Whanganui Potters Studio - Operations Manual

 

Here on in the Whanganui Potters Studio will be referred to as WPS.

 

This manual is to guide the daily running of the studio and WPS events and is to be read in conjunction with the WPS Constitution and Policies displayed on the WPS noticeboard in the Studio. All other communications to members will be through a variety of channels including but not limited to:

• Emails

• Website updates

• Notices

• Newsletters

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1.0 Kiln Access and Usage (SEE 10.1 FOR COSTS)

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 The use of kilns, glazes and decoration materials on a daily basis are for the sole use of financial members of WPS. All other usage must come before the WPS committee.

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1.1 The following outlines WPS process for firing and usage of kilns:

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a. The Committee will appoint designated persons to pack and unload WPS kilns. The current Kiln Loaders will be displayed on the WPS noticeboard in the studio. NB this does not include the raku kiln.

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b. All Kiln Loaders will be trained and instructed on how to load/unload the kiln and how to record ware for members to pay.

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c. The Kiln Loaders will only fire ware that has a maker’s mark and that mark relates to a fully financial WPS member

• Member’s payments must not exceed $100. If so, the member will be contacted with the current balance and requested that they clear said balance. All balances will be requested to be cleared quarterly.

• If after notification to clear their account the members account remains over $100 for a period of two weeks, no firings will take place until such time as the account has been settled.

• Access to the individual charge record cards will be placed in a secure area and must only be accessed by a committee member nominated Kiln Loader.

• The Kiln Loaders will determine the days when the kilns will be packed and fired.

• The kiln firing days will be displayed on the exit towards the kiln room.

• Kiln firing days will be subject to change in relation to kiln firers availability, special events, exhibitions, or at the determination of the committee.

• All Kiln Loaders responsible for unpacking kilns will weigh individual marked ware and record this in the book and subsequently on individual cards in line with point 1.1 b.

d. A whole kiln may be booked by a WPS member and non-members at a fixed price that is determined by the committee (cost will be lower for members. NB this may differ from the cost as per 1.1.e).

• A person wishing to book a kiln must first approach the committee in  writing and request use of one of the kilns. (Please note WPS will only fire ware under its current firing cycles and no specialist programs/firings will be made)

• The committee has the discretion to approve/deny the kiln booking.

• The committee is not required to provide a reason for their decision.

• From a booking being approved, the person who booked the kiln

must make a full payment before the date the kiln is planned to be

< >- Kiln bookings will operate on a Thursday evening/Friday morning for

Packing, and to be unpacked no later Sunday afternoon (due to type

of firing and cooling, times may be subject to be extended). This may

be supervised by a WPS designated Kiln Loader or if the person has

been previously trained then there will be an opportunity from them

to pack their own kiln (this is subject to review).

- The kiln will be cleaned and checked prior to the booking to ensure all shelves, props etc are in good condition.

- If the props, kiln shelves are damaged, then the person who has booked

the kiln may be liable for costs for repair or replacement if it’s the result

of the ware exploding or the glaze running off onto the kiln furniture.

e. Firing charges - Members who are using the facilities for commercial gain (Outside WPS jurisdiction) are subject to a higher rate. As per point 1.1.g.

f. Special conditions - The committee will consider formal requests to use the kiln by external organisations and follow the process as per point 1.1.d.

g. Kiln usage to pursue individual financial gain that contravenes the WPS ethos will be addressed and discussed by the committee under the following guidelines.

• Is a member utilising the WPS facilities to support their/others commercial venture?

• Is the volume of individual ware impacting on other members ability to fire work in a timely manner?

• Is the member volume of ware considered as “production” pottery with the view of a commercial enterprise for financial gain?

• Is the ware from a private class, event or social activity and is not made by the member?

• Is the ware considered to be benefiting the WPS in terms of promotion of the facilities, classes and events calendar.

 

2.0 Clay and Glazes (SEE 10.1 FOR COSTS)

The committee is responsible for the purchase and choosing of the different types of clay bodies we fire at WPS, in addition, the committee will determine the commercial glazes and firing cycles. All glazes made from raw ingredients need to be passed by the committee before they are fired in WPS kilns.

2.1 The committee will set the charge rates for Clay and Glazes per kilo and this will be displayed in the kiln charge record book

2.1.1 Charges are subject to change in relation to supply and power costs rising or falling.

2.1.2 Clay charges will be set by the committee to ensure all costs are recouped. Clay will be stored on site and sold.

2.1.3 Clay purchases to non-members may be restricted if clay levels are low.

2.1.4 The committee will decide on the volume clay ordered and will nominate a person to make and place orders. Types and amount held in stock will be made by the committee.

               2.1.5 Clay may be restricted to a maximum of 2 bags per clay body and              

                          a total maximum of 4 bags per monthly purchase - this is to ensure

                          clay stocks are not diminished and provide equitable access for all

                          members.

                 2.1.6 WPS full members will receive a discounted fee for clay sold out of

                          WPS.

                 2.1.7 Non-members can purchase clay but will be charged at a higher     

                          rate.

2.1.8 Clay may only be sold on the days designated if a key holder member

is present.

