Volunteer Manual

Volunteer Manual

Refer to this manual for opening/closing procedures, regular volunteer shift duties, how to manage signups and money, and other things volunteers should be aware of.

Written by: Alex Nunn Last updated: February 17, 2016

Description of Volunteer Program

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General Operations

Getting started: To join the volunteer program, you need to talk to the general manager and find out what times are available to volunteer and what is involved. Then you will be asked to sign a Volunteer Agreement and go through a simple training session to get you acquainted with your duties. Resources: Volunteer Folder on Google Drive Volunteer Contact List

Opening the shop

If you are opening the shop for your shift, take these steps to get the shop ready for members. Unplug the front door’s magnetic lock for the door (orange cord going to the power strip under the table) Put the open flag out on the wall-mounted holder outside the front door. Put your name card on the Watching The Shop board in the office Turn on the lights in every room as you go through Unlock the door in the classroom

Closing the shop

Close the valve on the air compressor (turn from parallel to perpendicular) Turn off the lights in the warehouse area (the light by the electrical panel, then the other lights connected to the orange plug in the bathroom) Check and lock all garage bay doors, close the auto bay/warehouse garage door, the door on the garage door in the auto bay, and the classroom. Plug in the front door’s magnetic lock Bring in the flag

New Members

If someone comes in asking about signing up for a membership, you can two different means of signing them up. You can either direct them to the website and they can sign up for the appropriate membership online and pay with paypal, credit card, or mark it as cash/check.

The other method of signing people up is to use a paper form titled New Member Form. If for some reason the website, computer, or tablet isn’t working, use this to make a record of their signup. You can find the forms in the grey file drawer.

Safety Waivers - Everyone who uses the facility must sign one of these. This includes class attendees. Minor Waivers are for anyone under 18 who is observing work in the shop or using the facility in a limited capacity with supervision from an adult. No minor can use a power tool in our shop. Auto Lift Waivers are specifically for use of the Auto Lift and typically

Transactions

Primarily most transactions can be handled by directing people to our website on one of our computers. If they would like to look at our options, guide them to our Membership or Storage pages and explain what is available.

If someone would like to pay with cash or check, we have a cash box and associated log sheet. When it comes to anything cash-related, make a record on the petty cash sheet, noting who it was, for how much, and for what. Follow the format that is on the sheet as closely as possible and include as much detail as the space on the form permits. We need accurate details for record-keeping.

For credit or debit cards we have a tablet on the main desk with Square installed on it. You can access payments for our regular membership, storage, and merchandise items through it. For things like classes, it is possible to use it for that too, but you must be sure to either add in the notes of the transaction what class it is for and who is paying, or you can handwrite a note and leave it with the cash box. Note that Membership payments done through this are not recurring, so if someone wants to be set up on a continuous membership they will have to go through our website.

Tours

When someone comes into the shop and wants to check the place out, here are some guidelines on what to show them and talk to them about. There’s a lot! Tours typically begin in the Classroom or Office. Describe our available tools and resources in each shop. Mention a few highlights that people are generally interested in (3D Printer, Plasma cutter, machining tools)

• Electronics Lab: 3D Printers, soldering irons, microcontrollers, CAD computer
• Classroom: Open work space, projector, locker storage
• Wood Shop: Table saw, band saw, jointer, planer, belt sander. Consumables like glue.
• Metal/Machine Shop: MIG and TIG welders, safety helmets and gloves, plasma cutter, bridgeport milling machine, lathe, precise measuring tools,
• Auto Shop: Auto lift, TIG welder, Bicycle bench,

Here is some general info that you should make sure visitors know before leaving. Membership:

• Port City Maker is $50/month, access during open hours,
• Maker’s Guild is $80/month. 24hr access, RFID badge
• Day Pass is $15 weekdays, $20 weekend day, $35 for Saturday and Sunday
• They can sign up here or at home by using our website

Storage Options:

• Locker is $15/month, about 1 cubic foot, ideal for keeping private bits, materials, hand tools
• Bin is $20
• Rolling Bench is $40/month. 2 feet by 4 feet by 3 feet tall, holds a lot, on wheels
• Shelf Section is $15 for 2ft by 4ft by 18in
• Floor Space is $1.50 per square foot

Classes:

• We have regular Intro classes: Wood Shop, Machine Shop, Welding, and Soldering
• We have free events: TOOOL meet ups, Hacker Nights, Member Meetings
• We have had a variety of events in the past: Dyeing Workshop, Solar power workshop, Ring Enameling, Harvest Fest, Tool Swap….

Volunteer Tasks

A list of general and specific tasks to do on a volunteer shift

Regular, any day tasks:

• When on a regular shift, you should focus on doing a few of these
• Giving tours and info to new-comers
• Handle sign ups for membership, day passes, and classes
• Answering phone calls and providing accurate info, taking down info, refer to website
• Organizing tools, materials, and untidy areas
• Sweep and Vacuum [Electronics Lab, Classroom, Woodshop, Metal Shop, Auto Bay, Warehouse]
• Clean tables, chairs, shelves, and anything that has dust/dirt on it
• Using the Volunteer Log

Occasional Tasks:

