Planting Fields Fou#464963A9. Planting Fields Landscape and Garden Development - Jones 10. Preliminary Discussions and Recommendations (1991) 11. Presentation to Task Force (1990)

Planting Fields Foundation ArchivesPlanting Fields Foundation Collection

For more information, please contact:Collections at Coe Hall

Planting Fields FoundationPO Box 660

Oyster Bay, NY 11771(516) 922-8682

[email protected]

Table of Contents

Title Page

Collection Description 2Administrative History 2Biographical Notes 3Scope and Content 3Planting Fields Foundation Collection

Friends of Planting Fields 5-18Master Plan 19-24Governing Board of Trustees 25-32About Planting Fields 33Planting Fields Foundation-Development 34-46Planting Fields Foundation-Volunteers 47-51Planting Fields Foundation-Gift Shop 52Planting Fields Foundation-Curatorial and Maintenance 53-93Planting Fields Foundation-Education 94-97Planting Fields Foundation-Other Committees 98-101Planting Fields Foundation-Staff 102-104Planting Fields Foundation-Friends of the Arts 105

Collection Description

Title: Planting Fields Foundation Collection

Inclusive Dates: 1955-2007

Extent: 47.5 cubic feet

Physical Description: Paper, Books, Maps, Catalogues

Access Conditions: Restricted in Governing Board of Trustees, Financial Information

Other access points: Inventory

Administrative History

Planting Fields Foundation has always maintained control of records pertaining to its history.When Planting Fields Foundation merged with the Friends of Planting Fields, the material wastransferred from the Friends to the Foundation.

Biographical Notes

The tenth of ten children, William Robertson was born on June 8, 1869 inEngland. He and his family immigrated to the United States in 1883. His first marriage,which was childless, was to Jane (Jeannie) Hutchinson Falligant, in 1893. On June 4,1900, Coe married Mai Huttleston Rogers. Their marriage produced four children andthe development of Planting Fields. He leased and eventually purchased the Byrneestate, on the same property of today’s Planting Fields. That house burned down and CoeHall was built in the same location. Mai died in 1924. In 1926, Coe married CarolineGraham Slaughter. At Planting Fields, W.R. Coe was actively involved with developingand improving the collections of rhododendrons, azaleas, camellias, and hibiscus. Coehad a particular liking for new plant varieties and modern growing techniques. In thisspirit, he deeded the estate to the State of New York in 1949. W.R. Coe died in hisrecently acquired home in Palm Beach, Florida, on March 15, 1955 from an asthmaattack.

Scope and Content

The Foundation Collection is arranged according to general history of the Foundationfrom its beginning as the Friends of Planting Fields. The collection documents the growth anddevelopment of activities within various departments of the Foundation as well as cooperativeefforts with Planting Fields Arboretum State Historic Park. Various series include informationon the development of the Master Plan, educational programs, rehabilitation to buildings on thegrounds, the development of the volunteers and fundraising activities. Researchers can alsodiscover the impact of the Foundation on the growth of the park. This study would be useful todiscover how non-profit organizations grow over time and how they impact the communitywhich it serves.

Planting Fields Foundation Collection

Series A Box # 1

Friends of Planting Fields

Sub-Series # 1: History

Folder #:

1. Friends of Planting Fields: “Planting Fields: Past and Present”2. Planting Fields Presentation3. The Formation and Early Years of the Friends of Planting Fields4. Planting Fields Arboretum: Park of the Future5. History of Planting Fields6. Certificate of Incorporation7. Closing and Re-Opening of Park (1971, 1972)8. Correspondence with Kelley Drye (1971)9. Correspondence with Alexander Aldrich (1971, 1972)10. Correspondence with Thomas Bellingham (1971, 1972)11. Correspondence with Robert D. Coe (1971-1972)12. Correspondence with Nelson Rockefeller (1971-1972)13. Publicity (1971-1972)14. Miscellaneous Correspondence (1971-1974)15. Friends of Planting Fields Art Committee (1972)16. By-Laws (1972)17. Correspondence with Clement Browers (1972)18. Correspondence with Halsey Knapp (1972)19. Auction Benefit for the Friends of Planting Fields (1972)20. Correspondence with John Sheridan (1976, 1978)21. Architectural Study (1978)22. Future Use of Coe Hall (1978)23. Well Repair (1978)24. Report by President Riechers (1979)25. Meeting with Commissioner Orin Lehman (1979)26. Correspondence with Planting Fields Foundation Board 1979, 198227. License Agreement (1982)28. New Letterhead Design (1984)29. Plaque for Library (1986)30. Crisis Avoidance (1989)31. Garden Club Presidents Tea (1989)32. C.A.C. Gift of Clara Burns (1990)33. Survey Results (1990-1991)

34. Blue Pool (1992)35. Horticultural Center Report (1993)36. New Well (1994)37. Dissolution (1999)?

Series A Box # 1


Sub-Series # 2: Newsletters1973-1983

Folder #:

1. 19732. 19743. 19754. 19765. 19776. 19787. 19798. 19809. 198110. 198211. 1983

Series A Box # 2



Folder #:

1. 19842. 19853. 19864. 19875. 19886. 19897. 19908. 1991

Series A Box # 3



Folder #:

1. 19922. 19933. 19944. 19955. “The Keep” 19956. 19967. 19978. 19989. 199910. 200011. Planting Fields Foundation, Spring 200112. Planting Fields Foundation, 200213. Planting Fields Foundation “Kids Touring Kids” 200314. Planting Fields Foundation, 2003

Series A Box # 1


Sub-Series # 3: Membership

Folder #:

1. 19722. Garden Clubs, 19723. 19734. 19745. 19756. 19767. 19778. 19789. 197910. 198011. 198112. 198213. 198314. 198615. 198816. 198917. 199218. 1996

Series A Box # 1


Sub-Series # 4: FinancialGeneral Information

Folder #:

Ledger Book (1971-1979)1. Contributions to (1971-1979, 1980)2. Budget (1971-1972)3. Financial Records (1972-1974)4. Flower Show Reports (1972-1978)5. Gifts to the Arboretum (1973-1976)6. Contributions to Planting Fields Arboretum Capital Improvements (1974-1995)7. Study Proposal (1977)8. New York Community Trust Fund9. Agreement between State of New York and Friends of Planting Fields (1981)10. Loan Agreement (1981, 1982)11. Hay Barn Restoration (1982)12. Loan Agreement Correspondence (1982-1983)13. Hay Barn Rentals (1982-1984)14. 1983 Expense Reconciliation15. Flower Show Payment to Coe Hall (1983, 1984)16. Secretary’s Salary (1984-1988)17. Greenhouse Restoration (1987)18. Expense Forecasts (1988-1990)19. Meeting, Department of Parks, Friends of Planting Fields (1989)20. 1990, Miscellaneous21. Investment Policy (1990)22. Budget Requests, Special Projects (1991)23. 1991, Miscellaneous24. 1992, Miscellaneous25. C.P.A. Report (1992, 1993)26. Income and Expense Report (1993)27. Financial Statements (1992, 1993)28. Financial Statements (1993-1996)29. Financial Statements as of December 31st, 199330. Program of Work 199331. Minutes of Finance Committee, March 20, 199432. Budget, 199533. General Fund, Projected Income and Expenses (1996)34. Additional Staffing (1999)35. Finance Committee, Proposed Budget (1999)

36. Budget 200037. General Fund Budget (2001)38. Restoration and Rehabilitation Account39. Financial Charts for Planting Fields

Series A Box # 2


Sub-Series # 4: FinancialIRS and Tax Information

Folder #:

1. Tax Exempt Number2. Tax Exempt Certificate3. IRS (1973-1979)4. IRS (1980-1989)5. IRS (1990-1992)

Series A Box # 3


Sub-Series # 4: FinancialTreasurer’s Reports

Folder #:

1. 19802. 19813. 19824. 19835. 19846. 19857. 19868. 19879. 198810. 198911. 199012. 199113. 199214. 199315. 199416. 199517. 199618. 199719. 1998

Series A Box # 4


Sub-Series # 4: FinancialLedgers (1979-1980)

Folder #:

Ledger 1980-1986Ledger 1979-1988

1. 1979 Expenditures2. 1979-1980 Expenditures3. 1980 Expenditures4. 1983-1985 Income5. 1983 Expenditures6. 1984 Expenditures7. 1985 Expenditures8. 1986 Expenditures9. 1987 Expenditures10. 1987 Receipts11. 1988-1989 Receipts and Expenditures

Series A Box # 1


Sub-Series # 4: Junior LeagueGeneral Information

Folder #:

