Sidney Public Library Board Meeting

Date: Monday, November 10, 2025
Location: Sidney Public Library
Call to Order: 5:31 p.m.
Adjournment: 6:44 p.m.

Board Members Present: Tanya Lewis, Nancy Sanders, Rebecah Propst, Makayla Neuhalfen

Board Members Absent: Marva Ellwanger

Others Present: Jimie Ridnour, Kristen Breining, Sandra Nelson, Adrienne Labay

1. Call to Order & Formalities

  • Meeting called to order at 5:31 p.m.
  • Confirmation that the meeting notice and time were published in the Sidney Sun-Telegraph.
  • Confirmation that the Open Meetings Act is posted on the wall.

2. Public Comment

  • Call for public comment.
  • No public comments.

3. Friends of the Sidney Public Library – Report

  • Two recent successful projects:
    • Halloween Pumpkin Decorating Contest
      • ~19 pumpkins entered. (Actual number: 33)
    • Puzzle Tournament
      • 14 teams participated.
        Two teams finished in 2 hours 30 minutes.
      • The next team finished around 3 hours; remaining teams were still on the border.

Winter Reading Program (December):

  • Some ideas have been submitted by staff.

Action Items – Friends / Programs

  • Friends & staff to finalize plans and incentives for the Winter Reading Program targeting ages 6–11 for December.
  • Library staff to provide any additional suggestions/needs to Friends before launch.

4. Financial Reports & Bills

  • Board reviewed:
    • Monthly financial report.
    • Bills for approval.
  • Clarification that reports and bills were provided at the meeting (and also monthly report is in the packet).

Motion: Approve the financial report and bills made by Rebecah Probst
Second: Yes by Makayla Neuhalfen
Vote: Motion carried, all in favor, none opposed.

Action Item – Director / Staff

  • Process approved bills and file financial report as part of official records.

5. Communications to/from the Board

  • Question: Any emails or contact from the public not already discussed?
  • No new communications reported.

6. Approval of Previous Meeting Minutes

(Handled later in the meeting but recorded here in logical order.)

  • Minutes from October 14, 2025 Library Board meeting were presented.

Motion: Approve minutes from October 14, 2025 by Nancy Sanders
Second: Yes by Rebecah Propst
Vote: Motion carried, all in favor, none opposed.

7. Library Director’s Report

7.1 KPIs & Usage

  • KPIs are posted in the Director’s office; updated monthly by Sandy.
  • Circulation:
    • Remains steady.
    • Adult materials remain the majority of checkouts.
    • Young Adult circulation is trending upward.
  • Program Attendance:
    • Strongest in the 0–5 age group (largely due to Story Time).
  • Story Time with Sarah:
    • Now available online (YouTube, Facebook, TikTok) when she’s out of town.
  • Plan to expand programming for ages 6–11, aligned with the Winter Reading Program.

7.2 Public Computer & Internet Use

  • October: 455 public computer sessions.
  • Average session time: 55 minutes (slightly higher than usual).
  • Primary uses: job applications, research, education.

7.3 Bookmobile

  • Currently away for installation of the new wrap.
  • October stats:
    • 428 people visited..
    • 2,810 patrons visited the library.
  • New / potential stops:
    • After-school program at Banisters (pilot story time + library card signup, moving toward homework support).
    • Discussions with Safe at Home about adding additional stops.
  • Wrap installation:
    • Estimated downtime ~2 weeks.
    • If longer, vendor will notify.
    • Expected return: 3rd week of November.

Action Items – Director / Staff

  • Implement Banisters after-school stop with story time and library card sign-ups; explore homework support program (6–11 age focus).
  • Continue discussions with Safe at Home to add stops and bring proposal back to the Board once details are clear.
  • Provide a Bookmobile wrap and route update at the December meeting.

7.4 Makerspace & Technology – Equipment

  • Current makerspace equipment includes:
    • VR headsets (two older units, currently down).
    • 3D printer (in use).
    • Laser cutter.
    • Router for detailed wood cutting.
  • Issue: Both VR headsets have failed; one public desktop tower has failed; no backup tower on hand.
  • Proposal:
    • Purchase two new VR headsets (Quest 3):
      • One at approx. $499 (512 GB, more robust graphics/storage).
      • One at approx. $269 (128 GB). Storage mostly irrelevant for library use, as devices are wiped after each user session.
    • Purchase one new desktop tower to replace failed unit.
    • Then send the two old VR headsets and the failed tower out for repair to use as backups.
    • Estimated cost for new purchases: ~$1,500.
    • Funding source: Equipment Reserve Fund (~$6,000/year; rarely used).
  • Board discussed:
    • 2-year lifespan for VR headsets is fairly standard.
    • 128 GB storage is acceptable given devices are wiped and do not retain saved games.
    • Director believes she can find prices lower than sticker quotes.
    • Note to check potential nonprofit discounts by contacting manufacturers directly.

