GOVERNANCE
Here you will find the documents and policies that guide the direction, culture, operating procedures, and health & safety at the Waikato Society of Potters.
Strategic Plan 2024-2027
Our Vision
A vibrant inclusive community for clay.
Our Purpose
To create opportunities for everyone to experience clay and be involved with a wider network of clay creators.
Our Objectives
Membership
Retain
Participation of Diploma students and Artists in Residence
Ensure that we offer opportunities for the wider membership including experienced and inexperienced
Community
Develop outreach to school, organisations, community groups
Connect with Māori clay workers
Facilities
Continually update Health and Safety
Training of operators of facilities/equipment
Education
Support the ongoing training and Professional development of staff/volunteers.
Create opportunities for development of knowledge and skills for beginner, intermediate and advanced and master.
Develop a series of progressional workshops to do with upskilling members (targeted and stage 1, 2 and 3 workshops).
Ceramic Arts
Explore opportunities to connect with organisations (other pottery groups, art societies and galleries).
Ideas for exhibitions – to create more opportunities for members to showcase their work.
Trips to other pottery organisations, exhibitions (Portage)
Workshop invitations to Māori clay workers
Our Outcomes
Membership
Continue to offer members a wide variety of educational opportunities. Members can grow personally and in their skillset through workshops, classes, studio use, and mentorship within the Society.
Community
Members and studio users can connect in the society’s network of community groups, artists, and pottery enthusiasts. The society’s social events offer opportunities to meet new people with a shared interest.
Facilities
Through maintaining a high standard of facilities, the studio offers users access to resources, such as supplies, studio space, and specialised equipment, which can be expensive or otherwise difficult to obtain. This includes regular opportunities to use four firing types in the society’s electric, gas, wood, and raku kilns.
Education
The education opportunities can improve participants’ knowledge and understanding of pottery processes, with open studio and play with clay sessions providing opportunities for practice. Members can develop their artistic abilities and improve confidence in their pottery skills.
Ceramic Arts
The society’s annual exhibition allows members to achieve milestones and receive recognition for their efforts. The society will promote ceramic arts and maintain a visible presence in the local arts community. Connection with other arts organisations exposes members to new ideas and techniques that can inspire fresh approaches to their work. The workshops will showcase diversity in technique and approach in the world of pottery, such as specialist classes in watercolour and Māori ceramic arts.
Our Values
Commitment to wider community
Honour Te Tiriti o Waitangi
Creativity by supporting the process of exploration with clay
Inclusivity and respect for everyone
Sharing a commitment to giving back knowledge
Visionary by moving forward courageously
Studio Code of Conduct
Purpose
The Waikato Society of Potters (WSP) is a shared creative environment used by members, students, tutors, staff, volunteers, and visitors.
This Code of Conduct sets out our shared expectations to ensure the studio remains safe, respectful, inclusive, and enjoyable for everyone.
This Code applies to all individuals on WSP premises and in all WSP-related activities, including online interactions. All groups—including staff—are expected to model and uphold these standards.
1. Respect, Courtesy, and Community Behaviour
We are a diverse community. All users are expected to act with respect, kindness, and consideration at all times.
Treat others with courtesy, patience, and politeness
Communicate in a friendly and constructive manner
Respect personal space, equipment, materials, and creative work
Be mindful that others are learning, teaching, or working professionally
Avoid behaviour that is disruptive, intrusive, or dismissive
Unacceptable behaviour includes:
Offensive, aggressive, or intimidating language or actions
Bullying, harassment, or exclusion
Disrespect toward staff, volunteers, or other studio users
These expectations apply both in the studio and on any WSP-related social media or online platforms.
2. Shared Space Etiquette
The studio and firing spaces are communal workspaces, and fairness is essential.
Clean your workspaces thoroughly after use
Return tools and equipment to their proper place
Use only the space you reasonably need
Respect designated areas (e.g. glaze room, kiln room, wood kiln cage, class spaces)
Classes and teaching spaces:
When a class is in progress, the space is reserved for that group
Do not enter or use class areas unless invited by the tutor or staff
3. Kiln Use and Fair Access
Kilns are a shared and limited resource and must be managed fairly.
All firing is coordinated through the WSP kiln system
No queue jumping under any circumstances, including for commercial work
Do not seek or expect preferential treatment
Do not open kilns or remove work—this is managed by authorised personnel only
Respecting this system ensures fairness and consistency for all users.
4. Health and Safety
Safety is a shared responsibility.
Sign in and out whenever you are in the studio
Follow all posted safety instructions and signage
The person on duty has final authority on safe operation of equipment
Only use equipment you are trained and confident to operate
Wear required PPE (e.g. masks in the glaze room when spraying or sanding)
No food in studio areas; drinks must be in closed containers only
You must also:
Report hazards, damage, or unsafe behaviour promptly
Follow directions during emergencies or incidents
5. Cleanliness and Studio Care
Maintaining a clean studio supports both safety and respect for others.
