Code of Ethics
Model Railroad Museum of Hampton Roads
Table of Contents
INSTITUTIONAL CODE OF ETHICS
Model Railroad Museum of Hampton Roads, INC.
The Model Railroad Museum of Hampton Roads, Inc. Code of Ethics has been written based on excerpts from both the International Council of Museums (ICOM) and the American Alliance of Museums (AAM) to meet the accreditation requirements of the AAM but it has been adapted to meet the specific demands of the Model Railroad Museum of Hampton Roads, Inc., as it exists today. This policy is intended to govern the internal management and activities of the Model Railroad Museum of Hampton Roads, Inc. and will apply to the museum directors, staff, volunteers, and members of principal exhibitor organizations. All employees, volunteers, members of principalexhibitor organizations, and governing authorities must adhere to the Code of Ethics Policy. This policy is intended to provide guidance to Model Railroad Museum of Hampton Roads, Inc.’s directors, staff, volunteers, and members of principal exhibitor organizations in the administration of the activities and management of the museum.While it is expected that museum directors, staff, volunteers, and members of principal exhibitor organizations will observe all requirements of this ethics policy, its provisions are aspirational and unless any other policy of the museum or applicable law requires otherwise, will be enforced according to the reasonable discretion of the directors.
The Model Railroad Museum of Hampton Roads, Inc. holds the public trust of the community in highest regard with its public service educator role as a preserver of the heritage of railroads, model railroads, artifacts, and its presentation of its owned, borrowed, and loaned materials with accuracy, honesty, and objectivity. The mission of the Model Railroad Museum of Hampton Roads is to research, collect, preserve, and present the heritage of American railroading using educational programs, displays, toy trains, and scale models of American railroads.
Loyalty to the mission of the Model Railroad Museum of Hampton Roads, Inc. and to the public that it serves is the essence of museum work, whether volunteer or paid. Ethical standards must be followed to avoid conflict of interest, legal liability, and public distrust of volunteers, professionals and the institution. This code has been created as a reflection of the organization's concern in its role as a leader in the community and as a model for ethical behavior.
These very important issues of public trust demand that in all activities, the museum follows these principles. Museums enjoy high public visibility and their directors, staff, volunteers and members of principal exhibitor organizations have a generous measure of public esteem. To the public, an organization's staff is never wholly separable from the institution. Any museum related action by an individual may reflect on the organization or be attributed to it. Staff, volunteers, members of principal exhibitor organizations, and directors must be concerned not only with the true personal motivations as they see them, but also in the way which such actions might be construed by others.
There must be a personal respect and commitment to the profession and to the institution, a higher level of conduct than required by law.
All museums in the nonprofit sector have the following fiduciary responsibilities: Duty of Care, Duty of Loyalty, and Duty of Obedience. Every action taken by the directors, staff, volunteers, and members of principal exhibit or organizations should guide these duties and actions. A perceived or actual conflict of interest in any of these duties could result in legal or political action, or, barring this, in a violation of public trust responsibilities.
Governing authorities, or their designees, are required to carry out their responsibilities in “good faith” and to establish and monitor a prudent collections management policy and to exercise responsible oversight. Essentially, they are responsible for ascertaining that the museum is providing an appropriate level of care for the collections in its possession.
Loyalty to the mission of the museum and to the public it serves is the essence of museum work, whether voluntary or paid. When conflicts of interest arise – actual, potential, or perceived – the duty of loyalty must never be compromised. No individual may use his or her position in the museum for personal gain or to benefit another at the expense of the museum, its mission, its reputation, or the society it serves.
This duty requires the museum representatives to remain true to the specific mission of the museum – all actions and decisions regarding the museum should be made with the mission as guiding the action.
Collecting without focus and over-collecting to the point at which a museum cannot effectively care for or utilize objects are examples of failure to pay sufficient attention to the duty of obedience.
The Board of Directors holds the ultimate fiduciary responsibility for the Model Railroad Museum of Hampton Roads, Inc. and for the protection and nurturing of its various assets: the collections and related documentation, the physical location, financial assets, and the staff and volunteers. Directors are obliged to develop and define thepurposes and related policies of the institution, and to ensure that all of the Model Railroad Museum of Hampton Roads, Inc.’s assets are properly and effectively used for public purposes.