Motion: Approve purchase of two VR headsets (one 512 GB and one 128 GB) and one desktop tower using the Equipment Reserve for approximately $1,500 by Makayla Neuhalfen
Second: Yes by Rebecah Propst
Vote: Motion carried, all in favor, none opposed.

Action Items – Director / Tech

  • Source:
    • 1 × Quest 3 (512 GB)
    • 1 × Quest 3 (128 GB)
    • 1 × compatible desktop tower
      using Equipment Reserve funds, seeking best available pricing and nonprofit discounts.
  • Send old VR units and failed tower for repair to create backups.
  • Update Board at a future meeting on purchases and repairs.

7.5 Library Management System (LMS): Alexandria & Biblionix Trial

Issue: Alexandria Receipt Printers Offline

  • Alexandria recently pushed an update (~3 weeks ago).
  • After update:
    • Star receipt printers stopped working.
    • Manufacturer (Star) confirmed hardware is fine.
    • Alexandria support reported:
      • Their system is “fine”.
      • They refuse to assist because the library did not purchase Alexandria’s proprietary receipt printers (costing ~$700–900 each).
  • This effectively blocks use of current receipt printers.

Background: LMS Options

  • Prior to printer failure, Director had already explored Biblionix Apollo:
    • Many Nebraska libraries in the system use Biblionix; only 1 (besides Sidney) still on Alexandria.
    • Biblionix quote: ~$1,300/year (software only).
    • Alexandria cost: ~$1,800/year.
    • Renewal cycle for Alexandria is in the summer, so both systems could run in parallel for a while.

Current Plan with Biblionix:

  • Biblionix has agreed to:
    • Set up a trial environment within about 2 days.
    • Allow Sidney to run Alexandria and Biblionix in parallel as long as needed.
    • Help plug in existing printers and verify compatibility; they recommend the same printers Sidney already owns.
    • They sell no hardware; software-only model; therefore this problem (forced proprietary printers) cannot occur with them.

Interim Workarounds:

  • Staff will:
    • Use handwritten receipts in the short term.
    • Possibly test an extra ticket printer donated via the French Door (child librarian’s husband) even though the primary issue appears to be Alexandria’s software rejecting non-proprietary printers.

Board Direction:

  • No motion required yet.
  • Board requested a status update in December:
    • Functionality of Biblionix (reports, circulation, printers, staff workflows).
    • Staff feedback on viability as replacement LMS.

Action Items – Director / Staff

  • Work with Biblionix to:
    • Stand up the trial environment.
    • Connect existing receipt printers and test functionality.
  • Staff to “drive it to try to break it”: test circulation, reports (e.g. Bibliostat), patrons, etc.
  • Implement handwritten receipts for patrons until a stable solution is in place.
  • Report back at the December Board meeting with:
    • Biblionix trial findings.
    • Recommendation on whether to migrate from Alexandria.

7.6 Grants & Funding Update

  • Grants in process:
    • Pizza Hut Foundation – ~$10,000
      • Submitted; awaiting January announcement.
    • LTC Grant – applied at $20,000 and $10,000 levels
      • Has a firm deadline because they announce in January.
    • Library Improvement Grant – $20,000.
    • Robert B. Daugherty Foundation Grant – $80,000
      • Covers technology, including computers.
      • Application nearly complete; deadline mid-December.
    • Other: FNBO declined due to no local branch.
  • Conversations:
    • Nebraska Community Foundation (Wendell Gaston):
      • Invited Director to submit all project ideas (matching those used in grants) to his foundation.
      • Stated he will put them “on the foundation’s desk” so the library can be first in line.
      • Director has submitted ~ $80,000 worth of projects for his review.

Action Items – Director

  • Complete and submit the Robert B. Daugherty Foundation grant by mid-December.
  • Track and follow up on:
    • Pizza Hut and LTC grant announcements (January).
    • Library Improvement Grant timeline.
    • Nebraska Community Foundation / Wendell Gaston response.
  • Provide a grant status update at upcoming Board meetings.

