protospace-member-manual

Table of Contents

Protospace's Operation and Philosophy How to get started. How Protospace works. How to help Protospace continue to work. Safety at Protospace Emergency information and procedures. How to use the machines safely (in general). How to care for the machines. How to avoid wrecking your project. Note that this is not a skills class. Specific training is required for most equipment in the space.

How Protospace Works

What's next for a new member?

• Check out the Protospace member portal (my.protospace.ca)
• How you’ll see your member records, make payments, sign up for classes, and request a key
• Sign up for the forum
• More about this on the next slide
• Come to our open house every Tuesday!
• Great way to meet other members and get a feel for the community
• Get vetted and get your key
• Voting rights, a shelf, and 24/7 access
• Get started using the tools
• Take the appropriate training courses, more at the end

Check out the Protospace member portal (my.protospace.ca)

• How you’ll see your member records, make payments, sign up for classes, and request a key
• Sign up for the forum
• More about this on the next slide
• Come to our open house every Tuesday!
• Great way to meet other members and get a feel for the community
• Get vetted and get your key
• Voting rights, a shelf, and 24/7 access
• Get started using the tools
• Take the appropriate training courses, more at the end

Contact Information

• Our Discourse Forums
• Links in Spaceport (MUST USE TO SIGN UP)
• Some discussions can become heated
• Admin area is for internal functions of the space
• Public chat is publicly accessible
• Be aware that not following the forum might lead you to miss important event and announcements
• Email
• Protospace directors can be reached at directors@protospace.ca
• General inquiries can be directed to the mailing lists or info@protospace.ca
• These can all be found on the wiki under links and contact information

Protospace Culture

• Protospace is 100% Volunteer run. There are no paid staff.
• We are registered under the Alberta Companies Act as a Non-Profit Organization
• We conduct our affairs accordingly (more on this later)
• ALL members are equal in stature
• Most Protospace tools and equipment are owned by Protospace itself.
• Some tools have been given to Protospace by members on a "long-term loan" basis.
• This is a practice we are phasing out, but it remains the case for some items.
• Don't be afraid to speak up if you see unsafe action (identify/flag and correct)
• "Be excellent to each other" is the overriding principle of Protospace.
• Other spaces have their own rule zero, such as “Don’t make us make a rule” or “Do not be on fire”
• Don’t be easily annoyed, don’t be excessively annoying
• Protospace specific units of measure:
• Toast: unit of volume, weight, distance, equal to a single slice of standard toast
• Damron Factor: an increment of 7 powerbars and extension cords connected to each other
• Microwave hour: the time it takes for someone to complete a project you can do in about an hour with a salvaged microwave oven transformer. We have never completed a Microwave hour.

Do-ocracy

• Everything in the space was done by members—taking initiative is hugely encouraged
• Will your action solve a problem or improve Protospace? Do it!
• Will your action harm a member, their project, or the space? Don't do it!
• If you're not sure, ask! Either on Spacebar or in person
• Rule of thumb: If an action can be reasonably undone in about 4 hours, give it a shot!
• Changes to the building and its systems need to be officially coordinated
• Code, permits, landlord, and permission from the City may all be factors.

Community

• Protospace is not a normal business; it is a community of tinkerers, hackers, makers, and other creative people. As such, this is a diverse group with many strong opinions!
• Don’t think of yourself as a customer or client, you will not get much out of the space
• It is through the cooperation of our members that Protospace has grown into what it is today.
• Protospace is just as much a social club as anything else

Respect

• Respect is the foundation of any community. There are a few important ways to show respect around Protospace.
• Respecting the space itself
• Clean up after yourself.
• Treat the equipment better than you would if it were your own.
• Find ways to volunteer, to improve Protospace as a physical place and as a conceptual entity.
• Keep your dues current, we have bills to pay
• Respecting others
• Treat others as you would like to be treated.
• Understand that everyone wants to get the most out of the space.
• Understand that other members may not always have the time or inclination to assist you; it is not personal.
• Mistakes happen; it is best to approach a misdeed with a level head and an open mind, rather than assuming malice from the outset. (Hanlon’s razor)
• Don’t make someone else have to be the jerk.
• Understand that everything is done by volunteers, being helpful goes alot farther than being demanding
• Don’t skip out on courses you sign up for, this can prevent members who would show up from being able to. Also, our instructors don’t get paid, be punctual, bring them a coffee.

