Council here is ready to support local cultural groups – but not at the expense of local taxpayers.
Council passed a policy that it is willing to rent space to groups if such space is available, but the town is not prepared to purchase or rent additional space in order to do so.
Deputy-clerk Bill Winegard said the intent is an attempt to create a fair and sustainable policy to apply to all groups and to accommodate requests by Minto’s cultural and historical organizations for office or storage or display space where possible in town-owned buildings – if suitable space can be provided without significant renovation costs.
If that is possible, the group would reimburse direct operating costs (or proportionate costs) of the building.
Those costs would include heat, electricity, water, sewer, staff time, as well as costs for maintenance, cleaning, repairs, snow removal and similar expenses.
However, the policy also stated, “The town will not rent or acquire additional building space in order to accommodate such requests nor will the town make contributions to these groups for the purpose of renting space from a third party.”
Minto is prepared to accommodate the historical society in space also occupied by the Minto Arts Council on the third floor of the Harriston library, which the town will rent from Wellington County following renovations there. Groups occupying that space will be expected to pay rent to the town in lieu of operating costs.
Initially, the rent will be $6,000 per year, rising within five years to one half the rent paid by the town to the county for that space.
The intent of the policy is to provide a fair and sustainable way to respond to requests from historical and cultural groups asking the town to provide permanent space for office, storage, display, or performances.
In 2010, the newly-formed Harriston Historical Society asked the town to provide storage and display space for its collection. At the time, plans were underway for expansion and to improve accessibility to the Harriston library building.
Council then forwarded a resolution asking the county that up to 1,000 square feet be added to the plans to accommodate that request. The intent was that the space be made available to all historical groups in Minto.
Soon after, Minto received another request, this time from the Clifford Historical Society.
In 2009, the Palmerston Railway Station, now owned by the town, was made into a railway museum and rented to the Palmerston Railway Society. The society pays rent, although it is less than the direct operating costs.
Preliminary designs for the expansion of the Harriston library anticipate an additional 700-square-foot room could be built onto the third floor of the addition and turned over to the town for its use.
The town is being charged $10 per square foot.
In addition, while the Minto Arts Council rents space on the third floor for a nominal fee, the county in the future will expect to rent that space to Minto for $10 per square foot.
The town would make its own arrangements for its use.
When the library expansion is completed in 2012, excluding storage and utilities space, the total space rented by Minto in the building will amount to 1,400 square feet.
Recently, the Harriston Historical Society requested that until the library expansion is complete, the town make a contribution to rent space in a vacant Harriston store. That request seemed to be based on a perception the town intended to budget up to $10,000 in 2011 to supply space to the society.
The Palmerston Railway society also indicated it wants to be treated in a similar manner and there was anticipation the Clifford group would want the same treatment. The town currently houses a number of cultural and recreational groups.
A report to council stated while there might be a benefit to finding permanent tenants for vacant or under utilized space owned by the town, the municipality would be no further ahead financially unless tenants pay at least for the direct operating costs. Groups that cannot pay rent would likely ask the town for support.
In accordance with the town’s donation policy, they would need to make a case for that support. The report spelled out that the town should separate its role as a landlord from a supporter of local volunteer groups.
Winegard said some of those organizations currently pay rent, while others do not.
“There does not appear to be a standard.” Plus, there are other organizations coming forward for support.
The intent is the town would be ready to rent space, if available, but that it was not prepared to undergo significant renovations to accommodate them.
Deputy-mayor Terry Fisk asked what happens if the groups cannot come up with their portion of the rent for the space in the library.
Bridge said the municipality basically has the space, and would have to rent it to other people. He said at $10 per square foot when the county is taking on the capital costs and maintenance, “is probably an opportunity we should take advantage of at this time.”
He felt confident in the two groups planning to use the space. Once they have a spot that is totally accessible, Bridge foresees both developing further.
“My dream is that eventually they’d be able to handle all the rent. But we have to give them a chance to grow.”
Councillor Mary Lou Colwell asked if there were any groups paying full rent.
“We’re all over the map,” Bridge responded.
“But we should treat all the groups fairly,” he added
Council endorsed the policy.
