HomeMy WebLinkAbout2011-06-27 PacketCITY OF UKIAH
CITY COUNCIL AGENDA
Adjourned Regular Meeting
CIVIC CENTER COUNCIL CHAMBERS
300 Seminary Avenue
Ukiah, CA 95482
June 27 and 28*, 2011
3:00 p.m.
Timed Item: 3:00 PM, 6/27: Redevelopment Meeting
Timed item: 5:30 PM, 6/27: Joint Council/UVSD Meeting
*This meeting will be continued to 6/28 if business isn't concluded in the first session on 6/27
1. ROLL CALL
2. AUDIENCE COMMENTS ON NON-AGENDA ITEMS
The City Council welcomes input from the audience. If there is a matter of business on the agenda that you are
interested in, you may address the Council when this matter is considered. If you wish to speak on a matter that is
not on this agenda, you may do so at this time. In order for everyone to be heard, please limit your comments to
three (3) minutes per person and not more than ten (10) minutes per subject. The Brown Act regulations do not
allow action to be taken on audience comments in which the subject is not listed on the agenda.
3. APPROVAL OF MINUTES
a. Regular Adjourned Council Minutes of 6/29/10
Timed Item 3:00 PM*
4. ADJOURNMENT: TO MEET AS THE UKIAH REDEVELOPMENT AGENCY (URA)
a. Roll Call
b. Approval of Regular Adjourned Redevelopment Agency Minutes of 6/29/10
C. Resolution Of The Ukiah Redevelopment Agency Of The City Of Ukiah
Authorizing Investment Of Monies In The Local Agency Investment Fund
* Or as soon as the meeting may be held in conjunction with the City Council meeting.
5. RECONVENE AS THE CITY COUNCIL
6. UNFINISHED BUSINESS
a. Discussion and Decision Regarding Appeal Of The United States Postal Service
Closure Decision
b. Approve The Purchase Of A Slip-In Style Pre-Mix Asphalt Patcher In The Amount
Of $34,632.00 Plus Tax And Corresponding Budget Amendments
7. PUBLIC HEARING - CONSIDERATION AND ADOPTION OF FISCAL YEAR 2011/2012
BUDGET
a. Presentation of Key Financial Decisions FY 2008/09 through FY 2011/12-- City
Manager
b. Presentation of City Budget-City Manager and City Finance Director
C. Council discussion and consideration; questions to staff
8. ADJOURNMENT: TO MEET AS THE UKIAH REDEVELOPMENT AGENCY (URA)
a. Public Hearing - Proposed Agency Budget
b. Resolution Authorizing Adoption of Ukiah Redevelopment Agency Fiscal Year
2011-2012 Budget
C. Adjournment of URA
9. PUBLIC COMMENT REGARDING REGULAR AND REDEVELOPMENT BUDGETS
Timed item 5:30 PM**
10. PUBLIC HEARING AT JOINT MEETING WITH BOARD OF DIRECTORS, UKIAH VALLEY
SANITATION DISTRICT (UVSD) - CONSIDERATION AND ADOPTION OF FISCAL YEAR
2011/2012 BUDGET FOR WASTEWATER
a. Roll Call
b. Overview of Proposed Sewer Fund Budget by Staff and District Manager
C. Adjournment of Joint Meeting
Timed item for 5:30 p.m., June 27, 2011, or as soon thereafter as the matter may be heard
11. RECONVENE AS THE CITY COUNCIL
12. RESOLUTION OF THE CITY COUNCIL OF THE CITY OF UKIAH AUTHORIZING
ADOPTION OF FISCAL YEAR 2011-2012 BUDGET
13. CLOSED SESSION - Closed Session may be held at any time during the meeting
a. Conference with Labor Negotiator 54957.6)
Agency Representative: Jane Chambers, City Manager
Employee Organizations: Police, Fire, Electric, Miscellaneous Units
14. ADJOURNMENT OF MEETING
Please be advised that the City needs to be notified 72 hours in advance of a meeting if any specific accommodations or
interpreter services are needed in order for you to attend. The City complies with ADA requirements and will attempt to
reasonably accommodate individuals with disabilities upon request. Materials related to an item on this Agenda submitted
to the City Council after distribution of the agenda packet are available for public inspection at the front counter at the
Ukiah Civic Center, 300 Seminary Avenue, Ukiah, CA 95482, during normal business hours, Monday through Friday, 8:00
am to 5:00 pm.