Directors

• Protospace has a rotating board of directors. The members of the board are decided by way of election or acclamation at the annual general meeting.
• The Directors for 2023/2024 are:
• Eric Coyle
• Andrea Friedrich
• Jason Nickel
• Tim Gopaul
• Joe Piche
• Directors fulfil certain administrative functions at the space, but are otherwise ordinary members.
• There are lots of people are around to help you; contrary to popular belief, directors have almost no special powers.

Decision Making

• As mentioned, Protospace is a registered non-profit organization. Our articles of association define a process by which Protospace makes decisions as an organization. Among other things, this process allows us to define policies, which allow us to make clear decisions on specific issues.
• The process is not perfect, but it's the best we have so far.
• Policies are discussed and decided upon at members' meetings.
• Members’ meetings occur monthly
• Odd months: 3rd Thursday of the month @ 7:03:14 PM
• Even months: 3rd Wednesday of the month @ 7:03:14 PM
• In rare occasions other times may be set, or a meeting may be skipped. This is decided at the preceding meeting.
• Members can make motions for new policies etc. Motions are voted on (yes, no, abstain)
• Motions need to be posted at least 72 hours before the meeting
• 75% approval is the threshold for a motion to pass
• Quorum (11 vetted members) is required for a meeting to take place (and therefore for any motion to pass)
• Often decisions are spun off to "task forces" - small groups with relevant expertise

Participating in Decision-making

• Join the small groups/task forces about which you are passionate and/or knowledgeable.
• If you have something meaningful to contribute, please take part in discussions.
• If you don't feel strongly about something, weighing in may be counter-productive.
• Attending members' meetings is a great way to get involved in the decision-making process.

Storage and Pitches

• There are 300+ members, and not enough space for 300+ large projects
• Pitch it before you ditch it; If it doesn’t stay on your shelf when you go home, it needs a pitch.
• Pitches should be made in the admin section on SpaceBar. They need to include what you want to store, where you want to store it, and how long you expect it to be there
• Pitches should be made with 48 hours notice before your project shows up
• Provided there is not more than 1 objection after 48 hours, you are welcome to bring in your project
• No overnight storage in the no-fly zone (back of 110)
• If it is small, fits out of the way and only needs time for something to dry, put a note with your name, when you will be back to pick it up and a way to contact you. Also, when the clamps can be removed should someone need them.
• If you're not sure if something is okay to store, ask on SpaceBar!
• If an unapproved large project is impeding your use of the space, feel free to issue a "parking ticket"

Day-to-day policies and Guidelines

• Safety code & Fire code rule supreme. If something is blocking a fire exit or creating a hazard, move it.
• Personal shelves are available; that space is your own.
• Sharing the limited available space is a great way to show your fellow members respect.
• South end of the space is generally speaking a quieter/cleaner work area (no noisy machines)
• Supply your own consumables
• Materials, anything with a sharp edge, etc.
• Donate in kind if you use stuff from the space.
• When this is unpracticable, chip in for the things you use
• Existing Policies
• A non-exhaustive list of existing policies can be found on the wiki. If you are curious, the best way to find out if a policy exists is to ask around (in person or on Spacebar)

More Points that don’t fit anywhere else yet:

• Nothing happens quickly at Protospace
• Be patient, we are all volunteers, things can take time
• Protospace is not a secret
• Tell people about it, word of mouth is how we get members, and members pay the bills
• You don’t need to rush
• You will save wear on your tooling and our tools by taking it easy
• Rushing leads to mistakes that can wreck your project or get someone hurt
• Hobbies are meant to take some of your time anyway

Member Engagement

• Open House
• Bar o' Clock
• Games nights
• LAN parties
• Movie nights
• MakerFaire
• Collaboration with other Calgary orgs; we are always open to new ideas for this.
• Group buys of various materials
• It is important that everyone feels welcome! Take the initiative to make another member feel included!

Cleaning up

• We do not have cleaning staff! Members are responsible for keeping the space in order.
• Keeping the space clean is not only a matter of courtesy, it is crucial to eliminate slipping, tripping, and various other hazards.
• Everyone will be happier if they spend their time cleaning their own messes instead of having to clean the messes of others.
• Leave the space better than you found it.
• Think about where you are leaving things
• Is it actually going to get used? Is that a garbage can or useful offcuts?
• Any time is a good time to take out the trash.

