PACKET: Commissioners Meeting at Tue, Feb 21, 09:00 AM

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Resolution to Declare Certain Personal Property as Surplus

Topic Summary

The Central Services Department seeks approval from the Board of County Commissioners (BoCC) to declare certain personal property, specifically worn out or broken copiers, as surplus. The disposal of this equipment is authorized by a resolution, and the process is permissible without public auction because the value of each item is under $2,500. The plan is to transfer the equipment to a recycling center or the Transfer Station.

Key Points

  • The resolution is required to authorize the disposal of worn out and/or broken copiers identified as no longer needed for County purposes.
  • Notice of intention to sell is not required because the total value of each surplus item is less than $2,500, per RCW 36.34.020.
  • Surplus items listed include five CANON copier/printers with Asset IDs 003127, 003452, 003454, 003455, and 003481, all indicated as "WORN OUT."
  • Disposal method authorized by the resolution is transfer to a recycling center or the Transfer Station.

Financials

  • None specified; the fiscal impact is noted as "N/A."
  • The statement of issue notes the value of each item is less than $2,500.

Alternatives

  • None specified.

Community Input

  • None present.

Timeline

  • None specified.

Next Steps

The Board is requested to approve and sign the attached resolution authorizing disposal.

Sources

  • Chris Goy - Central Services Director
  • RCW 36.34.020

Establishment of New Department for Therapeutic Courts

Topic Summary

The County proposes establishing a new department, Department 245 - Therapeutic Courts Case Management, within the General Fund. This action is necessitated by an existing Memorandum of Understanding (MOU) related to the 1/10th of 1% Behavioral Health Sales Tax (Fund 131, Chemical Dependency) allocated for therapeutic court services shared between the Superior Court and District Court. The new department aims to centralize budgeting and activity for therapeutic court expenditures, which are currently only being processed through the District Court budget.

Key Points

  • An existing MOU between the Superior Court, District Court, and the BoCC (Administrator of the 1/10th of 1% Behavioral Health Sales Tax) allocates funds for the Therapeutic Court’s Coordinator/Case Manager and related services.
  • The Therapeutic Court’s Coordinator/Case Manager salary is currently paid solely out of the District Court budget, creating an uneven burden.
  • The new department, Department 245, will be titled "Therapeutic Courts Case Management."
  • The purpose is to consolidate budgeting and activity in a centralized department serving both District and Superior Courts.

Financials

  • Revenue source: Fund 131, Chemical Dependency (1/10th of 1% Behavioral Health Sales Tax).
  • Revenue from Fund 131 will be transferred to the new department (Dept 245) based on expenditures related to therapeutic courts for District and Superior Courts.
  • The Finance Manager will provide financial oversight of Department 245.
  • Quarterly expenditure reporting must be provided by the Case Manager to the Chief Accountant for audit purposes and fund transfer processing.

Alternatives

  • None specified.

Community Input

  • None present.

Timeline

  • None specified.

Next Steps

The Board is requested to approve the resolution establishing General Fund Department 245 and authorize the Auditor to move revenue and expenditure budgets from District Court (Dept 080) and Superior Court (Dept 240) to the new department.

Sources

  • Judy Shepherd - Finance Manager
  • Jefferson County Superior Court
  • Jefferson County District Court
  • Mark McCauley - County Administrator

Contract Agreement with Usawa Consulting for Anti-Racist Literacy Workshop

Topic Summary

Jefferson County Public Health (JCPH) seeks approval for an agreement with Usawa Consulting, LLC for $23,779 to continue and expand anti-racist literacy training for staff and provide continuing education. This work is funded entirely by a National Association of County and City Health Officials (NACCHO) grant called Partnering for Vaccine Equity (PAVE). The training aims to improve staff literacy in diversity, equity, inclusion, and accessibility (DEIA) to enhance public trust and address lower vaccination rates among historically marginalized populations.

