Webinar and Resources

Overview

This webinar, presented by Robbie Culver and Clint Smith of Stahly Engineering and Associates, provides a practical framework for library staff responsible for managing public library facilities—many of whom step into this role without formal background in building maintenance. The session emphasizes three main themes: facility assessment, project planning, and funding strategies.

The presenters begin by outlining the importance of conducting a thorough inspection and inventory of the library building. This includes documenting mechanical systems, structural conditions, ADA accessibility, grounds, hazardous materials, and maintenance history. They introduce a customizable room-by-room checklist and encourage staff to take photos and track contractor involvement to streamline future work.

Next, they explain how findings from the facility assessment feed into a Capital Improvements Plan (CIP)—a prioritized, regularly updated list of projects expected over a 5‑year period. A CIP helps library staff organize needs, estimate costs, identify maintenance vs. capital upgrades, and prepare for funding opportunities. For larger or more complex projects, a Preliminary Architectural Report (PAR) may be required. PARs clarify the problem, explore alternatives, outline costs, and help justify grant funding—especially for public funding sources.

The presenters then review the procurement requirements in Montana, including thresholds for architect/engineer services and contractor bidding, emphasizing the importance of aligning with both state and local policies. They also address when it makes sense to retain the same architect throughout planning and construction.

Finally, the webinar outlines funding resources, including community levies, state and federal grants, Community Development Block Grants (CDBG), the Montana Historic Preservation Grant program, private foundations, and agencies that support energy upgrades or hazardous materials mitigation. Q&A topics range from siding choices to navigating nonprofit eligibility and sourcing automatic door pricing.

Overall, the webinar aims to make facilities management feel accessible and actionable for library staff, emphasizing planning, documentation, and partnerships with professionals.

Discussion Questions

1. How familiar are you with the current condition of your library building?
   What areas (e.g., HVAC, accessibility, structural elements) would benefit most from a formal inspection or inventory?
2. What components would you include in a 5‑year Capital Improvements Plan for your library?
   How might staff, board members, or community input shape those priorities?
3. Under what circumstances do you think your library might need a Preliminary Architectural Report?
   How would you decide whether a PAR or a simpler planning tool is more appropriate?
4. What challenges does your library face regarding procurement rules or hiring professional services?
   How might the thresholds discussed in the webinar affect your approach to project planning?
5. Which funding sources—local, state, federal, or private—seem most applicable to your library’s upcoming needs?
   Are there barriers (such as nonprofit status requirements) that you would need to navigate?
6. How can your library improve documentation practices such as contractor records, maintenance logs, and photo archives?
   What tools or processes could make this manageable for staff who are new to facilities management?

Watch the Video

Resources

• Inspection Checklists
• ADA Checklist for Existing Facilities

Your next activity is the Course Evaluation.