7.7 Gift Pack Fundraiser Proposal (“Christmas Book Gift Packs”)

  • Concept:
    • Curated 3-book gift packs for purchase as gifts.
    • Books sourced from:
      • Existing Book Sale (including many “like new” titles).
      • “Books by the Foot” program (boxes of new surplus books at discounted prices).
    • Packs organized by:
      • Age ranges (children, teen, adult).
      • Potentially genre (fiction, historical, etc.), curated by each section librarian.
    • Pricing:
      • Proposed selling price: $20 per bag.
      • Estimated cost per bag: ~$5 (using Book Sale + Books by the Foot mix).
      • Estimated profit: ~$15 per bag.
    • Customers can:
      • Buy for friends/family (“blind date with a book” style: you see age/genre, not exact titles).
      • Sponsor a bag to be placed under the library’s Christmas tree for a family in need or for programs such as Toys for Tots.
  • Financial impact:
    • Director estimates $4,000–$5,000 net profit if successful, to support computer purchases and future needs.
    • Plan is to make this an annual fundraiser if year one performs well.
  • Funding request:
    • Use remaining $600 from the Thompson Foundation check specifically to purchase Book-by-the-Foot boxes and additional “new” titles.
    • This keeps foundation principal untouched for this pilot.

Motion: Allow the library to use $600 from the Thompson Foundation grant to launch the Christmas Book Gift Pack fundraiser by Nancy Sanders.
Second: Yes by Rebecah Probst.
Vote: Motion carried, all in favor, none opposed.

Action Items – Director / Staff

  • Immediately purchase Books by the Foot and/or other new books using the $600 from Thompson Foundation funds.
  • Curate & assemble 3-book gift packs by age (and where appropriate, genre), with each section librarian designing packs for their age group.
  • Set out gift packs at:
    • Circulation desk.
    • Other high-visibility locations in the library.
    • Potentially partner businesses.
  • Offer sponsored packs to be placed under the library’s Christmas tree and/or align with Toys for Tots.
  • Launch marketing campaign:
    • Radio ad (replacing the previous book-signing spot).
    • Flyers for schools and media centers.
    • Social media & in-house signage.
  • Track sales and report results (profit, volume) to Board after the holiday season.

7.8 “Book Boost” Pilot at The French Door

  • Proposal:
    • Place a small “book nook” at The French Door (local business).
    • Use higher-quality Book Sale books on shelves there.
    • Customers purchase on site; French Door remits funds to the library.
    • Currently, no formal revenue split or contract; simple pilot to get books out of the garage and in front of people.
  • French Door (Kelcey) is open to piloting and revisiting terms later.

Action Items – Director / Staff

  • Select a curated batch of sale books (good condition, appealing titles).
  • Set up display and signage at The French Door.
  • Track:
    • Number of books sold.
    • Amount remitted.
  • Report back after pilot period and propose more formal terms if successful.

7.9 Community Engagement & Operations

  • Christmas Parade:
    • The library will enter the Bookmobile in the Christmas parade on December 6.
    • Intention to showcase the new wrap (if completed by then).
  • New Cleaning Company:
    • Library put cleaning services out for bid.
    • Selected Tompkins Cleaning:
      • Previous vendor: $425/month, basic weekly cleaning.
      • New vendor: $300/month plus monthly deep clean at $110 = total $410/month.
      • Deep clean includes:
        • Ceiling fans.
        • Tops of bookshelves.
        • Other hard-to-reach and previously neglected areas.
    • Still under the previous budgeted line.
  • Community Service Policy (Pilot):
    • Director has received 3 inquiries in ~3 days about community service hours.
    • Given the Director’s background in corrections, she proposed a strict community service policy, currently in pilot form.
    • Policy concepts:
      • All applicants must undergo a background check (coordinated with City HR).
      • Ineligible: any violent crimes, sex offenses, or similar serious offenses.
      • Minimum age: 18 (no minors).
      • Allowed tasks: cleaning, shelf reading, basic organizing, event setup, and other non-patron-facing jobs.
      • Community service workers are not allowed to interact with patrons directly.
      • Staff supervision and scheduled hours required.
      • Library reserves the right to terminate service at any time.
      • Workers will complete an application form acknowledging the policy and termination rights (form still in draft).
    • First test case: one person with a truancy-type offense; background check filed via city HR.
  • Board feedback:
    • Strong support for a tight, written, enforceable policy.
    • Recognized need, given past negative experiences with community service at other local facilities.

Action Items – Director

  • Finalize community service policy and application form as a living document.
  • Continue pilot with carefully screened individuals:
    • Use background checks via City HR for each applicant.
  • Bring formalized draft policy back to Board once fully written and tested for adoption as an official library policy.