Key Points

  • JCPH seeks to meet deliverables of the NACCHO "Partnering for Vaccine Equity (PAVE)" grant.
  • A similar training was conducted in 2022 for 15 staff members.
  • The new funds will allow JCPH to offer the training to more staff and provide continuing education/resources for past participants.
  • The training supports JCPH's ongoing DEIA efforts to improve relationships and maintain a high level of vaccination access, especially as mass vaccination clinics conclude.
  • The specific training is a 16-hour virtual course titled, “Anti-Racist Literacy Workshop,” customized to integrate the subject of public health messaging regarding COVID-19 and flu vaccination.
  • The customized training will be provided to 20 people starting in the spring or summer of 2023.
  • The Contractor, Usawa Consulting, LLC, is identified as a sole source vendor for this work, and is retained to highlight COVID-19 and flu vaccination hesitancy and public health messaging.
  • One subcontractor is named: Cendré Hunt, Facilitator, who agrees to follow the terms of the agreement.

Financials

  • Total contract amount: $23,779.
  • Funding source: Entirely from the National Association for County and City Health Officials (NACCHO) PAVE grant funds (General Fund dollars are not used).
  • Budget breakdown:
    • Training plan development: $8,000
    • Customized 16-hour workshop, continuing education, and consulting: $15,779
    • Total: $23,779
  • Reimbursement is handled on a schedule provided in Exhibit B, with invoices due by the 15th of the month for the previous month's expenses.

Alternatives

  • None specified.

Community Input

  • None present.

Timeline

  • Contract Term: January 1, 2023 – December 31, 2023.
  • Training plan development target date: May 30, 2023.
  • Customized workshop delivery target date: December 31, 2023.

Next Steps

JCPH management requests approval of the Contract Agreement with Usawa Consulting LLC.

Sources

  • Bonnie Obremski - Web & Digital Communications Specialist (Public Health)
  • Apple Martine - Public Health Director
  • Tonia Burkett - Usawa Consulting, LLC (Owner)
  • Cendré Hunt - Facilitator/Subcontractor
  • Mark McCauley - County Administrator
  • NACCHO Grant Funds

2023 Affordable Housing/Homelessness Grant Funding for Caswell-Brown Village

Topic Summary

The County intends to approve a Grant Agreement with Community Build for $20,000 from 1590 Funds to construct ten tiny shelters for individuals in transitional housing at the Caswell-Brown Village. This funding derives from grant recommendations approved by the Board of County Commissioners on January 3, 2023, following the Housing Fund Board's review.

Key Points

  • Community Build will construct ten tiny shelters for Caswell-Brown Village, a transitional housing site.
  • The shelters will be 8’ x 12’ structures with a shed roof, insulation, small wall heaters, built-in bed frames, locks, and electrical amenities (light, switch, 4-5 outlets).
  • The shelters will serve people currently living in tents, cars, or trucks.
  • OlyCAP previously contracted Community Build for the first ten shelters at this location, built starting October 9, 2022.
  • The project qualifies under 1590 funds as "construction of affordable housing for people who meet the income limit and at least one... of the eligibility criteria," including persons with mental illness or disabilities, veterans, seniors, and homeless families.
  • The number of people housed at one time in these ten new shelters is estimated to be 10-16, providing transitional housing until residents move to permanent housing.
  • Community Build anticipates starting construction in early spring 2023 to begin buying materials by early March.
  • The scope includes provisions for OlyCAP to specify if "doubles" (larger shelters with space for two beds) are needed, affecting the total number of shelters built.

Financials

  • Grant amount: $20,000.
  • Funding source: 1590 Funds (SHB 1590 sales tax revenues supporting affordable housing).
  • Community Build is conducting its own fundraising to meet the total estimated cost of $64,500 needed for the ten shelters.
  • The prior ten shelters cost $49,000 from OlyCAP donations, plus substantial in-kind and $10,000 raised by Community Build itself.

Alternatives

  • None specified, but alternative structures (doubles) are mentioned as depending on OlyCAP’s specification and funds raised.

Community Input

  • None present.

Timeline

  • 2023-01-03: BoCC approved the Housing Fund Board's 2023 grant recommendation for this project.
  • 2023-01-01: Project began (Term start date).
  • 2023-01-15: Deadline for OlyCAP to determine if larger shelters ("doubles") are needed, allowing CB to purchase adequate materials "in time for early spring construction" by early March.
  • 2023-03 (Estimated): Beginning of material purchasing for construction.
  • Early Summer 2023 (Goal): Completion of ten new tiny shelters.
  • 2023-12-31: Project completion/Term end date.

Next Steps

The Board is requested to approve the Grant Agreement with Community Build.