1. History of2. The Junior League of the North Shore3. At Planting Fields: A Chronology4. North Shore Club Life5. Benefit Art Show (1970)6. Suitcase Exhibit (1972)7. Coe Hall Benefit (1972)8. Coe Hall Proposal (1973)9. “The Sensuous Carrot” (1972)10. Decorators’ Showcase (1973)11. Decorators’ Showcase, Permit to Use Coe Hall12. Decorators’ Showcase, Publicity (1973)13. Decorators’ ShowcaseCorrespondence (1973)14. Decorators’ Showcase, Decorators (1973)15. Decorators’ Showcase, Spring 197416. “Stitches in Time” Exhibit (1974)17. Children’s Nature Wing (1975)18. Supervised Tours and Slide Lectures for Schools (1975)19. “Long Island Style” (1976)20. “Long Island is My Nation” Exhibit with SPLIA (1976)21. “Talking Plant” (1977)22. New Piano for Coe Hall (1977)23. Volunteer Guide Program (1977)24. China for Coe Hall (1978)25. Christmas Carousel (1977-1978)26. Coe Hall Tea (1979)

Series A Box # 2


Sub-Series # 4: Junior LeagueCoe Hall Committee

Folder #:

1. 1972-19762. 19813. 19824. 19845. 19876. 19887. 19908. Collections Policy (1991)9. 199110. 199211. 199312. 199413. 1995

Series A Box # 1


Sub-Series # 5: Merger

Folder #:

1. Agreement with Office of Parks (1981, 1986, 1992)2. Board Training (1996)3. Friends of Planting Fields and Planting Fields Foundation, Common Cause (1980)4. Correspondence (1995-1999)5. Development Officer6. Development Task Force Recommendations (August 7, 1996)7. Friends of Planting Fields and Planting Fields Foundation Meeting with NYS Department ofParks (1989)8. Executive Committee Meeting (May, 1999)9. First Annual Meeting (2002)10. Joint Action Meeting (1997)11. Knapp, Fred (1989, 1990)12. Machtay, Richard (Reponse to Meeting)13. Meeting (1995) Smith, Coe, Foley14. Meeting (June 5, 1997)15. Merger, Consultant’s Report (1995)16. Merger Correspondence17. Merger, Education and Membership18. Merger Team Meeting (September 23, 1996)19. Planting Fields Foundation Mission Statement20. Possible Committees21. QMC Presentation22. Reorganization of Friends of Planting Fields23. Resolution24. Role of Planting Fields Partners, Historical25. Strategic Alliance26. Strategic Alliance Meeting (February 24, 1997)27. Staff Needs (1996)28. Merger Team Meeting (March 7, 1996)29. Merger Team Meeting ( September 1996)30. Merger Team Meeting (November 22, 1996)31. Merger Team Meeting (July 7, 1995)

Series B Box # 1

Master PlanSub-Series # 1: Drafts and Final Copies

Folder #:

1. Baseline Conditions Report2. Building and Structure Inventory3. Draft Master Plan and Environmental Impact statement4. Final Master Plan and Final Environmental Impact Statement Appendices, Volume 2 of 25. Master Plan and Environmental Impact Statement for Planting Fields Arboretum (1990)6. Mission Statement7. Preliminary Draft, Master Plan for Planting Fields Arboretum8. Proposal for: Master Plan and Environmental Impact Statement

Series B Box # 2

Master Plan

Sub-Series # 1: Drafts and Final Copies

Final Master Plan and Environmental Impact Statement (3 copies)

Series B Box # 3

Master PlanSub-Series # 1: Drafts and Final Copies

Folder #:

1. Appendix A: Design History of Planting Fields2. Appendix A: Design History of Planting Fields

Series B Box # 1

Master Plan

Sub-Series # 2: General Information

Folder #:

1. Long Range Planning Committee2. Master Plan, Minutes (1990)3. Master Plan Update (1996)4. Meeting (1991)5. Name Change for Planting Fields6. National Register of Historic Places, Nomination Form7. News Articles8. Planning Area Summary9. Planting Fields Landscape and Garden Development - Jones10. Preliminary Discussions and Recommendations (1991)11. Presentation to Task Force (1990)12. Policy Statements (1990)13. Resource Analysis and Design Alternatives14. Request for Proposal (1991)15. Scoping Meeting (1991)16. Supplemental Funds (1992)17. Visitors Survey (1991)18. Master Plan, Issues With

Series B Box # 1

Master Plan

Sub-Series # 3: Proposals

Folder #:

1. Aldrich Management2. Beyer, Blinder, and Belle3. Crawford, Stearns, and Coffey4. David Gibson and Associates5. The Ehrenkrantz Group6. Jan Hird Pokorny7. Leaver, Anthony, Holman and Associates8. Management Consultants for the Arts9. Preservation Partnership

Series B Box # 1

Master Plan

Sub-Series # 4: Correspondence

Folder #:

1. Alternatives 1 and 2: Parsons, Brinck, Quade, Douglas (1991)2. Alternative Circulation Schemes3. Architect Engineer and Related Services, Questionnaire4. Baseline Conditions Report (1990)5. Building Inventory (1994)6. Consultant Agreement (1990)7. Consultant Evaluation (1990)8. Contracts (1990)9. Correspondence, Gilligan10. Correspondnce, Otis11. Correspondence, Pattuedorf12. Correspondence, Parsons, Brinck, Quade, Douglas13. Correspondence, Reinhart14. Correspondence, Rosenberg15. Correspondence, Smith16. Development Process (1991)17. Goals and Key Staff (1992)18. Goals and Objectives (1990)19. Guidelines and Recommendations (1990)20. IMS Grant Application Questions and Answers (1990)

Series C Box # 1

The Governing Board of Trustees

Sub-Series # 1: Friends of Planting Fields and Planting Fields Foundation Meeting Minutes1952-1975

Folder #:

1. By Laws2. Foundation Charter3. Board Meetings (1952)4. Board Meetings (1953)5. Board Meetings (1954)6. Board Meetings (1955)7. Board Meetings (1956)8. Board Meetings (1957-1958)9. Board Meetings (1959)10. Board Meetings (1960)11. Board Meetings (1961)12. Board Meetings (1962)13. Board Meetings (1963)14. Board Meetings (1964)15. Board Meetings (1965)16. Board Meetings (1966)17. Board Meetings (1967)18. Board Meetings (1968)19. Board Meetings (1969)20. Board Meetings (1970)21. Board Meetings (1971)22. Board Meetings (1972)23. Board Meetings (1973)24. Board Meetings (1974)25. Board Meetings (1975)26. Board Meetings (1976)27. Board Meetings (1977)28. Board Meetings (1978)

Series C Box # 2



Folder #:

1. Board Meetings (1979)2. Board Meetings (1980)3. Board Meetings (1981)4. Board Meetings (1982)5. Board Meetings (1983)6. Board Meetings (1984)7. Board Meetings (1985)8. Resolution (1985)9. Board Meetings (1986)10. Board Meetings (1987)11. Board Meetings (1988)12. Board Meetings (1989)13. Board Meetings (1990)

Series C Box # 3



Folder #:

1. Board Meetings, Friends (1991)2. Board Meetings, Foundation (1991)3. Board Meetings, Friends (1992)4. Board Meetings, Foundation (1992)5. Board Meetings, Friends (January –May 1993)6. Board Meetings, Friends (June-December 1993)7. Board Meetings, Foundation (1993)8. Board Meetings, Friends (1994)9. Board Meeting, Foundation (5/5/1994)10. Board Meeting, Foundation (10/3/1994)11. Board Meeting, Foundation (11/4/1994)

Series C Box # 4



Folder #:

1. Board of Directors and Offices, Friends (1995-1996)2. Board Meetings, Friends (1995)3. Board Meeting, Foundation (6/2/1995)4. Board Meeting, Foundation (11/10/1995)5. Board Meeting and Events, Friends (1996)6. Board Meeting, Foundation (6/7/1996)7. Board Meeting, Foundation (11/1/1996)8. Board Meeting, Foundation (6/13/1997)9. Board Meeting, Foundation (9/19/1997)10. Board Meeting, Foundation (11/15/1997)11. Board Meetings, Friends (1997)12. New Board Members (1998-1999)13. Board Meeting, Foundation (6/6/1998)14. Board Meeting, Foundation (10/31/1998)15. Board Meetings, Friends (1998)16. Board Meeting, Foundation (5/27/1999)17. Board Meeting, Foundation (6/17/1999)18. Board Meeting, Foundation (8/5/1999)19. Board Meeting, Foundation (12/7/1999)20. Board Meetings, Friends (1999)

Series C Box # 5



Folder #:

1. Arboretum Committee (1999, 2000)2. Editorial Board Minutes (10/18/2000)3. Board of Trustees, Committees (2000)4. Board Meeting (2/17/2000)5. Board Meeting (3/16/2000)6. Board Meeting (5/18/2000)7. Board Meeting (6/15/2000)8. Board Meeting (9/21/2000)9. Editorial Board Meeting (10/2000)10. Board Meeting (11/30/2000)11. Annual Report (2001)12. Board Meeting (2/13/2001)13. Board Meeting (4/2/2001)14. Board Meeting (5/22/2001)15. Board Meeting (9/20/2001)16. Board Meeting (11/29/2001)17. Committee Assignments (2001-2002)18. Board Meeting (2/28/2002)19. Board Meeting (5/16/2002)20. Board Meeting (9/19/2002)21. Board Meeting (11/21/2002)22. Board Meeting (4/10/2003)23. Board Meeting (6/5/2003)24. Executive Committee (6/5/2003)25. Board Meeting (9/25/2003)26. Board Meeting (11/2003)

Series C Box # 6


Sub-Series # 1: Friends of Planting Fields and Planting Fields Foundation Meeting Minutes2004-

Folder #:

1. Board Meeting (3/18/2004)2. Board Meeting (6/14/2004)3. Board Meeting (11/18/2004)4. Board Meeting (3/31/2005)5. Board Meeting (6/16/2005)6. Board Meeting (9/15/2005)7. Board Meeting (11/16/2005)8. Board Meeting (3/16/2006)9. Board Meeting (11/16/2006)10. Board Meeting (6/14/2007)11. Board Meeting (9/13/2007)12. Board Meeting (11/15/2007)13. Board Meeting (3/6/2008)14. Board Contact List (6/2008)

Series C Box # 1


Sub-Series # 2: Correspondence

Folder #:

1. Resignations2. Coe, Michael D. Correspondence (1978-1992)3. Coe, Michael D. Correspondence (1993)4. Coe, Michael D. Correspondence (1994, 1999)5. Coe, Michael D. Itinerary (February-March 2001)6. Coe, Michael D. (2003)7. Coe, Robert D. (1984)8. Hepp, Jay (1999, 2002)9. Quinn, R. Patrick (2003)10. Roach, Margaret (1999)11. Schwerin, Michael F. (1999)

Series C Box # 1


Sub-Series # 3: Director’s Reports to

Folder #:

1. Undated2. 19803. 19814. 19825. 19836. 19847. 19858. 19869. 198710. 198811. 198912. 199013. 199114. 199215. 199316. 199417. 199518. 199819. 200020. 200121. 200222. 200323. 200424. 200525. 2008

Series D Box # 1

About Planting Fields Foundation

Folder #:

1. Planting Fields- Administrative Analysis of December, 19912. Coe Hall, Planting Fields Brochures3. Conservation Survey Report (1993)4. Cultural Resource Survey (1993)5. History and Guide to the Planting Fields Foundatin6. Mission Statement7. New York State Preservationist –New York State Historic Preservation Awards (2001)8. Newsday Special Publication “Treasures of Long Island”9. The Role of Planting Fields Foundation in Support of Planting Fields Arboretum, S.U.N.Y.

Series E Box # 1

Planting Fields Foundation- Development

Sub-Series # 1: About theDevelopment Department

Folder #:

1. Contributions by Planting Fields Foundation for Capital Improvement Projects2. Development Director, Ad for (1995)3. Development Task Force (1996)4. Development Officer, Resolution (1997)5. Joint Development Committee (1997)6. Development Officer, Resolution for Hiring (1997)7. Development Committee (1998)8. Development Committee, Impediments to Development (1998)9. Development Report (1997-1998)10. Development Committee Members (1998)11. Development Director, Resignation of (1998)12. Development Committee (1999)13. Reciprocal Gardens (1999)14. Bell, William Russell15. Grounds Tours, Liz Watson (2000)16. Development Meeting, Letter to Senator Carl Marcellino (2000)17. Development/Planting Fields Calendar (2001)18. Development Committee (2001)19. Visit from bob Hughes and Pall Corporation (2001)20. Development Activity (2001)21. Director of Development, Dismissal and Grounds (2001)22. Memo, Membership Growth (2001)23. Volunteer Leadership (2001)24. Volunteer/Membership Development (2001)25. Membership of Board (2001)26. Membership List (2001)27. Development Committee (2002)28. Development Committee (2003)29. Development Committee (2004)30. Development Committee (2005)31. Krezel, Cindy, Newsday Article (2005)32. Development Committee (2006)33. Development Report (2006)34. Membership List (2006)

Series E Box # 1


Sub-Series # 2: Annual FundraisersArbor Day and Golf and Tennis Outing

Folder #:

1. Arbor Day, Bernadette Castro (1994-1996)2. Arbor Day (1991)3. Arbor Day (1992)4. Arbor Day (1998)5. Arbor Day (1999)6. Arbor Day (2000)7. Arbor Day (2001)8. Arbor Day (2002)9. Golf and Tennis Outing (1998)10. Golf and Tennis Outing (1999)11. Golf and Tennis Outing (2000)12. Golf and Tennis Outing (2001)13. Golf and Tennis Outing (2002)14. Golf and Tennis Outing (2003)

Series E Box # 2


Sub-Series # 2: Annual FundraisersWinter Festival (1983-1987)

Folder #:

1. Six Year Comparison (1983-1988)2. Organization of Winter Festival (1983)3. Invitation (1984)4. Organization of Winter Festival (1984)5. Winterthur Museum, Miniature Rooms Loan (1984)6. Invitation (1985)7. Organization of Winter Festival (1985)8. Press Coverage of Winter Festival (1985)9. Response Cards (1985)10. Organization of Winter Festival (1986)11. Preview Invitation (1986)12. Press Coverage of Winter Festival (1986)13. Invitation (1987)14. Organization of Winter Festival (1987)15. Press Coverage of Winter Festival (1987)16. Response Cards (1987)

Series E Box # 3

Planting Fields Foundation-Development

Sub-Series # 2: Annual FundraiserWinter Festival (1988-1994)

Folder #:

1. Invitation (1988)2. Organization of the Winter Festival (1988)3. Response Cards (1988)4. Invitation (1989)5. Organization of Winter Festival (1989)6. Response Cards (1989)7. Press Coverage of Winter Festival (1989)8. Invitation (1990)9. Organization of Winter Festival (1990)10. Press Coverage of Winter Festival (1990)11. Response Cards (1990)12. Invitation (1991)13. Organization of Winter Festival (1991)14. Press Coverage of Winter Festival (1991)15. Invitation (1992)16. Organization of Winter Festival (1992)17. Press Coverage of Winter Festival (1992)18. Invitation (1993)19. Organization of Winter Festival (1993)20. Press Coverage of Winter Festival (1993)21. Three Year Comparison (1994-1996)22. Invitation (1994)23. Journal (1994)24. Organization of Winter Festival (1994)25. Press Coverage of Winter Festival (1994)26. Journal Correspondence (1994)

Series E Box # 4



Folder #:

1. Winter Festival Contributors _ page and Patron (1994)2. Winter Festival Contributors 1/8 page (1994)3. Winter Festival Contributors _ page-Cover (1994)4. Winter Festival Contributors _ page-Cover (1995)5. Winter Festival Contributors Patron- 1/4 page (1995)6. Invitation (1995)7. Journal (1995)8. Organization of Winter Festival (1995)9. Winter Festival Contributors _ page-Covers (1996)10. Winter Festival Contributors _ page-Patrons(1996)11. Dinner Dance (1996)12. Invitation (1996)13. Journal (1996)

Series E Box # 5



Folder #:

1. Organization of Winter Festival (1996)2. Patron Listing (1996)3. Press Coverage of Winter Festival (1996)4. Thank You Letters (1996)5. Invitation (1997)6. Journal (1997)7. Organization of the Winter Festival (1997)8. Journal Contributors Full Page-Cover (1997)9. Journal Contributors Half Page (1997)10. Journal Contributors _ Page-Patron (1997)11. Journal Templates (1997)12. Invitation (1998)13. Organization of Winter Festival (1998)14. Invitations and Grounds Guides (1999)15. Press Coverage of Winter Festivals (1999)16. Organization of Winter Festival (2000)17. Invitation (2000)18. Press Coverage (2000)19. 200120. Invitation (2002)21. Invitation (2003)

Series E Box # 1


Sub-Series # 3: Decorators’ Showcase1973

Folder #:

1. Mailing2. Memo to Jones from Thayer3. North Shore Country Life Magazine4. Newsletter Article5. Original Drawings, Cover Page6. Press Release7. Program

Series E Box # 1


Sub-Series # 3: Decorators’ Showcase1997

Folder #:

1. Agreement Prototype2. Agreements3. “Before Party” (7/20/1997)4. Budget and Expenses5. Cotter-Kroboth, Roland6. Description of Areas7. Dismantling Procedures8. Grounds Around Coe Hall9. Guidelines10. Interior Paint Analysis11. Journal12. Photography13. Preview Gala (9/20/1997)14. Professional Testing Labs15. Proposal16. Publicity and Promotion17. Room 1-Entrance Hall18. Room 2-Men’s Lounge19. Room 3-Den and Bar20. Room 4-Closet21. Room 6-Sport Room22. Rooms 7 and 24-Terraces, Second Floor23. Room 8-Billy’s Room24. Room 9- Tutor’s Room25. Room 10-Governess’ Room26. Room 11-Henry’s Room27. Room 12-Natalie’s Bedroom28. Room 13-Natalie’s Bathroom29. Room 14-Robert’s Bathroom30. Room 15-Robert’s Bedroom31. Rooms 16 and 17-Halls, Second Floor32. Room 18-East Guest Room33. Room 19-East Guest Bath (Closet)34. Room 20-West Guest Room35. Room 21-West Guest Bath36. Room 22-Mr. Coe’s Bathroom

37. Room 23-Mr. Coe’s Bedroom38. Room 25-Mrs. Coe’s Bedroom39. Room 26-Mrs. Coe’s Bathroom40. Room 27-West Portico41. Room 27A- Terrace42. Room 29-Gallery43. Room 30-French Room44. Room 31-Ladies Lounge45. Room 32-Dining Room46. Room 33-Breakfast Room47. Room 34-Kitchen48. Rooms and Designers49. Signs, Security, Property50. Statement of Intent51. Timetable52. Traffic Flow Information53. Volunteers

Series E Box # 1


Sub-Series # 4: Sagamore Players

Folder #:

1. Actors Equity Association, Attorney Owen T. Smith to2. Correspondence re: Mary Hollander3. “The Mouse Trap” (1977)4. “The Unexpected Guest (1978)5. “The Hollow” (1978)6. “A Murder is Announced” (1979)7. “Mid Summer Mink” (1980)8. “Towards Zero” (1981)9. “Dracula” (1987)“Angel Street”

Series E Box # 1


Sub-Series # 5: Planting Fields Events1958-1994

Folder #:

1. Jottings and Happenings (1958)2. Townsend Topics (1967)3. Arts Festival (1968)4. Youngs, John, Rental File (1968-1971)5. Pro Arte Ball (1969)6. Mid-Winter (1970)7. Bucharest String Quartet (1972)8. “ A Winter Evening Festival” (1972)9. Long Island Garden Show (1972)10. Musicales at Coe Hall (1973)11. Activities (1974-1975)12. Locust Valley Art Show (1973-1977)13. Bail Ball (1973)14. Anniversary Dinner (1974)15. Greenhouse Tour (1974)16. Meeting of the American Association of Botanical Gardens and Arboreta (1975)17. Channel 13 (1977-1979)18. “Have You Really Looked at the Trees?” Lecture (1978)19. Visit to Brookside (1978)20. Royal Oak Foundation (1979)21. Colloquium on History of Gardens and Landscape Architecture (1979)22. Perennials for Your Garden (1979)23. Tudor Revival in Britain, Derek Lindstrum (1979)24. Teas (1979)25. Huntington Art League (1979)26. English Country Tea House Tour (1979)27. The Colonial Dutch House (1979)28. Schedule of Meetings and Programs (1979)29. National Trust for historic Preservation Meeting (1980)30. Friends of Channel 13 (1981)31. Antiques and Decorative Show (1983)32. Torchlight Ball (1984)33. Events Calendar (1984-1986)34. Museum of the Month (1984)35. Dinner of New York State Legislators (1985)36. Victorian Society (1985)

37. Appraisals at Coe Hall (1986)38. Coe Hall Usage, Correspondence (1987-1988)39. Long Island Rhododendron Festival (1987)40. Victorian Tea (1988)41. “In the Service” Exhibit (1988-1989)42. Olmstead’s on Long Island (1989)43. Relocation of American Studies (1990)44. Twelfth Annual Photography Contest (1990)45. Memorial Tribute to Oyster bay Guardian Publisher (1991)46. Rental Fees47. Celebration of Roses (1993)48. Historic Sites Meeting (1994)49. Dinner at Coe Hall (1994)50. Johnson and Higgins Dinner at Coe Hall(1994)51. Oyster Bay Chamber of Commerce, Familiarization Day (1994)52. Employee Christmas Party (1994)53. Fall Flower Show (1994)

Series E Box # 2


Sub-Series # 5: Planting Fields Events1995-

Folder #:

1. Decorator’s Showcase, Dower House (1995)2. Fall Garden Festival (1995)3. Status Report, Coe Hall Activities (1995-1996)4. Governor Pataki Visits Planting Fields (1996)5. Summer Events (1996)6. St. Francis Hospital, A Celebration (1996)7. Frank Lloyd Wright, Legacy of (1996)8. Long Island Country House Tours (1996)9. Conference of Landscape Architects (1996)10. Visit, Peebles Island Group (1996)11. Fund Raising and Development Panel (1996)12. Cocktail Party (1996)13. Fall Flower Show (1996)14. Austrian Tour (1996)15. Friends of Planting Fields (1996)16. Coe Hall Events (1997)17. Festival of the Arts (1997)18. Fall Garden Festival (1997)19. Westchester Kennel Association20. New Greenhouses, Opening Ceremony21. Awards Dinner, New York State Parks (1997)22. Carpet and Estate Auction (1998)23. Neighborhood Night (1998)24. Art and Fine Craft Festival (1998)25. America’s Castles (1998)26. Cocktail Parties (1998)27. Fall Garden Festival (1998)28. Coe Hall Concerts (1999)29. Autumn Events (1999)30. Planting Fields Events (1999)31. Summer Lecture Series (1999)32. Special Events Policy for Coe Hall (1999)33. Coe Hall Events (2000)34. Lecture “Life of Robert Chandler” (2000)35. Rose Garden Party (2000)36. Fall Horticulture Symposium (2000)

37. Cocktail Party (2000)38. Mad Hatter’s Garden Party (2000, 2001)39. Planting Fields Events (2001)40. Deck the Halls (2001)41. Events (2002)42. Invitation for Reception and Tour of Mid-Island Dahlia Society (2002)43. David Peikon Exhibits (2002)44. Western Lecture and Hoe Down (2002)45. Events (2003)46. Children’s Activity Sheet47. Spring Fling (2004)48. Hay Barn Rental Procedure49. Arbor Day (2008)50. Rare and Unusual Plant Auction (2008)51. Summer Movies on the Lawn (2008)

Series F Box # 1

Planting Fields Foundation-Volunteers

Sub-Series # 1: Information1973-1988

Folder #:

1. Assistant Educational Services Coordinator2. Brochure3. Coe Hall Guidelines and Policy4. Education Services Coordinator5. Open House (1973)6. Showing the Mansion (1979)7. “Our Volunteer Guides at Work” (1979)8. Guides (1979)9. Watson, Elizabeth, Tours (1979)10. Guide References11. Guidelines12. Guide Program Correspondence13. Opening the House (1979)14. Showing the Mansion15. Taxability on Admission Charges16. Tea in Honor of Florence Montgomery (1979)17. Guide Program (1980)18. Guides for Coe Hall (1980)19. Compensation Insurance (1980)20. Guide Program (1981)21. Guide Program (1982)22. Guide Program (1983)23. Guide Program (1984)24. Open House, Coe Hall (1984-1985)25. Guide Program (1985)26. Guide Program (1986)27. Coe Hall Newsletter (1987)

Series F Box # 2


Sub-Series # 1: General Information1988-

Folder #:

1. Guide Program (1988)2. Active Guide List (1989)3. Guide Program (1989)4. Guide Program (1990-1991)5. Jonathan the Story Teller (1990)6. The Seedling (1992)7. Guide List (1993)8. Holiday Party (1993)9. House Museum Survey (1993)10. Problem Visitor (1993)11. The Seedling (1993)12. Training (1993-1995)13. Call for Volunteers (1994)14. Guide Program (1994)15. Holiday Party (1994)16. Museum Shop (1994)17. Quizzes for Children (1994)18. The Seedling (1994)19. Training Goals (1994)20. Children’s Workshop (1995)21. Guide Program (1995)22. The Keep (1995-1997)23. The Seedling (1995)24. Tour Publicity (1994-1995)25. Coe Hall Cooks (1996)26. Guide Program (1996)27. The Seedling (1996)28. Volunteer Staff (1996)29. The Seedling (1997)30. Volunteer Staff (1997)31. Guide Party (1997-1999)32. Volunteer Lunch (1997, 1999)33. Guide Program (1998)34. List of Volunteers (1998)35. The Seedling (1998)36. List of Volunteers (1999-2000)

