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New Member Packet
Clayfolk August 2011
P.O. Box 1334
Jacksonville , OR97530
Clayfolk
A fellowship celebrating the ceramic arts
through education and promotion.
Highlights of Clayfolk
Welcome to Clayfolk. As a new member there are several ways to take advantage of all that Clayfolk has to offer. Come connect with other potters and expand your clay experiences.
- 5 meetings a year
- 5 newsletters a year
- Website www.clayfolk.org
- 2 or 3 workshops a year
- Monthly focus group on glazes
- Positions available to help run the organization
- Fall show and sale with over 60 potters
Clayfolk is a non-profit, educational ceramic arts organization based in Southern Oregon , Clayfolk was born in 1976 when a small group of Jackson County potters began meeting together to share ideas, experiences, and potluck dinners; now, our organization has grown to over 150 members who come from all over Oregon as well as Northern California. Because membership is open to anyone interested in the ceramic arts, Clayfolk embraces a wide range of participants, from those pursuing clay as a part-time hobby to full-time ceramic artists.
Membership
A Clayfolk Membership costs $15 annually and is not pro-rated, meaning that although an annual membership currently extends from June to May (in 2013 it will extend from January to December), you may join at any time. Membership dues and the annual fall pottery show and sale fund Clayfolk's myriad of costs and activities. A Clayfolk Membership includes five newsletters a year, free meetings, a chance to apply for the annual November show and sale, and discounts on Clayfolk workshops.
Clayfolk Newsletter
The newsletter, published five times a year, regularly highlights a summary of the most recent meeting, reminders of scheduled workshops or other events, and the location and time of the next meeting. The newsletter also contains items similar to classified ads, announcements from galleries searching for artwork, organizations holding contests, or people looking to sell used ceramic equipment and supplies. In addition, the newsletter also reports on members' news, and is always seeking photographs of members' work to publish.
A yearly membership directory is included with the July/August edition of the newsletter. An application for the annual show and sale is included the May/June newsletter.
Clayfolk meetings occur five times a year. Usually held in a member's home, each meeting features a business agenda, a presentation on some aspect of ceramics, and sometimes a potluck meal. Meetings are a wonderful opportunity to socialize with other Clayfolk members as well as participate in the business of the organization. You can volunteer to host a meeting at the January meeting.
Points
People join Clayfolk for a variety of reasons. If you are interested in the fall show and sale, the earning of points will be of interest to you. Look for details in the points section about all the board, committee positions, and other ways to be involved in Clayfolk and earn points. Most interested potters are able to participate in the show in their first or second year of membership.
Programs
Library Program. As part of its educational endeavors, Clayfolk purchases books and videos to give to both the local Jackson and Josephine County Library Systems. These books, chosen by Clayfolk's library committee, range from adult to children's books, and from practical, how-to books to coffee table volumes featuring world famous ceramic artists.
Empty Bowls. Each year, many Clayfolk members participate in the local Empty Bowls project, a pottery sale sponsored by the Soroptimists of Jackson County and Options for Southern Oregon and Josephine County Food Banks in order to raise money for the Rogue Valley Food Banks. Originally started in 1990 by a Michigan schoolteacher who wanted to raise money to feed the hungry, the Empty Bowls project is now a nation-wide event. Clayfolk members are encouraged to donate their work for this sale; the Empty Bowls sale is traditionally held in early spring in Ashland and in October in Grants Pass.
Ellice T. Johnston Scholarship. The Ellice T. Johnston Scholarship is a scholarship of $1000 awarded by Clayfolk to a student (a non Clayfolk member) who is currently studying ceramics at a college or art school. For an application, contact Clayfolk.
Workshops. Clayfolk is pleased to sponsor several workshops a year led by nationally known potters and sculptors. Adrian Arleo, Paul Soldner, Virginia Cartwright, Ian Curie, John Glick, John Leech and Ellen Currans, Lana Wilson, and Steven Hill are some of the artists who have visited Clayfolk in the past. Clayfolk members receive discounts on all Clayfolk-sponsored workshops.
Annual Clayfolk Show and Sale . Each fall, Clayfolk holds its annual pottery show and sale. Along with selling their work, Clayfolk members also have the opportunity to offer clay demonstrations and teach children about ceramics. Read more about this show and sale on the following pages.
Board Members
The Clayfolk Board consists of seven positions. Board members are elected yearly. Ballots which are currently published in the May newsletter, will be published in the December newsletter beginning 2012. Board responsibilities are as follows:
President: Sets up agendas and runs the meetings as well as monitors committee activities to ensure successful completion of projects.
Vice-President: Acts in the absence of the president and helps supervise committee activities.
Secretary: Records minutes of general and board meetings. Delivers these to relevant officer and provides a synopsis of meetings to the newsletter.
Co-Treasurers: Collect dues and other income including that from the annual sale. Pay out expenses for all Clayfolk sponsored events, reconcile accounts, and keep financial records.
Three Members at Large: Attend board meetings and fulfill assignments agreed on by the Board.
