Guild Committees and Responsibilities

Revised: 2015

 

1.  Recycle Committee – Requires two people

– Ensure as much clay as possible is recycled or “pugged” in the pug mill; this clay will be used for kids’ classes and/or other community classes as required and may be sold if there are sufficient quantities

– Organize and communicate about guild pugging days as required

– Oversee use and maintenance of pug mill

– Investigate and institute new ways of safely disposing of waste

– Track and record all expenses and flag variances (if required)

– Submit a written report or report in person to the executive at all board meetings

– Ensure succession planning and/or efficient transfer of information and knowledge to new committee as required

 

2.  Sales Committee – Requires four – five people plus volunteers

– Plan, organize and carry out the Spring and Christmas sales, including the development of sale posters and flyers

– Oversee the upkeep and placement of sandwich boards, prior to sales and open house events

– Promote and encourage guild-wide participation during the sale events

– Liaise with the chairs of the advertising, gallery, joe and financial committees to ensure all aspects of the sales are integrated

– Track and record all expenses and flag variances (if required)

– Submit a written report or report in person to the executive at all board meetings

– Ensure succession planning and/or efficient transfer of information and knowledge to new committee as required

 

3.  Glazing Committee – Requires four-five people

– Ensure maintenance of current stock of well-functioning glazes

– Investigate and recommend to Executive discontinuation of old glazes and introduction of new glazes

– Liaise with the firing committee to track problems or concerns with in-house or commercial glazes

– Keep orderly and detailed account of glazes, ingredients and procedures

– Maintain safe usage and instruction for glaze assembly and up-to-date WHMIS information

– Act as facilitators and educators for the mixing and use of glazes.

– Track and record all expenses and flag variances (if required)

– Submit a written report or report in person to the executive at all board meetings

– Ensure succession planning and/or efficient transfer of information and knowledge to new committee as required

 

4.  Firing Committee – Requires eight – ten people

– Organize the firing schedules for all kilns

– Organize loading/unloading of kilns, according to procedures

– Report any problems with kilns and firings to Executive, Maintenance or Glaze committees, as appropriate

– Educate students and members on loading/unloading and firing on a regular basis

– Track and record all expenses and flag variances (if required)

– Submit a written report or report in person to the executive at all board meetings

– Ensure succession planning and/or efficient transfer of information and knowledge to new committee as required

 

5.  Promotion/Advertising Committee – Requires two people

– Seek methods to further promote the Guild to the public

– Ensure timely placement of ads related to registration days, sales and open houses in various media

– Liaise with chairs of other committees including sales, membership and special events to ensure ads are developed as necessary

– Track and record advertising costs and flag variances

– Investigate and bring forward to Executive committee any request for items that may be promotional in nature for approval (I.e. mug project, sheep)

– Submit a written report or report in person to the executive at all board meetings

– Ensure succession planning and/or efficient transfer of information and knowledge to new committee as required

 

6.  Children’s and Community Programs Committee – Requires three people plus volunteers as necessary

– Develop and organize programs with children’s and community groups in and around Fort Saskatchewan

– Ensure programs are staffed and presented as required

– Seek assistance of other members of the Guild to ensure the programs are offered on an ongoing basis and the workload is spread out appropriately

-Advertise the programs appropriately

-Collect feedback on programs and classes from attendees, instructors and assistants

-Liaise with president and finance chair to set appropriate fees

– Track and record all expenses and flag variances (if required)

– Submit a written report or report in person to the executive at all board meetings

– Ensure succession planning and/or efficient transfer of information and knowledge to new committee as required

 

7.  Pottery Guild Gallery Committee – Requires four people

– Maintain the gallery at the Guild and allocate shelf space as appropriate, including Artist of the Month shelves

– Create a display in the Alberta Lottery Fund Art Gallery when requested by the Dow Centennial Centre

– Oversee member donation of one pottery piece per session

– Glaze items that have been donated to the guild as required

– Price gallery FSPG items as required

– Track and record all expenses and flag variances (if required)

– Submit a written report or report in person to the executive at all board meetings

– Ensure succession planning and/or efficient transfer of information and knowledge to new committee as required

 

8.  Joe  & Maintenance Committee – Requires five people

– Maintain a list of weekly jobs to be done

– Schedule and post weekly jobs on the white board in the kitchen

– Schedule and post twice yearly guild cleanings, timing them to coincide with the sales.

– Keep the facility in good repair and utility costs to a minimum

– Determine when maintenance is necessary and engage the correct people to do the job efficiently, economically and technically correct.

– Review major repairs or upgrades with the Executive Committee.

– Track and record all expenses and flag variances (if required)

– Ensure succession planning and/or efficient transfer of information and knowledge to new committee as required

– Submit a written report or report in person to the executive at all board meetings

 

9.  Guild Opening and Special Events Committee – Requires two people

– Oversee and schedule staffing for Guild openings on Saturdays and during DCC event openings

– Review and recommend to executive committee Guild participation in other special events such as the DCC Christmas Tree ‘festival’

– Arrange for staffing/manpower for other special events

– Liaise with chairs of other committees, including sales, advertising and kids’ classes to ensure all events are integrated with Guild activities

– Track and record all expenses and flag variances (if required)

– Submit a written report or report in person to the executive at all board meetings

– Ensure succession planning and/or efficient transfer of information and knowledge to new committee as required

 

10. Grant Applications Committee – Requires two people

– Review grant and fundraising opportunities and present findings to executive committee for assignment

– Delegate and/or assist with grant applications as required

– Ensure follow up with grantors, including thank you letters etc

– Liaise with other committee chairs to ensure grant monies have been spent as designated

– Track and record all expenses and flag variances (if required)

– Submit a written report or report in person to the executive at all board meetings

– Ensure succession planning and/or efficient transfer of information and knowledge to new committee as required

 

11. Workshop Programs Committee – Requires two people

-Solicit ides for workshops and/or special “classes” from guild membership

-Review opportunities to present workshops/classes, ideally utilizing members and their skills to present these workshops

-Liaise with president and finance chair to set fess for workshops

-Communicate or advertise workshops appropriately

-Collect feedback on programs and classes from attendees, instructors and assistants

-Track and record all expenses and flag variances

Submit a written report or report in person to the executive at all board meetings

-Ensure succession planning and/or efficient transfer of information and knowledge to new committee as required