37. Training Schedule (1999)38. Twentieth Anniversary Party (1999)39. Guide Program (2000)40. Events (2000)41. Picnic (2000)42. The Seedling (2000)43. Staff Programs Status Report (2000)44. Tour Guides and Coe Hall Volunteers (2000)45. Training (2000)46. Volunteer Staff Policy Manual, Preview Copy (2000)47. Training Manual (2000)48. Events (2001)49. Everett Shinn Display (2001)50. The Seedling (2001)51. Training Schedule (2001)52. Volunteer Update (2001-2002)53. Training (2002)54. Volunteer Update (2002)55. Volunteer Update (2003)56. Volunteer Update (2004)57. Volunteer Update (2005)58. Volunteer Update (2006)59. Volunteer Update (2007)60. Complaint Against (2007)61. Volunteer Update (2008)

Series F Box # 1


Sub-Series # 2: Kids Touring Kids Program

Folder #:

1. Achievement Certificates2. Forms3. Publicity, 19934. 19935. 19946. 19957. 19968. 1997

Series G Box # 1

Planting Fields Foundation-Gift Shop

Folder #:

1. Proposed Gift Shop (1980)2. Credit Application (1992)3. News Articles (1992)4. Plans for (1992)5. Sales and Use Tax Returns (1990-1992)6. Resale Certificate7. Opening of (1993)

Series H Box # 1

Planting Fields Foundation- Curatorial & Maintenance

Sub-Series # 1: CommitteesCollections Committee

Folder #:

1. February 24, 19992. Collections Manager Position October 6, 19993. Collections Manager Progress July 7, 20004. November 7, 20005. November 30, 20006. Library Committee March 3, 20017. September 16, 20028. September 18, 20039. November 14, 200510. February 9, 200611. May 11, 200612. August 9, 200613. Report of Activities August – October 200614. November 30, 200615. Report of Activity November 2006-February 200716. Strategic Plan December 1, 200617. 2007 Collections Committee Members18. June 14, 200719. September 13, 200720. November 200721. March 200822. June 2008 (Rental, Collections, De-accessioning, and Records Retention Policy)

Series H Box # 2


Sub-Series # 1: CommitteesBuildings and Landscape Committee

Folder #:

1. Cultural Landscape and Collections Management Plan2. Action Plan3. Building and Structures Inventory and C ode Key4. 19945. Preliminary Recommendations for Adaptive Uses (1995)6. 19957. 19968. March 27, 19979. March 19, 199910. February 15, 200211. August 15, 200212. May 16, 200313. September 5, 2003

Series H Box # 1


Sub-Series # 2: RehabilitationCoe Hall, Interior

Historic Structures Reports

Series H Box # 2


Sub-Series # 2: RehabilitationCoe Hall, Interior

Folder #:

1. Architectural Conservation Assessment (12/1998)2. Bar (1997)3. Card/ Writing Room (1987)4. Ceiling/Main Stairs (1987)5. Coe Hall Craftsmen6. Den (1979, 1993)7. Dining Room, Mantel/Floor (1976) Painting (1977)8. Great Hall (1976, 1992, 1994, 1995)9. Guest Rooms (1979)10. Gun/Sport Room (1983)11. Historic Landscape Report, Terrace and garden Court12. Housekeeping Manual13. Coe Hall Interior Restoration Plans, Interior14. Ladies Room (1989)15. Maintenance Recommendations16. Original Furniture17. Terrace Repairs18. Telephone Room (1983)19. Transformations, Replacement of (1985)20. Windows, Repair of (1975, 1987)21. Windows, Inner Glass Window System (1988)22. 1999

Series H Box # 3


Sub-Series # 2: RehabilitationCoe Hall, Buffalo Room

Folder #:

1. Analysis of Moisture Problems (1984)2. Berger Art Conservation (1973-1978)3. “Buffaloes in the Breakfast Room”4. Copper to Olds (1966)5. Future Preservation (1988)6. J.C. Window and Curtainwall (2006)7. Kiehert, Paul, Conservator8. News Articles9. Preservation, Cunningham-Adams10. Preservation Partnership (1983)11. Previous Buffalo Room Concerns12. Remarks by Robert D. Coe, Opening (1975)13. Buffaloes and Indians at Coe Hall14. Sherman Art Conservation, Proposal and Report (1987)15. “Westward Coe!”16. Zucker, Joyce, Memo (1996)17. 1983 – Temperature and Humidity Readings

Series H Box # 4


Sub-Series # 2: RehabilitationCoe Hall, Chimney and Roof Repair

Folder #:

1. William Hall, Architect (1967)2. Chimney Repair Correspondence (1990)3. Contract #PFA 92-144. Contract #PFA 92-15R (1993)5. Correspondence (1992-1993)6. Damage Report and Estimate (1990)7. Towne House Restorations, Damage Report (1990)8. Jan Hird Pokorny9. Moniaros Contracting Corpp (1990)10. Robert E. Meadows, Architect (1991-1992)11. Minutes, Pre-Construction Meeting, July 21, 199212. PFA 92-15, Office of Parks (1992)

Series H Box # 5


Sub-Series # 2: RehabilitationCoe Hall, Exterior

Folder #:

1. Coe Hall Exterior Restoration Plan Locators2. Oyster Bay Roofing, Nicholson and Galloway (1974-1975)3. Ballustrades, Roslund Brothers (1975)4. Donisi Construction and Company Repairs (1975)5. Cloister Fenestration (1976)6. Henry Restoration Ltd, Nicholson and Galloway, Inc. (1977)7. Preservation Partnership (1980)8. Contract with Oyster Bay Roofing (1981)9. Lead Downleaders (1981)10. Preservation Partnership, Oyster bay Roofing (1981)11. Roof and Terrace Repairs (1981-1990)12. Technical Specifications by The Preservation Partnership (1981)13. Specifications for Phase II-Terrace Repairs, Preservation Partnership14. Preservation Partnership, Consultant Agreement (1981, 1985)15. Chimney Repairs (1982, 1988)16. Roof Repairs, Preservation Partnership (1982)17. Roof Over Den (1983)18. Site Representative (1988)19. Main Entrance, Jan Hird Pokorny, A. Ottarino Corporation (1989)20. Recommendations for Ongoing Maintenance (1989-1990)21. Agreement, Owner and Contractor (1990)22. Servants’ Wing, Exterior (1992)23. Steps to Back Porch (1992)24. Correspondence (1995)25. Wetzel Construction Company (1998)26. Servants’ Wing (1996-1997)

Series H Box # 6

Planting Fields Foundation-Curatorial & Maintenance

Sub-Series # 2: RehabilitationCoe Hall, French Room

Folder #:

1. Costs2. Draperies, Plaza Interiors3. Examination Report and Conservation Proposal (1984)4. Glazing (1984-1985)5. Lighting (1938) and Switch plate (1987)6. Mantel (1979)7. Possible Elizabethan Bedroom8. 1983 – Temperature and Humidity Readings

Series H Box # 7


Sub-Series # 2: RehabilitationHeating and Asbestos Removal

Folder #:

1. Heating System Problems (1976-1990)2. Heating System, Edward B. Kearney Co., Inc. (19761984)3. HVAC Contracting Corp. (1989-1990)4. Plumbing and Heating Study (1992)5. Heating re: SUNY Era, Gilligan Letter6. Heating Repairs (1993)7. Heating Repairs Contract (1993)8. Temperature Controls Survey (1993)9. Rehabilitation, Boiler (1994)10. Plan of Boiler #1 (1995)11. Tank Locations, Boiler Information12. Asbestos Removal, Correspondence (1990-1993)13. Asbestos Removal, Contract for (1992)14. Damage to Coe Hall Heating System (1990-1992)

Series H Box # 8


Sub-Series # 2: RehabilitationCoe Hall, Security and Energy

Folder #:

1. Security Analysis (1980)2. Request for Coe Hall Security (1981-1983)3. Energy Audit (1980)

Series H Box # 9


Sub-Series # 2: RehabilitationCoe Hall, Stained Glass Windows

Folder #:

1. American Stained Glass2. Brooklyn Stained Glass Conservation Center, Estimate for Work in Entrance Hall (2004)3. Census of Stained Glass in America4. Correspondence (1981-1999)5. Dining Room6. Entrance Hall, Heraldic Panels7. Entrance Hall, Investiture of a Bishop8. Entrance Hall, Queen Elizabeth9. LaFargue Windows, Wellesley College10. Marketing Postcards11. Pascale Foucault, Report (1990)12. Papanicolaon, Report (1984)13. Rivalry, Tiffany and LaFargue14. Saint with a Book

Series H Box # 10


Sub-Series # 2: RehabilitationCoe Hall, West Portico

Folder #:

