fit the mission noted above.  Moreover, the Museum only accepts objects it is able to care for and use in a manner acceptable to the museum community at large. New acquisitions must upgrade the existing collection or fill a recognized deficiency in the existing collection.

Gifts to the Museum are considered unrestricted donations to be used in the best interests of the Museum. Donors are required to declare in writing that they have full ownership of the item(s) donated and have complete authority to make the donation.

Objects and works of art acquired by the Museum may be placed in one of two categories: permanent collection or education collection.

Education collection items may be handled and used in the Museum’s educational programs or for research and study purposes. Either category of object may be used for exhibition, loan, or may eventually be removed.

It is a conflict of interest for the Museum to appraise donations for tax purposes, nor may Museum staff appraise items as a service for visitors. For the protection of the donor, it is recommended that appraisals be made by a disinterested third party before the object is conveyed to the Museum.

ACCESSION PROCEDURE: Permanent Collection

New Objects – Accession Procedure:

The Museum Committee Chairperson or any Dudley Foundation Board Member may

temporarily accept objects for “accession consideration,” provided they fill out and have signed by the prospective donor a temporary receipt form notifying them of the “Collection Procedure.” The accepting museum individual must also notify the Collections Chairperson and/or the “Museum Committee” of the donation. These items are then logged into the PastPerfect Museum Software utilizing “Temporary Custody” program.

Objects temporarily accepted for “accession consideration” shall not be considered part of the “permanent” collection of the Museum until they gain the majority approval of the Museum Committee. The owners of the objects which fail to gain acceptance will be notified and they have the option of removing the item within 30 days of that notification. Failure of the owner to do so – provides the Museum the right to dispose of those objects in any manner it sees fit.

The Museum Committee Chairperson shall head the “Collections Committee” whose responsibilities will include accepting or rejecting a proposed donation. The Museum Committee Chairperson shall make a report semiannually (July, January) to the Board of Directors listing the objects proposed for accession, those accepted and rejected, and those requiring a decision by the full Board.

Accession numbers are assigned as follows:  year:chronological number (ie the fifth donation of the year 2017 would have accession number 2017.5).

Exchanges:  Exchanges are an acceptable method of adding to the collection. All exchanges, with either museums, private individuals, dealers or profitable corporations must be approved by both the Collections Committee and the Board of Directors.

LOANS

A. Incoming Loans:

Short-term loans may be undertaken for purposes of exhibit, study or photography. The Foundation will not accept long-term loans, unless specifically approved by the Director, the Collections Committee, and in turn, the Board of Directors.

1. Board approved long-term loans shall be limited to a specific temporary term.

2. Unless otherwise specified in writing, the Foundation shall be responsible for insurance on incoming loans. The Foundation is responsible for assuring that condition reports are completed on all incoming loans. Loans are to be reviewed annually by the Director and the appropriate Collections Committee.

B. Outgoing Loans:

Outgoing loans will be considered for the purpose of exhibition, conservation or research with approval from the Board of Directors. The Director and appropriate Committee will consider proposed exhibition loans of library and museum material to established public institutions which demonstrate the capability of protecting, insuring, exhibiting and handling loan materials. All other loans will be released only to professionals approved by the Committee. The Foundation reserves the right to reject any such request based on the object’s condition, the length of the loan, the intended use or the condition of the facilities of the borrower.

C. Past Loans:

The Foundation shall endeavor to convert past loans in possession of the Foundation to permanent gifts. Every effort should be made to recover or make a permanent gift of outstanding outgoing loans.


EDUCATION COLLECTION

Items which are not accessioned may be used for educational purposes as needed and disposed of when no longer of use. A Temporary Custody entry can be made, noting an “E” before the assigned number.

DEACCESSIONING

The Foundation reserves the right to dispose of any object that later becomes a duplicate, or is displaced by an object of greater relevance or quality, or is otherwise unsuitable to the collections. Deaccessioning, or the disposal of an object from the Foundation’s museum collection, must be approached with great caution. Deaccessioning should not be undertaken for the primary purpose of generating revenue. All proceeds derived from deaccessioning are designated for acquisition and maintenance of objects.

1. Objects that do not adhere to the mission of the Museum, that are of poor quality, are duplicates, have no provenance, or are in irreparable condition, may be considered for deaccessioning. When deaccessioning is considered, a full written justification of the proposed action, including an explanation of the terms of accessioning, will be made by the Director and the Committee to the Board of Directors.

2. Before deaccessioning any object from the collections, efforts must be made to ascertain that the Foundation holds free and clear legal title to the object. If there is any uncertainty, these items shall not be deaccessioned.   

3. Deaccessioning follows a strict sequence of review. The Collections Committee recommends to the Board of Directors items to be deaccessed for a vote. The written recommendation from the Director shall be included in the minutes. Final action rests with the Board of Directors. No object is deemed to have left the collection without this review process.

