1. Uses. No materials will be lent for commercial purposes other than for Club use and subject to approval by the Archives Committee.
2. Lending. With the Archive Committee’s approval, materials may be lent for historical, athletic or social activities. Requests must be made one week prior to need.
3. Member Photos. A picture of any living member will not be released to an outside source without that person’s approval.
4. Originals. No original pictures or articles will be removed from the archives, but a copy will be made at the expense of the person requesting it. This copy is to be returned to the Club within 10 days.
5. Member and Staff Request. Any Club member or staff member who requests something from the archives, e.g. trophies, Board minutes, committee report, bulletins, etc., will obtain them from the Archives Coordinator or an Archives committee member. Signature of person making request is required.
6. Return; Deposit. Any item leaving the Club must be signed out and returned according to the procedure established by the Archives Committee and subject to a $100 deposit. The sign-out procedure shall be monitored by the Archivies Coordinator.
1/23/97: Adopted Part A, Sections 1-6, archives policy.
7. Archives Coordinator. The General Manager, in consultation with the Archives Committee, shall from time to time designate an individual staff member as the "Archives Coordinator."
1. Responsible Committees. The Archives Committee shall be responsible for keeping a record of all trophies and awards. It shall be the responsibility of each Committee chair to update the engraving on trophies and awards as tournaments are won and awards are presented in Club activities, e.g. tennis, swimming, bridge, squash, etc.
2. List and Location. The Archives Committee shall also keep a current listing of trophies and awards and their placement in the Club. Trophies are located in the archives room, the breakfront in the Fireside Room, the trophy case in the Pro Shop lounge, the four display cases on the third floor gallery and any new locations that the House & Grounds Committee selects.
3. Contact. When a person has questions about trophies, or permission to remove trophies from their present locations is needed, he or she shall contact the Archives Coordinator.
4. New Items. When a new trophy or award is presented to the Club, please notify the Archives Chair. It is very important to have it photographed and recorded as soon as possible.
5. Inventory. On October 1, 1995 and May 16, 2000, the Archives Committee recorded the present locations of trophies, plaques and silver trays. A copy of this report is in the Archives Material sign-out and Policy box.
5/23/00: Adopted Part B, trophy policy.
–
9/22/22: Chapter 116 approved by the Board.