1. Jan Hird Pokorny, 1987-1988, Oyster Bay Roofing (Nicholas Galloway) (1980-1988)2. Jan Hird Pokorny, 1989, (A. Ottarino Corp)3. Oyster Bay Roofing (1980-1982)4. Preservation Partnership5. Project Manual for West Portico Repairs (Pokorny) (1988)6. Project Manual for West Portico Repairs (Pokorny) (1989)7. Restoration (1988)8. Existing Conditions and Recommendations for Repair (1988)

Series H Box # 11


Sub-Series # 2: RehabilitationOutdoor Gardens, Gates, Pools

Folder #:

1. Grant for (2000)2. Circular Pool and Sunken Garden3. Italian Pool Water Lines and Electrical Fittings (1977-1978)4. Pedestal Bases (1982)5. Blue Pool Garden (1994)6. Budget: Carshalton Gates and Blue Pool Project7. Pools (1978)8. News Articles: Carshalton Gates Restoration Project9. Italian Garden, Gerard Siciliano, Sculptor, Proposal Acceptance for Statue Fabrication (2008)

Series H Box # 12


Sub-Series # 2: RehabilitationCamellia House, Specifications & Structures Reports

Folder #:

1. Historic Structures Report, February 19812. Historic Structures Report, May 19813. Specification for Restoration, February 1982

Series H Box # 13


Sub-Series # 2: RehabilitationCamellia House, Restoration

Folder #:

1. Survey (1978)2. Fundraising for (1981)3. Agreement, Licensee and Contractor (1982)4. Architect’s Field Report (1982)5. Bids (1982-1983)6. Bills for Services (1981-1984)7. Certificate of Achievement (1984)8. Change Order # 1 and 2 (1982)9. Closing and Rehabilitation(1979)10. Consultant Agreement (1980/1981)11. Correspondence, Division for Historic Preservation (1980-1982)12. Correspondence, Lord & Burnham (1977-1980)13. Correspondence, LIS Park and Recreation Commission(1979-1982)14. Correspondence, Preservation Partnership (1981-1982)15. Correspondence, John Sheridan (1979-1981)16. End Result, Question of Philosophy17. EPF Grant18. General Municipal Law19. Dedication (1983)20. Horticulture Magazine21. Longwood Foundation22. Marvin Blume (1974), Gallager Greenhouse Service (1976), Lord & Burnham (1977)23. Matching Funds Agreement (1981-1982)24. Office of the State Comptroller (1981)25. New York State Department of Audit and Control (1979, 1982)26. Plan Locations27. Restoration of, Tonetti Associates, Architects28. Temporary Roofing29. W.F. Walsh Structures Corporation (1982)30. Agreement with Page Ayers Cowley Architects LLC (2008)31. Greenhouses of Quality

Series H Box # 14


Sub-Series # 2: RehabilitationCarshalton Gates and Blue Pool, Restoration

Folder #:

1. Condition Assessment – Carshalton Gates2. Condition Assessment – Wrought Iron Gates (Pool)3. conservation Services – Carshalton Gates4. EPF Grant Application5. EPF Grant Application (second copy)6. EPF Grant Narrative7. Project Manual, Draft Technical Specs

8. Series H Box # 15


Sub-Series # 2: RehabilitationCarshalton Gates and Blue Pool, Restoration

Folder #:

1. Project Manual2. Project Manual (Second Copy)3. Project Manual EPF 99-5499244. Project Manual EPF 99-549924 (Second Copy)5. Proposal for Professional Services, Farewell, Mills and Gatsch6. Qualification Regulations and Questionnaire7. Restoration Campaign

8. Series H Box # 16


Sub-Series # 2: RehabilitationGarage

Folder #:

1. Repairs (1976)

Series H Box # 17


Sub-Series # 2: RehabilitationGate House

Folder #:

1. Alarm System2. Assessment for Gate House (Snodgrass) (2005)3. Condition Report (1991)4. Electricity (1980)5. Foundation (2006)6. Jacobsen Woodcraft Company7. Maintenance, Cost Estimates for (1989)8. Repairs (1982)9. Maintenance Recommendations (1990)10. Oyster Bay Roofing (1990, 2005-2006)11. Specifications for Labor and Materials12. Water

Series H Box # 18


Sub-Series # 2: RehabilitationHaybarn

Folder #:

1. Agreement with Friends of Planting Fields (1979-1985)2. Bentel & Bentel Architects (1979)3. Bentel & Bentel, Rug and Tile Samples4. Bentel & Bentel, Sample Product Catalogues

Series H Box # 19


Sub-Series # 2: RehabilitationHaybarn

Folder #:

1. Brochure, “You’re Invited”2. Blueprints3. Call for Bids Response4. Choice of Architects (1979)5. Funding (1979)6. Gayle, King & Carr (1979)7. Imperial Equipment Corp (1979)8. Inspection of (1979)9. Library with Lobby (1990)10. Loan Agreement (1981)11. Plans for Development (1978-1979)12. Proposed Alterations (1979)13. Proposed Uses for (1979)14. Proposed Restoration (1979)15. Staff Space Needs (1979)16. T. Hauk (1979)17. Bentel & Bentel Architects (1982)18. Opening of (1982)19. Preliminary Punchlist of (1982)20. Progress Report (1982)21. Robert L. Warren Co. (1982)22. W.F. Walsh Structures (1982)23. Bathrooms and Kitchens24. Bentel & Bentel (1983)25. Fee Schedule (1983)26. Interior Design (1983)27. Minutes of Haybarn Committee (1982-1983)28. Security (1983)29. Proposed Restoration (1984)30. EPF Grant Application

Series H Box # 20


Sub-Series # 2: RehabilitationChanging Use of the Haybarn

Folder #:

1. Proposed Floor Plan, Ward Associates2. Change from Haybarn to Visitors’ Center3. Sketches of Grounds/Exhibit4. Sketches of Workers5. SIP Project #R609 Extension Request6. Ward Associates – Interior Renovations at the Haybarn, Phase I, Progress Set, 2002 (Project

PFA 2002-02)7. Ward Associates – Interior Renovations at the Hay barn, Phase II – Archive Wing (Project

PFA 2002-06)8. Project #PFA 2001-1GC – Exterior Renovations of the Haybarn (two copies)

Series H Box # 21



Contact Documents for Contract Number PF2005-401, Interior Renovation at the Haybarn, Phase III –Visitor’s Center(3 Copies)

Series H Box # 22



Folder #:

1. PFA 2001-1GC, Exterior Renovations at the Haybarn2. PF 2005-401, Interior Renovations at the Haybarn, Phase III, Volume 1 of 23. PF 2005-401, Interior Renovations at the Haybarn, Phase III, Volume 2 of 2

Series H Box # 23


Sub-Series # 2: RehabilitationMain Greenhouse – Contract 89-11

Folder #:

1. Correspondence2. Rehabilitation, Phase 23. Rehabilitation, Phase 24. Rehabilitation, Phase 25. Addendum #1, November 8, 1989

Series H Box # 24


Sub-Series # 2: RehabilitationMain Greenhouse – Contracts, Other

Folder #:

1. Contract #PFA78-62. Contract #PFA 85-103. Bid Contract 80-94. Revisions to the Specifications for the Main Greenhouse (1986)5. Specifications6. Specifications, Electric Work, Rewire

Series H Box # 25


Sub-Series # 2: RehabilitationMain Greenhouse – Material Lists

Folder #:

1. Project 90-138 A2. Project 90-138 B3. Project 92-6024. Project 97-607

Series H Box # 26


Sub-Series # 2: RehabilitationMain Greenhouse – Physical Inspection Report

Physical Inspection Report December 1982 (five copies)

Series H Box # 27


Sub-Series # 2: RehabilitationMain Greenhouse – 1985-1992

Folder #:

1. Agreement C0004432. Agreement Parks, Foundation, and Friends June 7, 19853. Agreement Parks, Foundation, and Friends July 10, 19894. Bills for Services5. Chronology (1985)6. Consultant Agreement with Design and Preservation September 1, 19857. Correspondence re: Agreement C000443 (1989)8. Correspondence re: Contract # C000443 (1988)9. Correspondence re: Contract # C000443 (1989)10. Correspondence re: Contract # C000443 (1990)11. Correspondence re: Contract # D001531 (1990)12. Correspondence re: Phase II, Contract #D001531 (1991)13. Correspondence re: Phase II, Contract #D001531 (1992)14. Correspondence, Rosenberg, Neil15. Electrical Needs16. Financing17. Plan Locations18. Proposal for Restoration19. Job Meeting #1 rewiring Main Greenhouse20. Progress Schedule, Rewiring Main Greenhouse (1978)21. Project Management Position22. Report of Gordon Jones on Hibiscus Restoration23. Range of Repair24. Repair Status25. Report on Campaign (1988)26. Results of Bid27. Thomasan Industries Corp (1989-1990)

