This Code of Conduct sets out the Avaloch Farm Music Institute’s (the “AFMI or Avaloch”) conflicts of interest and related policies and is intended to serve as a guide for the members, directors, officers and staff (collectively “us”) of Avaloch as they perform their duties.

As a recognized 501(c)(3) public charitable organization, and in pursuit of our philanthropic mission, the Institute demands the highest standards of honesty, integrity and fairness in all of our dealings. We assess compliance in the context of the spirit and the letter of the law. The guidance contained within our code of conduct is a minimum requirement.

Professional Integrity

All members, directors, officers, staff, and volunteers of Avaloch shall act with honesty, integrity and openness in their dealings as representatives of Avaloch. Avaloch promotes a working environment that values respect, fairness and integrity. Key values include:

Commitment to the highest standards of professional conduct;

Accountability to our stakeholders, donors and music residency participants;

Integrity, honesty and truthfulness in all dealings;

Respect for the worth and dignity of individuals;

Respect for pluralism and diversity;

Transparency, accountability and openness;

Commitment to ethical standards beyond the minimum legal requirements;

Responsible stewardship of resources and assets;

Protection of donor data and other confidential information; and,

Commitment to excellence and to maintaining trust.

Abbreviated Mission Statement

Avaloch is a not-for-profit Delaware corporation located and operated in Boscawen, New Hampshire, was organized in 2011 to offer professional musicians the opportunity to forge their musical identities through in-person music residency program. Avaloch’s residency program provides collaborative activities and through other educational activities in a rural campus setting in Boscawen, New Hampshire. The mission and purpose of the music residency program is to serve as a catalyst for unfettered artistic exploration, creation and performance. Avaloch’s charitable music residency program provides an environment to inspire and empower early, mid-career and distinguished musicians to develop meaningful artistic content and collaborations to share with the world-at-large.

Avaloch’s music residency program enriches the Boscawen, New Hampshire community seeks as it provides a cultural hub for musicians to deliver curated public performances, artistic partnerships and educational opportunities to the local community and the northern New England community.

Governance

Avaloch is governed by an independent board of directors, which is responsible for setting the mission and strategic direction of the Institute. The board of directors is responsible for: (i) the control and management of all assets of the Institute, including investment and endowment funds, real estate, and other investment assets in a manner consistent with donor intent and other applicable laws, and (ii) the performance and oversight of all aspects of its operations, finances, policies based on its articles of incorporation, bylaws, and other documents that govern the board of directors fiduciary responsibilities.

Disclosure of Affiliations and Conflicts

All Avaloch covered members must disclose to the Executive Director (or board of directors if the Executive Director is involved) the names of any organization of which they or a Related Party have an affiliation, including all paid and unpaid roles, whether they are governance, employment, advisory or honorary in nature. Disclosure shall include any Related Party Transaction, defined as any transaction, agreement, or any other arrangement in which a Related Party has a financial interest and in which Avaloch or any affiliate of the Avaloch is a participant. This compliance practice shall be completed no less than annually on or before October 31st.

Management of Conflicts of Interest (Real or Perceived)

Conflicts of interest other than self-dealing transactions (as defined under the IRC) are not inherently illegal; however, any perceived or actual conflict could cause irreparable harm to the Avaloch’s reputation and its ability to operate as a qualified tax-exempt organization. Avaloch addresses common conflicts of interest as follows:

Avaloch staff: Except for the Executive Director or equivalent of the Institute, upon disclosure of a conflict of interest, related party transaction or potential self-dealing situation involving the Institute’s staff, the Executive Director, with advice from qualified legal counsel will determine whether the matter is prohibited under current laws. The disposition of such matters, including legal consultation with counsel shall be disclosed in a written report to the Institute’s board of directors.

Avaloch Members, trustees, officers, key employees, and trusted advisors: Upon disclosure of a conflict of interest, related party transaction or potential self-dealing situation involving those charged with governance of Avaloch shall be reviewed by the members. The members may delegate the conflict-of-interest review to their designated executive advisor and qualified legal counsel. If a member has a perceived or actual conflict of interest, then Avaloch’s executive advisor to the board of directors and qualified legal counsel will determine whether the matter is prohibited under current laws. The disposition of such matters, including legal consultation with counsel shall be disclosed in a written report to the Institute’s members and board of directors.