I hereby certify under penalty of perjury under the laws of the State of California that the foregoing agenda was posted on
the bulletin board at the main entrance of the City of Ukiah City Hall, located at 300 Seminary Avenue, Ukiah, California,
not less than 72 hours prior to the meeting set forth on this agenda.
Dated this 24th day of June, 2011.
Linda Brown, Acting City Clerk
ITEM 3a
CITY OF UKIAH
CITY COUNCIL MINUTES
Adjourned Regular Meeting
CIVIC CENTER COUNCIL CHAMBERS
300 Seminary Avenue
Ukiah, CA 95482
June 29 and June 30, 2010
4:00 p.m.
1. ROLL CALL 4:06:16 PM
Ukiah City Council met at an Adjourned Regular Meeting on June 29, 2010, the notice for
which being legally noticed on June 25, 2010. Mayor Thomas called the meeting to order
at 4:06 pm. Roll was taken with the following Councilmembers present: Landis, Crane,
Rodin (arriving at 5:38pm), Baldwin, and Mayor Thomas. Councilmembers absent:
None. Staff present: City Manager Chambers, Assistant City Manager Sangiacomo,
Director of Finance Elton, Director of Public Safety Dewey, Director of Public Works/City
Engineer Eriksen, Deputy Director Public Works Streets and Engineering Division
Seanor, Airport Manager Owen, and Recording Secretary Davis (Roll call only).
2. AUDIENCE COMMENTS ON NON-AGENDA ITEMS
3. PUBLIC HEARING
CONSIDERATION AND ADOPTION OF FISCAL YEAR 2010/2011 BUDGET
Public Hearing Opened 4:08 pm
A. Overview of Proposed City Budget -City Manager and Finance Director
City Manager Chambers presented the item noting the Budget includes the use of
reserve funds.
B. Public Safety Department
Director of Public Safety Dewey presented the item. (4:40 pm)
C. Planning & Community Development Department
Director of Planning and Community Development Stump presented the item. (5:20
pm)
Councilmember Rodin arrived 5:38 pm
4. ADJOURNMENT TO MEET AS THE URA
Adjourned to Ukiah Redevelopment Agency 6:03 pm
5. RECONVENE AS THE CITY COUNCIL
Reconvened 7:24 pm
A. Public Works Department
Director of Public Works/City Engineer Eriksen and Deputy Director of Public Works
Streets and Engineering Division Seanor presented the item.
B. Airport
Airport Manager Owen presented the item. (8:50 pm)
C. Finance Department
Finance Director Elton presented the item. (8:56 pm)
Adjourned 9:05 pm to Adjourned Regular Meeting June 30, 2010, at 4 pm.
ROLL CALL
Ukiah City Council met at an Adjourned Regular Meeting on June 30, 2010, the notice for
which being legally noticed on June 25, 2010. Mayor Thomas called the meeting to order
at 4:06 pm. Roll was taken with the following Councilmembers present: Landis, Crane,
Rodin (arriving at 5:38pm), Baldwin, and Mayor Thomas. Councilmembers absent:
None. Staff present: City Manager Chambers, Assistant City Manager Sangiacomo,
Director of Finance Elton, Community Services Supervisor Merz, Electric Utility Director
Grandi, Human Resources Director and Risk Manager Harris, and Recording Secretary
Davis (Roll call only).
D. Community Services Department
Community Services Supervisor Merz and Assistant City Manager Sangiacomo
presented the item. (4:32 pm)
Recessed 5:20 pm Reconvened 5:35 pm
6. PUBLIC HEARING AT JOINT MEETING WITH BOARD OF DIRECTORS, UKIAH VALLEY
SANITATION DISTRICT (UVSD) - CONSIDERATION AND ADOPTION OF FISCAL YEAR
2010/2011 BUDGET FOR WASTEWATER JUNE 30, 2010
ROLL CALL
Ukiah City Council met with UVSD at a Joint Meeting on June 30, 2010, the notice for
which being legally noticed on June 25, 2010. Mayor Thomas called the meeting to order
at 5:35 pm. Roll was taken with the following Councilmembers present: Landis, Crane,
Rodin, Baldwin, and Mayor Thomas. Councilmembers absent: None. Staff present:
City Manager Chambers, Assistant City Manager Sangiacomo, City Attorney Rapport,
Director of Finance Elton, Director of Public Safety Dewey, Project and Grant
Administrator Mills, Community Services Supervisor Merz, Director of Public Works/City
Engineer Eriksen, and Recording Secretary Davis. Sanitation District Board present:
Directors Porter, Ronco and McNerlin and Vice-Chair Pallesen. Sanitation District
Board absent: Chair Paulin. UVSD Staff present: UVSD District Manager Kennedy,
County Council, and District Clerk Clark.