Sources

  • Carolyn Gallaway - Clerk of the Board (County Admin)
  • Mark McCauley - County Administrator
  • Community Build
  • Olympic Community Action Programs (OlyCAP)
  • SHB 1590 (RCW 82.14.530)

Certification of 2023 Road Levy to CRAB

Topic Summary

Jefferson County must annually certify its Road Levy to the County Road Administration Board (CRAB). This certification is required to ensure the County complies with state law and remains eligible to receive Motor Vehicle Fuel Tax revenues. The submitted document details the total road levy fixed for 2023 and the amount diverted for traffic law enforcement.

Key Points

  • The County Road Administration Board (CRAB) requires the County to certify the Road Levy each year using the "Digital Submittal Certification" form.
  • Fulfillment of this requirement ensures CRAB can issue the "Certificate of Standards in Good Practice," which guarantees the distribution of Motor Vehicle Fuel Tax revenues to Jefferson County.
  • The actual Adopted/Established Road Levy for 2023 is $4,946,804 (Fixed in Accordance with RCW 36.40.090).
  • Road Levy revenues are being diverted for Traffic Law Enforcement (RCW 36.33.220) in the amount of $620,000.
  • The diverted levy amount corresponds to a rate of $0.104113 per thousand of Road District Valuation.
  • Road Levy Revenue remaining for Roads (RCW 36.82.040) is $4,326,804, corresponding to a rate of $0.726574 per thousand.
  • Total County Valuation: $8,611,499,998.
  • Road District Valuation: $5,955,074,390.
  • There are $0 Road Funds Budgeted to be used for Traffic Law Enforcement through Operating Transfer or Direct Payment.

Financials

  • Actual Adopted/Established Road Levy: $4,946,804.
  • Diverted Road Levy Amount (for Traffic Law Enforcement): $620,000.
  • Road Levy Revenue Remaining for Roads: $4,326,804.
  • Total Budgeted Road Fund Expenditures for Traffic Enforcement: $0.

Alternatives

  • None specified.

Community Input

  • None present.

Timeline

  • 2023-03-01 (Statutory Deadline): Road Levy Certification must be submitted to CRAB per WAC 136-150-021.

Next Steps

The Board Chair is requested to sign the attached “Digital Submittal Certification” and return it to Public Works for further processing.

Sources

  • Monte Reinders P.E. - Public Works Director/County Engineer
  • County Road Administration Board (CRAB)
  • WAC 136-04, WAC 136-150-021, and WAC 136-150-030
  • RCW 36.40.090, RCW 36.33.220, RCW 36.82.040

Hearing and Proposed Ordinance on Courthouse Security Standards

Topic Summary

The Commissioners held a hearing regarding a draft Ordinance to repeal and replace Resolution No. 78-99 concerning Courthouse Security. The ordinance formalizes existing procedures and updates security standards to comply with current state law (RCW 9.41.300(1)(b)) and judicial rules (GR 36). The proposed changes include mandatory security screening for all public entrants, discretion for the Sheriff’s Office to waive screening for certain employees, and codifying the use of security lockers for weapons.

Key Points

  • The courthouse security administration was determined to be under the Sheriff’s Office on September 12, 2022.
  • The proposed ordinance updates Resolution No. 78-99 to reflect current law and practice.
  • A key update is allowing for the locking of weapons in a security locker, replacing the previous requirement to entrust them to the Sheriff's Chief Civil Deputy or deputy.
  • All persons entering the courthouse will be subject to security screening by the Sheriff, requiring electronic screening for metals, inspection of containers (purses, briefcases, etc.), and "wanding." Refusal to consent results in refusal of entry.
  • The Sheriff has discretion to waive screening for certain groups: County employees/volunteers with ID, Judges/Court Commissioners with ID, on-duty law enforcement/first responders/military with proper ID/orders, licensed attorneys with bar card/picture ID, and inmates/juveniles in custody.
  • The entire interior of the courthouse building is proposed as a restricted area where weapons are prohibited (Section 3).
  • The ordinance is determined to be a "subject of a general and permanent nature," necessitating adoption via ordinance rather than resolution.
  • Security screening measures in the ordinance align with General Rule 36(g)(2) of the Washington Supreme Court, which encourages uniformed security personnel to perform weapons screening using metal-detector wands and physical examination of bags.
  • The ordinance finds that due to the historic nature of the 1892 Courthouse, court areas cannot be protected without restricting ingress/egress to the building, necessitating entire building restrictions (in accordance with RCW 9.41.300(1)(b)).
  • The ordinance includes definitions for "Weapon," "Dangerous weapon," and "Firearm," clarifying the scope of the prohibition.

