PaxSpace Operations and Procedures

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PaxSpace Operating and Procedures Manual

Operations and Procedures Changes

These Operating and procedures are subject to change. Changes will become effective immediately upon successful vote of adoption by the Board of Directors (BoD). These rules will be posted within the space.

Members

  1. All Members must follow the Code of Conduct at all times.
  2. All Members must have a release form on file.
  3. All Members must be instructed on the usage and safety procedures before the use of large and possibly dangerous equipment.
  4. Primary Members must be 18 years of age or older.

Membership Dues

||~ Plan Name ||~ Rate ||~ Notes || || Monthly Membership || $50/mo || This membership allows full use of the facility on a monthly basis. Eligible for voting rights after 3 months. Auto Renewal || || Quarterly Membership || $142.50/Quarter || This rate is 5% off the monthly rate of $50. Eligible for voting rights after 3 months. Auto Renewal || || Yearly Membership || $540/year || This rate is 10% off the monthly rate of $50. Eligible for voting rights after 3 months. Auto Renewal || || Family Membership Add-on || $10/mo || This rate applies to family members/dependents (living in the same household) of a member paying the membership plan. These members have access to the space but will not be eligible for voting rights. || || Starving Hacker Membership || $35/mo || This rate is for members who qualify under one of these four categories: in school, unemployed, underemployed, or retired. Please see a board member to find out if you qualify. Eligible for voting rights after 3 months. Family membership add-on is not available for this membership type. || || Pay Per Use Membership || $120/year || This rate is for members that would like to pay for each use. Daily usage fee is $15 per day during regular hours. Family membership add-on is not available for this membership type. No voting rights. ||

Guests

  1. All guests must follow the Code of Conduct at all times.
  2. Guests can not inhabit the PaxSpace Inc without another keyed Member present.
  3. Guests are encouraged to become Members.
  4. Guests are not allowed to use tools and equipment without member supervision.
  5. Members are responsible for their Guests.

Minors

  1. Minors are not allowed to have keys
  2. Minors 15 and under must be accompanied by Parent or legal guardian at all times.
  3. Minors under the age of 18 must have their liability form signed by a parent or legal guardian.
  4. Minors under 21 years old will need to sign a waiver stating they will not consume or possess alcohol on the premises nor any other illegal substances.

Storage

  1. Projects (and materials for them) can only be stored in designated project storage areas.
    • A project may be stored elsewhere with the approval of a member of the Board or by a vote of the membership
  1. Projects must be labeled, and include the names of the members working on the project.
  2. Projects should be presented as active at the Weekly Meetings.
  3. Projects are urged to create a page on the wiki and place it in the Projects category.
  4. Projects can be stored in committee controlled rooms, as long as they follow the committee's guidelines. Projects and materials that do not follow these rules, will be tagged with a date two weeks out, after which they will be donations to the Makerspace and will be handled accordingly.
  5. Individual storage areas will be available for each member:
    • Each storage area is approximately 10"x16"x24"
    • The individual storage area is located in the warehouse
  1. Firearms, gunpowder, primers, and assembled ammunition can not be stored at PaxSpace.

Events

Non-Profit

  1. Event must be sponsored by a current Member
  2. Event spaces and times are assigned and allowed by priority
    1. Top priority is given to events and meetings that match our Mission Statement.
    2. Next in line are events/meetings related to ongoing projects.
  3. A Member must be present during the event.
  4. Donations are encouraged but not required to hold events.
  5. Guests must be escorted by a Member at all times.

For Profit

  1. A Member must be present during the event.
  2. Guests access to the facility will be limited as required by the meeting.
  3. Guests must be escorted by a Member at all times.
  4. Terms and Conditions can be dictated and modified by the Board of Directors.
  5. Fees charged:
    1. For any use of the space where an entry fee is charged, 25% of the sale price for each fee goes to PaxSpace Inc.
    2. If no fee is charged to members, use of the space is free. A non-member entry fee may still be charged.
    3. If an entry fee is charged, it is requested that a lower rate be available for PaxSpace Inc members. If a lower fee is charged, 15% of the sale price for each reduced rate fee goes to PaxSpace Inc.
    4. Tools/materials can be sold for the event and will not count as an entry fee as long as members are given the option to bring their own suitable tools/materials.

Other Organizations

Organizations that wish to use PaxSpace Inc facilities will need to contact the Board of Directors to work out a suitable arrangement.

Code of Conduct

  1. All members are required to "Be excellent to each other".
  2. Don't catch on fire or set others on fire or set anything else on fire which has not been designated or designed to be on fire.
  3. All members are expected to maintain a safe and clean environment at all times.
  4. All members are expected to follow all posted notices.
  5. PaxSpace has a zero tolerance policy for recreational drugs in our space.
  6. PaxSpace is alcohol free with the exception of special events approved by the BoD.
  7. It is the responsibility of each member to enforce the Code of Conduct. Failing that, a Grievance or Complaint may be filed.

