Supervisors Deny Consideration of Library ‘Unsolicited’ Bid, Will Issue Request for Proposals for Competitive Bids

Perhaps unexpectedly to Samuels Public Library officials and supporters present to watch the Warren County Board of Supervisors Special Meeting discussion of Library Systems & Services LLC’s “unsolicited bid” for a future operational partnership with the county government, the board majority voted 4-0, with South River District’s Cheryl Cullers abstaining, to deny consideration of the unsolicited bid.

Cullers explained her abstention by observing that she disapproved of the entire process of challenging Samuels Library’s oversight and operational control of this community’s public library based on what have been most politely called untruths or misinterpretations of state or even county codes.

Perhaps Cullers challenge of her colleagues assertion that the bid from Library Systems & Services LLC on the future provision of public library services in Warren County was totally “unsolicited” contributed to its denial at this point.

“I don’t feel it was unsolicited. I believe they were asked to give a proposal. And shouldn’t that have come from this board, and not that board,” Cullers said referencing the newly created-and-appointed Warren County Library Board (WCLB) in her scathing analysis of the Special Meeting’s lone item for consideration.

Former Board Chairman Cheryl Cullers and current Chairman ‘Jay’ Butler weren’t seeing eye to eye on questions about the true nature of the unsolicited Library Systems & Services bid on future public library operations here. Fortunately current Vice-Chairman John Stanmeyer didn’t have to referee the dispute. Royal Examiner Photos Roger Bianchini

And while Chairman Butler denied that any request for a bid had been made, he did indicate that the Library Systems and Services unsolicited bid came in the wake of the WCLB seeking information on libraries. “The Library Board was looking for some facts on libraries. And they were just looking for some information. And the Library Systems said, ‘Well, we’d like to put together a proposal’ and it was unsolicited. We did not ask them for it.” (3:40 linked video mark)

Perhaps a clue as to her skepticism about the nature of the submitted library operations bid was its introductory greeting of “Dear Eric” to Warren County Library Board Chairman Eric Belk, from Library Systems and Services LLC Vice President of Business Development Mark Kunin.

Be that as it may, Cullers’ four colleagues who have indicated disapproval of Samuels Library Board of Trustees operational actions, based it must be noted on questionable assertions on applicable codes and State rules, did vote unanimously to deny the unsolicited Library Systems and Services bid at this time.

Lone Samuels Library supporting Supervisor Cullers also butted heads with Supervisor Cook on whether the WCLB may have played a role, even inadvertently, in alerting Library Systems & Services LLC of the supervisor majority’s desire for new bids on WC library operations here.

Cullers essentially told her colleagues not to try to fix what is not broken (begins 2:49 linked video mark). She citied, not only the overwhelming public show of community support for the myriad services now offered by the library, but also the 200-year-plus, dating to 1799, public-private partnership with the entity that has become Samuels Public Library, culminating with Samuels current status as Virginia’s 2024 Library of the Year.

So, was the denial of consideration of the unsolicited bid a victory of sorts for Samuels Library and its wide range of citizen supporters and their apparent lone ally on the Board Of Supervisors?

Not really.

Rather, the motion by Fork District’s Vicky Cook, seconded by North River District’s Richard Jamieson, simply put off consideration of bids pending the board issuing a “Request for Proposals” regarding future operational management of this community’s public library. There is nothing to prevent Library Systems & Services LLC from resubmitting its initial proposal.

Samuels Library Board of Trustees members, staff, and supporters gathered to listen to the BOS discussion of, not only one ‘unsolicited’ bid, but a planned Request for Proposals the supervisors majority plans to issue for multiple bids on future public library operations here. The one they’ve gotten so far says the applicant looks forward to working ‘with the County in realizing its vision for the library.’

“I move to not accept the unsolicited proposal for library services and instead issue a Request for Proposals for library services and follow the process for competitive negotiation set forth in the County’s procurement policy,” the approved motion reads.

Now or Later: Giving the supervisors majority what it wants

Deeper into the March 13th Library Systems & Services LLC introductory letter overview of its business proposal are more substantial clues as to what may attract a Warren County Board of Supervisors 4-person majority’s final decision on approval of this or another similar bid versus Samuels Public Library’s coming bid proposal. (Writer’s underlining and bold emphasis below).

The Library Systems & Services March 13 introductory proposal outline states:

“Key aspects of our partnership include:

“• Governance & Oversight: The County Library Board and Board of Supervisors will retain full policy and budgetary oversight …” (writer’s note: I didn’t underline “and budgetary” because whether they care to realize it or not, as they were recently told by former Happy Creek District 20-year supervisor Tony Carter, the supervisors already have, and have had for some time, “budgetary oversight” of Samuels Public Library tax revenue public funding requests.)

The March 13th introductory bid letter continues: “We look forward to the opportunity to collaborate with the County in realizing its vision for the library.”

Well, maybe THAT passage contributed to Ms. Cullers skepticism about this bid being entirely unsolicited.

Solicited or unsolicited, many companies made aware of Warren County’s elected officials majority’s ongoing battle over operational control and funding parameters for its existing Samuels Public Library, however that awareness came about, might duplicate such an offer. Especially if they had no background or experience in butting heads with municipal officials pushing their own philosophical agenda above the wishes and rights of its community’s citizens in a democratically-based society. One might wonder how long that “honeymoon” would last. One might guess it would depend on the personal and philosophical perspective of that company’s leadership.

Now remind us of the status of the initiative for a county-wide voter referendum on the future of library operations here.

Special Meeting and Work Sessions video marks

County Public Schools Superintendent Chris Ballenger, right, and Finance Director Rob Ballentine open graphic assisted, detailed presentation on the school systems FY-2025/26 budget request. Below graphic notes the budget submission is ‘Needs Based’ in the best interests of students and staff.

The Special Meeting video begins its somewhat heated debate on cause and necessity at the above-referenced 2:49 mark, one-minute-and-nine seconds after the meeting begins, when Supervisor Cullers opens comments after a brief silence at Chairman “Jay” Butler’s initial call for board discussion. The Special Meeting adjourns at the 20:35 video mark. See the linked County video for, not only the Special Meeting debate, but the subsequent Joint BOS/School Board Budget Work Session (begins 21:35 video mark) and General Work Session (begins 3:30:04 video mark) with contractors and County departments and staff, including detailed discussion on the consequences of the Real Estate reassessment and pending tax rate adjustments.

Click here to watch the March 25, 2025, Board of Supervisors Special Meeting & Work Session.