Overview of Proposed Sewer Fund Budget by City Staff and District Manager
City Manager Chambers presented the item.
MIS Crane/Landis to transfer the city's portion of the two $50,000 expenses (Emergency
Repairs & Maintenance and Fines & Penalties) from fund 612 to 614 same as the UVSD
approved. Motion carried by the following roll call vote: AYES: Councilmembers Landis,
Crane, Rodin, Baldwin and Mayor Thomas. NOES: None. ABSENT: None. ABSTAIN:
None. (8:13 pm)
M/S Crane/Landis to transfer $150,000 for the recycled water from 612 to 614 to be
shared between the UVSD and the City in the 47.5/52.5 ratio; the reduction of $100,000
each for the copper and the nitrite studies to $10,000 each; and the removal of $30,000
for mediation and reconciliation services. Motion carried by the following roll call vote:
AYES: Councilmembers Landis, Crane, Rodin, Baldwin and Mayor Thomas. NOES:
None. ABSENT: None. ABSTAIN: None. (8:14 pm)
M/S Baldwin/Landis to approve the 2010/11 Wastewater Enterprise Budget as
amended. Motion carried by the following roll call vote: AYES: Councilmembers Landis,
Crane, Rodin, Baldwin and Mayor Thomas. NOES: None. ABSENT: None. ABSTAIN:
None. (8:16 pm)
The quarterly meeting will be moved to August; staffs to work out the details.
There being no further business, the joint meeting adjourned at 8:35 pm
7. PUBLIC HEARING CONTINUED - All Other City of Ukiah Funds
Reconvened 8:50 pm
E. Electric Utility
Electric Utility Director Grandi presented the item.
F. City Manager/Human Resources/Support Services Departments
Director of Human Resources Harris, Assistant City Manager Sangiacomo, and City
Manager Chambers presented the items. (9:30 pm)
8. RESOLUTION OF THE CITY COUNCIL OF THE CITY OF UKIAH AUTHORIZING
ADOPTION OF FISCAL YEAR 2010-2011 BUDGET
Councilmember Baldwin made a motion to add $4,800 for Planning Commission
stipends. Motion died due to lack of a second.
M/S Landis/Crane to adopt the 2010/2011 budget including the wastewater
amendments moved and carried in the Joint Meeting and the topic of Planning
Commission stipends come to City Council for consideration within 8 weeks. Motion
carried by the following roll call vote: AYES: Councilmembers Landis, Crane, Rodin,
Baldwin and Mayor Thomas. NOES: None. ABSENT: None. ABSTAIN: None.
9. ADJOURNMENT OF MEETING
There being no further business, the meeting adjourned at 10:21 pm
JoAnne M. Currie, Transcribing Secretary
ITEM 4b
UKIAH REDEVELOPMENT AGENCY
CIVIC CENTER COUNCIL CHAMBERS
300 Seminary Avenue
Ukiah, CA 95482
June 29, 2010
MINUTES
1. ROLL CALL
Ukiah Redevelopment Agency met at a Special Meeting on June 29, 2010, the notice for
which being legally noticed on June 25, 2010. Chairperson Thomas called the meeting
to order at 6:20 pm. Roll was taken with the following Commissioners present: Landis,
Crane, Rodin, Baldwin, and Chairperson Thomas. Commissioners absent: None. Staff
present: Executive Director Chambers, Assistant Executive Director Sangiacomo, City
Attorney Rapport, and Redevelopment Secretary Brown (Roll call only).
2. AUDIENCE COMMENTS ON NON-AGENDA ITEMS
3. PUBLIC HEARING
CONSIDERATION AND ADOPTION OF FISCAL YEAR 2010/2011 BUDGET
A. Overview of Proposed Budget by Assistant Executive Director
Assistant Executive Director Sangiacomo presented the item.
