Board of Directors – Member Attendance Policy

The Board of The Dudley Foundation’s mission is service to our organization and its stakeholders to the best of its abilities. Each member of the board plays a critical role in ensuring that we meet our goals and fulfill our responsibilities, providing the Foundation with not only ideas but expertise. This mission depends on each Board member regularly attending monthly meetings where decisions affecting the Foundation’s future occur.

Any Board member who has five (5) unexcused absences in a year’s time will be requested to resign from the Board allowing another Foundation member to assist in shaping the Foundation.

Failure to comply with this request will result in said Board member removal by a vote of the majority of Board members attending the next regularly scheduled meeting.

Approved by the DF BOD March 9, 2023

 

The Dudley Foundation Board of Directors and Officers 2024

Board Chair

Maria Trumpler       203-500-6356

Directors

James Powers, Vice President       860-967-7103

Jerri Guadagno, Secretary              203-457-0047

Bill Black, Treasurer                       20-457-1459

Sue Torre, Ass’t Treasurer              203-488-2063

 

Ray Guimont                                    203-453-2289

Don Homer                                       203-457-0107

Tom Leddy                                       860-76703292

Kendrick Norris

            Mary Norris: as above

Oliver Scranton                                203-457-1304

Sharon Bloom                                  203-395-2780

Audrey Nefores                                203-751-7631 

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.

1) 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.

2) Public Relations (Media) Photography Policy

Members of the media (newspaper, TV, radio, etc.) mayphotograph 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 MuseumDirector prior to arrival at least 24 hours in advance. Exceptions to this may be made on a case by case basis.

3) 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 signedand approved. All photography must be conducted without disruption to the Museum’s operations and without limitingaccessibility to areas of interest to visitors. The Dudley Farm isavailable 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

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.

 

1216 Revised 1/12/17

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.

12.2015

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.

 

INCOMING LOAN CONTRACT  

 

AGREEMENT

The undersigned (“Lender”) hereby places the object(s) described herein in custody of The Dudley Farm Museum Museum”) for the purposes, and subject to the terms and conditions, set forth.

 

LENDER INFORMATION:

Name: ____________________________Telephone: __________

Address:________________________________

Email: ____________________________

 

OBJECT(S) DESCRIPTION(S):

 

PURPOSES/PERMISSIONS (check all that apply):

The Museum has the Lender’s permission to use the object(s) for:

ExhibitionCopying/Reproduction (non-commercial)

Research Copying/Reproduction (commercial)

Other (please describe) _________________________________________________________

 

DESCRIPTION OF LOAN:

 

Dates: _____________ to ______________________________

Responsible for transportation: LenderMuseum

CREDIT LINE:

 

Unless otherwise noted, the object(s) listed above will be credited in exhibition and publication with the statement “Courtesy of [Lender’s name]” or “On Loan From [Lender’s name]”. If a different credit line, or no credit line, is desired, please note below.

____________________________________________________________

 

____________________________________________________________

 

 

 

 

 

Sign and date for return receipt:

____________________________________

LENDER                                 ​​DATE

____________________________________

MUSEUM REPRESENTATIVE ​​DATE

 

SIGNATURE:

The Lender acknowledges that he/she has full authority and power to enter into this agreement, that he/she has read the conditions above and on the back of this form and that he/she agrees to be bound by them.

___________________________________________

LENDER DATE

___________________________________________

MUSEUM REPRESENTATIVE DATE

 

 

 

 

 

INCOMING LOAN CONDITIONS

Extension, Return, Cancellation, Abandoned Property

1. The object(s) in custody may remain in the possession of the Museum for the time specified in the contract, but may be returned to the Lender at any time earlier by the Museum. If an extension is requested for long-term research, examination, or exhibition, the Museum will make a formal, written request to the Lender.

 

2. Unless otherwise noted in writing, the Museum will return the items only to the Lender and only at the address specified in this agreement. The Lender shall promptly notify the Museum in writing of any change of address. The Museum assumes no responsibility to search for a Lender who cannot be reached at the address specified in this agreement. The Lender will/may be required to pay additional costs, if any, if the Lender requests the return of the work to another address.

 

3.  The loan is made with the understanding that the object(s) will be in the Museum’s possession during the entire period requested. Any intention by the Lender to recall or cancel the loan must be for good cause, communicated to the Museum with at least two (2) weeks’ notice, and will result in the Lender’s responsibility to transport the object. The Museum will attain written approval from the Lender if it desires an extension for the loan period.

 

4. If, after 90 days beyond termination of the loan date noted on the contract, pursuing all possible means of contact, and in accordance with any legal requirements, the Lender cannot be found or the Lender refuses to accept the return of the items on loan, it shall be deemed abandoned property, and become the property of the Museum. The Museum may accession the object(s) or dispose of it in an appropriate manner, which may include sale; donation to another museum, library, or archive for educational purposes; exchange with another museum or non-profit institution; use in educational and research programs at the Museum; or physical destruction.

