Pioneer Memorial Library Explores Major Technology Upgrade, Continues Facility Improvements
June 23, 2026
The Pioneer Memorial Library Board of Trustees worked another busy session for its June 23 meeting, including discussions on a significant technology investment designed to modernize the library's online services while also approving changes to its financial investments and receiving updates on ongoing facility improvements.
Trustees unanimously approved the consent agenda, including the regular meeting minutes, financial reports, payroll and disposal list. During discussion of the financial statements, board members complimented Director Melany Wilks for keeping the library's finances well organized and on budget.
One of the board's longest discussions centered around the potential purchase of the Springshare platform, a cloud-based library management system that staff believes could significantly improve both internal operations and the experience for library patrons.
Library Director Melany Wilks explained her team began researching options after she attended a library directors conference in Denver last fall. Following months of research, demonstrations and connecting with other library operations, Wilks’ team determined Springshare was the best fit for the library's long-term strategic goals.
The proposed upgrade would combine several necessary applications into one central platform, replacing the library's website management, event calendar, room reservations, forms, scheduling software and several other applications. The platform can also provide opportunities that the library currently lacks, including automated email marketing, patron notifications, online appointment scheduling and a personalized user portal.
Staff members Vi Cornette and Chelsea Funk presented the proposal, explaining that the efficiency of the platform will move several manual tasks into automation. The largest perceived gain will be the consolidation of calendars into one system, combining employee schedules, public programs, room reservations and community events.
The platform would also provide mobile-friendly access for patrons, allowing them to register for events, reserve meeting spaces, receive automated reminders and access personalized recommendations based on their library interests. Trustees were told the software has been used by libraries since 2007 and has continued expanding its capabilities.
The proposed cost is approximately $9,500 annually, plus a one-time $2,000 migration fee to transfer existing data to their platform. Staff indicated existing software subscriptions would eventually be eliminated, offsetting much of the expense, and the library could absorb the cost this year before adding it to the 2027 operating budget. Trustees requested additional information, including the possibility of securing a three-year pricing guarantee and a detailed breakdown of software expenses the new platform would replace before making a final decision.
In other business, trustees approved moving approximately $1.43 million in certificates of deposit to Farmers & Merchants Bank after reviewing bids from several local financial institutions. Board member Keil Roehl abstained because of his position with Outdoor Bank, but he encouraged trustees to prioritize federally insured investment products when making their selection. The board ultimately selected Farmers & Merchants based on its higher return while maintaining federal insurance protections.
The board also reviewed the library's annual agreed-upon financial procedures completed by Adams Brown. Wilks noted the review identified several accounting items within QuickBooks that staff plans to clean up with assistance from board members familiar with the accounting software. The review is conducted annually as part of the library's relationship with the City of Colby.
Wilks reported planning continues for the basement renovation while work also continues on redesigning the historic fountain area. The board also received an update on the required elevator heat sensor project. The safety upgrade became mandatory under changes to the state fire code and is expected to cost approximately $4,075 once installation and final inspection are completed.
Wilks also highlighted several operational updates in her director's report.
Maintenance projects continue throughout the building as well. Repairs to the library's largest air conditioning unit recently required nearly $2,800 in parts and labor, and staff is considering installing a voltage surge monitor to help prevent future compressor failures. Meanwhile, Weigel Construction is expected to complete planned exterior concrete repairs between the annual book sale and the start of the school year.
Staff also continues troubleshooting issues affecting several recently installed public computers. Although the computers came from two separate purchase batches, both have experienced problems following Microsoft updates, leading staff to believe software compatibility—not the hardware itself—may be the underlying cause.
The meeting concluded with trustees expressing appreciation for the library staff's work in researching new technology and continuing to improve services for the Colby community.