back to Changes at AGB page

Art Gallery of Burlington

Standard Operating Procedure (SOP)

Storage Use  

Purpose

This Standard Operating Procedure establishes clear, fair, and consistent rules for the allocation, use, management, and renewal of storage within Art Gallery of Burlington (AGB) studios.

The objectives of this SOP are to:

  • Ensure safe, accessible, and equitable use of limited studio storage;

  • Support a shared-access operating model aligned with AGB’s public mandate;

  • Improve organization, cleanliness, and safety across all studios;

  • Clarify responsibilities for group storage, individual storage, and works in progress;

  • Reinforce transparency and consistency across disciplines.

Scope

This SOP applies to:

  • All Guilds of Arts Burlington holding a Community Group Membership (CGM);

  • All Studio Access Members renting individual storage;

  • All artists participating in AGB-supported residencies and time-limited programs, including Community Generator Artists in Residence (AIRs), invitational artists, and participants in mentorship or cohort-based programs.

  • All AGB staff responsible for studio operations, storage oversight, and safety;

  • All storage types, including lockers, shelving, floor-based storage, and designated works-in-progress areas.

Guiding Principles

Storage at the AGB is governed by the following principles:

  • Equity – No individual or group has exclusive or permanent claim to shared space.

  • Safety – Storage must not impede movement, emergency egress, or accessibility.

  • Transparency – Allocation processes, fees, and timelines are clearly communicated.

  • Sustainability – Storage fees support maintenance, upgrades, and long-term studio quality.

  • Accessibility – Storage systems must consider the needs of seniors and members with mobility limitations.

  • Stewardship – Routine annual cleanings and periodic reorganizations are essential to maintaining safe, functional, and well-managed shared studios.

  • Public Mandate Alignment – Studios are shared community resources, not private storage facilities.

1.    Community Group Membership (CGM) Storage Allocation

a.     CGM Storage Allowance

Each Guild holding a valid Community Group Membership receives:

  • 64 cubic feet of AGB-managed storage

  • ·Approximate dimensions: 8 ft × 4 ft × 2 ft

CGM storage is catalogued and overseen by AGB:

  • Each CGM provides AGB with a current inventory list of items stored within its allocated storage area.

  • The AGB Studio Technician reviews the inventory and verifies it against the physical contents to confirm accuracy, safety, and appropriate use of space.

  • Inventory lists are intended to be high-level and practical, not exhaustive item-by-item valuations.

  • Inventory reviews occur:

    • at initial storage assignment or reorganization,

    • when significant changes to stored items occur, and

    • as part of periodic safety or operational reviews.

The purpose of cataloguing is to support safety, accountability, space planning, and continuity, not to transfer ownership or restrict appropriate Guild use.

This storage is intended for organizational materials only, including:

  • demonstration tools,

  • shared equipment,

  • libraries, archives and governance materials,

  • event-related materials.

Personal member belongings are not permitted within Community Group Member storage. Storage locations are determined in consultation with AGB staff and may be relocated if required for operational or safety reasons.

 

b.     Existing Guild-Owned Storage Units

Guild-owned storage units may:

  • be removed by the Guild, or

  • be transferred to AGB ownership, subject to mutual agreement.

No storage unit may remain onsite without AGB approval and full access.

 

2.    Individual Storage Rentals (Studio Access Members)

a.     Eligibility

Only Studio Access Members in good standing may rent individual storage.

Storage is not guaranteed and is subject to:

  • availability,

  • studio-specific capacity,

  • adherence to this SOP.

b.     Storage Types and Fees – Ceramic Studio (example)

The following pricing applies to the Ceramic Studio:

Lockers (under table):

  • $90 / year

  • $48 / 6 months

  • $25 / 3 months

Shelving:

  • $65 / year

  • $35 / 6 months

  • $18 / 3 months

Floor storage (e.g., glaze buckets):

  • To be confirmed following studio clean-up and reorganization.

** Other studios will follow a comparable fee structure, adapted case-by-case based on studio needs and safety considerations. **

 

c.     Rental Terms and Renewal

Storage rentals are offered in:

  • 3-month,

  • 6-month,

  • and annual terms.

Rentals are automatically renewable.

Members will receive a 30-day renewal notice prior to term expiry. Non-renewed storage must be cleared by the stated end date.

