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D. Meetings The Committee may meet as deemed appropriate by a majority of the Committee. The City Liaison will meet with the Committee at least quarterly. The City shall prepare minutes of those quarterly meetings. 3. Designation of VOP Meeting and Social Rooms The City shall reserve for exclusive use and benefit of the VOP those portions of the Facility shown and described as "Social Room" and "Meeting Room" on Exhibit A, which is attached and incorporated into this Agreement. These rooms are collectively referred to as the "Veterans' Rooms VOP's use of the Veterans' Rooms shall avoid waste or damage. VOP shall determine which Veterans' association is responsible for repairing any damage to the Facility caused by Veterans' use beyond normal wear and tear. City shall have the right to enter and inspect Veterans' Rooms. 4. Ownership of Personal Property. All memorabilia, office equipment, supplies, etc. that is located in the Veterans' Rooms shall be the personal property of the Veterans' associations of the VOP including those items that may be placed in assigned storage areas and other locations as approved by the City. All furnishings, fixtures, and equipment located in the Veterans' Rooms and purchased by the City shall remain the property of the City. City -owned property must not be removed from the Facility without prior City approval. In the event the City installs display cases in the Facility, the City shall reserve a portion of the display cases for use by the VOP. 5. Joint Use of the Facility. The parties agree to cooperate in the joint use of the Facility to maximize its value to the community and the VOP for Veterans' related activities /meetings, which must meet the following criteria: events must be approved by a majority vote of a quorum of each Veterans' association, Veterans must be present at the event at all times, event must be a direct benefit to the Veterans' association, and co- sponsored events must serve a Veterans' association in a positive manner. Adjustments to these procedures may be mutually agreed upon in a written document, signed by the VOP and the Director of Parks and Community Services. A. The VOP shall be given first priority for use of the Facility for Veterans' related activities /meetings in accordance with the following priority scheduling system: The VOP shall have exclusive use, at all times, of the Veterans' Rooms, for Veterans' related activities /meetings. Annually, by January 15 of each year, the Committee shall submit to the City Liaison a listing of dates and times for VOP sponsored events that are specifically intended to benefit the Veterans organizations in the Main Hall /Stage /Kitchen, except the Veterans' Rooms, for the Amended July 2010 Joint Agreement Veterans Memorial Building at 301 Main Street Page 3 of 7