Julie,
I apologize for the length of the table of contents as it is quite in-depth, but here is what we have in our Museum Manual. I hope this may help a little bit as you work towards a comprehensive manual.
How to use manual 1
Table of Contents 1
Document Map. 1
Hyperlinks within the manual 1
Hyperlinks to museum <g class="gr_ gr_1136 gr-alert gr_gramm gr_inline_cards gr_run_anim Grammar multiReplace" id="1136" data-gr-id="1136">forms</g> 1
<g class="gr_ gr_1135 gr-alert gr_gramm gr_inline_cards gr_run_anim Grammar only-ins doubleReplace replaceWithoutSep" id="1135" data-gr-id="1135">Alternative</g> route to museum forms 1
Table of Contents 2
1.0 Emergency Procedures. 12
1.1 Fire Alarm – REMEMBER THIS. 12
1.2 Evacuation. 12
1.2.1 Main Building. 12
1.2.1.1 Event 13
1.2.1.2 Designated Tornado Shelter and Event Evacuation Map. 14
1.3 Tornado Warning – Short Notes 15
1.3.1 Weather alert radio warning procedures 16
1.3.2 City of Auburn tornado warning procedures 16
1.4 Fire. 16
1.4.1 Archives Fire Alarm System.. 17
1.4.2 Museum Fire Alarm System, all but archives 18
1.4.2.1 Fire Alarm Location Codes 20
1.4.2.2 To Bypass fire alarm – call Guardian for instruction. 23
1.4.3 Automobile Fire. 23
1.4.4 Auxiliary Buildings Fire Alarm –Storage Building Location Codes 23
1.4.5 Auxiliary Buildings Fire Alarm – Collection Conservation Center 25
1.5 External Defibrillation Program.. 25
1.5.1 Use of equipment 26
1.6 Other Emergencies 28
1.6.1 Elevator Malfunction. 28
1.6.2 Toxic Spill 28
1.6.3 Damage to Showroom Window. 28
1.6.4 Power Failure. 28
1.6.5 Burglary or Theft 28
1.6.6 <g class="gr_ gr_1137 gr-alert gr_gramm gr_inline_cards gr_run_anim Punctuation multiReplace" id="1137" data-gr-id="1137">Vandalism..</g> 29
1.6.7 Terrorism.. 30
1.6.8 Suspicious/Inappropriate Visitor 30
1.6.9 Visitor Injury or Illness 30
1.6.10 Employee/Volunteer Illness or Accident 31
1.6.11 Incident Reporting. 31
1.6.12 Museum closing/cancellation due to weather emergencies 32
1.7 Disaster or Crisis Management Pre-During-Post (first 24-48 hours) 32
1.7.1 Prevention. 32
1.7.1.1 Maintenance checklists 32
1.7.1.2 <g class="gr_ gr_680 gr-alert gr_spell gr_inline_cards gr_run_anim ContextualSpelling ins-del" id="680" data-gr-id="680">Site maps</g> and floor plans 32
1.7.2 Pre-planned Recovery. 32
1.7.3 During. 33
1.7.4 Spokesperson. 34
1.7.5 Post (first 24 to 48 hours) 34
1.7.6 PHONE NUMBERS. 36
1.7.7 Supplies – emergency closet contents 38
2.0 Organizational structure and vital documents. 41
2.1 Vision Statement 41
To preserve for centuries the Auburn Automobile Company headquarters building, <g class="gr_ gr_681 gr-alert gr_spell gr_inline_cards gr_run_anim ContextualSpelling ins-del multiReplace" id="681" data-gr-id="681">Auburns</g>, Cords, Duesenbergs and other fine automobiles and artifacts relevant to documenting and sharing their historical significance. 41
2.2 Mission Statement 41
To collect, document, preserve and interpret relevant artifacts and stories of the Auburn Automobile Company, Duesenberg, Inc., <g class="gr_ gr_682 gr-alert gr_spell gr_inline_cards gr_run_anim ContextualSpelling ins-del multiReplace" id="682" data-gr-id="682">Auburns</g>, Cords, Duesenbergs and other significant automobiles and their heritage of innovation, competition, societal influence and design, engaging communities in enriched, educational and fun experiences that have enduring impact on diverse audiences. 41
