The Lewistown City Commission voted unanimously June 2 to approve a three-year memorandum of understanding (MOU) between the City of Lewistown and the Lewistown Public Library Board of Trustees, striking the final sentence of Section 5.e.1 that addressed library building changes.

The MOU formalizes how the city funds library personnel and how the library and city will communicate about operations. Under the agreement the city will pay personnel costs for 5.5 full-time-equivalent (FTE) positions while allowing the library board to seek and fund any additional staffing. The agreement also requires annual meetings between the parties and keeps depreciation language in place.

City Manager and staff presented the mostly unchanged draft, saying the focus was on improving communication and documenting roles. Library Director Alyssa (identified in the meeting as the library director) and city staff reviewed specific provisions and answered commissioners’ questions about insurance, volunteers and building authority.

Commissioners debated a sentence in Section 5.e.1 under the heading “library building” that said the library board "agrees to confer with the city manager with any major changes or building fixes." Several commissioners expressed concern that the word “confer” could be read as permissive rather than requiring city approval, given the library occupies city-owned property. The commission suggested replacing or clarifying that language or creating a separate procedure for major building modifications.

The commission ultimately approved a motion to enter into the MOU and strike the final sentence in 5.e.1. Commissioner Terry moved the motion and Commissioner Hewitt seconded. The roll-call vote recorded aye votes from Commissioners Bueller, Day, Hewitt, Rooks, Robertson, Spica and Terry; the motion passed.

The approved MOU keeps in place that regular permanent library staff costs will be budgeted to the city’s general fund and permits the library board to retain or fund additional seasonal or temporary staff within the library’s own accounts. The city confirmed volunteers are covered by the city insurance policy and that volunteers complete a simple form and are covered by workers’ compensation under city policy.

City staff said the MOU is for three years and may be opened or revised if problems arise. Commissioners and staff said more detailed operational procedures or a separate policy could be developed to address major building alterations and purchasing thresholds that already bring larger transactions to the commission.