Compliance with Laws

All members, directors, officers, and staff of Avaloch are required to obey the application of laws, rules and regulations of the United States, the State of New Hampshire, and any other state in which Avaloch has any affiliation or legal responsibility to comply with such laws, rules and regulations.

All members, directors, officers, and staff of Avaloch are required to comply with Internal Revenue Code and Treasury Regulations which prohibit disqualified persons from engaging in acts of self-dealing. Self-dealing transactions involve:

sale, exchange, or leasing of property;

lending of money or other extension of credit;

furnishing of goods, services or facilities;

payment of compensation or reimbursement of expenses;

transfer to, or use by or for the benefit of, a disqualified person of the income or assets of the Foundation; or

agreement to make a payment of money or other property to a U.S. government official.

All potential disqualified persons are required to disclose in advance to the Executive Director any transaction that could potentially violate these Regulations. If a determination is made by the qualified outside legal counsel that a transaction would be a self-dealing transaction, it will be prohibited.

Other Rules

Receipt of gifts, entertainment and similar. As a matter of principle, no members, directors, officers, and staff of Avaloch may not accept any gift or anything else of significant value (including payments for services rendered, commissions, gifts, entertainment, loans, services, or promises of future benefits) from any grantee, potential grantee, service supplier, consultant or other organization with which they are aware the Institute does business, is seeking to do business or with whom they are aware is seeking employment with the Institute. If there is a legitimate business interest of Avaloch involved such gift or entertainment may be considered and approved in advance by the Executive Director or board of directors if the Executive Director is participating in such gift or entertainment.

Travel and other expenses of the Institute. Avaloch-related business expenses shall be paid directly by Avaloch whenever practical. Any reimbursement of expense requests from a member, director, officer or staff of Avaloch must comply with the Institutes business expense reimbursement policy.

Grants and matching by Avaloch. Directors, officers, and staff of Avaloch may recommend to the board of directors for consideration individual grants for other qualified non-profit organizations. In order for such grant to be considered all of the following conditions must be met:

Proposed grantee must be a qualified 501(c)(3) tax exemption organization;

Proposed grantee must have a mission and purpose consistent with that of the Institute;

No direct or indirect relationship to the proposed grantee organization and certify in writing that relationship exists that would present a conflict of interest;

Proposed grantee application must be reviewed by the board of directors or if proposed by a board member, then reviewed by only the independent board members;

All internally recommended grants and matching funds shall be limited to $10,000 per grant and no more than $100,000 per calendar year.

In the event a recommended grant is approved there shall be no expectation that such grant will continue on an annual basis, unless explicitly agreed to in writing by Avaloch.

Music Residency Program Evaluation

Avaloch is committed to excellence and regularly reviews program effectiveness and has mechanisms to incorporate lessons learned into future music residency programs. The Institute is committed to improving its music residency program and organizational effectiveness, promotes learning from its activities in the field and strives to achieve the highest level of professionalism in all of its endeavors.

Avaloch takes this Code, and these policies and procedures, very seriously. The matters addressed herein are sufficiently important that any lapse in judgment within the areas covered here may be considered serious enough to warrant discipline up to and including dismissal.

Inclusiveness and Diversity

Avaloch has a policy of promoting inclusiveness in its music residency program. Avaloch takes meaningful steps to promote inclusiveness in its board recruitment, staffing and constituencies served.

For more information, please see our DEI Statement here.

Introduction and Purpose

Avaloch is committed to the safety and well-being of its staff, residents, and guests. Upholding this commitment requires planning and practice. This plan exists to satisfy those needs and outline the steps to prepare for and respond to an emergency affecting the Avaloch campus.

Goals

The goals of Avaloch in responding to an emergency include:

• The safety of all staff, students, and guests.

• The physical and emotional well-being of staff, students, and guests.

• The timely stabilization of an emergency.

Applicability and Scope

This plan applies to all employees, students, and guests of Avaloch.

The scope of this plan is intended to encompass all hazards. This plan may be consulted when responding to all emergencies. When encountering a situation that has not been expressly addressed in this plan, use good judgment and the guiding principles outlined below.