2.3 By-laws 41
2.3.1 By-laws History. 41
2.3.2 Code of By-Laws for Auburn Automotive Heritage, Inc. 42
2.4 Institutional Code of Ethics 63
2.4.1 Introduction. 63
2.4.2 Purpose. 64
2.4.3 Policies 64
2.4.3.1 Trustees, Director, Staff, Volunteers 64
2.4.3.2 Executive Director 65
2.4.3.3 Staff 66
2.4.3.4 Volunteers 67
2.4.3.5 Personal Collecting. 67
2.4.3.6 Dealing. 68
2.4.3.7 Outside Employment 68
2.4.3.8 Personal Gifts 69
2.4.4 Collections and Programs 69
2.4.4.1 Management, maintenance, conservation. 70
2.4.4.2 Accessioning and De-accessioning. 70
2.4.4.3 Appraisals 71
2.4.4.4 Availability of Collections 71
2.4.4.5 Truth in Presentation. 71
2.4.4.6 Collection Values 71
2.4.5 General Ethics Policies 72
2.4.5.1 Professionalism.. 72
2.4.5.2 Equal Opportunity. 72
2.4.5.3 Staff Cooperation. 72
2.4.5.4 Inter-institutional Cooperation. 72
2.4.5.5 Ownership of scholarly material 72
2.4.5.6 Use of museum property and services 72
2.5 American Alliance of Museums Code of Ethics for the Profession. 73
2.5.1 Introduction. 73
2.5.2 Governance. 74
2.5.3 Collections 75
2.5.4 Programs 75
2.6 Incorporation Charter 77
2.6.1 1969 Incorporation Charter 77
2.6.2 1973 Incorporation Charter 81
2.6.3 Certification of Incorporation. 87
2.7 Public Disclosure Requirement Policy. 89
2.8 Registration numbers 90
2.8.1 Form 1023 Exemption Application. 90
2.8.2 501(c)3 Tax Status 95
2.8.3 DUNS Number 96
2.8.4 SIC Code. 96
2.8.5 City Code. 96
2.8.6 CASE Code. 96
2.8.7 CCR Code. 96
2.9 Accreditation Status 96
2.9.1 Accreditation Statistics 96
2.9.2 Name Change. 97
2.10 National Historic Landmark. 98
2.11 National Register of Historic Places 99
2.12 Indiana Historic Site. 99
2.13 Legal Status of Auburn, Cord, and Duesenberg Names 101
2.14 Personnel Policy. 102
2.14.1 Employee Benefits Short Notes 119
2.14.2 Organizational Chart 121
2.15 Strategic Plan. 121
2.16 Minutes 121
3.0 History. 122
3.1 Auburn Cord Duesenberg Automobile Museum.. 122
3.1.1 Inception and Founding. 122
3.2 Auburn Automobile Company. 123
3.2.1 Historical Outline. 123
3.2.2 The Buildings of the Auburn Automobile Company. 124
3.2.2.1 Administration Building. 124
3.2.2.2 Factory Assembly Buildings 127
3.2.2.3 Railroad Access 128
3.2.2.4 Auburn Electric and Water Works Building. 128
3.2.2.5 Connersville, Indiana, Factory. 128
3.2.3 Administrator's Residences 129
3.2.3.1 Early 1930's Auburn, Indiana. 129
3.2.3.2 Related Companies and Personalities 130
3.2.4 The Duesenberg Automobile History. 132
4.0 Collection plan, policies and procedures. 134
4.1 Code of Ethics 134
4.2 Collection Focus 135
4.2.1 Automobile Collection. 135
4.1.2 Artifact and Archive Collection. 136
4.2.3 Collection Plan. 137
4.3 Collection Acquisition Policy. 137
4.3.1 Donation, Accessioning, and Documentation Definitions 137
4.3.1.1 Receipt of a Curatorial Donation. 138
4.3.2 Accessioning. 138
4.3.2.1 Policy. 138
4.3.2.1.1 Accession Numbers 138
4.3.2.2 Annual Curatorial Registry. 140
4.3.2.3 Donation Processing Procedure. 140
4.3.2.3.1 Processing an Automobile Donation. 140
4.3.2.3.2 Processing a Small Artifact or Prop Donation. 141
4.3.2.3.3 Processing an Archival Donation. 141
4.3.2.3.4 Processing Loans 143