The board should provide adequate financial protection for all museum officials including themselves, staff, volunteers, and members of principal exhibitor organizations. This is to ensure no one will incur inequitable financial sacrifice or legal liabilities arising from the performance of duties for the museum.
Each director should devote some time and attention to the affairs of the Model Railroad Museum of Hampton Roads, Inc. and ensure that the organization and its governing board act in accordance with the basic documents and with applicable state and federal laws. Directors must ensure that no policies or activities jeopardize the basic nonprofit status of the museum or reflect unfavorably upon it as an institution dedicated to public service.
Directors should not attempt to act in their individual capacities. All actions should be taken as a board, committee,subcommittee, or otherwise in conformance with the bylaws or applicable resolutions. A director must work for the institution as a whole, and not act solely as an advocate for particular activities or special areas of interest within the museum.
In carrying out its duty to the collections, the board shall continue to examine and update its policies regarding collections, accession, deaccession, and borrowed or loaned objects. The board shall ensure that the directors,executive director, and the staff understand and respect the restrictions, conditions, and all other circumstances associated with gifts and loans.
Individuals who are experienced and knowledgeable in various fields of endeavor related to the Model Railroad Museum of Hampton Roads, Inc.'s activities can be of great assistance to the organization. However, conflicts of interest or the appearance of such conflicts may arise because of particular motives or activities. These conflicts of interest may relate to persons closely associated with him or her and to the business or other organizations, and is not acting in the best interest of policies, operations, and the vision of the museum. Even the appearance of such conflict should be avoided.
Directors should file a statement with the board disclosing their personal business, organizational interests and affiliations, and those of persons close to him or her that could be construed as being museum related. Disclosure statements should be updated whenever significant changes occur.
A visible area for conflicts of self-interest at the expense of the institution and of personal use of privileged information arises whenever a director, a member of his or her family, or a close associate personally collects objects of a type collected by the Model Railroad Museum of Hampton Roads, Inc.
The governing board shall make every effort to be sure that no director competes with the organization for objects or takes personal advantage of information available to him or her because of his or her board membership. Should any conflict develop between the needs of the individual and the museum, those of the Model Railroad Museum of Hampton Roads, Inc. will prevail.
No director, person close to him or her, or individual who might act for him or her may acquire objects from the collections of the museum. An exception is made when the object and its source have been advertised, its full history made available, and it is sold at public auction or otherwise clearly offered for sale in the public marketplace.
When museum directors seek staff assistance for their personal needs they should not expect that such help would be rendered to an extent greater than that available to a member of the public in similar circumstances or with similar needs.
Situations considered to be a matter of record include: whenever an incident arises for action by the board or whenever the museum engages in an activity where there is a possible conflict or the appearance of a conflict between the interests of the museum and an outside or personal interest of a director or that of a person close to him or her.
If an interested director is present when a potential conflict of interest vote is taken, that director shall abstain. Directors shall avoid discussing any planned actions by the board. If neither disclosure nor abstention appears to be sufficient, the only appropriate solution may be resignation from the board or committee of the board.
A director shall not take advantage of information he or she receives during service to the organization if personal use of such information could be financially detrimental to the museum. Any such actions that might impair the reputation of the Model Railroad Museum of Hampton Roads, Inc. also must be avoided. When a director obtains information that could be of personal benefit, he or she should refrain from action until an appropriate representative of the museum has reviewed all issues.
Directors serve the museum and its public. They should not attempt to drive any personal material advantage from their connection with the organization. Directors should use museum property only for official purposes and make no personal use of the museum's collection, property, or services in a manner not available to a comparable member of the public. While loans of objects by directors can be of great benefit to the museum, it should be recognized that exhibition could enhance the value of a loaned or borrowed object.
The display of objects owned or created by the directors or staff, or in which the directors or any person close to them have any interests must receive prior approval of the Collections Committee of the organization.
A critical responsibility of the Board of Director is derived from its relationship to the executive director. The selection of that executive and the continuing monitoring of his or her activities are primary board responsibilities that cannot be delegated and must be diligently and thoughtfully fulfilled.
Directors have an obligation to define the rights, powers, and duties of the executive director. They should work with the executive director in all administrative matters, and deal with him or her openly and with candor. They should avoid giving directions to, acting on behalf of, communicating directly with, or soliciting administrative information from staff personnel, unless such actions are in accord with established procedure or the executive director is apprised.