Clean all clay, glaze, and materials after use
Wipe down surfaces and leave areas ready for the next user
Dispose of waste appropriately
Do not leave personal items, tools, or work in shared spaces unless permitted
6. Access and Security
Studio access outside operating hours requires prior permission from the Manager or person on duty
Do not allow unauthorised access to the studio
Ensure the studio is left secure when required
7. Payments and Honesty
WSP operates on trust and fairness.
All payments must be processed through authorised staff or volunteers
All materials (including clay) must be paid for before use
Firing and glazing costs must be paid in advance, unless otherwise arranged
8. Participation and Contribution
WSP is a community organisation that relies on shared effort.
Members are encouraged to contribute through volunteering
Volunteer contributions support the sustainability of the studio
Current incentives (such as reduced membership) apply as determined by the Committee
9. Raising Concerns and Reporting Issues
If you experience or witness behaviour that does not align with this Code of Conduct, you are encouraged to speak up.
Where appropriate, you may first address the issue directly and respectfully
If you are not comfortable doing so, or the issue continues, report it to:
The Studio Manager, in person or at manager@waikatopotters.co.nz or
The President of the Committee at waikatopotters.committee@gmail.com
All concerns will be treated seriously, respectfully, and as confidentially as possible.
10. Resolving Concerns Respectfully
WSP supports a culture where concerns are addressed calmly, constructively, and respectfully.
Where possible, resolve minor issues through polite, direct conversation
Assume good intent and approach others with openness and respect
If a situation becomes uncomfortable or unresolved, step away and seek support
Ongoing or serious concerns should always be reported rather than left unresolved
Our goal is not to assign blame, but to maintain a safe, positive, and supportive environment for everyone.
11. Compliance
Failure to follow this Code of Conduct may result in:
A reminder or formal warning
Temporary or permanent suspension of studio access
Further action at the discretion of the Committee
Safe Studio Policy
Tidiness creates a safe and efficient studio environment and is good workshop practice.
Further information on our “Safe Studio” Policy can be obtained from the WSP Manager.
General
No bare feet within the entire studio building, including the kitchen.
First Aid kit is located in the hallway on top of the glaze shelves. Accidents must be reported to the Manager no matter how minor it may appear.
Clean up wet spills on the floor immediately before any slips occur, especially clay slip anywhere in the studio (it is not called slip for nothing!) or water on the concrete floor. Wet floor signage should be used until the area has dried.
You will find these H&S documents In the file beside the wax booth in the main studio:
Copies of the Safe Studio Policy available for members to take away or consult,
Accident/Incident forms,
Studio hazards register,
Permission to use kilns register,
Material safety data sheets,
Fire procedures
If the fire alarm rings, everybody must evacuate the building immediately by the closest exit and meet on the grass at the northern corner of the carpark. The Manager on Duty is also the fire warden and must collect the sign in sheet and not allow any one back in the building until notified that it is safe.
Dust
All members/students working in the studio must have their own non-disposable or disposable dust mask (which can be purchased at the office for a nominal fee) which can be worn in any dusty environment, e.g. when grinding, while working with dry ceramic materials not under an extraction fan or sanding, which must be done outside the studio. Clay dust is a health hazard:
Never use a broom
Clean dry dust with a wet sponge or mop
Keep all surfaces clean and free of dust
Glazing
No food in the glaze room, do not eat while working with glaze materials, wash hands after working with glaze and before eating.
Only the Glaze technician should be mixing glazes as Dry Glaze material is hazardous.
Label all glazes carefully.
If you need to mix glazes, please see the manager or duty manager first before starting work.
Take care when using glaze materials – in their dry state many glaze materials are hazardous.
Dry glaze materials
Notices must be displayed, and dust masks must be worn when working with dry glaze powders.
Barium and Manganese are toxic when ingested, so care and cleanliness is very important. These and others that are toxic to people and the environment are marked with the skull and crossbones stickers.
Always turn on the extractor fans in the wax booth and the spray booth.
Wear masks and disposable gloves, especially if you have any history of respiratory illnesses or skin allergies.
Kiln Room
Kilns are only to be used after members/students have been instructed in the safe use of the particular type of kiln to be used and signed off by the Manager in the “Safe Studio” file located by the telephone in the main studio.
Appropriate clothing and footwear must always be worn in the kiln room. Loose or flammable clothing should be worn with care.
Apply cold running water to burns immediately for at least ten minutes and seek medical help if necessary.
Only those people trained in Gas Kiln etiquette are permitted to use the Gas kiln. Please see manager should you wish to be trained in this process and procedure.
Always light gas kilns with the door open, so there can be no build up of gas that may explode when lighting. Wear dark safety glasses when looking into a kiln above 1000° to protect your eyes from ultraviolet light.
Remember to wear safety gloves when handling hot bungs, shelves, props, and pottery.
Glass shards are like razor blades, never touch broken ceramic edges or shards, and always clean up shards on shelves immediately using appropriate equipment.
Machinery
Members/students are only allowed to use studio machinery after having instruction in its safe use by a tutor or Manager on Duty.
Always wear safety glasses when grinding.
Make sure long hair is tied up when using machinery.
Personal Safety
Lift with care and use a trolley, smaller buckets etc where appropriate.