Monthly group clean

• Third Saturday of every month
• Nominally 10 to 2, often more like 9 to 1
• Lunch provided
• If you volunteer to lead the clean, you get to order the lunch ($100 budget)
• Areas to be cleaned and a clean leader are usually discussed at the preceding monthly members’ meeting

Volunteering & Contributing

• Volunteerism makes Protospace possible. Hiring contractors/janitors would cause dues to skyrocket. There are many ways to contribute, and it is incumbent on each member to find ways to make Protospace better.
• Some ways to contribute:
• Offer a workshop on a topic of your choosing (existing trainers can help you with this)
• Come to open houses & special events to help introduce new members
• Participate in members' meetings and discussions on the mailing list to help guide the direction of Protospace
• Lots of administrivia to be done as well
• Cleaning -- any time is a good time, but the monthly group clean is a great time!
• If you are using Protospace to profitable ends, it is expected that a portion of your profits will be reinvested in Protospace

Getting Access to Protospace

• New members are given "probationary" status at first. While you are a probationary member, you are free to use the space whenever there is a non-probationary member (a.k.a. a "keyholder") present and accountable for you. Generally everyone is willing to chaperone new members, but keep in mind that no one is obligated to do so.
• You can check if anyone is at the space by checking Spaceport, or by inquiring on SpaceBar.
• During your probation, you should try to attend as many open houses as possible, and generally spend lots of time at the space getting to know people.

Getting your own key

• To be eligible to be vetted, you must meet several conditions:
• You must be sponsored by 2 non-probationary members in good standing.
• You must have been a member for at least 4 weeks.
• You must be current on your dues.
• You must show ID, and provide a photo for the member directory. Please upload a photo before you show up to get vetted
• You must complete a short quiz. We show you the cheat sheet a bit further on.
• Once these conditions are met, you can be "vetted.” Vetting gives us a chance to introduce you to more members and formally welcome you to the Protospace fold. You should come out and see what vetting is before you get vetted.
• Vetting may occasionally be arranged on nights other than Tuesday, but the vast majority of vettings take place on Tuesdays.
• You should also be given an in-person tour of the space, including opening and closing procedures.

Being Good Neighbours

• We share this industrial complex with several businesses; It is important for Protospace and its members to be positive tenants in this space. There are two main ways that we can do this.
• Disposing of Garbage
  • Protospace has a designated garbage dumpster in the rear parking lot. It is green. This dumpster is the only appropriate destination for garbage from the space (i.e. please do not use the other dumpsters, they are for the other tenants.)
  • We also have several recycling collection points for pop cans, scrap metal, and electronic waste within the space.
• Parking
  • Protospace has 10 designated parking spots in the rear parking lot, and none in the front parking lot. Refer to the map to see their locations. It is important that we do not abuse the parking lot assignments by parking in spaces that do not belong to Protospace. This is especially important where spots belonging to GT Auto are concerned, as this has been a source of conflict in the past.
  • If you are unsure of where to park in the parking lot, there is plenty of legal street parking on the roads adjacent to the industrial complex.

General Shop Safety

Safety in the Space

• This is not an exhaustive training course; it is ultimately your own responsibility to ensure that you have the knowledge and aptitude to use equipment in the space safely.
• Training is required to use most of our machines
• If you are not comfortable with the use of a particular tool or machine, ask for help—don't just guess!

Heavy 7 Safety Points

• There are several exits from the space; familiarize yourself with all of them:
  • From 108 mezzanine: Two stairwells to the main level, or exit via 110 mezzanine.
  • From 110 mezzanine: One stairway into the wood bay, or exit via 108 mezzanine.
  • From either of the bays: Exit through the back doors or through the front offices.
  • From the front offices: Exit via front door to 27th Avenue, or via bays.
• In the event that Protospace must be evacuated, our muster point is located at the South-East corner of the property, i.e. in front of the building near the concrete pedistal.
• In the event of an emergency, you will likely need the address of Protospace. It is 1530 27th Avenue NE and it is posted on every door.
• There are many fire extinguishers in the space, both upstairs and down, and in both work bays. Take some time to familiarize yourself with their locations.
• Safety gear/PPE is stored in a large cabinet in the wood shop, by the pass-through to the metal shop.
• A first aid kit and eye-wash station can be found in bay 108 next to the pinball machine. Smaller first aid kits are in the kitchen and on top of the AED.
• The AED is located on the wall at the bottom the bay 110 stairs.