4.3.3 Required Documentation for Curatorial Donations 144
4.3.3.1. 144
4.3.3.1.2 Automobile Documentation. 145
4.3.3.1.3 Small Artifact and Prop Documentation. 146
4.3.3.1.4 Archival documentation. 147
4.3.3.1.5 Loan Documentation. 148
4.3.3.2 Deaccession criteria. 148
4.3.3.3 Methods of disposal 148
4.3.3.4 Archival Literature For Sale and Use Agreements 149
4.3.4 Removing or working on loaned objects 150
4.4 Care for Collection Automobiles 150
4.4.1 Procedures 150
4.4.1.1 Permanent and Loaned Automobiles 150
4.4.1.2 Use of or Loan of Collection Autos 151
4.4.1.3 Storage autos 151
4.5 Automobile Moving. 152
4.5.1 Policy. 152
4.5.2 Procedures 152
4.5.2.1 Interior 152
4.5.2.2 Exterior 153
4.6 Inventories 153
4.6.1 Physical counts 153
4.6.1.1 Permanent automobile collection. 153
4.6.1.2 Small artifacts collection. 154
4.6.2 Reconciliation. 154
4.6.2.1 Financial Statement 154
4.6.2.2 Insurance. 154
4.6.2.3 Month-end Reports 154
4.6.2.4 Annual Reports 154
4.7 Digitization & Archives 154
5.0 Interpretation and education plan, policies and procedures. 156
5.1 Museum Education Standards and Principles 156
5.1.1 Accessibility. 156
5.1.2 <g class="gr_ gr_685 gr-alert gr_spell gr_inline_cards gr_run_anim ContextualSpelling ins-del multiReplace" id="685" data-gr-id="685">Accountibility</g>. 157
5.1.3 Advocacy. 158
5.2 The Story. 159
5.2.1 Central Focus – the cars that were created. 159
5.2.1.1 Auburn, Cord, Duesenberg makes of motorcars 159
5.2.2 Factors that made these cars come to fruition in Auburn, Indiana. 161
5.2.2.1 The people involved. 161
5.2.3 The demise. 161
5.2.4 Placing the story in context 162
5.2.4.1 The state region. 162
5.2.4.2 Global impact 162
5.2.4.3 Auburn Automobile Company headquarters building. 162
5.2.4.4 Auburn, Cord, Duesenberg reputations today. 162
5.3 Methodology. 163
5.3.1 Self-tour 163
5.3.2 Educational programs 164
5.3.3 In-house educational guiding systems 165
5.4 Gallery Concepts 165
5.4.1 Company Showroom.. 165
5.4.2 Gallery of Classics 165
5.4.3 Gallery of Auburn Automobiles 1903-1924. 166
5.4.4 Gallery of Auburn, Indiana, Automobiles 166
5.4.5 The Cars of Indiana. 166
5.4.6 Gallery of Racers & Record-Setters 167
5.4.7 Gallery of Special Interest Automobiles 167
5.4.8 Gordon Buehrig Gallery of Design. 167
5.4.9 Hall of Technology. 167
5.4.10 Original AAC Offices 168
5.4.11 Auburn Automobile Company Timeline. 168
5.4.12 Gallery of Fine Art and Archival Treasures 168
5.4.13 Education Center 168
5.4.13.1 Education Related Group Tours 169
5.4.14 Archives 169
5.5 Gallery Maintenance. 170
5.5.1 Automotive Fluid Cleaning. 170
6.0 Physical Facilities. 171
6.1 Building/Grounds maintenance. 171
6.1.1 Ice and Snow. 171
6.1.1.1 Weekend snow removal 171
6.1.1.2 Plowing the lots 171
6.1.2 Trash removal 172
6.1.3 Recycling. 172
6.1.4 Plaza Water Spigots 173
6.1.5 Plaza Cameras 174
7.0 Operational Departments. 175
7.1 Admissions 175
7.1.1 Admission Rates 175
7.1.2 Current Promotion 04/15/15. 177
7.1.2.1 Reciprocal Admission Program – National Association of Automobile Museums – discontinued 2013. 177
7.1.2.2 American Alliance of Museums Member 177
7.1.2.3 Access Recreation Directory. 177
7.1.2.4 Eckhart Public Library Passes – Free Admission. 178
7.1.2.5 American Association for State and Local History MEMBER. 178
7.1.2.6 DeKalb Chamber Partnership. 178
