As necessary, develop a system to manage the supplies, tools, clay, etc. to ensure inventory of such items is available to meet the needs of the members utilizing the studio.
The system must then be reviewed and updated in a timely manner, no less than every six months.
Appoint committee member[s] to manage clay, tools, and supplies through inventory on a weekly or bi-weekly basis.
Items are to be counted as outlined on the forms provided by the Chair.
If additional items are observed that the member feels should be counted, this information is given to the Chair to be reviewed and to update the necessary forms.
All supply requests by other committee chairs or studio members are to be written in detail on the Inventory Log form provided, or via email to the Supplies Chair.
The Chair will review such requests on a timely basis and collect further necessary information and details to make the appropriate purchase.
Upon purchase, the Supply Chair will consult with the Finance Committee about potential expenditures for amounts over $500.00, except Marjon purchases.
The Chair, or designated member, will order supplies, clay, tools, and other items deemed necessary, and as appropriate.
Not less than on a weekly basis during the winter season, and not less than bi-weekly during the summer season.
Research and purchase with best pricing of appropriate items, as necessary.
Provide receipts/documentation for all purchases, with line-item coding for all items indicated on the receipt/document prior to submission to the Bookkeeper.
If the item[s] were purchased at the request of a Chair of another committee, a copy of the purchase receipt/documentation will be provided to that individual at the time of submission to the Bookkeeper.
All receipts/documents are to be placed in the Bookkeeper’s mailbox immediately upon receipt of the item purchased.
The Chair, or designated person, will indicate on all receipts/documents submitted to the Bookkeeper the date the item is received, including the line-item code, and their initial or signature.
If assigned a studio credit card, the Chair will always maintain such card personally and is responsible for its safety and usage in accordance with the Finance Committee’s direction and instructions.
The mold subcommittee will meet with the Chair no less than every six months to decide on new purchases within the budget allotted to that committee, as well as retirement of old/damaged molds.
The mold inventory book is to be maintained and updated by the mold’s subcommittee members.
Damaged molds will be taken out of inventory after a meeting of the mold subcommittee if it is deemed too damaged for further use.
If after review, it is felt a mold can be repaired, such action will be managed by the mold subcommittee.
The tools subcommittee monitors tool supplies, keeps tools inventory, and recommends deletion and/or addition of tools to the Chair.
Sale of unused/slow moving tools and other supplies as deemed appropriate will be determined by the Chair, who will notify the Board of Directors of the decision to hold a sale.
The Chair will organize the sale, ensuring the appropriate POS information/data is entered into the system, and notify the Monitor Chair of the sale dates, with any necessary instructions regarding the sale.