Responsibility

The Avaloch emergency plan is the responsibility of the Executive Director. The Executive Director and the Board of Directors will review and update this plan at least once annually. Revisions will be made as needed throughout the year. Any suggestions, comments, or questions should be directed to Avaloch’s Operations Manager.

Order of Succession

Leadership authority during an emergency shall flow downward through the following list of people:

1. President or Executive Director

2. Chief Financial Officer

3. Artistic Director

4. Operations Manager

Emergency Communications

During an emergency, Avaloch will use the following means and methods of communication:

Text messaging (fast and large scale notifications)

Direct mobile messages (direct notifications only)

Email messaging (non-urgent and mobile communications are limited)

Two-way Radios (onsite if fixed and mobile communications are unavailable)

Training, and Exercises

The Operations Manager shall be responsible for organizing training exercises prior to each season. The training plan shall consist of practicing emergency communications and other protocols set forth herein. 

Emergency Protocols

Fire 

In the Event of a Fire:

Pull the Fire Alarm and Call 911 

If you see smoke or flames:

Use CARE:

Contain the fire by closing all doors as you leave

Activate the nearest Fire Alarm pull station (Pull stations are located near all building exits)

Report the fire by calling 911

Evacuate or extinguish (In most cases, it is best to Evacuate). Use a Fire Extinguisher only if:

You have been trained

You have your back to an unobstructed exit

You have a fully charged and proper type unit for the fire you are fighting

The fire is contained, and you have reported the fire by calling 911 or activation of a Fire Alarm Pull Station

Everyone else has left the area

There is little smoke or flames

Never fight a fire if:

You lack a safe way to escape should your efforts fail

It has left its source of origin

You are unsure of the type of extinguisher you need or have

If you can’t control the fire within 30 seconds, abandon your efforts, close the door(s) and evacuate immediately

Do not ignore an alarm signal, even if you have reason to believe it may be false.

Evacuation

Building Evacuation

If an evacuation order is issued for your building, or if it were necessary to evacuate due to an emergency, fully cooperate with emergency personnel and:

Take only keys, wallets, and essential belongings with you

If possible, wear weather appropriate clothing

If you are the last one to exit your room, close and lock doors

Leave the building immediately

Do not investigate the source of the emergency

Walk, don’t run, to the nearest exit

Use stairs, not elevators

Assist people with special needs.  

If there is no immediate danger, persons with disability/mobility limitations should shelter in place and call 911 to report location and number of people needing assistance

If there is imminent danger and evacuation cannot be delayed, the person with a disability should be carried or helped from the building in the best and fastest manner (the person with the disability is the best authority as to how to be moved out of the building)

If you are unable to evacuate, call the Operations Manager or 911 and report your location

Injured persons should be evacuated to the front of the campus property to be treated, as this is where the First Responders will arrive.

As you make your way out, encourage those you encounter to exit as well

Follow instructions of local Police or other identified emergency personnel

Take a roll call of personnel from your department (accountability).

Wait for instructions before returning to your building after an evacuation

Campus Evacuation

The procedure for a campus-wide evacuation will vary, depending on the nature of the incident. In cases when a decision has been made to evacuate, the campus will likely be evacuated in stages, beginning with the areas that are in the immediate vicinity of the incident. Other areas may then be evacuated, depending on the nature of the incident. 

This gradual evacuation is preferable to a total and immediate evacuation, as it identifies the populations that are in most danger, minimizing the likelihood of gridlock and congestion, and provides for first responder and emergency vehicles access.

On occasion, evacuation may include utilizing buses for the event, where:

Large scale bus evacuations will follow the Incident Commander’s directions for establishing transportation and evacuation routes. (In conjunction with Boscawen Police Department).

Evacuation is for an extended period, 1 to 4 hours, and evacuees need protections from the environment. (Rain, extreme heat, or cold weather)

If evacuated by bus, follow the instructions of the first responders and the vehicle operator.

Medical Emergency

If someone is injured or becomes ill:

Stay Calm

Dial 911 and explain the type of emergency, the location, condition, and number of victims

Let the dispatcher know of any safety hazards - chemical spill, fire, fumes, etc. 