B. Resolution Authorizing Adoption of Ukiah Redevelopment Agency Fiscal
Year 2010-2011 Budget
M/S Rodin/Landis to adopt the 2010/2011 Budget, noting a freeze on Fagade
Improvement Program until further discussion. Motion carried by the following
roll call vote: AYES: Commissioners Landis, Crane, Rodin, Baldwin, and
Chairperson Thomas. NOES: None. ABSENT: None. ABSTAIN: None.
9. ADJOURNMENT
There being no further business, the meeting adjourned at 7:23 pm.
JoAnne M. Currie, Transcribing Secretary
City aj_IZ11joh
ITEM NO.:
MEETING DATE:
4c
June 27, 2011
UKIAH REDEVELOPMENT AGENCY
AGENDA SUMMARY REPORT
SUBJECT: RESOLUTION OF THE UKIAH REDEVELOPMENT AGENCY OF THE CITY OF UKIAH
AUTHORIZING INVESTMENT OF MONIES IN THE LOCAL AGENCY INVESTMENT
FUND
The City of Ukiah has maintained an investment account with Local Agency Investment Fund (LAIF) for
many years. This account is used for cash flow management. LAIF pools funds from many governmental
entities into large investments. Funds may be withdrawn from the fund on a daily basis if necessary. Funds
are electronically transferred only between bank accounts that are identified in advance. The City's
investment advisor, Public Financial Management (PFM) reviewed the investment possibilities for the
reserve funds and made the recommendation that LAIF was an appropriate investment vehicle.
Since the Ukiah Redevelopment Agency is a separate entity, LAIF requires a separate action by the Board
of Directors of the Agency to authorize the accounts and designate the account signers.
The Resolution of the Ukiah Redevelopment Agency of the City of Ukiah Authorizing Investments of Monies
in the Local Agency Investment Fund is provided to establish accounts with LAW for investment of the
reserve accounts for the Agency's Redevelopment Bonds.
Staff is recommending adoption of the attached Resolution authorizing the accounts with LAIF and
identifying the signers authorized to transact business with LAIF relating to these accounts.
Fiscal Impact:
Budget Amendment Required
D Budgeted FY 10/11 1-1 New Appropriation ❑X Not Applicable
F
Recommended Action(s): Adopt Resolution of the Ukiah Redevelopment Agency of the City of Ukiah
Authorizing Investments of Monies in the Local Agency Investment Fund
Alternative Council Option(s): Alternate Council Direction
Citizens advised:
Requested by: Gordon Elton, Finance Director
Prepared by: Linda Brown, Redevelopment Agency Secretary
Coordinated with: Gordon Elton, Finance Director, David Rapport, City Attorney, Jane Chambers,
Executive Director
Attachments: URA Resolution
Approved:
ane Chambers, Executive Director
ATTACHMENT
URA RESOLUTION NO. 2011-09
RESOLUTION OF THE UKIAH REDEVELOPMENT AGENCY OF THE CITY OF UKIAH
AUTHORIZING INVESTMENT OF MONIES IN THE LOCAL AGENCY INVESTMENT
FUND
WHEREAS, pursuant to Chapter 730 of the statutes of 1976 Section 16429.1 was
added to the California Government Code to create a Local Agency Investment Fund in the
State Treasury for the deposit of money of a local agency for purposes of investment by
the State Treasurer; and
WHEREAS, the City Council acting as the Ukiah Redevelopment Agency ("Agency")
does hereby find that the deposit and withdrawal of money in the Local Agency Investment
Fund in accordance with the provisions of Section 16429.1 of the Government Code for the
purpose of investment as stated therein as in the best interests of the Agency.
NOW, THEREFORE, BE IT RESOLVED, that the City Council acting as the Agency
does hereby authorize the deposit and withdrawal of Agency monies in the Local Agency
Investment Fund in the State Treasury in accordance with the provisions of Section
16429.1 of the Government Code for the purpose of investment as stated therein, and
verification by the State Treasurer's Office of all banking information provided in that
regard.
