New-York Historical Society Board of Trustees records
Call Number
Date
Creator
Extent
Language of Materials
Abstract
In November 1937, a by-law change resulted in the creation of an independent Board of Trustees as the governing body of N-YHS. The New-York Historical Society Board of Trustee records (NYHS-RG 18) primarily includes the materials related to Board meetings, including agendas, minutes, committee reports, various documents distributed at the meetings, and some working files from 1939 forward. Records through 1959 are open for research; records after 1959 are currently restricted.
Arrangement Note
The record group is organized in several series that coincide with the executive administrations of N-YHS. Each series will be opened over time consistent with N-YHS's policy on access to Board and executive records. Only the first two series are currently open to researchers:
Series I. Board Minutes (1939-1958)
Series II. Official Papers (1939-1959)
Scope and Contents Note
In November 1937, a by-law change resulted in the creation of an independent Board of Trustees as the governing body of N-YHS. The New-York Historical Society Board of Trustee records (NYHS-RG 18) primarily includes the materials related to Board meetings, including agendas, minutes, committee reports, various documents distributed at the meetings, and some working files from 1939 forward (the 1938 minutes are found in a different record group; see the Related Materials note). Records from after 1959 are currently restricted (see the Access Restrictions note).
Subjects
Organizations
Topics
Access Restrictions
N-YHS generally restricts the records of the Board of Trustees and the Executive Office for fifty years following the conclusion of the tenure of a President and CEO (formerly, Director). Accordingly, the record group is open through 1959, when Director R.W.G. Vail left N-YHS. The tenure of his successor, James Heslin, dated from 1960 to 1982, so those records are closed until 2033. Records from subsequent administrations will be opened in later decades.
Materials in this collection may be stored offsite. For more information on making arrangements to consult them, please visit www.nyhistory.org/library/visit.
Use Restrictions
Taking images of documents from the library collections for reference purposes by using hand-held cameras and in accordance with the library's photography guidelines is encouraged. As an alternative, patrons may request up to 20 images per day from staff.
Application to use images from this collection for publication should be made in writing to: Department of Rights and Reproductions, The New-York Historical Society, 170 Central Park West, New York, NY 10024-5194, rightsandrepro@nyhistory.org. Phone: (212) 873-3400 ext. 282.
Copyrights and other proprietary rights may subsist in individuals and entities other than the New-York Historical Society, in which case the patron is responsible for securing permission from those parties. For fuller information about rights and reproductions from N-YHS visit: https://www.nyhistory.org/about/rights-reproductions
Preferred Citation Note
This record group should be cited as New-York Historical Society Board of Trustees records (NYHS-RG 18), New-York Historical Society.
Location of Materials
Accruals Note
Additional materials are expected to accrue to the record group although they will remain restricted for a time.
About this Guide
Sponsor Note
Repository
Series I. Board Minutes, 1939-1958, inclusive
Extent
Scope and Contents Note
Series I holds bound volumes of the minutes of trustee meetings from 1939 to 1958. These are the original minutes, signed by the Board Secretary, who was typically the Director. The minutes include information concerning acquisitions, dispositions, financial matters (e.g., investments, budgets), operations (e.g., policies, employee benefit plans), facilities, membership elections, publication initiatives, by-law changes, officer elections, programs (e.g., exhibitions, Strawberry Festivals, publicity), memorials, and consideration of loan requests.
Arrangement Note
The series is arranged in chronological order. Loose papers found inserted with the bound documents were removed and foldered in separate boxes; these are noted in the container list.
Conditions Governing Access
Although records through 1959 are open, the 1959 minutes are bound with the restricted 1960 minutes and so are restricted. The official papers for 1959 are open and hold much, perhaps all of the relevant content.
Processing Information Note
The series was processed in February 2016 by project archivist Larry Weimer.
