Despite the initial goal set by Town staff to have the project included in the 2009 budget, it was nowhere to be seen in Monday’s community services programs presentation to the 2009 budget committee.

“That was our plan and it was very aggressive, but it wasn’t until we got into this analysis that we learned that we didn’t give ourselves enough time to do it,” said Nina de Vaal, director of recreation and culture with the Town of Oakville.

Following years of discussion about the potential reuse of QEP, the ball got rolling in August when Town staff and architects met with stakeholders in late August. Architects were then assigned the task of producing three options for the space with accompanying sketches and cost projections.

One option is demolishing the school and rebuilding a community centre with between 50,000 and 70,000 sq. ft. of space. A second option is demolishing part of the building and refurbishing what is left. The third option is renovating the existing 140,000-sq.-ft. structure. De Vaal said in August that staff were counting on the three options to go before the Community Services Committee on Nov. 11. However, developing designs and a cost projection for third option has made this impossible, she said.

“If it was just the first two (options), we could have done that, but the third option is very complicated because each of the groups has very specific needs, both from a program and room perspective,” she said. “It's just not a straight exercise because you have to go back and forth depending on what the building can accommodate in its current condition and then what it’s going to cost to bring it up to a condition to make that accommodation.”

Another factor taking more time than expected is inspecting the condition of the current building.

“We do have a report that we did a couple of years ago, but they have to verify that and provide a detailed analysis of what needs to be upgraded and what needs to be changed,” de Vaal said. “That is where it becomes interesting. In doing basic upgrades, we have to take a look at which groups can now fit in, and if it means some groups may not be able to use it because we’re only doing basic modifications.”

Ward 4 Councillor Allan Elgar and a member of the 2009 budget committee, expressed concern Monday afternoon that the project was not included in the community services programs budget considering the possibility of recommendations for QEP going before council later this year or early in the new year.

“How are we going to handle that if the capital cost is not in the budget?” he said.

He was reassured by Patti Elliott-Spencer, director of finance and Town treasurer, that it could be added in the 2009 budget forecast in January.

“When we bring the (budget) forecast forward in January or February, there will be an opportunity to make some changes and possibly some projects forward,” said Elliott-Spencer.

A meeting is scheduled between Town staff and the architects this Friday for an update on the project, according to de Vaal.

“We should have a pretty good sense of the three options at that point in time, and then we’ll decide what our next steps will be,” she said. “There will be cost projections and draft preliminary concepts. This is our first crack at what some of the costs might be and what it might look like.”

Further public consultations with stakeholders, as well as the community, will follow at a yet undetermined date.

The final recommendations will go before the Community Services Committee and then Town Council.

The possible delay of the recommendations until the new year does not rest well with Britta Martini-Miles, executive director of CommUnity Arts Space. The organization, consisting of dozens of local arts groups, is pushing for the third option of the project to be approved in the 2009 budget.

Martini-Miles said she is frustrated with the delay and lack of public information.

“Once a budget is fixed, you can make changes, but you cannot make major accommodations,” she said.

“I understand that the budget process is painful and that difficult choices have to be made, and that arts and culture aren’t the only things on the agenda… but the purpose is to keep this on the burner.”

CommUnity Arts Space is prepared to provide a large portion of its $160,000 savings towards the project, according to Martini-Miles. Members of various organizations are also willing to pay reasonable rental costs, which she estimates will bring in about $100,000 in operating revenue annually.

CommUnity Arts Space held an advocacy night last Thursday at Towne Square Gallery. The event was attended by Oakville Mayor Rob Burton and several councillors, which Martini-Miles said is a good sign.

“The mayor said he would deliver this facility and I have faith in him,” Martini-Miles said. “He has understood that 2011 or 2012 is too late, 2010 is what we are targeting. We want basic, essential repairs. We don’t want a state-of-the art facility. We’re prepared to work, apply for Trillium funds and help with the operation and management of it to further reduce costs.”

De Vaal said they are hoping to get the design phase done as quickly as they can.

“It will be council’s determination when they want to proceed with this particular project,” she said.

“We would like to get this portion of the project done as quickly as possible so that some decisions can be made. When the actual work will take place will be council’s decision.”

Public delegations regarding the 2009 budget will be heard on Nov. 18 at 9 a. m. at Town Hall in Committee Rooms and Nov. 19 at 7 p. m. in council chambers.

For information or to register a delegation, visit www.oakville.ca .