Staff members should communicate with directors through the executive director or with the executive director's knowledge. A procedure should be provided to allow staff personnel to bring grievances directly to the directors.
The directors must act as a full board in appointing or dismissing an executive director, and the relationship between the executive director and the board must reflect the importance of institutional goals over all personal or interpersonal considerations.
The executive director should attend all board meetings and important committee meetings, except executive sessions concerning him or her.
The executive director has an obligation to provide directors with current and complete financial information, to bring before the board any matters involving policy questions, and to keep the directors informed, on a timely basis, of all significant matters or intended actions affecting the institution.
The executive director will carry out the policies established by the board and adhere to the budget approved by theboard. Whenever it is necessary to deviate from the established policies or to alter or exceed budget guidelines, the executive director will notify the board in advance and request appropriate approval.
Directors, staff, volunteers, and members of principal exhibitor organizations must refrain from any private or public activity that might be in conflict with, or appear to be in conflict with, the mission and interests of the Model Railroad Museum of Hampton Roads, Inc. At no time should any staff member knowingly misrepresent the mission, objectives, policies, programs, or goals of the museum.
Directors, staff, volunteers, and members of principal exhibitor organizations should never abuse their official positions or their contacts within the museum community, compete with the organization, take advantage of privileged information obtained as a result of his or her position, permit others to make use of information otherwise unavailable to the public for furthering personal interest or gain, or bring discredit or embarrassment to the museum or to their profession in any activity, museum related or not.
Staff members may not appraise objects or collections for fees, acquire stolen or contraband property for the museum, or accept deaccessioned objects unless to enhance the collections.
Occasionally employees may be asked to serve in a professional capacity on local boards or commissions. To eliminate conflicts of interest or the appearance of potential for conflicts such service should be reported in writing to the executive director. Such service is to be performed on the employee's personal time except as authorized in writing by the executive director and without compensation. Employees may serve on boards so long as the activity does not impair the employee's ability to act with total objectivity regarding the museum nor interfere with job performance.
Loyalty to the Model Railroad Museum of Hampton Roads, Inc. must be in accordance with fundamental principles and the employee's professional obligations as a whole. While every staff member is entitled to personal and professional independence consistent with professional and staff responsibilities, employees must be aware that in the eyes of the public, no private business or professional interest of an employee can be entirely separated from the interests of the museum as a whole.
The Model Railroad Museum of Hampton Roads, Inc. must ensure that collections support its mission and public trust responsibilities and are protected, secure, unencumbered, cared for, and preserved. Stewardship of collections entails the highest public trust and carries with it the presumption of rightful ownership, permanence, care, documentation, and accessibility.
The physical care of the collection and its accessibility must be kept in accordance with the museum’s Collections Policy and with professionally accepted standards by the AAM. Each object is an integral part of a historic or cultural composite. The context also includes a body of information about the object which establishesits proper place and importance, and without which the value of the object is diminished. The maintenance of this information is to be orderly and retrievable as it is critical to the collection and a central obligation of those charged with collection management.
The Model Railroad Museum of Hampton Roads, Inc. must ensure that acquisition, disposal, and loan activities are conducted in a manner that respects the protection and preservation of cultural resources and which conforms to its mission and public trust responsibilities.
Acquisitions must fit the scope of the Collection Policy statement. Prior to acquisition, the donation must be evaluated as a part of the total collection for its public and historical integrity, its condition and uniqueness, its prior associations and required care, the donor's intent in the broadest sense, the interests of the scholarly and cultural communities, and the institution's own financial well-being.
Non-accessioned items needed for educational or interpretive purposes need not meet the above criteria; acceptance into the education collection must meet donor approval and transfer of ownership documentation.
Objects collected by the institution should be relevant to its purposes and activities, accompanied by a valid legal title, preferably be unrestricted but with any limitations clearly described in an instrument of conveyance, and be properly cataloged, conserved, stored, and exhibited.
No Model Railroad Museum of Hampton Roads Inc. employee shall provide appraisals of potential museum collections items or estimate the worth of a donation, nor shall any volunteers associated with the institution. Donors seeking appraisals must obtain them privately prior to making the donation. Upon request, a list of qualified appraisers may be provided, but one is not to be recommended over another.