BE IT FURTHER RESOLVED, that the following Agency's officers or their
successors in office shall be authorized to order the deposit or withdrawal of monies in
the Local Agency Investment Fund:
Jane Chambers, City Manager
Sage Sangiacomo, Assistant City Manager
Gordon Elton, Director of Finance
Allen Carter, City Treasurer
Melody Harris, Risk Manager
PASSED AND ADOPTED, by the Ukiah City Council acting as the Ukiah
Redevelopment Agency this 27th day of June 2011 by the following roll call vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
Mari Rodin, Chairperson
ATTEST:
Linda C. Brown, Agency Secretary
ITEM NO.: 6a
MEETING DATE: June 27, 2011
city of 4.1kiah
AGENDA SUMMARY REPORT
SUBJECT: DISCUSSION AND DECISION REGARDING APPEAL OF THE UNITED STATES
POSTAL SERVICE CLOSURE DECISION
Background: The Ukiah Main Post Office has been located in the heart of downtown for 74 years. On
February 23, 2011, the United States Postal Service informed the City of Ukiah that it is considering the
potential relocation of the Downtown Post Office and consolidation of services to the Orchard Avenue
Annex. A community meeting was held on April 21 with the public and the USPS representatives.
Discussion: A letter dated June 20, 2011 was received from the United States Postal Service (USPS)
indicating their decision to relocate the downtown post office to the facility located at 671 South Orchard
Street, Ukiah. The letter, Attachment 1, indicates the Ukiah Community may appeal the decision within 15
days. According to Mayor Rodin in an email exchange with Diana Alvarado, Pacific Facilities Service Office,
out of South San Francisco, the USPS will accept appeals through Monday, July 8, 2011.
Fiscal Impact:
Budget Amendment Required
Budgeted FY 10/11 1-1 New Appropriation ❑X Not Applicable
F
Recommended Action(s): Discussion and Decision Regarding Appeal of the United States
Postal Service Closure Decision
Alternative Council Option(s): Direction to City Staff regarding Appeal Action, Writing of Letter
regarding Appeal, or other Steps Directed by City Council regarding an Appeal.
Citizens advised:
Requested by: Mayor Mari Rodin
Prepared by: Linda Brown, Administrative Assistant
Coordinated with: Jane Chambers, City Manager
Attachments: Letter from USPS
Approved:
J O, ' Chambers, City Manager
F
ATTACHMENT
PACIFIC FACILITIES SERVICE OFFICE
UNITEDSTWES
POSTAL SERVICE
June 20, 2011
The Honorable Mayor Rodin
300 Seminary Avenue
Ukiah, CA 95482
Dear Mayor Rodin:
On June 13, 2011 a recommendation was forwarded to the Vice President of Facilities for
his approval to relocate the retail services currently located at 224 North Oak Street to our
facility located at 671 South Orchard.
This is written notice that on June 20, 2011 the Vice President of Facilities, with the
concurrence of the Vice President Delivery and Post Office Operations, approved the
request to relocate the retail services from the North Oak Street facility to our South
Orchard facility.
As provided in CFR 39 241.4, your office and members of the Ukiah community may appeal
this decision withinthe-next 15 days of the receipt of this letter. As appropriate, your appeal
should be directed to Vice President, Facilities and addressed as follows:
Vice President, Facilities
Attn: Diana K. Alvarado
Pacific Facilities Service Office
Facilities Planning and Requirements
395 Oyster Point Boulevard, Suite 225
South San Francisco, CA 94080-0300
Sincerely,
Ujwala Tamaskar
Manageria
Pacific Faciltiies Service Office
395 OYSTER POINT BOULEVARD, SUITE 225
SOUTH SAN FRANCISCO, CA 94080-0300
((650) 615-7200
City of 'rikia.li
ITEM NO.: 6b
MEETING DATE:
AGENDA SUMMARY REPORT
June 15, 2011
SUBJECT: APPROVE THE PURCHASE OF A SLIP-IN STYLE PRE-MIX ASPHALT PATCHER IN
THE AMOUNT OF $34,632.00 PLUS TAX AND CORRESPONDING BUDGET
AMENDMENTS.
On June 15, 2011 the above subject item was agendized for the consent calendar as an approved budgeted item
for purchase. Council member Crane pulled the item from the consent agenda and requested further information.
The Council agreed to continue the item pending the additional information. The following information is provided to
answer the questions raised at the June 15, 2011 meeting.