4. The Foundation shall dispose of deaccessioned items according to their best judgement reporting the appraisal and the proceeds from the sale to the Board of Directors. No deaccessioned material may be given, purchased or bid-on at auction by the Director, a member of the Board, or by members of their family, but may be bid on by a third party on their behalf.

a. Objects in such poor condition that, in the view of the Director, no market demand exists, may be destroyed with the approval of the Board of Directors, after being photographed, formally deaccessioned and recorded in the object file.

b. Objects may be deaccessioned and exchanged with another institution, individual, dealer, or profitable corporation for objects of comparable value that are relevant. Objects may also be deaccessioned and sold directly to another institution for market value. Sales are not made directly to private individuals, dealers or profitable corporations. All exchanges are voted upon by the Board of Directors.

5. Notations of the method of dispersal, date, receiver and price will be put in the accession file so that there is a permanent record of the item. The accession number becomes inactive and is not re-used but may be removed from the object.

6. All benefits from deaccessioning shall be budgeted for the development, maintenance and preservation of the museum collections. The American Association of Museum’s ethical guidelines prohibit the use of any deaccessioning funds for any other purpose.

7. Articles which are valued at under $100 may be disposed of at the discretion of the director.

Object ID number and Object name

Object ID numbers are an extension of the accession number, making that a 3-numerical number.  Using the accession number of 2017.5, the objects in that accession would be numbered 2017.5.1;  2017.5.2; 2017.5.3, etc., thus allowing a search of all items from that one donor easier.

FIC: Found in Collections

On occasion the donor will not be known, but the object has been found in the Museum collections.  In that case, Object ID numbers are noted as “year:FIC:chronological number”; the 8th item found in collections in 2017 would be noted as: “2017:FIC:8”.

Object names are found within the Museum software; changes, additions, or deletions must be approved by the Museum Director/Curator.

Key Security and Register

This policy addresses the control, issue, possession and storage of all keys.

A key register is maintained in the Museum office which denotes who has what keys/fobs/or security card and is updated annually following a physical inventory.  An updated copy is provided to the Security company. Unneeded keys are keptin a special;u marked box in the office closet.

Keys are issued to individuals on a permanent basis as required following approval from the Foundation President. Temporary keys are logged out as needed via the key register as approved by the Museum director.  All keys are returned by the end of the day.

NO keys are to be duplicated or passed to a third party without permission.

Any lost keys are to be reported immediately, and an assessment made to ascertain the following:

  • the circumstances surrounding the loss
  • the likelihood of recovery
  • the threat posed to the museum by the loss
  • proposed corrective action

Records Management and Retention Policy

The length of time you should keep a document depends on the action, expense, or event which the document records. Generally, you must keep your records that support an item of income, deduction or credit shown on your tax return until the period of limitations for that tax return runs out.

The period of limitations is the period of time in which you can amend your tax return to claim a credit or refund, or the IRS can assess additional tax. The information below reflects the periods of limitations that apply to income tax returns. Unless otherwise stated, the years refer to the period after the return was filed. Returns filed before the due date are treated as filed on the due date.

Note: Keep copies of your filed tax returns. They help in preparing future tax returns and making computations if you file an amended return.

Period of Limitations that apply to income tax returns

1. Keep records for 3 years if situations (4), (5), and (6) below do not apply to you.

2. Keep records for 3 years from the date you filed your original return or 2 years from the date you paid the tax, whichever is later, if you file a claim for credit or refund after you file your return.

3. Keep records for 7 years if you file a claim for a loss from worthless securities or bad debt deduction.

4. Keep records for 6 years if you do not report income that you should report, and it is more than 25% of the gross income shown on your return.

5. Keep records indefinitely if you do not file a return.

6. Keep records indefinitely if you file a fraudulent return.

7. Keep employment tax records for at least 4 years after the date that the tax becomes due or is paid, whichever is later.

The following question should be applied to each record as you decide whether to keep a document or throw it away:  

  • Are the records connected to property?

Generally, keep records relating to property until the period of limitations expires for the year in which you dispose of the property. You must keep these records to figure any depreciation, amortization, or depletion deduction and to figure the gain or loss when you sell or otherwise dispose of the property.

If you received property in a nontaxable exchange, your basis in that property is the same as the basis of the property you gave up, increased by any money you paid. You must keep the records on the old property, as well as on the new property, until the period of limitations expires for the year in which you dispose of the new property.

  • What should I do with my records for nontax purposes?

When your records are no longer needed for tax purposes, do not discard them until you check to see if you have to keep them longer for other purposes. For example, your insurance company or creditors may require you to keep them longer than the IRS does

Signage by Other Organization on Foundation Property

Any signage must adhere to town and state regulations.  Those regulations prohibit signage on state property. All signage on Dudley Foundation Property requires a permit. One temporary sandwich board sign is allowed at the property line for occasional use without permit.

No signage by others anywhere may use the name of The Dudley Farm or Dudley Foundation without the specific approval of the Board of Directors.

Signage for activities or events not sponsored by the Dudley Foundation is prohibited. Any exception requires Board approval.

Contractors doing work at the Farm may place a sign no larger than 3 square feet for the duration of work on Farm property.

A separate guide for constructing appropriate and artful signage is available upon request.

Disaster Plan

Editorial Style Guide

Farmers Market Guidlines

Maintenance Calendar