Financials

  • Staff report states: "There are no expected fiscal impacts from consideration of this ordinance."

Alternatives

  • None specified in the proposal. The ordinance mandates certain security measures.

Community Input

  • The following individuals provided oral testimony during the hearing: Steven Schumaker (Port Townsend), Stacie Prada (Port Townsend, Treasurer), Brenda Huntingford (Port Ludlow, Auditor), Margaret Taylor (Port Townsend), Chuck Henry (Port Townsend), Tom Thiersch (Jefferson County), and George Yount (Port Townsend).
  • Chief DPA Hunsucker proposed the Commissioners listen to testimony and continue deliberations the following week.

Timeline

  • 2022-09-12: BoCC held a workshop/public comment period and determined security should be administered by the Sheriff's Office.
  • 2023-02-21: Hearing held; oral testimony closed.
  • 2023-02-24, 4:30 p.m.: Deadline for written testimony (extension granted).
  • 2023-02-27 (time TBD): Continuation of deliberations.
  • Effective Date: Immediately upon adoption of the Ordinance.

Next Steps

The Board agreed to continue deliberations on February 27, 2023. The recommendation is to adopt the DRAFT Ordinance after listening to public testimony.

Sources

  • Joe Nole - Sheriff
  • Troy Surber - Civil Deputy
  • Mark McCauley - County Administrator
  • Chief Civil Deputy Prosecuting Attorney Philip Hunsucker
  • Washington Constitution, Article XI, Section 11
  • RCW 36.32.120(7), RCW 9.41.290, RCW 9.41.300(1)(b), RCW 36.28.010(2), RCW 36.28.010(5), RCW 36.28.010(6)
  • Washington Supreme Court General Rule 36 (GR 36)
  • Resolution No. 78-99 (proposed repeal)
  • Hearing Commenters: Steven Schumaker, Stacie Prada, Brenda Huntingford, Margaret Taylor, Chuck Henry, Tom Thiersch, George Yount.

Corrections Officer Hiring Incentive (Ryan Taylor)

Topic Summary

Jefferson County seeks to approve a Memorandum of Agreement (MOA) providing a $10,000 entry-level hiring incentive for new Corrections Officer Ryan Taylor. This incentive is part of a larger MOA adopted by the Board on November 21, 2022, aimed at addressing a severe and prolonged shortage of Corrections Staff within the Sheriff’s Department.

Key Points

  • The incentive is provided in response to a continuing shortage of Sheriff’s Department Corrections Staff.
  • There are currently six vacancies out of a staff of 15 Corrections Officers in the Corrections Center.
  • Current Corrections Officers have worked approximately 2,600 hours of overtime since January 2022 due to vacancies.
  • The incentive is necessary because neighboring counties offer similar incentives, exacerbating the difficulty in attracting and retaining qualified staff.
  • The entry-level incentive amount is $10,000 for new Corrections Officers.
  • The incentive requires the employee to complete three years of service to the County.
  • If the employee separates from County employment before three years, they must repay the incentive on a pro-rated basis over a 12-month period.
  • Repayment provisions can be waived or modified by the Department Director at their sole discretion if the employee is offered another County position, provided the other department reimburses the original department.

Financials

  • Total Hiring Incentive Cost (Expenditure): $10,000.
  • Payment Schedule:
    • $5,000 at hire upon signing the Agreement.
    • $2,500 upon successful completion of probation.
    • $2,500 upon completion of the second year.

Alternatives

  • None specified.

Community Input

  • None present.

Timeline

  • 2022-11-21: The BoCC adopted the original MOA (with FOP/JCSOUSS) establishing the retention and hiring incentives.
  • 2023-01-19: Ryan Taylor signed the incentive agreement.

Next Steps

The Board is requested to approve and sign the Memorandum of Agreement between Jefferson County and new Entry Level employee Ryan Taylor.