Do not hang up unless told to do so by the dispatcher

Do not move the victim unless there is danger of further injury 

Do not leave the injured person except to summon help

Comfort the victim until emergency medical services arrive

Render first-aid or CPR only if you have been trained

Name of persons are certified in CPR Basic Life Support and Stop the Bleed First Aid.

Automated External Defibrillator (AED) is located on the Name Location.

Campus AEDs are serviced monthly.

AED unit also contains a Stop-the-Bleed Kit (compressed gauze, trauma gauze, and a tourniquet) and a CPR Emergency Face Mask.  

Have someone stand outside the building to flag down the ambulance and/or Campus Police when they reach the vicinity

Report incident to the Operations Manager.

Bomb Threat

If you receive a bomb threat, remain calm and:

1) Obtain as much information as possible:

Write down the number from where the call is coming 

Write down the exact time of the call

Write down as accurately as possible the statements made

Listen to the voice to determine the sex, age, accents, lisps, tone, etc. 

Listen for background noises

Try to signal a for someone else to also listen on the call, if possible

Do not hang up and stay on the line as long as possible; wait for the caller to hang up

2) Keep caller talking, and ask as many questions as you can:

When will the bomb go off? How much time remains?

Where is the bomb located?

What does it look like?

What kind of bomb is it?

How do you know about this bomb?

Why was it placed here?

Who are you?

What is your name?

3) Call 911 immediately and then notify the Operations Manager. 

Active Shooter /Hostile Intruder

Active shooter or hostile intruder incidents often begin and conclude quickly, and the incident may be at any location within Avaloch. This leaves faculty, staff, and police officers no time to coordinate response procedures with outside law enforcement and students. The response to a specific incident will depend on the circumstances unique to that incident. However, there are general procedures that apply to all active assailant incidents.

Report the incident, if possible, by calling 911 first, then Operations Manager only if safe

RUN/AVOID if possible

Pay attention to your surroundings.

Have an exit plan.

Move away from the source of the threat as quickly as possible.

The more distance and barriers between you and the threat, the better.

Leave your belongings behind. Always keep your hands empty and visible.

Help others evacuate, if possible, but do not attempt to move the wounded. Evacuate even if others do not agree to follow.

Remain calm. Avoid screaming or yelling as you evacuate.  

Follow all instructions of arriving law enforcement.

HIDE/DENY if necessary

Keep distance between you and the source. 

Go to the nearest room or office and lock the door(s). If the door does not lock, wedge it shut or use heavy furniture to barricade it. 

Close blinds, turn off lights and cover windows

Remain out of sight and quiet by hiding behind large objects and silencing your phone.

Do not open the door until someone can provide an identification badge. 

Identify an escape route in the event you are directed to evacuate.

FIGHT/DEFEND, if you must

If there is no opportunity for escape or hiding, as a last resort, and only when your life is in imminent danger, attempt to disrupt and incapacitate the active shooter.

Be prepared to defend yourself.

Be aggressive and committed to your actions.   

Do not fight fairly. THIS IS ABOUT SURVIVAL.

What to do when police arrive:

Respond appropriately 

Remain calm and follow officers’ instructions.

Raise your hands, spread your fingers, and always keep your hands visible. 

Do not make quick moves toward officers or hold on to them for safety. 

Avoid pointing, screaming, or yelling. 

Do not stop officers from asking for help or directions. Evacuate the building in the direction the officers arrived at while keeping your hands above your head.

For your safety, do not get upset or argue if an officer questions whether you are a shooter or a victim. Do not resist, even if you are handcuffed and searched.

Facility Management

Account for full-time, part-time, and contract employees

Obtain the visitor log (if available)

Identify employees and visitors who are onsite

Provide site and building maps to emergency responders (if available)

Provide facility access to emergency responders

Ensure incoming emergency response personnel know where to stage

Utility Failure and Natural Disaster

Utility Failures

These may include electrical outages, plumbing failure/flooding, gas leaks, steam line breaks, ventilation problems, elevator failures, etc. Our Operations Manager has procedures and personnel to deal with utility failures. For your personal safety, in the event of a utility failure:

Remain calm

Immediately notify the Operations Manager in person, text or by phone 

If the building must be evacuated, follow the instructions on Building Evacuation

Unplug all electrical equipment (including computers) and turn off light switches, if safe

Use a flashlight: Do not light candles or use other kinds of flames for lighting

Kitchen personnel:

- Secure all equipment, unplug electrical equipment, and shut off water and gas connections, if possible, prior to evacuating

- Close all flammable containers or other accelerants used for cooking

Natural Gas Leak:

- Cease all operations immediately and evacuate

- Do not switch on lights or any electrical equipment. Electrical arcing can trigger an explosion

- Call the Operations Manager and 911. 