 

Ownership and Change in Ownership

The Lender agrees that he/she has full legal title and copyrights to objects loaned to the Museum or that he/she is an authorized agent of the Owner or Owners of them. The Lender will notify the Museum promptly of any change of ownership of the items in custody for whatever reason. If the ownership changes during the period of custody, the Museum reserves the right to require the new owner, prior to the return of the object, to establish his or her right of possession by proof to the Museum. The new owner shall succeed to the Lender’s rights and obligations under this agreement, including, but not limited to, the custody period and any insurance obligations.

 

Interpretation

Any object(s) to be placed on exhibit is open to interpretation by the Museum. The Lender loans the object(s) with the understanding that he/she cannot restrict, command, or otherwise determine the manner in which the Museum will interpret the object, its use, and its placement in the exhibit.

 

Reproduction and Credit

Photographs or copies may be made of the objects for the purpose of cataloging, non-commercial educational uses, publicity, and registrarial purposes. Any further use of such photographs or copies will be made only with written permission from the Lender as noted on this contract. Each object will be labeled and credited to the Lender as provided on this contract for display labels and publication credits.

 

Care and Preservation

The Museum will exercise the same care with respect to the object(s) on deposit as it does with comparable property of its own. The Museum will not alter, clean or repair objects on deposit. The Lender certifies that the objects lent are in condition to withstand ordinary strains of packing, transportation and handling. The Museum will notify the Lender immediately, followed by a full written and photographic report, if damage or loss is discovered.

 

The Dudley Farm Museum

Outgoing Loan Agreement

 

All outgoing loans must be approved by the director.  If the loan is of an artifact of major importance or value the loan must be approved by the Executive Committee.

 

The steps for processing the loan out of the museum are as follows:

1. Prepare an outgoing loan agreement, noting in particular Object number and Condition.
2. Pack object carefully following established standards.
3. Note loan in Museum software.

 

When the object is returned the following steps are taken:

1. Evaluate the returning condition; if damage has occurred, document same for further action as determined by the Executive Committee.
2. Assure that all parts of the loaned object have been returned.
3. Document the return in the Museum Software.

 

 

REVIEW:​​​​REVISE:​​​​REVISE:

 

 

 

 

 

 

(4/2015)

 

 

 

 

 

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

 

The Dudley Foundation 

Record Retention and Destruction Policy
1)
Purpose

The purpose of this Policy is to ensure that necessary records and document are adequately protected and maintained and to ensure that records that are no longer needed by The Dudley Foundation (DF) or are of no value are discarded at the proper time.  This Policy is also for the purpose of aiding employees of TheDudley Foundation in understanding their obligations in retaining electronic documents – including e-mail, Web files, text files, PDF documents, and all Microsoft Office or other formatted files.

2) Policy

This Policy represents the Dudley Foundation’s policy regarding the retention and disposal of records and the retention and disposal of electronic documents.

3) Administration

Attached as Appendix A is a Record Retention Schedule that is approved as the initial maintenance, retention and disposal schedule for physical records of DF and the retention and disposal of electronic documents.  The Director and Foundation President (the “Administrators”) are the officers in charge of the administration of this Policy and the implementation of processes and procedures to ensure that the Record Retention Schedule is followed. The Administrators are also authorized to: make modifications to the Record Retention Schedule from time to time to ensure that it is in compliance with local, state and federal laws and includes the appropriate document and record categories for DF; monitor local, state and federal laws affecting record retention; annually review the record retention and disposal program; and monitor compliance with this Policy.

4) Suspension of Record Disposal In Event of Litigation or Claims

In the event DF is served with any subpoena or request for documents or any employee becomes aware of a governmental investigation or audit concerning DF or the commencement of any litigation against or concerning DF such employee shall inform the Administrator and any further disposal of documents shall be suspended until shall time as the Administrator, with the advice of counsel, determines otherwise. The Administrator shall take such steps as is necessary to promptly inform all staff of any suspension in the further disposal of documents.

5) Applicability

This Policy applies to all physical records generated in the course of DF’s operation, including both original documents and reproductions.  It also applies to the electronic documents described above.

 

 

6) Records management

a) Protection and Retrieval

Records are stored because they may need to be retrieved at some point. Therefore, stored records must be protected from physical harm or loss, organized, and indexed so they are available for retrieval. Those records which are to be stored permanently are to be kept in fire-proof safe(s) located in the office. All other files are to be retained as indicated in the appropriate office files.

b) Record Selection

It will be the responsibility of the Museum Director and the DF Treasurer to review no less than one file drawer or storage container per year to select records which are suitable for destruction. This selection process is to take place before the meeting of the Audit Committee, which will give the final approval for that destruction and document that in Committee minutes.

c) Destruction

Records to be destroyed should never simply be discarded as any other refuse and are to be disposed of with care to avoid inadvertent disclosure of information to unauthorized parties. Shredding of selected files is the preferred method of destruction within two (2) weeks of approval.