• These are things that need to be done once in awhile. If you notice it needs to be done, do it.
• Update whiteboard calendars (monthly, or when there is an update to the events online)
• Swap out a full trash bag with a new one
• Take all trash and recycling out to the curb (Sundays)
• [Winter] outdoor cleaning (shoveling, ice-breaking, salting)
• Outdoor cleaning (gardening, weed-whacking, mowing)
• Mop the floor in one of the shops (best time to do it is a quiet day) (sweep beforehand)
• Brush and vacuum walls in woodshop

Special tasks:

• If there’s something that needs doing that involves something you’re good at, do one of these!
• Social media posts about makerspace events, member features, project photos
• Repairing equipment (please consult a manager or someone knowledgeable before doing)
• Helping with a construction/destruction project
• Managing a shop improvement project

Specific Projects as of Feb 2016

• These are projects that require certain skills and details on the project goal. Ask for more info
• New Raspberry Pi RFID system
• “Maker Village” buildout
• Hanging new security cameras (see map for locations)
• Set up a small PC in the Auto Shop for looking up parts, manuals, etc
• Set up small general use PC in Classroom on a mobile cart
• Running CAT-V cable to provide internet to Classroom PC
• Website: Generate QR Codes when people buy Day Passes or event tickets

Volunteer Positions

Volunteer Staff Hours (non-managed)

Non-managed volunteer staff are people trained up on shop operations to the level that they can work in the the space under their own guidance. This level of volunteer is eligible for membership trade based on the hours they put in. Changes to the hours/reward ratio can be made with one month notice to volunteer staff at any time and nobody will be grandfathered into the system past the one month notice. Weekly Volunteers To be a Weekly Volunteer one must commit to 4 hours per week of volunteer time. Each month that a Volunteer completes the minimum volunteer time their basic level membership is upgraded to a 24 hour membership. To be a Weekly Volunteer members must maintain at least the basic level membership except in specially granted situations where members will be allowed to trade 8 hours per week for a “full ride” 24 hour membership, this exception should be based on a member’s inability to pay combined with an enthusiasm for the space.

To be a Volunteer applicants must apply and be accepted into the program. Volunteer can be removed or replaced at any time for any reason by the Manager and can be removed from the program immediately if they fall below their agreed upon hourly commitment without prior arrangement for vacation time.

When on their shift, Volunteers must be working on volunteer duties as listed in the Volunteer Tasks.

Cleaning Crew

Cleaning crew may have their “on the clock” time at any time of day but must maintain their weekly hour minimum. Commitments are the same hourly for the Weekly Volunteers. Each month that a member of the Cleaning Crew completes the minimum volunteer time their basic level membership is upgraded to a 24 hour membership. Cleaning Crew must commit to 4 hours per week of volunteer time.

Resource Manager

Resource Managers are responsible for a specific tool or resource in the shop. They report directly to shop managers and are “hired” (and can be fired) by the Executive director and/or shop managers. Any incentives offered for resource managers must be cleared by the board as there is no inherent reward for being a resource but this could be altered in especially labor intensive situations. Managed Volunteer Hours Managed volunteers are to be used for non-mission critical tasks, these are volunteers not trained to run the shop on their own. Managed volunteers should work under the direction of a staff person (paid or volunteer) to complete specific tasks. Managed volunteerism is only lightly incentivised (i.e. food, drink, daypases for big jobs) Work days Work days are advertised to membership and the general public and should be scheduled around a specific task. Work days should be planned with enough advance notice to advertise in the monthly newsletter and submit an expense to have a budget for materials, food, and drink. Drop in Volunteers People looking for something to help out with at any given time should be referred to the “running list” of tasks that is kept in a public spot at the space. The “running list” consist of both projects that are underway and their details including who is managing them, and projects that are up and coming that somebody may be able to get started on. The current shop staff (either non-managed volunteer or paid staff) can also dole out jobs such as sweeping and vacuuming to excited volunteers but should not incentivise these tasks without prior approval.

Volunteer Shop Managers

Volunteer Managers are responsible for one of the shop spaces at Port City Makerspace.

Depending on the shop space Volunteer Managers must contribute a set amount of hours per week (approx. 4 hours) and will be compensated in the form of membership upgrade (24hour). In specially granted situations members will be allowed to trade 8 hours per week for a “full ride” 24 hour membership, this exception should be based on a member’s inability to pay combined with an enthusiasm for the space.

To be a volunteer manager applicants must apply and be accepted into the program, managers can be removed or replaced at any time for any reason by the board but will be removed from the program immediately if they fall below their agreed upon hourly commitment without prior arrangement for vacation time.

Volunteer Managers responsibilities include the following:

• Handling the funds allocated to their shop’s PEX card
• Making sure their shop has resources and either acquiring or requesting the resources
• Regularly inspecting the tools and equipment in the shop
• Doing or requesting maintenance on tools
• Safety checkouts for all equipment in their shop

Volunteer Project Coordinator

This position involves keeping track of the many projects around the shop. These projects can be for shop improvement, big group projects, and anything else associated with the makerspace. Responsibilities include:

• Logging projects and keeping a record of them.
• Attending member meetings and providing updates on various projects
• Reporting to the general manager when projects need attention and/or assistance
• Contacting project leaders and recording updates on their progress and asking what is needed monetarily or personnel-wise to complete said project.
• Organizing cooperative efforts

This position requires 4 hours a week spent on these tasks. You must be a member to apply for this volunteer position. Like a normal volunteer position, this will mean a complimentary membership upgrade to the 24 hour Makers Guild level from the Port City Maker level membership.