In arranging for the manufacture and sale of replicas, reproductions, or other commercial items adapted from an object or image in the collection, all aspects of the commercial venture must be carried out in a manner that will not discredit either the integrity of the organization or the intrinsic value of the original object. Commercial use of objects should be undertaken carefully with the mission of the museum and integrity of the objects considered before any commercial use is contemplated, and donors or their heirs notified of such intent.
The Model Railroad Museum of Hampton Roads Inc. acts as custodian of artifacts and objects for the broader benefit of society. This may require permanent removal of artifacts from the museum and may occasionally involve physical discard. Transfer will preferably be made to cultural, technical, and educational institutions with deaccession policies comparable to those of the American Alliance of Museum’s U.S. Museum Best Practices and Standards.
Objects that are permanently being removed from the museum’s permanent collection will be processed in the following order: (1) offered to other nonprofit institutions, or (2) offered for sale to the public or (3) disposal.
If certain materials or artifacts are no longer needed for exhibit or educational purposes, the value is under $250.00 per artifact, and the executive director and board approves, then this property may be sold. Proceeds from sale of collections shall only be used in the direct care of collections.
The Board-approved Collections Management Policy shall be the Model Railroad Museum of Hampton Roads Inc.’s guide regarding the acquisition and disposal of objects in the collections. The collections will be cared for and maintained in accordance with the same Board-approved policy that is based on current professionally acceptable standards.
Within the Model Railroad Museum of Hampton Roads’ primary charge, the preservation of significant materials unimpaired for the future, is the responsibility of organization professionals to use archival and museum collections for the creation and dissemination of new knowledge. Intellectual honesty and objectivity in the presentation of objects is the duty of every professional. The stated origin of the object or attribution of work must reflect the thorough and honest investigation of the curator and must yield promptly to change with the advent of new fact or analysis. The museum professional must use his or her best effort to ensure that exhibits are honest and objective expressions and do not perpetuate myths or stereotypes. Exhibits must provide with candor, tact, honesty, and a meaningful view of the subject. Sensitive areas such as ethnic and social history are of most critical concern.
The museum assumes responsibility for the safeguarding of collections materials and therefore will regulate access to them.
No employee may compete with this institution in any personal collecting activity nor use his or her museum affiliation to promote his or her, or an associate's, personal collecting activities. The museum must have first right of refusal in acquiring any object purchased or collected by any staff member at the price paid by the employee. No staff member may participate in any dealing (buying and selling for profit as distinguished from occasional sale or exchange from personal collection) in items similar or related to those collected by the museum.
No staff or volunteer member should use any objects or items that are part of the Model Railroad Museum of Hampton Roads Inc. collection or under the guardianship of the museum.
All staff, volunteers and directors have a responsibility to the museum and may not utilize the museum collection for personal gain, or use any other property or resource of the Model Railroad Museum of Hampton Roads Inc.except for the official business of the organization.
The name and reputation of the museum are valued assets and should not be exploited for either personal advantage or the advantage of any other person or entity.
Directors, staff and volunteer members of the Model Railroad Museum of Hampton Roads, Inc. should not acquire objects or images from collections owned by or on loan to the institution unless such transactions are available through a disposal process that is totally public in nature. Staff, volunteers, or members of principal exhibit or organizations with responsibility to collections must show respect for those collections and the associated records; handling and moving of collections should be undertaken following standard museum procedures.
Staff or volunteer members of the Model Railroad Museum of Hampton Roads, Inc. have been engaged because of their special knowledge or ability in some aspect of museum activity. Members of the organization's governance, staff and volunteer base should be structured so that the resolution of issues involving professional matters incorporates the opinions and professional judgments of relevant members of the staff.
If museums are to fully contribute to the preservation of humanity's cultural heritage and the increase of knowledge - each director, staff and volunteer should respond to any opportunity for cooperative action with a similar organization to further these goals.
The organization should reflect the diversity of the community and should encourage opportunities and accessibility at theModel Railroad Museum of Hampton Roads, Inc. for all people or groups.
The Museum store and other commercial activities of the museum, as well as publicity relating to them, should be in keeping with the organization's mission, be relevant to the collections and basic educational purposes of the museum, and must not compromise the quality of those collections. In arranging for the manufacture and sale of replicas, reproductions or other items adapted from an object in the museum's collections, all aspects must be carried out in a manner that will not discredit either the integrity of the museum or the intrinsic value of the original object.