Other Positions and Committees
Newsletter Editor: Coordinates the gathering of material for the newsletter, writes, prints and mails the newsletter to the Clayfolk members.
Membership: Keeps and updates members' contact information and produces annual address list for the newsletter.
Empty Bowls: Acts as liaison between Soroptimists of Jackson County, Options in Grants Pass and Clayfolk members.
Workshops: Invites artists to come and make presentations and negotiates payment. Arranges venue and overnight accommodations. Does advertising, sends flyers to members and announcements for the newsletter.
Scholarship: Administers Ellice T. Johnson Scholarship by inviting entries and selecting the recipient of the award.
Library: Selects books and videos (that promote education about the ceramic arts for both adults and children) to purchase for Jackson and Josephine Country Libraries.
Program: Plans and organizes programs such as a short demonstration or slide show for the general meetings.
Points: Collects and records points information for each member. Publishes point totals yearly.
Splash page: Takes or gathers digital photographs of Clayfolk events to be used on the website and Newsletter (delete) and writes bi-monthly updates for the website splash page.
Website/eNewsletter: Maintains our website and formats and sends out the e-mail version of the newsletter (eNews).
Photo Booth Chair: Takes photographs of Clayfolk events, maintains and rents out the Photo Booth to Clayfolk members, sets up the Photo Booth at the Clayfolk Show for members use and may photograph member's work for a small fee.
Annual Clayfolk Pottery Show and Sale
For over three decades, Clayfolk has held an annual pottery show and sale. This event offers the opportunity for people to come to the Rogue Valley to see and to purchase the work of Clayfolk artists. Clayfolk members also give clay demonstrations during the show, further educating the public (and each other) about the exciting world of ceramics. There is also a children's area where our young visitors can make a piece of pottery to take home with them.
The annual Clayfolk show is not juried. Because of limited venue space, participation is regulated by a points system, which is described in this section as well as the Points System section. Show participants are involved in all aspects of the show-- planning, organizing publicity, running the cash registers, wrapping purchases and greeting people. Each Clayfolk member who participates in the show is required to serve on one committee and work two or three shifts (as cashier, wrapper, greeter, etc.) during the show. Currently, 15% commission covers the show's expenses and funds various Clayfolk sponsored activities throughout the rest of the year.
Members who take on the additional responsibility of chairing a show committee or being the trainee earn points. There are also other opportunities to be involved in Clayfolk and earn points; again, see the Points System section for more detail.
Each annual show includes a group booth; artists who have been members of Clayfolk less than a year are eligible to apply. Artists who have been members of Clayfolk for a full year or more may apply for space in the group booth, a half booth, or a full booth. Booth locations are determined by point totals.
Clayfolk's April/May newsletter contains the annual show application form as well as show deadlines, guidelines and a listing of committees. Those members who wish to participate in the show usually list three committee choices, work shifts, or jobs (in order of preference) and send the application back to the Show Chair. In turn, the Show Chair sifts through the applicants' preference lists, assigns committee chairs and members.
The Show Chair then publishes the results of the applications in July/August Clayfolk newsletter—Clayfolk show applicants then find out to what committees they have been assigned and what type of booth space they have received (full, half-booth, group booth, etc.) Some applicants also find out at this time if they are on a waiting list for a booth or space in the group booth.
In October, Clayfolk sends out packets to all show participants informing them of specific jobs (wrapping, greeting, cashiering, etc.) and shifts they will work during the show.
Due to the increasing number of members interested in the group booth, the number of participants is now limited to eight. Also, in order to better inform newcomers about the annual show, a mandatory meeting will be held to cover guidelines and give new members, or those new to the group booth, the opportunity to ask questions about the show.
Clayfolk Point System
In 2001 Clayfolk adopted a points system as a way to acknowledge and reward members who have put so much of their time and effort into the organization's success. In turn, accumulated points provide a fair way to allocate limited booth space at the annual Clayfolk show. The annual Clayfolk show is not juried, however, because of limited venue space, participation is regulated by this points system. Points are currently tallied at the end of May (in 2013 points will be tallied at the end of January) and added to the previous points accumulated; point totals are published yearly in the July/August newsletter.
In general, the ways to earn points include one's annual membership, attendance at meetings, service as an officer, chairing an activity during the year and chairing activities in the annual show. The accumulation of points is important because the more points accumulated, the greater the likelihood one will be able to participate in the show. Points are also used in selecting a member's booth location.