Failure to remove items may result in:

  • temporary removal,

  • storage fees,

  • or disposal after notice, at AGB’s discretion.

d.     Allocation Method

  • Lockers and shelves are allocated on a first-come, first-served basis.

  • High-demand studios (e.g., ceramics) may implement waitlists.

  • AGB reserves the right to rebalance storage allocations to ensure equitable access.

 

3.    Accessibility Considerations

AGB is committed to addressing accessibility proactively by:

  • Reorganizing studios to ensure clear pathways for mobility devices;

  • Reducing floor-based clutter and obstructions;

  • Exploring adaptive furniture, shelving heights, and ergonomic improvements.

  • AGB will make reasonable efforts to accommodate members with mobility limitations when assigning storage, while maintaining fairness and safety for all users.

     

4.    Security and Liability

  • Convenience Use Only: Storage provided by AGB is for convenience and does not constitute secure or insured storage.

  • Access Control: Lockers and storage areas must not be rendered inaccessible through personal locks or securing devices. AGB locks will be available for purchase at a nominal fee, if needed, with duplicate keys held by AGB management. AGB reserves the right to access any storage area for operational, safety, maintenance, or emergency reasons.

  • No Insurance Coverage: AGB does not insure artwork, tools, materials, or personal property stored onsite.

  • Limitation of Liability: AGB is not responsible or liable for loss, theft, breakage, deterioration, or damage to stored items, except where required by law.

5.    Studio Clean-Up, Reorganization & Transition Process

a.     Full Removal and Deep Cleaning

To support the transition to the new storage system, members will be required to fully remove all personal items from affected studios.

This enables:

  • deep cleaning,

  • safety inspection,

  • accurate inventory,

  • and equitable redistribution.

The Ceramic Studio will be addressed first due to its complexity.

** Other studios will follow on a rotating basis, with advance notice.**

b.     Timeline – Ceramic Studio (Current Phase)

  • Formal notice issued in December.

  • All personal items must be removed by Sunday, January 25.

  • Studio reorganization and new storage assignments are targeted for mid-February.

 

c.     Works-in-Progress – Transitional Period

During the upcoming major studio reset (late January–early February), no active projects may remain in the studio, including on ware carts, shelves, or in open work areas. All works in progress must be fully removed in advance of the reset to enable:

  • safe and thorough deep cleaning,

  • inventory review and studio reorganization, and

  • equitable reassignment of storage and work areas.

  • While the AGB will make reasonable efforts to safeguard works in progress during routine annual cleanings, active projects cannot be accommodated during major studio-wide resets. Members are asked to plan their making accordingly and limit production in advance of these periods. 

6.    Works-in-Progress (WIP) Storage

To ensure continuity of creative practice, each studio will – where applicable - include a designated Works-in-Progress (WIP) zone.

WIP storage is:

  • short-term,

  • non-exclusive,

  • available to all Studio Access Members.

7.    Separation of Storage Types

To ensure operational clarity and equitable use of space:

  • AGB Learning Programs have separate, dedicated storage areas. Learning program storage is not available to Community Group Members or Studio Access Members unless enrolled in an active AGB Learning program.

  • AGB-supported residencies and time-limited programs receive program-specific, time-limited storage managed under the terms of their program agreement.

Shared storage areas are clearly labeled to distinguish between:

  • Individual storage rentals (Studio Access Members),

  • Works-in-Progress (WIP) zones,

  • Community Group Member storage,

  • AGB Learning program storage,

  • Residency and program artist storage. 

8.    Oversight and Enforcement

The Studio Technician is responsible for:

  • cataloguing storage,

  • coordinating reallocation,

  • ensuring compliance with safety standards.

AGB may remove or relocate items that:

  • block access,

  • pose safety risks,

  • exceed allocated storage,

  • or violate this SOP.

Repeated non-compliance may result in loss of storage privileges, suspension of studio access, or additional fees.

 

9.    Financial Reinvestment Commitment

All revenue generated from:

  • locker rentals,

  • shelving rentals,

  • kkiln firings,

will be fully reinvested into studio maintenance, safety improvements, and equipment upgrades, with a focus on positioning the AGB Studios as best-in-class shared facilities.

 

10. Review and Updates

This SOP will be:

  • reviewed annually,

  • updated as studios evolve,

  • and refined based on operational experience and community feedback.

AGB commits to communicating changes clearly and with reasonable notice.