Fundraising is a vital component of the financial health of the museum. Directors, staff, volunteers, and members of principal exhibitor organizations involved in raising monies or soliciting contributions or gifts-in-kind on behalf of the organization must do so with honesty as to the need for such contributions and must use donations only for the donor's intended purposes. Gifts should be solicited without the promise of opportunities or advantages not offered to all donors by previously defined guidelines.
Directors, staff, volunteers, and members of principal exhibitor organizations should hold confidential lists, records, and documents acquired in connection with their fundraising efforts on behalf of the Model Railroad Museum of Hampton Roads, Inc.
All donor and lender agreement information must be accurate and up to date. Documents, including but not limitedto, loan agreements, deeds of gift, and contracts, are never to be altered to benefit another party. Staff coordinating projects requiring outside services of vendors shall obtain at least three bids from qualified contractors, each with identical specifications, and a record of such solicitation maintained during and after the contract term has been completed.
The Model Railroad Museum of Hampton Roads, Inc. serves the public as an educational and cultural institution dedicated to preserving and sharing its growing historical collections and archives, with members, visitors, and thepublic, and by connecting past to future so that all generations might understand and appreciate the richness of Virginia's regional railroad history.
Exhibitions, publications, historic site management, educational programs, public events and other activities must further advance the institution's mission and be responsive to the concerns, interests, and needs of the Hampton Roads community.
In all activities, employees of the Model Railroad Museum of Hampton Roads, Inc. must act with integrity and in accordance with the most stringent ethical principles as well as the highest standards of objectivity.
Paid staff should support volunteers, receive them as fellow workers, and willingly provide appropriate training and opportunity for their intellectual enrichment. Access to the museum's inner activities is a privilege and the lack of material compensation for effort expended on behalf of the organization in no way frees the volunteer or member of principal exhibitor organizations from adherence to the standards that apply to everyone involved in museum activities. "Friend" groups and volunteer organizations within the museum should clearly understand the policies, procedures, and programs adopted by the board and not interfere with the administrative application of these policies and programs.
Volunteers shall work toward the betterment of the organization and not for personal gain. Conflict of interest restrictions apply to volunteers, as well as staff. Volunteers must hold confidential matters of program function and administration.
Any staff member who is authorized to spend funds is to do so with impartiality, honesty, and with regard only to the best interests of the Museum.
Employees and others in a close relationship to them must not accept gifts, favors, loans, or items that are available to them in connection with their duties for the organization.
In all matters related to staffing practices, the standard should be in the relevant profession. In these matters, as well as director selection, management practices, volunteer opportunity, collection usage, and relationship with the public at large, decisions must be made without discrimination as to race, creed, sex, age, disability, or personal orientation.
Any infractions to ethical standards with regard to the museum collections are to be reported in writing to the executive director.
Directors, employees, volunteers, and members of principal exhibitor organizations shall maintain in confidence,information learned during the course of their activities within the museum when that information concerns theadministration or activities that are not generally available to the public. This does not preclude public disclosure of information that is properly in the public domain or information that should be released in fulfilling the Model Railroad Museum of Hampton Roads Inc.’s accountability to the public.
The implementation of this Institutional Code of Ethics is essential to the Model Railroad Museum of Hampton Roads, Inc.’s success.
All directors, staff, volunteers and members of principal exhibitor organizations will be provided a copy of the Institutional Code of Ethics and expected to read and understand this code. It will be included in the handbooks for employees, volunteers and members of principal exhibitor organizations. Individuals will be asked to sign a statement, which is included at the end of this document, that they have read and agree to work under these standards. An electronic copy of this code will also be maintained on the museum’s shared drive.
The Institutional Code of Ethics should be reviewed and updated for accuracy at least every five (5) years. Members of the staff and board will be asked to review the document and indicate any changes that are needed to maintain compliance with Model Railroad Museum of Hampton Roads Inc. policies and regulations, the law, and changes in the museum field. Changes will be agreed upon by staff and the revised document will be subject to approval by the governing authority.
• Verbal warning by immediate supervisor;
• Written letter of warning by immediate supervisor to be placed in the employee’s personnel file;
• Documentation in annual performance evaluation; or
• Dismissal
Acknowledgment of MRMHR Code of Ethics
I have read the Model Railroad Museum of Hampton Roads, Inc.’s Institutional Code of Ethics in its entirety and hereby affirm that I understand its contents and will adhere to its guidelines.
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