Series H Box # 28


Sub-Series # 2: RehabilitationManor House

Folder #:

1. Cesspool and Leaching Fields (1975)2. Mantel Living Room3. Pineapple Finials (1975)4. Repairs (1976-1981)

Series H Box # 29


Sub-Series # 2: RehabilitationPlay House

Folder #:

1. Chimney

Series H Box # 30


Sub-Series # 2: RehabilitationTea House

Folder #:

1. Drawings2. Jan Hird Pokorny, Architects (1987-1988)3. John A. Grammas, Engineers (1988-1989)4. John A. Grammas, Specifications(1990)5. New York State Offices of Parks, Recreation and Historical Preservation6. Notes on Restoration7. Potter, Nathaniel8. Proposals9. Sherman Art Conservation, Furniture and Fixtures10. Shinn Murals11. Society for the Preservation of Long Island Antiquities12. Vandalism

Series H Box # 31


Sub-Series # 2: RehabilitationGeneral Documents

Folder #:

1. Condition Assessment and Adaptive Use Analysis Report, (1996)2. Cultural Resource Survey, Stage I3. Partial List of Preservation Needs (1994)4. Preliminary Recommendations on Adaptive Uses – Garage, Laundry, Hay barn, Manor, Mushroom

Series H Box # 1


Sub-Series # 3: Archives

Folder #:

1. Arboretum Archives Locations2. Architectural Study of the Planting Fields Estate3. Archives Index4. The PFF Archives5. Archives Reports (1979)6. Archives Summaries7. Archives Reports 1990’s8. Bea Jones Tribute Garden, Bird Sanctuary & Nature Trail Plans9. Building Index10. By-Laws & Charters11. Carshalton Gates Plan Locations12. Catalogue: Books Retrieved from Mezzanine (1998)13. Chronology of Greenhouses14. Chronology of Planting Fields (1910 – 1988)15. Coe Hall (1975 – 1978)16. Coe Hall, S.U.N.Y. Rehabilitation17. Coe Family Chronology18. William R. Coe Biographical Dates19. The Coe Family papers & ledgers20. Collection Lists (1979 – 1980)21. Duplicates22. Hagan-Smith, Barbara23. History – Byrnes, Coes & PF24. Inventory (1995, 1998)25. Inventory of Ledgers26. Harry Jackson file inventory27. List of Appraisals (1956-1979)28. List of Blueprint Locations, Manor House29. List of Themes, Flower Shows30. List of Gifts (1972 – 1979)31. Location of the Master Plan32. Manor House Rose Garden Plans33. Miscellaneous Collection: Planting Fields Neighbors34. News story: NY Special Place for Archives – Newsday 9/22/98 Bill Bleyer35. Planting Fields History36. Recommendations37. Records Retention Schedule (2006)

38. S.U.N.Y. Rehabilitation Plan Locations39. S.U.N.Y. 3/195540. Sunken Garden / Vegetable Garden Plans41. Temperature & Humidity Records 1990’s

Series H Box # 2


Sub-Series # 3: ArchivesCorrespondence

Folder #:

1. Blithewold Gardens and Arboretum2. Bowden, William3. Chapman, Mrs. Peter (Niece of William Carter)4. Christmas Decorations5. Coe, Beresford6. Coe, Mrs. Charles Wagner; Mauer, Mrs. Charlie (Marjorie Robertson)7. Coe, Mrs. Henry H.R.8. Coe, Michael D.9. Coe, Natalie10. Coe, Sarah11. Coe, Thompson12. Fergusson, Mr. and Mrs. A. Carter13. Foote, Stella14. Jones, Gordon15. Lopes, Myra L.16. Mark Twain Memorial17. McClenahen, Robert A.18. Messent, Peter19. Mill Neck Manor20. Millen, Peter Hayes21. Miller, Everitt L.22. Millicent Library23. Morris, Brother Roman24. The National Trust25. New York Historical Resources26. Olmstead, Frederick Law National Historic Site27. Researchers28. Robertson, George W.29. Sheid, Louis X.30. Statues, Correspondence re:31. Thank You’s32. Trinity College33. Vitetti, Count Ernesto G.34. Wallar, J. Randall35. 199736. 1999

37. 2000-200138. Miscellaneous

Series H Box # 1


Sub-Series # 4: CAPS Report

Folder #:

1. Conservation of Paintings (1974-1978)2. Restoration of Chandeliers (1984)3. Conservation of Paintings (1980-1988)4. Survey, Art Conservation and Technical Services (1998)5. Architectural Conservation Assesment (1998)6. Wood Floors, Guidelines

Series H Box # 1


Sub-Series # 5: Coe Hall Lost and Found

Folder #:

1. Wooden Figures: Owl and Rooster2. Tapestries3. Tapestry: “Return from the Hunt”4. Pianos5. Everett Shinn Panels: Missing, Correspondence6. Everett Shinn Panels: Berger Art Conservation (1978)7. Everett Shinn Panels: Correspondence with Sotheby Park Bernel (1980)8. Everett Shinn Panels: Sold by Parke Bernet (1962)9. Everett Shinn Panels: Legal Letters from Kelley, Drye, & Warren to Mrs. John Elliott and Harold

Barker, Esquire (1962)10. Everett Shinn Panels: Correspondence with the State of New York, Department of Law (1980-1983)11. Everett Shinn Panels: Purchased 1962, Mrs. John Elliot Jr.12. Everett Shinn Panels: Sale and Recovery Precedents13. Everett Shinn Panels: Statute of Limitations and Laches14. Everett Shinn Panels: Court Decision (1991)15. Everett Shinn Panels: Reclaiming of (2001)16. Everett Shinn Panels: Return to Coe Hall (2002)17. Everett Shinn Panels: Display of (2001)18. Everett Shinn Panels: Kennedy Galleries, Inc. – Invoice for Panels (2007)19. Everett Shinn Panels: Sotheby’s Auction Lot (2007)- Sotheby’s Catalogue, American Paintings, Drawings, and Sculptures (2007)

Series H Box # 1


Sub-Series # 6: Craftsmen and Sculptures

Folder #:

1. Bronze Tablet of W.R. Coe (1962)2. Chanler, Robert Winthrop3. “Cupid” Statuary by Godecharle (in Camellia House) (1991)4. Light Switch Covers5. Lynch, Kenneth and Sons, Repairs of Statues6. “Orpheus and Eurydice” Sculpture, Melvina Hoffman7. Roberts, Mary Fanton8. Sculpture, Gift of (1989)9. “St. Francis” Statuary, Wedell Garden10. Statue: Boy Riding a Goose – Circular Pool11. Wilkes, Johannes – Lock on Front Door to Coe Hall

Series H Box # 1


Sub-Series # 7: Proposed Uses for Coe Hall

Folder #:

1. Usage Policy2. Memo from William Rogers Coe (1965)3. Memo from W.R. Coe II (1972)4. Correspondence – Marguerite Pettit (1972 – 1977)5. Correspondence re: Robert Coe (1972, 1977)6. Guidelines (1976)7. Correspondence with Comm. Orin Lehman (1976 – 1977)8. Correspondence (1977)9. Guidelines, Michael Coe & Gordon Jones (1977)10. Memo from Gordon Jones (1977)11. Proposed Guidelines (1977)12. Refusals (1976 – 1980)13. Channel 13 (1977 – 1981)14. Cooperative Agreement New York State Parks & Recreation and Planting Fields

Foundation (1979)15. Correspondence, John Sheridan (1979)16. Meeting with Comm. Lehman (1979)17. Functions (1979)18. memo to Executive Committee (1979)19. Fees (1980)20. Memo re: Charles E. Peterson (1980)21. Correspondence (1980 – 1981)22. Usage Permit (1980 – 1981)23. Correspondence re: Granger Homestead Facility (1986)24. Correspondence re: Owen Smith (1987)25. Gilligan Suggestions (1991)

Series I Box # 1

Planting Fields Foundation-Education

Sub-Series # 1: Education Programs1966-1982

Folder #:

1. Education Publications2. Educational Programming 1966-19693. Seeds Plants: Vegetative Structures and Their Adaptations” by Carol Johnson and Robert

G. Titus4. “Fundamentals of Landscape Design” by Robert G. Titus, Assistant Director5. “Horticulture I” Robert G. Titus, Assistant Director6. Nature Walk7. Woodland Nature Trail8. “Of Special Interest to Children” (General Tour for Younger Children)9. “Plant Growth, Typical Flowering Plant”10. Holly Collection11. William Robertson Coe 1869-195512. “An Historic Landscape Tour from the Estate Era 1904-1955”13. Educational Programs 197014. “Trees and Shrubs” (List of the Big Trees at Planting Fields, 197015. “Poison in the Backyard” 197016. Education Programs 197217. “Pruning Woody Plants I” Robert G. Titus, 197218. “Rhododendrons and Azaleas” 197219. Education Programs 197320. Education Programs 197421. Education Programs 197522. Education Programs 197623. Education Programs 197724. Education Programs 197825. Education Programs 197926. Education Programs 198027. Education Programs 198128. Education Programs 1982