Opportunities to
Earn Points |
Points
Earned |
Suggested
Term |
Special details |
President |
15 |
Elected yearly |
Can be re-elected |
Vice President |
6 |
Elected yearly |
Can be re-elected |
Co-Treasurer |
12 |
Elected yearly |
Can be re-elected |
Co-Treasurer(Show) |
12 |
Elected yearly |
Can be re-elected |
Secretary |
9 |
Elected yearly |
Can be re-elected |
3 Members at large |
3 |
Elected yearly |
Can be re-elected |
Newsletter |
15 |
3 years |
|
Website/eNewsletter |
9 |
3 years |
|
Membership |
9 |
3 years |
|
Points |
9 |
3 years |
|
Empty Bowls |
6 |
3 years |
|
Co-Workshops |
5 |
2 years |
One new co-chair chosen yearly |
Co-Workshops |
5 |
2 years |
One new co-chair chosen yearly |
Scholarship Chair |
3 |
5 years |
Selected from past committee members |
4 Scholarship Members |
2 |
3 years |
|
Library Chair |
2 |
1 year |
Selected from past committee members |
2 Library Members |
1 |
1 year |
|
Splash page) |
3 |
3 years |
|
Program chair |
3 |
3 years |
|
Program presenter |
2 |
|
|
Photo Booth Chair |
5 |
3 years |
|
Attend general meeting |
1 |
|
|
Host general meeting |
2 |
|
|
Annual membership |
3 |
|
|
Renewing members earn three points for each year of dues paid. New members joining anytime during the membership year earn all three membership points. Currently, the membership year is June 1 to May 31 and points are tallied on May 31. Beginning 2013, the membership year will be January 1 to December 31 and points will be tallied on January 31.
Members earn one point for each general meeting they attend. The Clayfolk secretary provides a roster so members can sign in. Each member is personally responsible for signing in. The secretary will submit the roster to the Points Chairperson, who will credit each member with points.
Most committee positions become available every two or three years. At the end of the suggested term for a position, the opening will be announced at general meetings and in the newsletter. Members interested in being considered for the opening should submit a short letter of interest to the Board. If no one is interested in applying for the position, the current chair may continue in that position. The chair of both the library and scholarship committees is selected from those who have served as a committee member in prior years whenever possible. Certain positions require skills and experience that can only be gained over time and will be replaced on a longer rotational basis.
For committee work (non-show related), the committee chair is responsible for submitting the information to the Points Chairperson. Couples have one set of record keeping per membership, so one set of points. If these couples break their union or decide to have separate memberships, they decide how to divide their points. Committee chairs have the discretion to not award full points for members' inadequate participation.
If a member drops his or her membership, and later rejoins Clayfolk, he/she will not lose the points accumulated at the time of departure. The member will be responsible for keeping track of the points and will need to provide appropriate documentation to the Points Chair at the time of rejoining.
Each Clayfolk member will be given a total of his or her points along with the annual membership list that is published each summer in the newsletter. If a member feels there is an error in his or her total number of points, that member should list the facts in writing to the Points Chair and provide the number of points he or she feels is appropriate. If the situation is not resolved, the member may contact the board for further clarification or to make an appeal.
For a special one-time extraordinary contribution, the Board has the discretion to award points to a deserving member.
Show Point Guidelines
The Show Chair reviews all the applications for the show (due in by June 1 of each year). From the members' list of committee preferences, the Show Chair assigns the chair of each committee, the committee members, and the trainee if appropriate.
Points are listed above for chairing a show committee and being a trainee. Typically most chair positions are two or three years and trainee positions are for one year. Information about available chair and trainee positions will be outlined in the spring newsletter. For chairs to receive all their points, they are required to attend 2 out of 3 mandatory meetings. No points are given for participation in the annual show or for the committee work done for the show.
Chairs needed for Clayfolk Sale |
Points |
Suggested Term |
Trainee for one year |
Trainee Points |
Show Chair |
15 |
3 years |
Yes |
5 |
Print |
8 |
3 years |
Yes |
2 |
TV/Radio |
4 |
3 years |
Yes |
2 |
Advertising |
12 |
3 years |
Yes |
2 |
Sales |
8 |
3 years |
Yes |
2 |
VISA |
8 |
3 years |
Yes |
2 |
Building |
8 |
3 years |
Yes |
2 |
Group Booth |
8 |
3 years |
Yes |
2 |
Sales Tags |
6 |
3 years |
Yes |
2 |
Cash/Checks |
6 |
3 years |
Yes |
2 |
Demonstrations |
6 |
2 years |
Yes |
1 |
Kids Area |
6 |
2 years |
Yes |
1 |
Mailer |
6 |
3 years |
Yes |
2 |
Info Pack/Workshifts |
6 |
2 years |
Yes |
2 |
Refreshments |
4 |
2 years |
None |
|
Music |
4 |
2 years |
Ok |
1 |
Signs |
4 |
2 years |
Ok |
1 |
Storage Transportation |
4 |
2 years |
None |
|
Sunday Door Prize |
3 |
2 years |
None |
|
Floor plan/Map |
1 |
3 years |
None |
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Clayfolk has come a long way from those informal gatherings of potters over potluck dinners in the ‘70s, but the organization still remains united by a common love of ceramics. If you have any questions about Clayfolk, please feel free to contact any Clayfolk chair or member. Welcome to a dynamic, growing community of artists.
Rev. MB 8/11
You can download an Adobe (pdf) version of this New Member Packet
by clicking on this link
New Member Packet
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since 1975