Floods

Minor or area flooding on campus could occur as a result of a water main break, loss of power to sump pumps, or major multiple rainstorms. Avaloch monitors the National Weather Service and other emergency advisory systems to stay abreast of weather and alert related conditions and will provide instructions should they be necessary. For imminent or actual flooding, and only if you can safely do so:

Secure vital equipment, records, and other important documents

Move to higher, safer ground

Shut off all electrical equipment

Do not attempt to drive or walk through flooded areas

Wait for further instructions on immediate action from the Operations Manager

If the building must be evacuated, follow the instructions on Building Evacuation

Do not return to your building if you have been evacuated by flooding until you have been instructed to do so by the Operations Manager

If you are assisting with flood cleanup, report immediately to Environmental Health and Safety any oil, chemical, or radioactive materials suspected of mixing with flood waters

Shelter in Place/Safe Shelter

Shelter in Place is useful when evacuation is not an option. Refuge is sought in an interior room with few or no windows.

It may be necessary to shelter in place following the intentional or accidental release of chemical, biological, or radiological contaminants into the environment. Shelter in place may also be necessary in the event of a hostile intruder on campus.

Shelter in place procedures will be initiated through the various notification systems used by Avaloch

Stop any events or activities and/or other operations in the building.

If there are visitors in the building, provide for their safety by asking them to stay—not leave. When public safety officials provide directions to shelter in place, they want everyone to take those steps immediately where they are.

Close and lock all doors, windows, and other openings to the outside.

If necessary/possible, turn off the heating or cooling system.

Select interior room(s) above the ground floor with the fewest windows and vents. The room(s) should be large enough for everyone to sit comfortably and quietly. Use multiple rooms if necessary.

Lock the door to any rooms being used and draw the curtains/shades or cover the windows. You should not be visible from the outside or from the corridor.

Ideally, choose the room(s) with hardwired telephones, as cellular networks may be unavailable. Use these phones to report any emergencies.

Stay away from windows and doors.

In the event of a hostile intruder, remain absolutely quiet and follow the steps outlined in the “Active Shooter/Hostile Intruder” section.

Remain calm and await further instructions.

DO NOT leave the room until directed to do so by a Police Officer.

Suspicious Package or Object

If you have any reason to believe that a letter or parcel is suspicious, DO NOT take a chance, call the Operations Manager or 911 immediately.

DO NOT touch the package or object.

DO NOT tamper with the package or object.

DO NOT attempt to move the package or object.

DO NOT open the package or object.

DO NOT put the package or object in water or an enclosed space, such as a drawer or box.

Isolate the package or object and evacuate the immediate area.

Characteristics of Suspicious Packages

Special deliveries, foreign mail, or airmail.

Restrictive markings such as “Confidential” or “Personal.”

Excessive postage.

Handwritten or poorly typed addresses.

Incorrect titles.

Misspelled words.

Stains or discoloration on the package.

Excessive weight.

Rigid, lopsided, or uneven envelopes.

Protruding wires or aluminum foil.

Excessive tape or string.

Visual distractions such as illustrations.

No return address.

Continuity of Operations 

Due to the nature of Avaloch’s music residency program and onsite requirements, if an emergency situation arises in which the campus is not safe or accessible, then the facility will remain closed until it is safe to re-open. To ensure continuity of essential functions, Avaloch will permit telework for those staff members for which it is possible to do given their job responsibilities and duties. 

Telework Policy During an Emergency

Telework is a work arrangement under which an employee performs the duties and responsibilities of such employee’s position, and other authorized activities, from an approved worksite other than the location from which the employee would otherwise work. If an event occurs that prevents employees from working at their regular facility, the option of telework allows employees to perform essential functions off-site to keep Avaloch running. The option to telework is approved by the Executive Director, and all personnel are subject to recall and may need to report back at any time.