2.1.9 Full verified payment must be sighted before clay is removed from WPS

2.1.10 Work made from Non WPS purchased clay bodies may be subject to

restrictions in firing in WPS kilns. Members are requested to speak to a

committee member prior to submitting ware for firing to discuss the

type of clay being used.

N.B. Some clays may not be suitable to be fired with other wares and WPS firing cycles, especially mixed bodies or clay found at the source.

            2.1.11 The use of WPS dry materials to make glazes and slips is restricted and

requires prior agreement by the committee and should be for the use of

< >2.1.12 All WPS glazes are for the use of members who wish to fire their work in

the WPS kilns and have paid a weight charge. No member may utilise

glazes, remove glazes for the purpose of private firings (Non WPS firings)

2.1.13 Breaches of rules 2.1.10 and 2.1.12 are subject to warnings and

disciplinary processes.

 

3.0 Events

WPS committee are responsible for planning, reviewing and scheduling for events run under the WPS name. All events will be co-ordinated by a sub-committee consisting of at least one committee member who will be responsible for the overall coordination of the event assisted by other co-opted WPS members.  The appropriate event procedure form is to be used to ensure consistency in the running of these events. These events will consist of but not limited to:

3.1 Art in the Garden (AitG)

3.2 Annual WPS Exhibition

3.3 Public Raku firing

3.4 Artists Open Studios (AOS)

 

4.0 Classes, Workshops and Demonstrations

WPS committee are responsible for planning, reviewing, and deciding fees for all classes, workshops, and demonstrations.

4.1 Class fees and dates are set by the committee at the annual committee planning meeting and are subject to tutor availability.

       4.1.1 In the event of cancellation of classes etc, students who have paid will be given full refunds/ or a credit note for the next event/classes.

       4.1.2 In the event of a student requesting a refund for special circumstance two elected committee members will be required to approve a refund

             4.1.3 If a scheduled class is cancelled by the tutor, a makeup session will be added to the scheduled last class date.

             4.1.4 All students will be subject to studio health a safety advice and regulations.

      4.2 Workshops will be scheduled subject to demand.

      4.3 Demonstrations will be scheduled subject to demand.

      4.4 All dates will be subject to change at short notice.  It will be the responsibility of the tutor and/or enrolment co-ordinator to notify students of any changes.

      4.5 The tutor or event facilitator is responsible to outline OHS, Code of Conduct, and emergency procedures at the outset of the first session.

 

5.0 Studio Cleaning

5.1 The studio is to be cleaned after use. 

5.2 All tables and chairs are to be wiped down. 

5.3 All equipment cleaned and returned to their place.

5.4 A roster will be made on a weekly basis and placed on the notice board in the studio. Those on the roster are to:

 - Wipe chairs, tables and work areas including the throwing area

 -Vacuum floor.

 

6.0 Maintenance and Repair

All maintenance and repairs for the studio space that does not affect the structure of building will be maintained by a nominated WPS member.  All repairs will be ratified by the committee.  All other repairs will be tabled at a committee meeting and the nominated member will then table the repairs needed, to the Community Arts Centre Trust.

 

7.0. Emergency Response Plan

7.1 In case of an emergency that would hinder normal studio functions, the committee will meet to set out its emergency response plan and communicate this to the membership.

7.2 In the event of flood, fire, or earthquake, WPS will seek advisement from the authorities as to safety and access to the studio.

7.3 Health outbreaks: WPS will follow DHB/ Government advice.

7.4 In the event of the studio being closed or reduced access due to an event that requires a response plan, any member breaching access guidelines to the studio may be subject to disciplinary action.

 

8.0 Studio Health and Safety

All users are required to adhere to the Health and Safety policy and procedures as listed below and displayed on the notice board in the studio.

8.1 All users and visitors must be made aware of the WPS Health and Safety procedures, potential hazards, and safe use of equipment, by a designated committee member.

8.2 All accidents must be reported to a key holder member and recorded in the Incidents Register near the first aid box.

8.3 An accident Investigation form must be completed and presented to the committee at the next meeting, or if the incident is serious, reported to the   Chair, and Workplace H&S must be contacted within 24 hours.

8.4 A copy of the Investigation form must be kept for the Studio records

8.5 All users are responsible for wearing their own protective equipment when using the Studio facilities

8.6 All members are responsible for reporting any potential hazards or repairs required to the club secretary who will report to the next Committee meeting.

 

9.0 Sub Committees

Sub committees will be co-ordinated on an as needs basis to assist in the functions of the WPS. All sub- committee will be co-ordinated by at least one committee member who will be responsible for the overall coordination of the sub-committee assisted by other co-opted WPS members.  A list of current sub-committees and the members will be display on the WPS noticeboard. These consist of but are not limited to:

 

     9.1 ART in The Garden (AitG)

     9.2 Annual WPS Exhibition

     9.3 Public Raku firing

     9.4 Artists Open Studios (AOS)

     9.5 Glaze making

     9.6 Policies and Procedures

     9.7 Newsletters

 

10.0 Costs and Processes

10.1 Renting the studio

• $40 half a day – REQUEST IN COMMITTEE

10.2 Firing costs

• $6 per kg, $2.50 just bisque, $7 per kg non members

10.3 Renting a kiln

• $60 bisque and glaze – REQUEST IN WRITING TO COMMITTE