Sydney council tables decision on replacing aging bookmobile after lengthy discussion

City Manager Dave Scott told the Sydney City Council on March 25 that the library’s bookmobile, more than 30 years old, has incurred repeated repairs and that the library board has raised grant and fundraising money toward a replacement but still faces a funding gap.

Scott said the library has secured about $105,000 in grant awards and additional sums from fundraising, and that repair costs last year included invoices totaling more than $6,362 and $17,491 among other repairs. He described a vendor option: a remodel of a used chassis priced in the $170,000–$195,000 range depending on layout and finishes, and said a likely total would be near $182,000 when a vehicle wrap and a passenger seat are added for training.

The council’s discussion centered on funding sources and alternatives. Scott said the Sydney Donor Advised Fund has committed $100,000 to the project and Saga (identified in materials as Saga fund) had provided $5,000; he reported the library also holds roughly $125,000 and an additional roughly $10,000 from prior auctions that could be reallocated. Scott noted the county provides annual support for the bookmobile program and estimated that Cheyenne County budgets roughly $90,000 a year to help the library provide countywide service.

Library staff and the bookmobile driver described operational needs and vehicle features. Heather (identified in the meeting as the bookmobile driver) said the lift must be readily accessible for patrons with mobility needs, that current shelving limits capacity (about 1,500–2,000 volumes on the existing vehicle) and requested a double seat so staff can train a second operator. She also said a smaller, gasoline-powered 26-foot vehicle under consideration should be easier to maneuver than the current 29-foot diesel bookmobile.

Council members asked about lower-cost options. One member suggested transportation vans or a pickup with trailer might cost less; library staff and other council members warned that trailers and converted vans can require significant additional work (heating/AC, side door access, shelving bracing, weight-distribution modifications) and may not meet long-term durability or warranty needs. Scott said a used, remanufactured vehicle from an experienced bookmobile fabricator would typically carry a six-month warranty, while new units commonly include a two-year warranty.

After extended discussion about funding reallocation, fundraising, using grant restrictions, and exploring alternative vehicle configurations, Councilmember Kirkman moved and Councilmember Bondergaard seconded to table the purchase decision and direct staff and the library to return with further research at a future meeting. The motion passed on roll call, 5–0.

The council did not approve any purchase at the March 25 meeting and asked library staff and city administration to investigate lower-cost options (transportation vans, trailer + tow vehicle, and refurbished chassis offers), clarify grant timelines and restrictions, and report back with more precise cost comparisons and fundraising plans.

The council also discussed outreach and service continuity during any replacement process. Scott said the existing vehicle has effectively no trade-in value and that the vendor indicated delivery or donation to another community would be possible if the city could deliver the old unit but the city should not expect a trade allowance.

Next steps set by the council: staff will return with additional cost comparisons, clarity on grant conditions for the Sydney Donor Advised Fund and Saga awards, an updated fundraising plan, and an assessment of operational implications (staffing, lift access, ADA features). The item was tabled for follow up at the council’s discretion.