POLICIES, PROCEDURES AND STANDARDS

1. A MEMBER:

– Is a potter who has completed two consecutive terms of instruction and has been

approved for membership by the executive committee.

– Is entitled to a reduced fee for instruction and has key privileges which allows

unlimited access to the studio (when there is not a class in progress).

– Should take a leadership role in the operation of the Guild and its studio.

– Is expected to attend and vote at all annual general meetings of the Guild.

– Is entitled to hold office on the executive committee, if he or she is a member in

good standing and is elected to the position by the guild at large.

– Must participate in one or more committees.

– Must adhere to guild policies, procedures and standards.

– Must contribute a minimum of 20 hours of volunteer work each session.

(September – December and January – June). July and August are swing months

for either the prior or current session.

2. A STUDENT:

– Is a new potter at a beginner or entry level, or an experienced potter who is new to

the FSPG and needs to become familiar with the Guild and its operations.

– May be a former member who has been away for a period of time and who, in the

judgment of the Executive Committee, needs to spend a specific period of time

becoming re-acquainted with the Guild and its operations.

– May be a student or former member who does not wish to assume the

responsibilities of membership and is prepared to pay the student rate for that

option.

– Is welcome to attend general meetings to become more informed.

– Is encouraged to participate in one or more committees.

– Is permitted extra studio time eight (8) times during a session for a cost of

$10.00/time. A sign in sheet must be completed each time to monitor student’s

use of studio time and to record payment. See document titled student privileges

for additional information

– See document titled “Responsibilities of Students of the Guild”. Appendix A

3. BECOMING A MEMBER:

– Must have completed two consecutive 10-week terms of instruction.

– Must have provided a minimum of twenty hours of volunteer time to the Guild in

the most recent of these sessions.

– Must submit a letter to the Executive Committee, requesting membership status.

– Must complete a checklist provided by the Executive Committee on behalf of the

FSPG. A student must have all items on the checklist initialed by a member of

the guild as each area is completed.

– Must be approved by the executive committee.

– Must continue to provide twenty hours of volunteer time to the Guild during each

session (September – December and January – June). July and August are swing

months for either prior or current session.

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– See document titled “Guild Committee and Responsibilities.” Appendix B

4. EXECUTIVE/GENERAL MEETINGS

– Shall occur once a month, with a summer recess at the discretion of the Executive

Committee.

– Are open to all members and students who are strongly encouraged to attend.

– Shall be the forum to discuss and vote on guild business and activities. Current

members of the Executive Committee have a voice and a vote (excluding the

President) at the Executive meetings as well as class representatives. The

exception would be an advance posting of notice of a specific concern being on

the agenda.

5. FEES

– Are payable to the Guild Treasurer on or before the registration day. Late

registrations may be accepted with an additional fee of $25.00.

– Are periodically revised by the Executive Committee, depending on operating

costs and fundraising.

– Are applied to workshop members (see item #14) who will pay the same fee as

members receiving instruction and will have all the same privileges, with the

exception of class time.

6. SAFETY AND SAFE PRACTICES

– Are critically important in the guild, given the hazardous materials we use. All

materials and tools in the studio are potentially hazardous if misused.

– Must be observed at all times when working at the studio.

– Include the use of appropriate precautions such as dust masks which are strongly

recommended when sanding pots, mixing glazes, or using the spray booth.

– Include seeking instruction before proceeding to use unfamiliar materials or

equipment.

– Include refraining from using items for which you have not been trained.

– Include reporting any damage or malfunction of equipment to the instructor or

maintenance person as soon as possible.

– Do not allow smoking on the premises.

7. HARASSMENT

– Is no allowed in the guild. It is an expectation that ALL members, students and

instructors will treat each other with courtesy and respect.

– May result in expulsion from the Guild, if harassment occurs.

– Require that all concerns of this nature MUST be submitted in writing to the

President, who will in turn present to the Executive Committee for resolution.

8. LOCKERS

– Will be allotted to each registered member and student, subject to availability.

Members have first priority. Locks and locking of the cubicle are the individual’s

responsibility.

– Will be retained by a member as long as his/her membership is in good standing.

Students are to empty the cubicle at the end of each session, unless returning for

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the next session. Any property that remains unclaimed after six weeks will

become the property of the Guild.

9. LIBRARY

– Will be maintained for the benefit of the guild. An index for all FSPG library

material can be found in the main library cabinet. The index includes a high-level

overview of the library book content and a category column for quick reference

when looking for a specific topic. Please note, this is not a detailed overview, so

some of the books may include more information than indicated by the index.

There are two versions of the index, one that is sorted by reference number, and a

second that is sorted by category.

Sign Out Procedure:

-Members only can sign out books using the RED ‘out’ cards. DVD’s, VHS tapes

and periodicals must be used in the guild.