Etc.

• If you are hosting a guest or otherwise giving a tour of the space to a non-member, you are expected to cover this emergency information with them.
• Guests should sign the waiver when they come in
• If there is a situation that poses a threat to the physical safety of anyone in the space, call 9-1-1. If you cannot remember the address of the space, it is posted on most doors. You can of course also tell the dispatcher that you are at Protospace, but be prepared to give the address.
• In a non-life-and-limb "facilities emergency", e.g. a burst pipe, email directors@protospace.ca.
• Do what you can to mitigate damage to the space, but protect your own safety above all else.

Caring for Equipment

• Do a full inspection of all equipment before using it. This is a shared space, and even if you only walked away for 2 minutes, someone else may have altered the setup of any machine without you realizing. This "pre-flight" inspection is also a good opportunity to ensure that you know how to use the emergency stop on the machine you are using. It is a good idea to test this emergency stop so that you don't have to think about it in a real emergency.
• Another issue in a shared space is that all of our equipment sees very heavy use. This inevitably means that things will wear out and break. We can mitigate this by using all equipment properly, but it is inevitable that something will break on you eventually. This is not a big deal, as long as you do the following:
• Flag the tool or machine as being out of service.
• If possible, fix it! This could be as simple as replacing a loose nut or swapping out a blade.
• Inform the membership via the Admin area of SpaceBar. This may seem daunting, but it is in everyone's interest, and as long as you were not being negligent, you should not expect to be scolded.
• In this manner, we can ensure that Protospace and the tools within are available to everyone as much as possible.
• Keeping your machine and surroundings clean while you work reduces the risk of injury, and the risk of damage to your project.
• More information about specific tools can be found on the wiki, but much of this information is out of date.

Electrical Safety

• Protospace has 120 and 208 V AC devices. Watch for exposed wires and be careful if any covers are open.
• Check electric tools for the double-insulated symbol or a ground pin.
• Damaged cords (including missing ground pins, cut or broken) must be taken out of service, then repaired or discarded.

M.I.T. Safety Video

TODO: find video link

More general safety

• Protopians are a social bunch—our machines may draw a crowd. Be aware of who is around, and do not become distracted. Do not be afraid to ask others to step back or relocate if you do not feel you can focus or operate a machine safely with them present.
• Impairment + Machinery is a recipe for disaster. Impairment can take many forms including fatigue, distraction, or intoxication by alcohol or drugs, prescription or otherwise.
• Cleanliness is part of a safe shop.
• Working alone is permitted but discouraged. Take extra measures if you intend to work alone, such as:
• Carrying a cell phone
• Informing someone of your whereabouts and expected return time

Personal Protective Equipment

• We have a limited supply of PPE (e.g. eye protection, dust masks, respirators), but these should be regarded as a "bonus". All members are advised to supply their own PPE appropriate to the tasks they undertake at Protospace.
• Eye protection is encouraged at all times. It is mandatory if you are using any tool with a motor, or near anyone using a tool with a motor. Safety glasses have a Z87+ stamp on the frame and + on the lenses.
• Hearing protection is also strongly advised any time you are working around noise.

Appropriate Clothing

• Loose or dangling clothing poses a serious risk when worn near tools with moving parts. Baggy sweaters, neckties, and jewelery are examples inappropriate attire around machines.
• When working with fire or other extreme/potential heat sources, do not wear synthetic materials, as they can melt to the wearer and turn a minor mishap into a major incident.
• Closed-toe shoes must be worn at all times at Protospace. Steel-toed work boots are a good idea.
• Do not wear gloves when operating machinery.
• Do wear gloves when working with caustic substances.
• Remove rings, chains, and jewelery when working in the shop.
• Do not wear headphones while working in an area with power tools.

Some final safety tips

• Many of our machines use belts and pulleys to set speed or torque. If you are unfamiliar with how this works, ask!
• Always check that all appropriate guards are in place and properly adjusted before using machinery.
• "Know which parts move, which are stationary, and which are sharp."
• Always use a brush or vacuum to remove chips/cuttings. Do not use your hand, nor compressed air.
• Always ensure that your workpiece is firmly secured in place.
• Keep the soft fleshy bits away from the sharp metal bits