A. Introduction

This Collection Management Policy establishes guidelines and procedures for the acquisition, deaccession, preservation and general use of the art, music and similar collections of Agalloch Farm Music Institute, Inc. (“Avaloch”). These guidelines cover collections owned and managed by Avaloch and collections on loan from other organizations that are affiliated with AFMI. The authority and responsibility for implementing the policies in this document shall rest with the Executive Director of Avaloch. The fiduciary responsibility for all collections shall rest with the Board of Directors of Avaloch and its Executive Director.

B. Mission Statement

Avaloch is a residential arts center with a principal mission to promote artistic exploration and musical collaboration amongst musicians and ensembles of multifaceted backgrounds and genres. A key part of Avaloch’s mission is to share musical exploration and collaborations with the public, which includes live performances and roundtables, display of musical instruments, informative discussions around musical compositions and the instruments used to perform each composition and other aspects considered important to understand the composition. Avaloch has acquired historical music collections, instruments and other artifacts (hereinafter “works”) over the years and maintains and manages a representative collection of art to enhance the music residency experience. 

C. Management and Use of Collection by Avaloch

The Executive Director is responsible for screening all new acquisitions, both purchases and gifts, for the Avaloch collection and then presenting a clear recommendation to the Board of Directors Collection Committee (“Committee”) for review. The Committee will also review and recommend the deaccessioning and disposition of items already in the collection. The Collection Committee shall be appointed from the existing board of directors. Appointees to the Collection Committee must have no less than three (3) members, of which two (2) must have prior music experience. 

D. Acquisition or Accession of Items in the Collection

1. Criteria. Any works to be acquired or proposed as donations or accepted as a permanent addition to the Avaloch collection should be of the highest aesthetic standard and therefore reflect positively on Avaloch's commitment to the promotion of music appreciation and education. Works that are regarded as having sufficient quality and of significance to some area in the music residency program will be considered for acquisition even if they are not in the major area of collecting as identified above. In addition, the following factors will be taken into consideration:

Does the work of art or musical instrument fill a gap in the Avaloch collection?

Does the work of art or musical instrument contribute to the understanding or appreciation of other objects in the collection?

Is the work of art or musical instrument desired for long-term display or exhibition purposes?

Is the work of art or musical instrument condition such that it can be preserved properly by Avaloch?

DoesAvaloch have adequate facilities for storing the work of art or musical instrument

It is the policy of Avaloch not to accept gifts encumbered with imposed conditions or which intellectual property rights restrict, unless the property rights may be obtained or the object has an intrinsic value which benefits the collection on a greater scholarly level, and does not violate said rights.

2. Method. Avaloch may acquire new works for the collection by gift, bequest, purchase, transfer, or exchange. It is the responsibility of Avaloch’s Executive Director and Artistic Director to refer proposed gifts to the Collection Committee for their review and approval. 

a. Gifts and Bequests. Avaloch will generally accept only unrestricted gifts. In rare circumstances, Avaloch may accept a gift or bequest with conditions attached. However, under no circumstances will Avaloch agree to conditions requiring the retention or display of the work in perpetuity. Any conditions attached to a gift or bequest must be approved by the Collection Committee. Avaloch will request that each donor execute a confirmation of gift form, which will help provide documentation of transfer and/or any conditional circumstances. It is the policy of Avaloch not to make appraisals of donated or bequeathed works, but rather to suggest the names of two or more outside appraisers deemed competent to make the appraisal. The appraisal will be made at the donors' expense. Donors will be alerted that the burden is on her/him to justify the appraised value. If the donor will not be requesting tax credit, then this general policy may be waived or modified with the advise of the Collection Committee. 

b. Purchases. Funds for the purchase of art and musical instrument may be derived by the general funds of Avaloch, from contributions to Avaloch, sale of gifts not accessioned into the collection, or from proceeds realized through the sale of works deaccessioned from the collection. All proceeds realized through the sale of works deaccessioned from the collection will be used for collection development. A purchase agreement or invoice must contain an affirmation of title by the vendor and establish what rights, including copyrights, are being transferred with the work by the vendor to Avaloch. The Executive Director may authorize purchases of $5,000.00 or less after consultation with the Collection Committee.

c. Transfers and Exchanges. Items acquired through transfer or exchanges are treated in the same manner as gifts and bequests.