Sources

  • Mark McCauley - County Administrator
  • Sarah Melancon - HR Director
  • Jefferson County Sheriff’s Office Uniformed Support Services (JCSOUSS)
  • Fraternal Order of Police (FOP)
  • Ryan Taylor - Employee

Solid Waste Facility Replacement Planning Update

Topic Summary

Public Works presented an update on the ongoing planning process for replacing the county's current solid waste facilities. The planning team has set a 5-7 year timeframe to address the facility issues and has identified the intersection of SR19 and HWY 104 as the most promising potential future site for the new facility.

Key Points

  • Public Works staff, a consultant (Vikek Environmental Engineers), an integrated planning team, and the Solid Waste Advisory Committee (SWAC) are involved in the planning process.
  • The team has developed a Charter and Workplan.
  • The timeframe to address and replace the current Solid Waste Facility issues is 5-7 years.
  • The most promising potential future site identified for the new facility is at the SR19 and HWY 104 intersection.

Financials

  • The facility replacement planning process is budgeted for in the 2022-2023 Solid Waste budget.

Alternatives

  • None specified for the facilities themselves in the summary, although potential site locations were discussed as part of the process.

Community Input

  • Input has been received from various stakeholders, including the Solid Waste Advisory Committee (SWAC) members.

Timeline

  • 5-7 year timeframe to address issues or replace facilities.

Next Steps

The agenda item was for a monthly update. Staff recommended scheduling a workshop with the BoCC to review the planning process to date and answer any questions.

Sources

  • Monte Reinders - Public Works Director
  • Al Cairns - Solid Waste Manager
  • Vikek Environmental Engineers
  • Solid Waste Advisory Committee (SWAC)

Corrections Center Lower Parking Lot Improvement Contract

Topic Summary

The County is contracting with Shold Excavating for $17,537.83 to prepare and improve the Corrections Center's lower parking lot. This preparatory work is necessary before installing secured equipment storage for the Sheriff’s Office marine and emergency response vehicles, improving the useful life of that equipment.

Key Points

  • The project is for improvement of the Corrections Center lower parking lot (81 Elkins Rd, Port Hadlock).
  • The project's primary purpose is to prepare the ground for the installation of secured equipment storage (outdoor covered vehicle ports) for Sheriff's Office marine and emergency response vehicles.
  • The improvements are intended to extend the useful life of the currently-owned boats and emergency response vehicles.
  • The size of the planned new parking area is 100’ by 120’.
  • The scope of work includes removing and disposing of tree debris and sod (approx. 275 yards), grading and compacting the lot, and overlaying it with 255 tons of 1 ¼ minus crushed granite.
  • The contract notes this area along the east side of the Corrections Center lower parking lot was not previously utilized.

Financials

  • Total contract amount (flat fee inclusive of 9.1% sales tax): $17,537.83.
  • Funding source: Construction and Renovation Fund (Fund #301).
  • The contract process is "Exempt from Bid Process."

Alternatives

  • None specified.

Community Input

  • None present.

Timeline

  • The project term is noted for 2023.

Next Steps

The Board of Commissioners is requested to approve the attached contract.

Sources

  • Chris Goy - Central Services Director
  • Matthew Court - Central Services - Facilities Contact Person
  • Shold Excavating

RCO Grant Amendment No. 1: Olympic Discovery Trail – Anderson Lake Connection Project

Topic Summary

Jefferson County Public Works seeks approval for Amendment No. 1 to the grant agreement with the Washington State Recreation and Conservation Office (RCO) for the Olympic Discovery Trail (ODT) Anderson Lake Connection project (Project 20-1745C). The amendment is necessary to change the project type from "Development only" to "Acquisition and Development" to allow for the reimbursement of additional right-of-way (ROW) acquisition expenditures required for the trail segment.

Key Points

  • The original Grant Agreement was executed on November 22, 2021, for the design, permit, and construction of the ODT Anderson Lake Connection.
  • The project involves designing, permitting, and constructing approximately 3 miles of asphalt trail along the ODT.
  • The trail segment will connect the existing trail head at the south end of the Larry Scott Trail to the boundary of Anderson Lake State Park.
  • The trail is planned to travel along South Discovery Road, past Jefferson Transit headquarters, and through Rayonier timber uplands.
  • The initial project was funded as Development only, but additional ROW acquisition is now necessary.
  • The amendment adds acquisition milestones and acquisition costs for properties including Majestic Acres LLC (2.49 acres easement acquired 2022-09-30), Nighswonger (1.00 acre easement), and Pope Resources 2 (0.30 acre easement).
  • Required long-term obligations for the project area shall be "in perpetuity."
  • The project is included on the officially adopted 2023-2028 Transportation Improvement Program (TIP) as item number 6.