If you are in the Studio alone at night-time, lock all doors.
When throwing on a pottery wheel, use a learned method to support your frame.
Do not attempt to wedge hard clay and wedge with your body not just your arms.
Work in a supported position when sculpting or decorating for long periods of time.
Dogs at the Waikato Society of Potters Workshop
At the Waikato Society of Potters our vision is to create a vibrant inclusive community for clay. Having a dog in the workshop may make it uncomfortable or impossible for some members of the community to safely work in the studio due to phobias and allergies. For this reason we have decided to exclude all animals from the studio except for assistance animals.
The policy
Members are advised that:
The Waikato society of potters committee recognises there are a range of views on the issue
Issues will be dealt with case-by-case by contacting the committee waikatopotters.committee@gmail.com
We reserve the right not to permit a pet in the studio
Assistance animals
A coat is issued for the dog to wear with an organisation’s name on it, and some form of identification for the handler. It is ok to ask what organisation the disability assist dog is certified under.
Committee member responsibilities, roles, code of conduct and confidentiality
The Committee of the Waikato Society of Potters provides governance for the society by establishing a strategic plan taking into account the large number of diverse and creative personalities who come together in this space to create, socialise and enjoy the facilities.
To maintain a positive committee environment, the members of the committee and the manager of the Society have developed the following expectations:
Responsibilities
Each Committee Member is expected to play an active part in the Committee that functions effectively as a whole. A Committee Member is to:
Be informed of and understand the constituting documents and legislation under which the society exists, its vision, mission, values, codes of conduct, and policies as they pertain to the duties of a Committee Member;
Keep generally informed and up to date on the activities of the society;
Attend Committee meetings regularly and contribute from professional and life experience to the work of the Committee;
Exercise, in the performance of their duties, the degree of care, diligence and skill required of a Committee Member in accordance with the Incorporated Societies Act and the society’s Constitution;
Not be influenced by self-interest, outside pressure, expectation of reward or fear of criticism;
Act with honesty and integrity and conduct him/herself in a manner that upholds public confidence in the conduct of the Committee’s business;
Voice, clearly and explicitly at the time a decision is being taken, any opposition to a decision being considered by the Committee;
Know and respect the distinction in the roles of Committee Members and staff consistent with the principles underlying these governance policies;
Embrace the overall philosophy and values of the society and its professional working guidelines;
Declare any apparent or real personal conflict of interest in accordance with the society’s Constitution, and in particular with this Code;
Resign from the Committee if he/she is unable to fulfil his/her obligation as a Committee Member due to time constraints, ill health, criminal conviction or a conflict of interest;
Comply with all other codes and policies approved by the Committee from time to time.
Roles
President - The main person for communications regarding governance matters from Manager to Committee;
maintain profile at all gatherings – exhibitions, public occasion
Convene meeting
Set agenda for monthly meetings in liaison with Manager, Treasurer and Secretary
Ensure strategic plans are referenced with regard to all agenda items and matters before the Committee
Ensure financials are in order with liaison of all Committee and Treasurer
Assist with sub-committees’ formation to assist with projects agreed upon
Direct liaison and support of Manager
With one other Committee Member, performance management meetings with Manager
Ensure Manager does performance management meetings with employees under their management
Maintain a regular profile in newsletters with Member
Secretary - Support of the Committee and President
Maintain minutes and arrange monthly meetings
Publish minutes appropriately
Support president in any/all above
Treasurer- The person responsible for managing the organisation’s financial operations:
Keep an overall eye on the financial position of the organization.
Keep the accounts in Xero.
Pay wages and file payroll with IRD.
Prepare and present accounts for monthly meetings
Load payments including tax obligations and ensure secondary person authorises them after approval by committee.
Liaise with staff with anything they require re finances.
Prepare annual accounts for review with accountant.
Present annual accounts at AGM.
Admin duties for Westpac accounts.
Using Xero, Stripe, Events Pronto, the shared Excel spreadsheet and Google drive to complete and share accounts information.
Committee members:
Supportive and proactive in the governance oversight of the WSP
Conduct of Committee Members
A Committee Member will at all times conduct him/herself in a manner that:
Supports the strategic plan and best interests of the Waikato Society of Potters;
Brings credibility and goodwill to the society and does nothing to bring the organisation into disrepute;
Demonstrates respect for society members, partner organisations and Members of the Committee;
Respects and gives fair consideration to diverse and opposing viewpoints;
Supports and abides by the decision of the majority where consensus cannot be reached;
Avoids real or perceived conflicts of interest; and
Conforms with any by-laws and policies approved by the Committee, in particular this Code and Confidentiality Agreement.
Confidentiality
It is the responsibility of Committee Members to treat as confidential all information regarding the policies, internal operations, systems, business or affairs of the society obtained by reason of his/her status as a Committee Member and not generally available to the public.
The Waikato Society of Potters Constitution
These rules replace all previous rules and were approved at the Special General Meeting of The Waikato Society of Potters held on the 16th day of December 2025, and subject to acceptance of The Registrar of Incorporated Societies.