7.1.2.7 Parkview Seniors Club. 178
7.1.2.8 Big Brothers Big Sisters 178
7.1.2.10 – AAA & CAA Admission Discount – member – (American & Canadian) 179
7.1.2.11 Cash Bonanza Fundraising Coupon. 179
7.1.2.12 Entertainment Coupon Book. 179
7.1.2.13 REMC Connections Card. 179
7.1.2.14 Saturday Evening Post Member Benefit Program.. 180
7.1.3 Wheelchair and Stroller 180
7.1.4 Selling a Membership after admission has been collected. 180
7.1.5 Online purchasing benefits ACDAM. 181
7.1.5.1 GoodSearch. 181
7.1.5.2 Shop for Museums 181
7.2 Museum Store. 182
7.2.1 Museum Store/Admissions Opening Procedure. 182
7.2.2 Museum Store/Admissions Closing Procedure. 183
7.3 Events 183
7.3.1 Doors in Event Department 184
7.4 Marketing. 184
7.4.1 Attendance. 184
7.4.1.1 Brochures 184
7.4.1.2 Billboards 184
7.4.1.3 Education. 184
7.4.1.4 Internet 184
7.4.1.5 Digital Sign. 184
7.4.2 Photos/Graphics 185
7.4.2.1 Procedures for Securing/Store Photo Release. 185
7.4.2.2 Guest Photography Implemented by Administration 12/17/13. 186
7.4.2.3 Museum Logos 7/18/15. 186
8.0 Development 187
8.1 Membership. 187
8.1.1 Individual 187
8.1.2 Corporate Membership. 187
8.2 Benefactor 188
8.3 Gifts-in-Kind. 188
8.4 Restricted Donations and Board Designated Funds 189
8.4.1 Capital Project Reimbursement to Operating. 189
8.4.2 Collections Fund. 189
8.4.3 Busch Award Endowment Fund. 189
8.4.4 Endowment Funds 190
8.4.4.1 Community Foundation of DeKalb County. 190
8.4.4.2 Self-managed endowment funds. 190
8.4.5 Revolving Cash Flow Planning Fund. 195
8.4.6 Terence E. Adderley Racers and Record-Setters Gallery Fund –. 196
Restricted Fund. 196
8.4.7 Gallery Education and Exhibit Fund - Board Designated. 196
8.4.8 Campaigns 196
8.4.8.1 Campaign Travel Funds 196
8.4.8.2 Capital 196
8.4.8.3 Annual Campaign for Programs and Operating. 197
8.5 Sponsorship. 197
8.5.1 Corporate sponsorship. 197
8.5.1.1 Defining statement 197
8.5.1.2 Delineation of Process and Fulfillment of Obligations 198
8.5.1.3 Potential Conflict of Interest 198
8.5.1.4 Exclusions 199
8.5.1.5 Corporate Use of Museum Names and Logos 199
8.5.1.6 Corporate Promotion of the Museum – Business Relationship. 200
8.5.1.7 Recognition. 200
8.5.1.8 Sponsorship by Vendor 200
8.5.1.9 Documentation. 200
8.5.1.10 Legal, Tax and Accounting Issues 201
8.5.1.11 Public Accountability. 201
8.6 Database. 201
8.6.1 Identification of prospects 201
8.6.2 Development strategy. 201
8.6.3 Definition of terms 202
8.6.3.1 Commitment 202
8.6.3.2 Concern. 202
8.6.3.3 Capacity. 202
8.6.4 Ranking donors and prospects 203
8.6.5 Database ranking procedure. 204
8.6.6 Retrieving database information. 204
8.6.7 Database Computer Help Contact Information. 205
8.7 Donation of Automobiles 205
8.8 Participation Packet Procedure. 205
8.8.1 Participation Packet 206
8.9 Fundraising Events 207
8.9.1 Extravaganza. 207
8.9.1.1 Negotiate pledged donation. 207
8.9 Fundraising Activities 208
8.9.1 Calling All Car Clubs 208
9.0 Administration. 209
9.1 THE RULES. 209
9.2 Dress Code. 211
9.3 Electronic mail and internet use amended 1/19/12. 213
9.3.1 Purpose. 213
9.3.2 Policy. 213
9.3.2.1 Permitted use. 213
9.3.2.2 Prohibited use. 214
9.3.2.1 Wireless Internet 214
9.3.3 Access 215
9.3.4 Outlook e-mail backup. 215
9.3.5 email auto signature. 215
9.3.6 Email etiquette. 216
9.3.7 Email threats 217