-Signing Out: Members complete the ‘out’ card with your name, index number,

title and date. File the ‘out’ card in place of the item you are taking.

Returning: Members must return books within two (2) weeks. Return book to its

appropriate spot (in the correct numerical file order). Complete the ‘out’ card with

the return date. Return the ‘out’ card to the ‘out’ card folder.

10. JOE JOBS

– Are general housekeeping and procedural duties necessary for safe operation of

the Guild.

– Are required of all members and students who are expected to take turns

performing the assigned tasks as well as cleaning up after themselves.

– Assigned duties and rotations are posted on white boards in the studio kitchen.

Appendix C

11. IDENTIFICATION OF POTS

– Is the responsibility of each potter to use initials, names or symbols to identify

her/his own pots.

– Are to be posted on “Joe” list beside potter’s name. This is also to be inscribed on

each pot before the bisque firing. Any unidentified pottery will, after 6 weeks,

become the property of the Guild, and will be sold and proceeds added to Guild

funds.

12. GUILD CLEANLINESS

– Is the responsibility of every potter, as a dusty environment can be a health

hazard.

– Includes participating in the twice-yearly guild clean-up

– Includes wiping clean all equipment, work surfaces (tables, tools, and wheels)

after use.

– Includes vacumming or damp mopping the floors surrounding the potter’s work

area to maintain cleanliness and aid in dust control.

– Includes wiping down all sinks and basins drained at the end of each

potting/instruction session. The last person to leave should perform a final check.

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13. KEY PRIVILEGES

– Is open to any member in good standing by applying using a key application form

and submitting to the Membership Secretary.

– Must be approved by the Executive Committee.

– Requires a key deposit once application is approved.

– Allows key holders to use the studio anytime there is not a scheduled class, and in

accordance with DCC access times—check the Dow for opening and closing

times. NOTE: January 1, July 1 and December 25, the DCC is closed to all. No

Admittance is allowed on these three days of the year. Any fines resulting from a

member setting off the alarm, on either of these dates, will be directed to the

member to pay.

– Requires the last person leaving the studio to check that all wheels are off, lights

are off, exit doors are locked, and the guild locker and gallery drawer are locked.

14. WORKSHOP PRIVILEGES

– Is open to members who have completed at least two (2) sessions as a member

and who apply for workshop status.

– Requires a written application to be submitted to and approved by the Executive

Committee.

– Allows, once approved, workshop members to use the studio any time there is not

a scheduled class. Workshop members will enjoy all the privileges and share the

same responsibilities of all members. Responsibilities will include Joe Jobs,

committee membership, and fundraising activities.

15. CLAY/FIRING

– Must all be purchased from the Guild

– Includes surcharges to cover the cost of glazing materials, equipment and utilities

used in the glazing and firing process.

– May allow purchase of clay from an outside source, to be processed at the studio

ONLY if approved by the Executive. A predetermined surcharge will be applied

for processing/firing clay not purchased from the Guild.

– Use of non-approved clay poses a safety risk and will not be tolerated.

– Requires any student/member, who has had instruction in glazing and repeatedly

causes damage to kiln shelves, to be responsible for the cost of replacing the shelf.

This will be determined by the Firing Committee bringing documented instances

of damaged shelves to the Executive committee for final decision. A letter will be

issued from the executive to the student/member informing them of the decision

and notifying them of the compensation required.

16. TERMINATION/LEAVE OF ABSENCE

– Allows, in certain circumstances, leaves of absence to be granted to guild

members upon written application by the member, and after review and approval

by the executive committee. The reason for the leave of absence must be provided

in the written application. Circumstances which may be considered as legitimate

reasons for a leave may include, but will not be limited to, medical issues either

for the guild member or for an immediate family member. Leaves of absence will

not be granted in situations where the member is away for holiday. When

approved by the executive, the leave of absence will be for one session only. For

that session, the member may continue to store items in his/her locker or on

his/her trolley shelves. The member will also be allowed to keep his/her key.

– Reserves the right of the executive to rescind any student/member membership

with the guild if the student/member has been found to be non-compliant with the

policies, procedures, guidelines and responsibilities of the Fort Saskatchewan

Pottery Guild. The Executive must follow the progressive discipline procedure

before determining a membership be rescinded.

17. CLASS VIABILITY

– Reserves the right of the executive to determine the total income from all

members, and whether the income will cover the cost of providing instructors for

each class that wishes to have an instructor. That assessment must be made in the

week after registration, in order for class schedules to be finalized. Once class

schedules have been determined, changes will not be made even if additional

registrations are received. As well, in some sessions, some classes may only have

a limited number of participants enrolled. In these situations, even though the

total fee income may cover the cost of instruction, the executive may determine

that the class cannot continue due to its small size. In general, the minimum

number of participants in each class must be six or more.

 

November 2018