1. Why was the particular model recommended for purchase? The model that was selected met the
specifications that the Public Works staff had requested in order to meet their needs. The model has two
sources of heat, electric and propane; it has an attached Tack oil reservoir and dispensing wand. The
model also has a conveyor system for dispensing the asphalt so that the operator at the back of the truck
may control the amount of asphalt dispensed.
2. How much asphalt do we waste per load? There are many variables that make up the answer to this
question. Temperature of the day (winter vs. summer) plays a large part in the amount of asphalt that cures
prior to placement. Another major factor is how far the load has to travel from the batch plant to the
construction site. The two places that the City purchases asphalt are Granite construction located in the
Ukiah Valley and Syar Industries located in the Healdsburg area. The City purchases asphalt from Granite
when the plant is running but that is infrequent. The majority of the asphalt purchased is transported from
Syar. Since July of 2009 the City has purchased 260 tons of asphalt from Syar and 127 tons from Granite.
When staff makes the trip to Syar the round trip is, on the average, two to three hours. This results in the
asphalt curing for an hour to an hour-and-a-half of transportation time. This greatly affects the amount of
cured asphalt that becomes not usable. Another factor when considering the amount of waste per load is
the amount of asphalt in a particular load. The City has purchased anywhere between two tons of per load
up to sixteen tons per load. All these different factors lead to a wide range for the answer to this question of
waste. However, the best average that staff can agree on to answer this question is one ton. So, on the
average one ton of asphalt is unusable for every load.
3. Did the City use the $80,000 budget for asphalt last fiscal year? The total of all City asphalt purchases was
approximately $130,000. This number includes Streets Department, Parks Department, Golf Course,
Water, Sewer and Electric. $80,000 was budgeted only for the Street Department, but was reduced at mid-
year budget as a cost savings measure. It was reduced to $18,000. Of that, $10,571 is projected to be
used.
4. How many tons of asphalt in each cubic yard? There are many variables that can change this number.
However, 1.9 tons is the average.
5. What is the minimum quantity of asphalt that can be purchased at the plant? One ton is the typical
minimum.
Continue on Page 2
Recommended Action(s): APPROVE THE PURCHASE OF A SLIP-IN STYLE PRE-MIX ASHPALT
PATCHER IN THE AMOUNT OF $34,632.00 PLUS TAX AND CORRESPONDING BUDGET
AMENDMENTS.
Alternative Council Option(s): Do not approve the purchase, and provide alternate direction to staff.
Citizens advised: N/A
Requested by: Tim Eriksen, Director of Public Works and City Engineer
Prepared by: Mary Horger, Purchasing Supervisor
Coordinated with: Jane Chambers, City Manager
Attachments: N/A
Approved:
Jane Charfibers, City Manager
6. Will the recommended unit accept the minimum quantity? This is a four yard unit which will accept the
minimum quantity at the plant.
7. Why not a machine in the $12,000 to $14,000 range? With the distances typically travelled for the asphalt,
it is not cost effective to transport small loads, therefore staff recommended a machine of sufficient quantity
to make this equipment cost effective.
Proposals were received from three vendors. Below is a tabulation of the quotes received:
Vendor
Price (less tax)
Pavement Technologies International Corporation
$34,632.00
Municipal Maintenance Equipment
$39,496.00
Nixon-El i Equipment Co.
$44,830.05
It is staff's recommendation that Council approve the purchase of the slip-in style pre-mix asphalt patcher by Stepp
Manufacturing, in the amount of $34,632.00 plus tax. $30,000.00 has been budgeted for this purchase in
100.3110.800.000. Staff is requesting the authorization of two budget transfers to make up the difference for this
purchase from the following accounts: $7,000 from 100.3110.690.001 and $1,000 from 100.3110.690.002.
Fiscal Impact:
Budgeted FY 10/11 ❑ New Appropriation Not Applicable ❑X Budget Amendment Required
ted
Amount Budgeted
Requested
$30,000.00
Amount Transfer
$7,000
$1,000
Source of Funds (title and Account Number Addit. Appropriation
Street Machinery & Equip. 100.3110.800.000
Source of Funds (title and From Account Number To Account Number
Street Special Supplies Asphalt 100.3110.690.001 100.3110.800.000
Aggregate Base
100.3110.690.002 100.3110.800.000
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