8. Staff Report – Makerspace & Programming

Report presented by staff Kristen Breining:

8.1 Makerspace Conference – Key Takeaways

  • Staff attended a Makerspace Conference in Lincoln hosted at the UNL Innovation Campus.
  • Takeaways:
    • Makerspaces are heavily used for community outreach and innovation.

8.2 Makerspace Marketing & Visibility

  • Problem: The library’s makerspace is hidden (“out of sight, out of mind”).
  • Plans:
    • Create display cases in the library featuring:
      • Finished projects (3D prints, wood items, etc.).
      • Explanation of which machines were used.
    • Extend displays to schools and businesses to increase awareness (e.g., lobby display with examples).
    • Add a makerspace section on the website:
      • Highlight available equipment.
      • Feature project ideas and programs.
    • Use flyers and email lists to promote makerspace activities and opportunities.

8.3 Take-Home Kit Program (Soft Launch)

  • Take-home kits
    • Staff create components using makerspace equipment behind the scenes.
  • Sign-ups:
    • Libraries in the conference often post kits on their website on a chosen day (e.g., Sunday).
    • First-come, first-served; wait lists are common.

8.4 Equipment & Partnerships

  • Makerspace equipment includes:
    • 3D printer (currently running a patron project).
    • Laser cutter.
    • Router for detailed wood cutting.
  • Wish list:
    • Sublimation machine (for mugs, tumblers, puzzles, etc.) – not currently owned.
      • Would enable printing images on puzzles, signs, etc.
  • Potential partners:
    • WNCC (robotics/innovation programs):
      • Staff spoke with a WNCC vice president.
      • WNCC students could:
        • Help train staff on machines.
        • Assist with maintenance and troubleshooting.
      • Benefit: real-world experience for students, free help for library.
    • Local businesses:
      • Provide scrap wood, scrap metal, etc., as maker materials.
  • Concern:
    • Maintenance costs on machines can be high if not properly cared for; partnership with WNCC could mitigate this.

Action Items – Makerspace Staff / Director

  • Launch a pilot take-home kit program:
    • Start with Christmas cookie-cutter and decorating kits (3D-printed cutters and tips).
    • Create clear instructions and online sign-up process.
  • Develop maker displays:
    • In-library display case with finished projects.
    • Explore displays at schools and local businesses.
  • Build a Makerspace page on the library website:
    • Describe equipment and sample projects.
  • Reach out formally to WNCC to:
    • Set up a partnership for training and maintenance.
  • Explore material donations (scrap wood/metal) from local businesses.
  • Present ongoing makerspace plan and early results at a future Board meeting.

9. Unfinished Business – Policy Amendments

9.1 Donation Flow & County Funds

Discussion centered on:

  • Definitions & Scope:
    • What counts as “donations” vs. county appropriation for library/bookmobile services?
  • Interlocal Agreement (2014):
    • Governs relationship between City and County regarding bookmobile funding.
    • Key points noted:
      • Funds are for library/bookmobile services.
      • Agreement states the City is responsible for library budget and accounting and appoints the library board.
      • There is supposed to be annual negotiation between City and County on the appropriate amount for bookmobile services.
      • There is confusion about the hierarchy between:
        • State statute.
        • City ordinance.
        • Interlocal agreement.
  • City Council Meeting Reflection:
    • Board members expressed concern about:
      • Aggressive tone of a council member when the library requested a revision of the 2026 library budget.

9.2 Board Consensus & Next Legal Steps

  • Board members agree:
    • The situation must be addressed.
    • Steps must be taken from the top down, aligning:
      • State statute.
      • Ordinances.
      • Interlocal agreement.

9.3 Decision on Policy Amendments Now vs Later

  • There was originally an agenda item to amend policies and bylaws so that all donations.
  • After discussion, Board decided:
    • Do NOT vote on amendments tonight.
    • Wait for additional legal guidance and clarity on:

Action Items – Director / Board Leadership

  1. Follow up with Christa Porter:
    • Request written guidance addressing:
      • Options for amending or terminating policies.
      • Recommended process and timeline given the Jan 1 deadline for changes effective June 30.
  2. Prepare Letters (Drafts) Pending Legal Guidance:
    • To Nebraska State Auditor:
    • To Nebraska Attorney General:
    • To City Manager
  3. Special / Emergency Meeting:
    • Once guidance is received, Board will:
      • Call a special or emergency meeting (before January 1, 2026) if needed.
      • Review legal interpretations and recommendations.
      • Vote on:
        • Policy/bylaw amendments.

