Finance Department Records BMA.10

Transcription

1 Finance Department Records BMA.10 Finding aid prepared by Emily Rafferty and Anna Clarkson This finding aid was produced using the Archivists' Toolkit April 30, 201 Describing Archives: A Content Standard Generously supported with funding from the National Historical Publications and Records Commission (NHPRC) Archives and Manuscripts Collections, The Baltimore Museum of Art December Art Museum Drive Baltimore, MD, (3) BMAlibrary@artbma.org

2 Table of Contents Summary Information Arrangement... Administrative Information... Controlled Access Headings... Collection Inventory... Accounting... Admissions... 8 Budgets...12 Committees...13 Exhibitions Financial Statements... 1 Historic Documents... 1 Insurance Policies... 1 Litigation Members' Volunteer Committee...17 Pledges and Endowments Subject Files...18 Tax Returns Page 2 -

3 Summary Information Repository Archives and Manuscripts Collections, The Baltimore Museum of Art Creator Baltimore Museum of Art Title Finance Department Records Date [inclusive] Extent 3. Linear feet (20 boxes, 12 oversize boxes) Language English Abstract The Financial Records contain materials created by The Baltimore Museum of Art's staff relating to the Museum's finances. Preferred Citation Finance Department Records, Archives and Manuscripts Collections, The Baltimore Museum of Art - Page 3 -

4 The Finance Department Records contain materials created by the staff of The Baltimore Museum of Art and relate to the Museum's financial activities from 122 to 200. The records are arranged into 13 series and chronologically within the series. They consist of 32 boxes total. The records document expenses, payments, and donations. In addition, several books of admissions records are included. Much of the material dates from the opening of the museum in 123 through the 10's and is handwritten in leather bound books. The books occasionally contain notes about the specifics of donations or other significant events and related printed notes, receipts, or correspondence have been interfiled. Arrangement Decisions about the arrangement and disposition of the materials in this collection were made with the assistance of Lisa Miller in the Finance Department. Administrative Information Publication Information Archives and Manuscripts Collections, The Baltimore Museum of Art December 2013 Ownership and Copyright The materials are the physical property of the Archives and Manuscripts Collections, The Baltimore Museum of Art. Copyright, except in cases where material has passed into the public domain, belongs to the authors or their legal heirs and assigns. The Finance Department Records are closed to outside researchers for 2 years from the date of creation unless otherwise indicated in the Archives Access Policy. For further information, consult a Library staff member. Provenance - Page -

5 Approximately half the material was found in the Library in In 2007, another group of materials was transferred from the Finance Department. Because these materials were obviously part of the same group of records as those found in the Library, the two groups were combined. Processing Information Processed by Emily Rafferty in 2007 and Anna J. Clarkson in 201. Controlled Access Headings Genre(s) Financial records Subject(s) Account books Art museum attendance Guest books Trial balances - Page -

6 Accounting. Collection Inventory Accounting Linear feet (2 boxes, oversize boxes) The Accounting series is housed within 2 boxes and oversize boxes and dates from The series contains records related to the accounting function of the museum and track accounts payable and receivable. The series includes funds schedules, cash books, general ledgers, general journals, and trail balance report books. The series is arranged chronologically by the earliest date in each book. The series is lacking records from the 170s and 180s. Office Petty Cash Book. 122 Dec - 13 Jul OS General Ledger General Journal. 123 Feb Sep OS 2 Cash Receipts, Cash Disbursements. 123 Feb - 12 Dec OS 12 Trial Balance with Recapitulation. 123 Apr - 13 Dec OS 1 Cash Disbursements, Cash Receipts. 12 Jan Dec OS 12 Accounts Receivable, Funds. 12 Jan - 18 Nov 20 - Page -