3. Accessioning Procedures. The following procedures will be observed:

Accession numbers will be assigned chronologically according to the date of accession, and a collection catalogue will be maintained to serve as an accession record.

The works will be photographed and a copy placed in the accession files.

Works purchased by Avaloch, or received as a gift will be maintained as Avaloch property.

All accession records will include all original appraisals, condition reports, movement history, memoranda, correspondence, invoices, transfer of rights documents, deeds of gift, photographs, biographical information on the artist, and other documents vital to the object's provenance. All original papers must be retained in the accession file. The accession record will be considered the permanent record for the object.

E. Deaccessioning

1. Authority. Deaccessioning shall be defined in this statement as the formal adjustment of records to reflect the removal of a work from the collection. Disposal shall be defined as the manner in which ownership of an object is transferred from Avaloch to another entity, i.e., by sale, transfer, or exchange. All recommendations of work to be deaccessioned from the Avaloch Collection will be reviewed by the Collections Committee. The Collections Committee will pursue the most beneficial avenue to disposal of works from the collection. The Executive Director or President must approve deaccession recommendations valued at $10,000 or more.

2. Criteria. Works in the Avaloch collection will be retained if they continue to be relevant and useful to the purposes and activities of Avaloch, and if they can be properly stored, preserved, and used. Deaccessioning of works may be considered when these conditions no longer prevail or in the interest of refinement of the collection for Avaloch purposes and activities

3. Procedures. A written appraisal is required by a qualified, disinterested third party for each proposed deaccession. A statement listing the works proposed for deaccessioning, explaining why the works are no longer needed for the collection shall be prepared for submission to those having authority to approve deaccessioning. This statement will also propose the method to be used in disposing of each object. Methods of disposal may include public auction, exchange with another public institution, or private sale, as recommended by Avaloch’s Collections Committee. The proceeds of the sale shall be used to acquire future works only. No Avaloch employees, directors, advisors, representative, or agent of Avaloch shall receive a commission, fee, or financial benefit in connection with the sale or exchange of any work, nor may he (she) be a business associate of any individual, firm, or organization involved in the sale or exchange.

4. The Returning of Works. To avoid complications in legal and/or ethical problems which may arise when and/or if a donor or third party has just and reasonable cause to request a transfer of ownership of objects from the Avaloch collection, the Collections Committee shall consider the reasons for such request. 

5. Records. The Executive Director of Avaloch or his/her delegate shall maintain records on all deaccessioned objects. The file shall contain papers regarding the deaccessioning of the object as well as all original accession papers. A photograph of all deaccessioned objects shall be retained in the file. If there is no photograph available, the work must be photographed before it is deaccessioned. All records maintained will remain to the general public, unless the Collections Committee has approved a restriction.

F. Loans

Avaloch considers it a responsibility to loan owned works to worthwhile exhibitions to the extent its resources permit. Avaloch will make the final determination of the viability of the loan based on a consideration of issues of safety of a work during travel and the ability of a borrower to meet its obligations for the care of the work while on loan.

1. Outgoing Loans. All loan requests should begin with a written request from the borrower to Avaloch’s Collections Committee. The following describes Avaloch’s procedures for outgoing loans:

Borrower Due Diligence. If Avaloch has not previously lent to the borrower, the borrower will be asked to provide a facilities report describing the borrower's building construction and accessibility, environmental controls, security arrangements, and staffing. If the loan is requested for a touring exhibition, Avaloch Collections Committee will review facilities reports from all institutions on the tour and will make recommendations on the suitability of the loan and note any special concerns or restrictions that should be placed upon it. 

Loan Approval. The Collections Committee shall make final approval of all loans. When a loan has been approved, the Executive Director shall be responsible for the implementation of the loan, including completion of necessary loan agreements, effecting insurance coverage, and arrangement of packing and shipping. A loan number will be assigned, files established and indexes made.