Series I Box # 2


Sub-Series # 1: Education Programs1983-2003

Folder #:

1. Educational Programs 19832. Educational Programs 19843. Educational Programs 19854. Educational Programs 19865. Educational Programs 19876. Educational Programs 19887. Educational Programs 19898. Educational Programs 19909. Educational Programs 199110. Educational Programs 199211. Survey report 199212. Cornell Co-op Extension Certificate for Hort. Program at PF – 199313. Educational Programs 199314. Survey report 199315. Educational Programs 199416. Survey report 199417. Educational Programs 199518. Educational Programs 199619. Educational Programs 199720. Educational Programs 199821. Educational Exhibit 199922. Educational Programs 199923. Intern projects 199924. Interns25. Educational Programs 200126. Team Teaching / Job Description 3/9227. Educational Programs 200328. Children’s Arbor Day Activity Book – sponsored by Pall Corp. - no date

Series I Box # 1


Sub-Series # 2: Activities Rosters

Folder #:1. 19762. 19773. 19784. 19795. Nov. 1978 – March 19806. 19807. 1981 – 19858. 1986 – 19889. 199010. 199111. 199212. 199313. 199414. 199515. 199616. 199717. 199818. 199919. 200020. 200121. 200222. 200323. Circulation and Interpretation Challenges

Series I Box # 1


Sub-Series # 3: Education Committee

Folder #:1. Joint Education Committee 19972. Programming Committee 19803. Education Committee 1/25/20014. Education, Speaker 3/30/20015. Education Committee 11/5/20016. Education Committee 7/7/20027. Education Committee 9/20028. Education Committee 3/20039. Education Committee 8/200310. Education Committee 11/200311. Education Committee 6/200412. Education Committee 1/200513. Education Committee 1/200514. January 25, 2006 Meeting15. Education Committee 2/200616. Education Committee September 11, 200717. Education Committee February 21, 2008

Series J Box # 1

Planting Fields Foundation-Other Committees

Sub-Series # 1: Finance Committee

Folder #:1. Finance Committee 5/19952. Investment Policy 11/953. Finance Committee 12/954. Finance Committee 2/965. Finance Committee 5/966. Finance Committee 10/967. Finance Committee 2/978. Finance Committee 5/979. Finance Committee 2/9810. Finance Committee 7/9911. Finance Committee 3/200012. Finance Committee 2000 Revenues & Expenses13. Finance Committee 3/200014. Finance Committee 2001 Budget15. Finance Committee 11/2000 – 3/200116. Finance Committee 7/200117. Finance Committee 10/200118. Finance Committee 2002 Budget19. Finance Committee 4/200220. Finance Committee 5/200221. Finance Committee 7/200222. Finance Committee 9/200223. Finance Committee 11/200224. Finance Committee 3/200325. Finance Committee 4/200326. Finance Committee 9/2003

Series J Box # 1


Sub-Series # 2: Coe Hall Preservation Committee

Folder #:1. Advisory Committee 19942. Logo3. By-Laws4. Charter membership5. Certificate of Incorporation, application for6. Resolution by Planting Fields Foundation Board7. What We Have Accomplished 1979-19938. Coe Hall Association 19949. Projects 199410. Donations 199511. Events 1995-1997

Series J Box # 1


Sub-Series # 3: Stewardship Committee

Folder #:1. Memo 19922. Meeting 2/25/933. Meeting 3/25/934. Meeting 4/15/935. Meeting 6/24/936. Meeting 7/22/937. Meeting 8/16/938. Resolution passed 19939. Meeting 8/16/9310. Meeting 9/28/9311. Meeting 10/26/9312. Meeting 12/7/9313. Priority List 199314. Draft statement 1/199415. Meeting 1/18/9416. Meeting 1/31/9417. Meeting 2/15/9418. Meeting 4/19/9419. Meeting 5/17/9420. Meeting 6/28/9421. Meeting 8/4/9422. Meeting 9/24/9423. Meeting 11/21/9424. Activity report April-Oct., 199425. Projects 199426. Meeting 1/31/9527. Meeting 2/21/9528. Meeting 8/4/9529. Meeting 9/8/9530. Meeting 10/13/9531. Meeting 12/6/9532. Rehabilitation requests33. Signage & Circulation Proposal 199534. Meeting 4/10/9635. P.F.A.S.H.P. Stewardship Committee 199636. Meeting 1/8/9737. Meeting 2/12/97

38. Meeting 3/12/9739. Meeting 4/9/9740. Meeting 5/14/9741. Meeting 6/11/9742. Meeting 7/9/9743. Meeting 9/10/9744. Meeting 10/8/9745. Task Description Report 199746. Meeting 2/23/9847. Task Description Report 199848. Meeting 4/8/9849. Meeting 5/13/9850. Meeting 8/19/9851. Meeting 9/16/9852. Meeting 10/14/9853. Meeting 11/19/9854. Memo to Committee re: Cultural Assesment Program Survey55. Memo 1/199956. Meeting 5/19/9957. Meeting 7/27/9958. Meeting 11/16/9959. Sophie Coe Collection 199960. Meeting 2/15/200061. Meeting 3/23/200062. Meeting 6/20/200063. Meeting 7/25/200064. Meeting 11/8/200065. Progress reports 200166. Strategic Planning Meeting 10/30/200167. Meeting 8/22/200268. Meeting 1/30/200469. Meeting 6/3/200570. Meeting 9/15/200571. Meeting 2/22/2006

Series K Box # 1

Planting Fields Foundation-Staff

Sub-Series # 1: Director’s Correspondence

Folder #:

1. New York Council on the Humanities 19872. Yale Univ. Press 19893. America’s Castles 19944. Rental of Coe Hall 19955. General 1995-19966. Memos 1995-19987. Complaits/Resignations 1996-19988. General 19979. House Museum10. General 199811. Merger12. Showhouse 199813. Re: Coe, Michael 1998-199914. Donations 1998-199915. Grants 1998-199916. National Trust for Historic Preservation 199917. General 199918. Website 1999

Series K Box # 1


Sub-Series # 2: Monthly Reports

Folder #:

1.Status report 1979-19842. Memos to Exec.Committee 1980-19823. Reorts to Trustees 19804. Memos to the Board of PF 1980-1987 & 19935. Report to Trustees 19816. Report to Trustees 19827. Memos to Exec. Committee 1983-19878. Reports to Trustees 19839. Reports to Trustees 1984 10. Reports to Trustees 1985 11. Reports to Trustees 1986 12. Reports to Trustees 1987 13. Reports to Trustees 1988 14. Reports to Trustees 1989 15. Reports to Trustees 1990 16. Reports to Trustees 1991 17. Reports to Trustees 1992 18. Repotrs to Trustees 1993 19. Reports to Trustees 1994-1995 20. Reports to Trustees 1995-2001 21. Exec. Director’s Report June – Sept.15th, 2003

Series K Box # 1


Sub-Series # 3: Chief Executive Officer and Other Staff

Folder #:

1. Attingham Summer Program2. Curator’s Correspondence 1992-19953. Curator Role4. Expenses5. Gilligan, Lorraine- resume6. News articles, Lorraine Gilligan’s resignation7. Hiring decision, 19798. Recognition dinner9. Rental housing agreement-Gate House, 1979-199110. Smith, Lenore exit interview – 200611. Obituaries12. Executive Director Job Description, 200813. Joyce, Henry B. Resume, 200814. Staff Phone List, 2008

Series L Box # 1

Friends of the Arts

Folder #:

1. FOTA Complaints about2. Consultants selected by Mrs. Bookman3. FOTA Summer Festivals4. Concerts at PF 1974-19935. FOTA 19726. FOTA 1976-19777. FOTA 1979-19808. FOTA Correspondence 1979-19839. Opera Night 197810. Use Permit 1979-198011. FOTA Development of Summer Program 198112. Occupancy of Great Hall 198113. FOTA 1981-198214. FOTA 1983-198415. Board of Directors 198416. FOTA 1985-198717. FOTA 1988-199018. FOTA 199119. FOTA Children’s Carousel 1991-199420. FOTA 1992-199321. FOTA 199522. FOTA 199623. Long Island Baroque Ensemble24. Long Island Vocal Ensemble25. Sea Cliff Chamber Players26. Gala Benefit 200127. Summer Festival 2002