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shall become effective upon either (i) a decision of the Maintenance Committee made during a <br /> meeting of at least a majority of the committee members, with such meeting held in compliance with <br /> all public records laws, including the recording of the action taken during the meeting; or (ii) other <br /> mutual agreement of the City and District subject to Section 17. <br /> 6.2 Annual Maintenance Plan. City and District shall provide on -going and annual <br /> maintenance through a combination of volunteer activity and maintenance fees paid by user groups. <br /> 6.3 Cost - Sharing. City and District will share equally in the cost of on -going and annual <br /> maintenance for the Fields based on the pro -rata share of community and District use. The cost <br /> allocation for the first year of use will be determined by a Maintenance Committee composed of City <br /> Parks Operations Manager, City Recreation Services Athletics Manager, District Head of <br /> Maintenance and District Athletic Director. In future years, the Maintenance Committee will use <br /> actual costs from the current year, and make adjustments into the following year, so as to balance any <br /> substantive inequities from the prior year. The Maintenance Committee shall meet regularly, but no <br /> less than twice each year, to set the costs for the following year and to reconcile costs from the <br /> preceding year. All decisions of the Maintenance Committee will be made by consensus in <br /> accordance with Section 6.4. <br /> 6.4 Joint Responsibility. City and District shall be jointly responsible for costs relating <br /> to maintenance work, as provided in this Section 6.4. District shall provide and manage the <br /> grooming and maintenance of the Fields' artificial turf. Maintenance for site cleanup and restrooms <br /> will be provided and managed by District at Willamette High School Field, and by City at the <br /> Meadow View Field. <br /> 6.4.1 The Maintenance Committee shall set a budget and decide on allocation of <br /> costs of maintaining and operating the lights for the Fields in May for the current fiscal year. <br /> Once it has completed its annual reconciliation, the Maintenance Committee shall notify the <br /> parties. In the event either party has paid more than its share of total maintenance costs, the <br /> notice shall require the other party to submit reimbursement within thirty (30) days of the <br /> date of the notice. The parties agree to make such payments within the prescribed <br /> reimbursement period. <br /> 6.4.2 District and City shall provide the Maintenance Committee a maintenance, <br /> operations, custodial, and portable toilet rental expense report each May during the entire <br /> term of this Agreement for the then current fiscal year. The report shall include monthly <br /> costs, by field, for: number, rate and type of labor hours, materials, equipment, and <br /> portable restroom rental costs. <br /> Intergovernmental Agreement 2008 - 01034: Joint Use And Development of Artificial Turf Athletic Fields <br /> Page 5 of 10 May 9, 2008 <br />