Financials

  • Total Project Cost: $5,273,642.00 (100.00%).
  • RCO Grant Award (total): $3,810,720.00 (72.26% of total cost).
    • RCFB - WWRP - Trails: $3,610,720.00 (68.47%)
    • Office - RRG Trails: $200,000.00 (3.79%)
  • Project Sponsor Minimum Matching Share: $1,462,922.00 (27.74%).
  • Matching Fund Sources: Federal Highway Administration / Surface Transportation Block Grant (FHwA/STBG) ($1,189,022), and County funds ($273,900).
  • The Right of Way expenditures are stated to be "within the project budget."

Alternatives

  • None specified.

Community Input

  • None present.

Timeline

  • 2021-08-01: Project Start Date.
  • 2021-11-22: Board executed original Grant Agreement.
  • 2022-09-30: Acquisition Closing completed for Majestic Acres, LLC.
  • 2023-08-31 (Target): Acquisition Closing for Nighswonger property.
  • 2023-11-30 (Target): Acquisition Closing for Pope Resources 2 property.
  • 2024-10-31 (Target): Construction Complete.
  • 2024-12-31: Project End Date/Agreement End Date.

Next Steps

The Board Chair is requested to approve the RCO Project Amendment #1 via e-signature in the RCO email and return it to RCO.

Sources

  • Monte Reinders, P.E. - Public Works Director/County Engineer
  • John Fleming, P.E. - Project Manager (Engineer III, Public Works)
  • Recreation and Conservation Office (RCO)
  • Recreation and Conservation Funding Board (RCFB)
  • Olympic Discovery Trail (ODT) Anderson Lake Connection Grant (Project 20-1745C)
  • Federal Highway Administration / Surface Transportation Block Grant (FHwA/STBG)

Jefferson County Marine Resources Committee Olympia Oyster Outreach Contract

Topic Summary

Jefferson County Marine Resources Committee (MRC) seeks to contract with the Puget Sound Restoration Fund (PSRF) to execute an Olympia Oyster Outreach program. This federally funded project aims to raise public awareness of restoration efforts through educational resources, community presentations, data summaries, and organized beach walks.

Key Points

  • The purpose is to create educational resources and conduct outreach regarding local Olympia oyster restoration efforts.
  • Outreach services will be provided by the Puget Sound Restoration Fund (PSRF).
  • Specific deliverables include:
    1. Developing an informational mailer (to 100-300 residences, supplies/postage not included in the contract cost).
    2. Assessing and communicating existing Olympia oyster data in the region.
    3. Developing and delivering at least one community presentation (can be two presentations with one presenter, or one with two).
    4. Engaging local residents in at least one educational beach walk (can be two beach walks with two staff guides, or one with four).

Financials

  • Total contract amount: $9,800.
  • Funding source: Federal grant funds (Grant No. OTGP-2023-JeCoWS-00009) administered through the Northwest Straits Commission (NWC). No matching funds are specified.
  • Budget breakdown includes: Project management ($743.13), Mailer creation ($1,446.93), Data analysis ($1,879.56), Community presentation ($2,138.43), Community beach walk ($2,699.85), and 10% de minimus ($890.79). Total before de minimus is $8,908.40.
  • The total reimbursement amount shall not exceed $9,800.

Alternatives

  • None specified.

Community Input

  • None present.

Timeline

  • Contract Term: January 1, 2023 – August 31, 2023.
  • All work must be completed by August 31, 2023.

Next Steps

The Board is requested to provide signature for approval of the contract.

Sources

  • Monica Montgomery - Environmental Health and Water Quality Director/Jefferson County MRC and WSU Extension Coordinator
  • Puget Sound Restoration Fund (Subrecipient/Contractor)
  • Jodie Toft (PSRF Contact)
  • Grant No. OTGP-2023-JeCoWS-00009
  • Northwest Straits Commission (NWS)
  • Washington State Department of Ecology (Agency)

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