Board Minutes. January 17, 1939-December 17, 1940, 1939-1940
Board Minutes. January 21, 1941-December 15, 1942, 1941-1942
Board Minutes. January 19, 1943-December 19, 1944, 1943-1944
Board Minutes. January 16, 1945-December 17, 1946, 1945-1946
Board Minutes. January 21, 1947-December 22, 1948, 1947-1948
Board Minutes. January 26, 1949-December 27, 1950, 1949-1950
Board Minutes. January 24, 1951-December 17, 1952, 1951-1952
Board Minutes. January 28, 1953-December 22, 1954, 1953-1954
Board Minutes. January 26, 1955-December 26, 1956, 1955-1956
Board Minutes. January 23, 1957-December 17, 1958, 1957-1958
Series II. Official Papers, 1939-1959, inclusive
Extent
Scope and Contents Note
The Official Papers series includes the working files and packets of material related to the Board meetings through 1959. There is considerable overlap between the content of these files and the meeting minutes because much of the official papers includes the committee (library, museum, finance, etc.) reports that were replicated in the minutes. Nonetheless, the official papers do hold additional material of interest including budgeting worksheets, expense details, attendance sheets, staff notices, staff lists, and other matter. The official papers of the early 1940s hold some documents related to N-YHS's wartime precautionary measures. Membership application forms make up a sizable volume of the series.
Arrangement Note
The series is arranged in chronological order.
Processing Information Note
The official papers were processed perhaps circa 2000, with documents transferred from original folders to archival containers. In February 2016, project archivist Larry Weimer refined the arrangement, created the inventory and other descriptive notes, and organized it as a series within the Board of Trustees record group.
Official Papers (2 folders), 1939
Scope and Contents Note
Includes a complete staff list as of 1939, including names, positions held, and date of hire; the document is particularly useful in illustrating the expansion of the staff in connection with the opening of the expanded building and programs.
Official Papers (2 folders), 1940
Scope and Contents Note
Includes correspondence concerning N-YHS's consideration of generating its needed electricity through its own plant operation. Includes a calculation of the floor space in the Central Park West building.
Official Papers (3 folders), 1941
Scope and Contents Note
Includes the draft report of the Board Committee in the Matter of the Preservation of the Aquarium Building in Battery Park; a detailed description "Resources of the Library" of N-YHS; the agenda for a meeting of art museum directors of December 20-21 in connection with wartime precautions, as well as other documents concerning World War II preparations; the "Rules and Duties of Attendants [e.g., guards, doormen, check room]"; program for the Stephen Collins Foster event, with manuscript of the printed content by George Zabriskie; and the certificate for an outstanding example of printing awarded to N-YHS by the New York Employing Printers Association for The Life of Emma Thursby.
Official Papers (2 folders), 1942
Scope and Contents Note
Includes an assessment of the impact of the war on staffing and steps to be taken in response to the resource constraints.
Official Papers. Wartime Matters, 1942-1943
Scope and Contents Note
Includes correspondence, government directives, applications related to rationing, information about protecting N-YHS's skylights against air raids, savings bond program, secure storage options, and other matters. Also includes some other general facilities maintenance related documents, both for Central Park West and for the Thompson estate building on Long Island opened as a summer museum.
Official Papers (2 folders), 1943
Official Papers. Wartime Matters, 1943-1945
Scope and Contents Note
Includes documents concerning air raid fire protection and a military deferment.
Official Papers (3 folders), 1944
Official Papers (4 folders), 1945
Official Papers (3 folders), 1946
Scope and Contents Note
Includes correspondence from other New York City institutions responding to N-YHS's survey of staff scheduling practices. Includes a report on the high school education programs currently presented and in development by N-YHS.
Official Papers (4 folders), 1947
Official Papers (2 of 6 folders), 1948
Official Papers (4 of 6 folders), 1948
Scope and Contents Note
Includes a proposal for changes to manuscript accessions and access.
Official Papers (5 folders), 1949
Official Papers (4 folders), 1950
Official Papers (6 folders), 1951
Scope and Contents Note
Includes N-YHS's consideration of purchasing the 6-16 West 77th Street property.
Official Papers (3 folders), 1952
Official Papers (3 folders), 1953
Official Papers (3 folders), 1954
Official Papers (2 folders), 1955
Official Papers (2 folders), 1956
Official Papers (2 folders), 1957
Official Papers (2 folders), 1958
Official Papers (3 folders), 1959
Scope and Contents Note
Includes the new "Library Acquisition Policy" approved by the Board on May 27, 1959. Includes the remarks prepared by the Downtown-Lower Manhattan Association for four of the speakers at the opening of the exhibition at Federal Hall commemorating N-YHS's 155th anniversary.