Length of Loan. Avaloch may not make indefinite or "permanent" loans. All loans from Avaloch will be for a specific period of time, not to exceed one year in duration. At the end of the loan period, the loan may be reviewed and then, at the Executive Directors’ discretion, be renewed for an additional period not to exceed one year.

Ongoing Communications with Borrower. The Executive Director will be responsible for maintaining all necessary contact with the borrower to assure that all loan agreement requirements are in compliance. 

2. Incoming Loans. Works that come into Avaloch for a variety of reasons, including individual displays on campus and performance spaces, special exhibitions during music residency performances, offers of gifts, study, photography and attribution.

Source of Loans. Incoming loans may be from private individuals, museums, commercial galleries, and public and private institutions. The following describes Avaloch’s procedures for incoming loans

Length of Loan. Avaloch considers any work placed in its custody at its request for any length of time to be a loan. Generally, the Executive Director initiates incoming loans. All such works must be recorded as either temporary loans (six months or less) or long-term loans (more than six months, but not to exceed three years).

Insurance. The lender and Avaloch must agree upon insurance coverage, method of shipment and any special requirements before the work is received. Temporary loans will be provided insurance coverage as available through Avaloch’s insurance policy. In the case of long-term loans, insurance coverage will be maintained by Avaloch insurance policy; Avaloch and the lender will sign a loan agreement specifying insurance and other requirements.

Transportation. Except for those instances when a lender delivers an object to Avaloch, Avaloch staff must make all arrangements to transport the work to Avaloch, and in most cases Avaloch will assume the cost of necessary packing and shipping. A condition report will be completed when the work arrives at Avaloch and again before it leaves. A loan number—either temporary or long-term—will be assigned, a receipt will be sent and a file established for all loans. Loan numbers designate the year in which the loan was made and the number of the loan within that year, or by exhibition number and objects within said exhibition.

Loan Monitoring. Avaloch staff will perform regular monitoring of the loans. If an art object not requested by Avaloch is left on the premises and not reclaimed, an attempt will be made to contact the owner and determine the object's status. If the owner cannot be contacted or is unknown, Avaloch shall consult with the Collections Committee concerning the disposition of the object. 

Loan agreements are returned to the Artistic Director, which will then act as a liaison and conduct further correspondence or communications with lenders. The Artistic Director will maintain copies of all loan forms and correspondence.

G. Care of Collections

Avaloch considers the care of the collections to include not only the preservation and protection of its works but also the maintenance of the full range of records and inventories of its holdings. The daily management of these responsibilities will be conducted by the Executive Director. Objects on display in areas accessible to the general public will be safeguarded by patrolling guards, a smoke detection system, and an alarm system connected to a central security office. Other highly valued objects will have special security devices. It will be the Exhibit Supervisor's responsibility to monitor environmental conditions affecting objects--relative humidity, temperature, light, vermin, and air pollutants. Daily inspections of works on display will be made by a member of Avaloch professional staff. If a collection object is missing, and theft, or vandalism is suspected, the Avaloch Executive Director shall be notified immediately. It is the responsibility of the Executive Director to provide any written documentation requested. 

H. Access to Collection and Records

It shall be Avaloch policy to make works in the collection accessible for viewing or study, whenever feasible. Advance appointments are required for works in storage, and an Avaloch staff member must accompany the visitor in collection storage. Access to an object may not in some instances be possible, if storage conditions do not allow for visitors or viewing.

I. Changes to Policies and Procedures

Policy and Procedural changes will be addressed in a timely organized fashion. A formal report on the changes requested will be presented to the Collections Committee. The report will be evaluated for viability in regard to budget, personnel needed, and benefit to the collection.

Accepted changes in Policy and Procedure will be assigned to the responsible party in charge of the aspects included, where a schedule of implementation will be initiated.

The Collection Management Policy shall be reviewed and updated every five years, by the Artistic Director, or current Executive Director is no Artistic Director is appointed. This update shall undergo the same procedure as "Changes to Policy and Procedure" (above).

J. Compliance

The Collections Committee is responsible for monitoring compliance with the provisions of this Collections Management Policy. The Executive Director shall further be responsible for preparing annual and other reports for the Collections Committee, Board of Directors, and others as may be required in conjunction with this policy.