 

This Policy was approved by the Board of Directors of DF on May 1, 2021.

APPENDIX A ‑ RECORD RETENTION SCHEDULE

The Record Retention Schedule is organized as follows:

SECTION TOPIC

Record Type Retention Period
Accounts Payable ledgers and schedules 7 years
Accounts Receivable ledgers and schedules 7 years
Annual Audit Reports and Financial Statements Permanent
Annual Audit Records, including work papers and other documents that relate to the audit 7 years after completion of audit
Annual Plans and Budgets 2 years
Bank Statements and Canceled Checks 7 years
Employee Expense Reports 7 years
General Ledgers Permanent
Interim Financial Statements 7 years
Notes Receivable ledgers and schedules 7 years
Investment Records 7 years after sale of investment
Credit card records (documents showing customer credit card number) 2 years    

  •  

Record Type Retention Period
Contracts and Related Correspondence (including any proposal that resulted in the contract and all other supportive documentation) 7 years after expiration or termination  

Record Type Retention Period
Corporate Records (minute books, signed minutes of the Board and all committees, corporate seals, articles of incorporation, bylaws, annual corporate reports) Permanent
Licenses and Permits Permanent

D. CORRESPONDENCE AND INTERNAL MEMORANDA

General Principle: Most correspondence and internal memoranda should be retained for the same period as the document they pertain to or support. For instance, a letter pertaining to a particular contract would be retained as long as the contract (7 years after expiration). It is recommended that records that support a particular project be kept with the project and take on the retention time of that particular project file.

Correspondence or memoranda that do not pertain to documents having a prescribed retention period should generally be discarded sooner. These may be divided into two general categories:

E. GRANT RECORDS

Record Type Retention Period
Original grant proposal 7 years after completion of grant period
   
Grant agreement and subsequent modifications, if applicable 7 years after completion of grant period
   
All requested IRS/grantee correspondence including determination letters and “no change” in exempt status letters 7 years after completion of grant period
   
Final grantee reports, both financial and narrative 7 years after completion of grant period
   
All evidence of returned grant funds 7 years after completion of grant period
   
All pertinent formal correspondence including opinion letters of counsel 7 years after completion of grant period
Report assessment forms 7 years after completion of grant period
   
Documentation relating to grantee evidence of invoices and matching or challenge grants that would support grantee compliance with the grant agreement 7 years after completion of grant period
   
Pre-grant inquiry forms and other documentation for expenditure responsibility grants 7 years after completion of grant period
   
Grantee work product produced with the grant funds 7 years after completion of grant period

F. INSURANCE RECORDS

Record Type Retention Period
Annual Loss Summaries 10 years
Audits and Adjustments 3 years after final adjustment
Certificates Issued to DF Permanent
Claims Files (including correspondence, medical records, injury documentation, etc.) Permanent
Group Insurance Plans ‑ Active Employees Until Plan is amended or terminated
Group Insurance Plans – Retirees Permanent or until 6 years after death of last eligible participant 
Inspections 3 years
Insurance Policies (including expired policies) Permanent
Journal Entry Support Data 7 years
Loss Runs 10 years
Releases and Settlements 25 years

G. LEGAL FILES AND PAPERS

Record Type Retention Period
Legal Memoranda and Opinions (including all subject matter files) 7 years after close of matter
Litigation Files 1 year after expiration of appeals or time for filing appeals
Court Orders Permanent

H. IMISCELLANEOUS

Record Type Retention Period
Consultant’s Reports 2 years
Material of Historical Value (including pictures, publications) Permanent
Policy and Procedures Manuals – Original Current version with revision history
Policy and Procedures Manuals ‑ Copies Retain current version only
Annual Reports Permanent

I. PROPERTY RECORDS

Record Type Retention Period
   
Correspondence, Property Deeds, Assessments, Licenses, Rights of Way Permanent
   
Original Purchase/Sale/Lease Agreement Permanent
   
Property Insurance Policies Permanent

J. TAX RECORDS

General Principle: Donors Forum must keep books of account or records as are sufficient to establish amount of gross income, deductions, credits, or other matters required to be shown in any such return.

These documents and records shall be kept for as long as the contents thereof may become material in the administration of federal, state, and local income, franchise, and property tax laws.