7 Accounting. Cash Book, Journal, Ledger - The 101 West Monument Street Corporation. 12 May Jul OS 2 General Ledger / Expenses Paid by City Accounts Receivable, Inventory, and Funds. 133 Apr - 12 Dec 20 Cash Receipts, Cash Disbursements. 13 Jan - 13 Mar OS 10 General Ledger City Funds, Trustee Funds. 138 Aug - 11 Jan OS General Ledger. 13 Apr - 12 Feb OS 11 Trial Balance with Recapitulation. 10 Jan - 1 Dec OS 1 General Ledger. 12 Feb - 1 Jun OS 11 General Journal. 1 Jan - 1 Dec OS General Legder. 1 Jun - 1 Feb OS 10 Trial Balance with Recapitulation. 17 Jan - 13 Dec OS 1 General Journal. 1 Mar - 13 Sep OS 3 - Page 7 -

8 Admissions. General Journal. 1 Mar - 1 Dec OS General Journal. 13 Sep - 18 Aug OS 3 General Ledger Trial Balance with Recapitulation. 1 Jan - 11 Dec OS 1 General Ledger General Journal. 18 Aug - 1 May OS 3 General Ledger. 10, 12 1 Trial Balance with Recapitulation. 12 Mar - 1 May OS 1 General Ledger Shop Sales, Endowment Funds. 1 Aug - 1 Apr 20 Funds Schedule. 188 Oct - 13 Jun OS 2 Admissions Linear feet (2 boxes, 2 oversize boxes) The Admission series dates from and is housed within boxes. The series contains books listing counts of visitors and other information related to admissions. Also included is a guestbook from - Page 8 -

9 Admissions. the BMA's Inaugural Exhibition in 123 and several other exhibitions in Those signing the book include donors and artists such as Etta Cone and Claribel Cone and Ben Silbert. Visitor Register. 123 Feb - 12 Feb OS 7 Attendance Visitor Register. 137 Oct - 1 May OS 7 Attendance Attendance. 10 Attendance. 11 Attendance. 12 Attendance. 13 Attendance. 1 Attendance. 1 Attendance. 1 Attendance. 1 - Page -

10 Admissions. Attendance. 17 Attendance. 18 Attendance. 1 Attendance. 10 Attendance. 11 Attendance. 12 Attendance. 13 Attendance. 1 Attendance. 1 Attendance. 1 Andrew Wyeth Attendance. 17 Attendance. 17 Attendance. 18 Attendance. 1 - Page 10 -

11 Admissions. Attendance 170 Attendance. 171 Attendance. 172 Attendance Attendance. 173 Attendance. 17 Attendance. 17 Attendance. 17 Attendance. 177 Attendance. 178 Attendance. 17 Attendance. 181 Attendance. 182 Admissions Counts. 182 Sep-18 Nov OS 7 - Page 11 -

12 Budgets. Attendance. 183 Attendance. 18 Attendance FY July 1-18 June 30) Attendance. 18 Admissions Counts. 18 Nov-188 Dec OS 7 Attendance. 18 Attendance Reports OS Attendance Reports OS Attendance. 18 OS Attendance Reports Budgets Linear feet ( boxes) 1 OS 10-1 The Budget series dates from and is housed within boxes. The series includes Trustee Budgets, City of Baltimore Budgets, and other miscellaneous Museum budgets including a small selection of exhibition budgets. Materials include primarily correspondence and spreadsheets. The series is arranged chronologically by year. - Page 12 -

13 Committees. List 10 (18-10) 11 (10-1) 12 (1-17) 13 ( ) 1 (2002) 1 Oversize budget folders, mixed (180s s) Committees Linear feet (3 boxes) 1-17 The Committee series contains 3 boxes dating from that relate to the activities of the Audit Committee, The Board of Trustees, the Investment Committee, and the Finance Committee. The records are incomplete and sporadic. List 1 Mixed commmittee files (10s) 1 Audit Committee (18-18) Board of Trustees (17-200) 17 Investment and Finance Committee (13-200) Exhibitions Linear feet (1 folder) Van Gogh Exhibition Page 13 -

