Crook County commissioners decline immediate action on $164,000 ODHS grant for library backup generator

Sarah Bealler, Crook County library director, asked the Board of Commissioners on April 30 to accept a $164,000 ODHS grant to purchase and install a diesel backup generator at the Crook County Library so the building can serve as a heating, cooling and clean-air community refuge during emergencies.

Bealler said the county previously received an ODHS grant in 2021 for an HVAC upgrade and that the new grant would extend the library’s role as a community resilience space. “Back in 2021, Katie Plumb obtained an ODHS grant for a new HVAC system. And as part of that process, the Crook County Library became a heating, cooling, and clean air space for the community,” Bealler said. She added: “This grant for a hundred and $64,000 is not just for the library building and the library staff. This 1 is for the community to have a place to come and recharge during a place during times of emergency.”

Bealler and facilities staff described the procurement and operating details. The county received two bids; the vendors differed by roughly $30,000 and by generator configuration (one bid referenced a unit paired with a 250-gallon fuel tank versus a 200-gallon tank). Staff estimated a lead time of about 40 weeks for delivery and roughly three weeks for installation. Routine upkeep would include weekly run time (about 30 minutes per week) that facilities staff said requires roughly one person for one hour a week for visual checks. Outside vendor preventive maintenance after any included free initial years was estimated at about $5,000 per year. Additional upkeep items noted were yearly fuel sampling and polishing (about $1,200 if needed), tank refills (about $800 to fill a 250-gallon tank), and a perimeter fence estimated at about $3,500; the concrete pad and related site work were included in the bids.

Commissioners questioned whether the county should take on a new asset that requires fuel, additional maintenance and ongoing costs while the county is projecting future bond payments. Acting Chair K. said the library is “very, very vibrant” but described concern about countywide fiscal constraints, noting bond payments coming due in December 2027 and June 2028 and saying, “we have to be very, very careful with our money.” Commissioner Seth said he shared similar concerns about adding ongoing expenses to the county budget. Will, the county manager, and James (facilities staff) participated in the technical discussion and confirmed the maintenance and operational estimates.

County counsel Eric told the board that if the board did not want to approve acceptance of the ODHS grant, no formal motion was required. He said the minutes would reflect that the county “decided not to take any action.” The board did not vote to accept the grant at the meeting.

The grant agreement requires the funds be expended by December 2026, and Bealler said the county initially declined an $80,000 offer before ODHS increased the amount to $164,000. Bealler stressed the community-use purpose of the equipment, including providing filtered air during wildfire season and a place for residents to recharge electronics.

Discussion-only items: commissioners and staff discussed alternatives and caveats, including whether additional subpanels or electrical upgrades would be required (the earlier planning estimate had been as high as $249,000 when kilowatt needs were uncertain), the utility of the generator to serve multiple library rooms (Broughton Room, Juniper Room, Sage Room), and the possibility of funding maintenance through contract services if annual costs become burdensome.

Decision and next steps: the board decided not to approve acceptance of the ODHS grant at the April 30 work session; county staff will reflect in the minutes that the county took no action. No motion to accept the grant passed, and no binding direction to accept or reject the grant was recorded.

Community impact: If accepted in the future, the generator would extend the library’s role as a community emergency refuge by providing heat, cooling and filtered air during events such as power outages or wildfire smoke. The project would require additional ongoing budget capacity for fuel, preventive maintenance and occasional fuel treatment, and the county’s decision reflects commissioner concern about near-term fiscal commitments in light of upcoming bond payments.