10. City Council Budget Discussion – Brief Update

  • No new meeting with City Council since last discussion.
  • Attempts to use the county line item to cover specific expenses (e.g., wrap, receipts) were denied; city stated that line cannot be used that way.

11. New Business

11.1 Cheyenne County Bookmobile Donations Discussion

  • This item overlaps with interlocal/county funding discussion above.
  • No separate motions taken; to be continued after more legal guidance.

11.2 Adult Programming

  • Board requested increasing adult programming, e.g.:
    • Book clubs.
    • Programs using newly licensed content (adult program licensing starts Nov 12 per Director).

Action Item – Director

  • Prepare a brief adult programming plan (book club ideas, licensed programming, timelines) and present at the December meeting.

12. Closed Session

  • No closed session required.

13. Adjournment (Library Board)

  • With no further business, meeting adjourned at 6:44 p.m.
  • Next Library Board meeting: Monday, December 8, 2025, at 4:30 p.m.
     (returning to standard meeting time; special meeting possible if legal issues require.)

Sidney Public Library Foundation Board Meeting

Date: Monday, November 10, 2025
Call to Order: 6:44 p.m.
Adjournment: 6:49 p.m.

Board Members Present: Tanya Lewis, Nancy Sanders, Rebecah Probst, Makayla Neuhalfen

Board Members Absent: Marva Ellwanger

Others Present: Jimie Ridnour, Kristen Breining, Sandra Nelson, Adrienne Labay

1. Call to Order & Formalities

  • Meeting called to order at 6:44 p.m.
  • Confirmation that the meeting notice was published in the Sidney Sun-Telegraph.
  • Open Meetings Act noted as posted.

2. Approval of Previous Foundation Minutes

  • Minutes from the October 14, 2025 Foundation meeting presented.

Motion: Approve minutes from October 14, 2025 by Nancy Sanders
Second: Yes by Rebecah Propst
Vote: Motion carried, all in favor, none opposed.

3. Financial Reports & Bills – Foundation

  • Financial statement emailed to all Board members shortly before the meeting (late-arriving bank statement).
  • Additional financial notes from Director:
    • Bookmobile wrap charge pending (not yet reflected).
    • Savor & Grace: $20 donation for trunk-or-treat “Harry Potter” theming.
    • Radio advertising (KSID): $200/month contract for library ads (including upcoming gift pack fundraiser).

Motion: Approve financial report and outstanding bills for the foundation Makayla Neuhalfen.
Second: Yes by Nancy Sanders.
Vote: Motion carried, all in favor, none opposed.

Action Items – Foundation Treasurer / Director

  • Process pending:
    • Bookmobile wrap invoice.
    • $20 trunk-or-treat donation.
    • $200 radio advertising payment.
  • Keep Foundation Board updated on account balances, including inflows/outflows for special projects.

4. Unfinished Business

4.1 Bookmobile Wrap

  • See Director’s report for the Library Board meeting minutes November 10, 2025.
  • Wrap in progress; completion expected within ~2 weeks.

4.2 Monthly Donations / County Funding

  • Discussion effectively mirrored the earlier Board conversation regarding:
    • County bookmobile funds.
    • Interlocal agreement.
    • Possible future flow of funds directly to the Foundation.
  • No additional motions or decisions specific to the Foundation beyond what is already planned (audit/legal pathway).

5. New Business

5.1 Annual Foundation Officer Elections

  • Given:
    • The volume of policy and legal work underway.
    • The absence of some board members (e.g., Marva).
  • Board decided:
    • Postpone officer elections until all members are present and the policy review is further along.

Decision: Table officer elections to January 2026 meeting.

5.2 Policy Amendment

  • Topic: Amending Foundation/Library policy
  • Recognizing:
    • Need for a comprehensive policy review (required every 3 years; last done in 2022).
  • Decision:
    • Table this specific amendment, with the intent to:
      • Address it as part of the broader policy and bylaw review.
      • Revisit in December for an interim update and ultimately in early 2026 for formal adoption.

Action Items – Foundation / Director

  • Place on agendas:
    • December 2025: Brief update on donation policy direction and legal guidance.
    • January 2026:
      • Officer elections.
      • Begin integrated policy/bylaw review.

6. Closed Session

  • No closed session required.

7. Adjournment (Foundation)

  • Meeting adjourned at 6:49 p.m.

Next Foundation meeting: Monday, December 8, 2025 (following Library Board meeting), unless rescheduled.