14 Financial Statements. The Exhibitions series contains less than one box of materials from detailing the financial details of the Vincent Van Gogh exhibition at the Museum. Financial Statements Linear feet (1/2 box) The Financial Statements series dates from 13-1 and contains 1/2 box of financial reports of the business activities of the Museum. The series is arranged chronologically by year and is missing several years. Financial Statements Financial Statements and Budgets Financial Statements Financial Statements Financial Statements Financial Statements. 1, Financial Statements Financial Statements Financial Statements Page 1 -

15 Historic Documents. Historic Documents Linear feet (1/2 box) 20 The Historic Documents series contains what appear to be copies of microfilmed records (possibly from Baltimore City?). Records do not appear to have come from the BMA Archives directly. The series includes meeting minutes of the Executive Committee discussing financial matters, copies of balance sheets, budgets, and financial statements and date from Records for the year 11 are missing. Insurance Policies Linear feet (2 boxes) The Insurance Policies series date from The series contains primarily copies of the Museum's Fine Art and Liability Insurance policies within 2 boxes. The series is arranged chronologically by insurance policy date. Liability Insurance Policy. 1 June June Aetna: Alexander and Alexander (Liability and Fine Art Insurance Policies). 170s Liability Insurance Policy. 172 June - June 17 Liability Insurance Policy. 178 Liability Insurance Policy. 17 Fine Art and Liability Insurance Policies Page 1 -

16 Insurance Policies. Liability Insurance Policy. 181 Liability Insurance Policy. 182 Art Insurance Renewal 183 Liability Insurance Policy. 183 Liability Insurance Policy. 18 Liability Insurance Policy. 18 Fine Art and Liability Insurance Policies. 18 Liability Insurance Policy. 187 Liability Insurance. 188 Liability Insurance. 18 Liability Insurance Policy. 10 Fine Art and Libility Insurance Policies. 11 Fine Arts and Liability Insurance Policies. 12 Liability Insurance Policy Page 1 -

17 Litigation. Liability Insurance Policy. 1 [2 folders] Liability Insurance Policy. 1 8 Liability Insurance Policy. 1 [2 folders] 8 Liability Insurance Policy Liability Insurance Policy. 18 [2 folders] 8 Libility Insurance Policy [3 folders] 8 Liability Insurance Policy [2 folders] 8 Liability Insurance Policy Liability Insurance Policy Litigation Linear feet (1 box) 8 18 The Litigation Series dates from and contains limited financial information relating to the Lucas Collection Lawsuit (2 folders) and the Costello Construction Lawsuit (1/3 box). The Lucas Collection Lawsuit files are open for research however, the Costello Construction Lawsuit is closed to researchers. Please consult the Archives Access Policy for more detailed information. Members' Volunteer Committee Linear feet (1 oversize box) OS 8 - Page 17 -

18 Pledges and Endowments. The Members' Volunteer Committee series is extremely scant. It dates from 181 to 1 and reflects the financial activities of the Museum organization. Pledges and Endowments Linear feet (1 box) The Pledges and Endowments series dates from and contains 1 box of records including books detailing the financial history of pledges in support of the BMA. List Oversize budget folders, all years, mixed. Charitable Remainder Trusts, Pooled Income Fund, Bequests, etc. 182 Nov Aug 3 Running Totals Pledges, Cash Received A-K 17 Dec - 12 Mar 3 Cash Received L-Z, Other, Grants, Gifts of Art 173 Jun - 18 Dec 3 Subject Files Linear feet (3 folders) - Page 18 -

19 Tax Returns. The Subject File series is extremely scant and contains 3 folders of miscellaneous historic subject matter dating from Employees, Miscellaneous Financial Reports Retirement Tax Returns Linear feet (2 boxes) The Tax Returns series dates from and measures 2 boxes. The series contains the Museum's Federal Income Tax Return for Organizations Exempt from Income Tax (Form 0s). The series is arranged chronologically by date. The series is missing the years , and Page 1 -

20 Tax Returns Page 20 -

21 Tax Returns [2 folders] 7 18 [2 folders] Page 21 -

22 Tax Returns [2 folders] 7 - Page 22 -