Record Type Retention Period
Tax-Exemption Documents
and Related Correspondence
Permanent
IRS Rulings Permanent
Excise Tax Records 7 years
Payroll Tax Records 7 years
Tax Bills, Receipts, Statements 7 years
Tax Returns ‑ Income, Franchise, Property Permanent
Tax Workpaper Packages ‑ Originals 7 years
Sales/Use Tax Records 7 years
Annual Information Returns – Federal and State Permanent
IRS or other Government Audit Records Permanent

K. CONTRIBUTION RECORDS

Record Type Retention Period
Records of Contributions Permanent
DF’s or other documents evidencing terms of gifts Permanent  

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 occaisional 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.

1/2018

 

The Dudley Farm Museum

Integrated Pest Management Policy

 

INTRODUCTION

A variety of insects and other pests can attack museum collections. Historic house museumstraditionally relied on pesticides for routine pest prevention. However, pesticides do not prevent infestation, and cannot correct the damage already done. Pesticides have become less attractive because of a growing awareness that the chemicals in pesticides can pose health hazards to staff and damage museum collections. Prevention can be achieved only through strict housekeeping and monitoring procedures.

 

INTEGRATED PEST MANAGEMENT

 

Preservation professional’s increasingly recommend a strategy called integrated pest management (IPM). This approach relies primarily on non-chemical means (such as controlling climate, food sources and building entry points) to prevent and manage pest infestation. Chemical treatments are used only in a crisis situation threatening rapid losses or when pests fail to succumb to more conservative methods.

 

Integrated pest management strategies encourage ongoing maintenance and housekeeping to insure that pests will not find a stable environment in the historic house museum. Activities include building inspection and maintenance; climate control; restriction of food and plants; regular housekeeping; proper storage; control over incoming collections to avoid infestation of existing collections; routine monitoring for pests

Our current provider is PestRx. They treated the apartment last on August 16, 2016.


Key Policy

 

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 kept in a specialymarked 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

 

Review__11/15/15___Review__11/11/21___Revise______________

 

Keys Issued by Name– 2023

 

Name

Janet Dudley

Fob 1092449 Confirmed 11-9-23 – House and Munger Barn

Feed Room: Fob 528295  Confirmed 11-14-23 (rt side as you enter in corner on string)

Doug Williamson confirmed 12-22

Fob 528299

Munger Barn 43132  House Key    Restored barn key

Pole Barn key Hillman  OTHERS?

Beth Payne confirmed 11/23

Fob 36033    House key   Munger Barn key House front door

Restored Barn keys (X2)

Buster Scranton confirmed 11/23

Card 345614 – number worn off  –house and barn

Judy Stone confirmed 12-21

Card 345622 – house; barn key; uses code

Don Homer confirmed 1123

Card 345613 – house and barn

Dawnland Museum Key (4/23)

Bill Black confirmed 11/23

Card –345615 – house and barn

Dawnland Museum Key (4/23) (2)

Keys to Big Barn

Portajohn key

 

Mary Norris – Munger barn key 11/23

Jerri Guadagno confirmed 11/23

Fob 528289 –House, Barn

Linda Curry confirmed 11/23 (key only) house

Fob 82825

Sue Torre confirmed 11/23

Fob 1092401 House

Jim Powers Confirmed 11/23

Barn key (Hillman) with red mark. Uses code

Dawnland keys: padlock and door

Steve Rowe confirmed 11/22

Fob: 528296

House and Munger Barn Key

Maria Trumpler     Confirmed 11-23

FOB: 0036036

Munger barn key; house key; Dawnland keys

 

OTHERS: Dawnland Museum : Chris Costello

​​Big Barn: Chris Costello

 

IN KEY BOX (office): key and card: 345623

​​​Key and fob: 0036036

Dawnland Museum Key

Big Barn key

Keys for Public restrooms(Farm toilets) – 2 (on south wall office)

​​​​​  

LOST KEYS

Phyllis Naples-Valenti had key and card.   Lost with Death

Gordon Brainerd

Card # 53;  444484 (barn) Lost w/death April 2021

String Band

Card 345619 Reported lost

Caryl Anderson

Fob 1892450 houseLOST with death

 

Knox Box Keys:

Dawnland Museum

Munger Barn

Big Barn

House

OTHER KEYS  –found in office

Main barn key (also one in key box)

Gift shop key

Museum key (also in key box)

Native American glass case (2 keys – in house or at Munger Barn?)

Munger Barn cellar (also in key box)

Apartment key (also one in key box)

School house key (2)

Munger Barn Upstairs

New apartment key (2 – #24243)

Unmarked Sargent keys – 5 of them

Unmarked skeleton-type key

Key Sign-Out Log

 


Disaster Plan

Pocket Version

Pocket-Disaster Response 2024

Editorial Style Guide

Farmers Market Guidlines

Maintenance Calendar