9.3.8 Email addresses for specific use. 217
9.4 Security. 218
9.4.1 Closing Procedures 218
9.4.1.1 Requirements 218
9.4.1.2 Closing Route. 219
9.4.1.3 Closing Announcement Requirement 221
9.4.2 Opening Procedure. 222
9.4.2.1 Gallery Video Components Opening and Closing Procedures 226
9.4.3 Perimeter Entrance Procedures 227
9.4.3.1 Perimeter Alarm.. 227
9.4.3.2 Opening doors without setting off alarms 228
9.4.4 Fire Code. 229
9.4.5 Visitor Badge Program.. 229
9.4.6 Visitor Services Security Cameras 230
9.5 Collection Conservation Center Alarm.. 231
9.6 Paperwork requirement 232
9.6 Bulk mailing request 232
9.7 Purchase order system.. 233
9.8 Review of Form 990 policy adopted by Board of Trustees 9/3/10; amended by consensus of board 9/13; amended by Finance Committee 5/28/15. 233
10.0 Equipment 235
10.1 Computer system.. 235
10.1.1 CD Burner 235
10.2 <g class="gr_ gr_683 gr-alert gr_spell gr_inline_cards gr_run_anim ContextualSpelling ins-del" id="683" data-gr-id="683">Bank card</g> procedures 235
10.3 FAX. 235
10.4 HVAC. 235
10.4.1 Overriding system.. 236
10.4.2 Daytime temperatures after hours 236
10.5 Phone. 236
10.5.1 Long distance calling. 236
10.5.2 Repair phone line trouble. 236
10.5.3 Comdial system.. 237
10.5.3.1 Program phone. 237
10.5.3.2 Automatic answering attendant 238
10.5.3.3 Voice <g class="gr_ gr_684 gr-alert gr_spell gr_inline_cards gr_run_anim ContextualSpelling ins-del" id="684" data-gr-id="684">mail box</g>. 238
10.5.3.4 Door intercom.. 239
. 10.5.4 Teleconference System.. 239
10.6 Free Conference Call.com.. 239
10.7 Internet Auburn Essential Services 239
10.8 Public address system.. 240
10.8.1 How to use the system.. 240
10.8.2 When to use the system.. 240
10.8.3 Prerecorded closing message. 240
10.9 Staff vehicles 241
10.10 Vending machines 241
10.10.1 Refunds 241
10.10.2 Breakdown: 241
10.10.3 Filling procedure – snack machine. 241
10.11 Copy/Print Machines 242
10.11.1 Sharp MX2600N Features 242
10.11.2 Sharp IM4511 Features 242
10.11.3 Sharp IM3510 Features 242
10.11.4 Cost of Copies 243
10.12 Water Softener 243
10.12 Hand Held Radios 245
10.13 Invoicing. 245
10.14 Education & Exhibit Plaza. 248
10.14.1 Flag Pole. 248
10.14.1.1 Half-Mast Flag Days 248
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Brandon J. Anderson
Executive Director & CEO
Auburn Cord Duesenberg Automobile Museum
Auburn, IN
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Original Message:
Sent: 12-20-2018 03:39 PM
From: Julie Arrison-Bishop
Subject: Museum Policy Manual
We have a variety of policies at our museum but they are not in one comprehensive manual. We've tried to do a little research into what should be in an organizational manual, but haven't found a good comprehensive list.
Does anyone out there have a table of contents or manual that they can share?
We know we want to have in this manual:
-collections policy
-interpretive policy
-visitor policy
-photography policy
-preservation philosophy
-employee handbook
-gift policy (development)
-policy about political function rentals
What else do we need?
We look forward to any help on this topic!
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Julie Arrison-Bishop
Special Projects Manger
The House of the Seven Gables
Salem, Mass.
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