Grievances and Complaints

  1. Any member grievance or complaint is required to be submitted, in writing, to the Board of Directors or to any member of the Board of Directors. The complaint must have two parts outlined at minimum, a "Complaint" part and a "Recommended Solution" part.
  2. The Board of Directors will decide to either hold a special meeting regarding this matter, or will consider it at the next meeting in its cycle.
  3. The Board of Directors is not required to act in accordance to the grievance or complaint's "Recommended Solution" part and may devise its own remediation.

Organizational Meetings

  1. Board meetings will attempt to follow the MIBS SRC3 format, and will be held on an as-needed basis.
  2. Board meetings will be posted on the PaxSpace Inc [calendar].
  3. Regular membership meetings will be held every 2nd Thursday at 7pm, at the PaxSpace's main location.
  4. Informal weekly meetings will be held every Thursday at 7pm, at the PaxSpace's main location.
    1. Prior to the start of each informal meeting, time will be set aside to clean the space.

Committees

Committees are voluntary groups, formed by members in order to achieve certain goals.

Rules

  1. Committees must be approved by the Board of Directors.
  2. Committee chairpersons are appointed by the Board to serve a term of 6 months.
  3. Officers or the Board must enlist a minimum of two other members to form a committee.
  4. The Committee chair will be authorized to make decisions on behalf of the committee and are responsible for providing reports on the status and activities of the committee.
  5. There is no limit to the number of committees a member can serve on.
  6. If the number of committee members drops below 3, the committee will have a grace period of 30 days in order to recruit enough members to remain active.
  7. Each committee will need to maintain a page on the wiki with at least the following information:
    1. The name of the committee chair
    2. A list of all active members
    3. A brief statement listing the goals or tasks assigned to the committee.
    4. The category tag: Category/Proposed Committees
  8. Committees can appoint advisory members, who only have communications access to PaxSpace resources, pending Board of Directors approval.

Active Committees

A list of active committees can be found in the Active Committees category.

Inactive Committees

A list of inactive committees can be found in the Inactive Committees category.

Proposed Committees

A list of proposed committees can be found in the Proposed Committees category.

Commercial Use

The PaxSpace is based on open source ideals and thus encourages its membership to embrace those ideals as well, however members reserve the rights to all of their creations.

Loaning of Tools & Equipment To The Makerspace

Members can generously provide tools or equipment for use in the space, either by donating them outright or by loaning them. When equipment is loaned, the following conditions apply:

  1. All loaned equipment must be marked or labeled with the owner's name
  2. The owner must contact the Quartermaster so that they can record the following information:
    1. Name of owner
    2. Equipment being loaned
    3. Serial number if available
    4. Terms or conditions of the loan
  3. Equipment is loaned subject to the understanding that it is preferable for PaxSpace to own their equipment, rather than borrow it. PaxSpace may seek to buy equipment in order to replace loaned items, which are then returned.
  4. Loaned items may be returned at any time, by request of the owner or as determined by the Quartermaster.
  5. PaxSpace is NOT responsible for maintenance of loaned equipment, but may maintain it as determined by the Quartermaster.
  6. PaxSpace is NOT responsible for the loss of equipment. However, efforts will be made to provide reasonably secure storage.

Borrowing Tools & Equipment

  1. Committees must designate items under their jurisdiction as available to be borrowed, and notify the office of the Quartermaster. By default, all property is not allowed to be borrowed.
  2. Committee in charge of the item can specify rules for the loan.
  3. All loans must be tracked by the office of the Quartermaster
  4. No equipment loaned to the space can be borrowed, unless the owner has a signed release on file.

Donations

  1. Donations of usable items must be approved by the committee in charge of the location in which the item will be stored/used.
  2. A "freebie shelf" is available for items that are free to use/take for all members. The shelf will be periodically cleared by the Ops committee.
  3. Donations for the "freebie shelf" will be accepted so long as there is available free space in the designated area, and as long as it does not conflict with rule #5.
  4. Donations for the "freebie shelf" that do not fit can not be left in the space unless approved by the Quartermaster.
  5. The following items will not be accepted for donation:
    1. CRT monitors
  6. After donation to the "freebie shelf" please notify the membership of the donation.
  7. Donations to a project are only spent on that project and are spent prior to any PaxSpace allocated money to the same project.
    1. If the project is deemed unsuccessful all remaining funds will be returned to the source.
    2. Allocated money will be returned to the source fund, if more overages remain the money will be returned to the contributor in proportion to their donation.
    3. If the project is deemed successful, accomplishing the stated goal, any unspent allocations will be returned to the committee fund in charge of the project, unspent donations will be returned the contributors according to the proportion of the donation.

Finances

  1. No authorization or allocation can be made in excess of the moneys available in the General Fund.
  2. The Board in its exclusive purview is able to allocate moneys from a line of credit into the General Fund.

Hat tip

This Operations and procedures manual is a blatant plagiarism of the [Makerspace] Rules and Policy manual while we get our Makerspace active. Thanks guys.