HomeMy WebLinkAbout2013-11-19-CEC-mina °G EMI M � O
Minutes of the
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November 19, 2013
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Location and Time: Town Office Building, Parker Room; 8:00 A.M.
Members Present: Jill Hai, Chair; David Kanter, Vice - Chair; Wendy Manz;
Beth Masterman
Member Absent: Bill Hurley
Others Present: Dorinda Goodman, Information Technology Director; Rob Addelson,
Assistant Town Manager for Finance; Theo Kalivas, Budget Officer; Sara Arnold, Recording
Secretary
Documents Presented:
• Fire Department's FY2015— FY2019 Capital Improvement Projects (CIPs)
• Recreation Department's FY2015— FY2019 CIPs
• Department of Information Technology's FY2015— FY2019 CIPs
• Notes from the October 29, 2013, Information -Only Session with Capital
Presentations by the Fire and Recreation Departments
Call to Order: Ms. Hai called the meeting to order at 8:05 A.M.
Fire Department CIPs: Each project was reviewed in the context of the October 29
Information -Only Session —the notes of which are included in the Appendix of these
Minutes. Chief John Wilson, Fire Department, was on -call to answer questions, if needed.
Mr. Kanter reported that the Department has provided an update to the Committee's table
of the Fire Department's capital- equipment inventory.
• Ambulance Replacement ( #735): No comments.
• Headquarters Fire Station Replacement ( #738): This will be discussed with Chief
Wilson, Town Manager Carl Valente, and Police Chief Mark Corr at the planned
December 17th meeting. Mr. Kanter recommended that it is important to read the Ad
hoc Townwide Facilities Master Planning Committee's report to the Selectmen prior
to that meeting.
• Portable Radio Replacement ( #741): Mr. Kanter noted that he wants to be assured
that the Police Department, Fire Department, and Department of Public Works are
able to communicate in the event of an emergency —even if means having to make a
short -term equipment purchase. The Committee discussed the Public Safety
Connectivity Study that was being conducted a year ago; it was agreed that more
information is needed regarding that study.
ACTION ITEM: Ms. Hai and Ms. Masterman will pursue this with the Fire
Department, Police Department, and DPW.
• Ladder Truck Replacements ( #849): No comments.
• Heart Monitor ( #877): No comments.
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Minutes of the Lexington Capital Expenditures Committee (CEC) Meeting
November 19, 2013
Recreation Department CIPs: Each project was reviewed in the context of the
October 29 Information -Only Session —the notes of which are included in the Appendix of
these Minutes. Karen Simmons, Director of Recreation, was on -call to answer questions, if
needed. Mr. Kanter expressed his concerns that this department may need additional staff
to fulfill its program commitments.
• Athletic Facility Lighting ( #278): The Community Preservation Act (CPA) has been
identified as the funding source for this project. Mr. Kanter noted that the State now
allows some recreation projects to be funded with Community Preservation Funds.
• Pine Meadows Improvements ( #280): There are concerns about the drainage at
Pine Meadows.
• Park and Playground Improvements ( #282): There is no immediate project. The
Recreation Department was commended for the efforts to look ahead across all of its
programs to identify potential projects and assign estimated costs as that helps this
Committee prepare its mandated Five -Year Capital Plan.
• Town Pool Renovation ( #283): Of the four pools, three of them are using one
filtration system and that must be corrected to meet the Health Code.
• Park Improvements — Athletic Fields ( #518): It was agreed that the athletic fields at
the Clarke Middle School need to be re- graded.
• Pine Meadows Equipment ( #519): The Recreation Department has provided a table
of all of the equipment at the Pine Meadows Golf Course.
• ADA Accessibility ( #530): The Committee supports projects that reduce the Town's
exposure to Americans with Disabilities Act (ADA) liabilities. It was agreed that the
Town needs a practical approach for addressing the items that have been identified
as non -ADA compliant with a timeline for when compliance or a variance request will
occur.
• Park Improvement —Hard Court Resurfacing ( #532): No comments.
• Center Track and Field Reconstruction ( #732): No comments.
• Lincoln Park Field Improvements ( #848): No comments
• Parker Meadow Accessible Trail Construction ( #880): The construction request has
now been added to a revised Community Development's CIP ( #882) which
previously only included the request for funding the project's design & engineering.
ACTION ITEM: Ms. Masterman will contact Karen Mullins, Conservation
Administrator, to request the map (with a locus and scale) and the PowerPoint
presentation regarding Parker Meadow Accessible Trail that was presented to the
Committee on November 5 1h
• Recreation Site Assessment of Potential Land Acquisition ( #893): Mr. Addelson said
that there is no new information; this matter is still being discussed by the Board of
Selectmen in Executive Session.
Budget Collaboration - Financial Summit 2: Mr. Kanter commended the Town for
handling financial issues in a way that keeps the Town functioning comfortably through the
recent economic downturn. He is pleased that the Town has proposed to add $1.4 million of
uncommitted funding in FY2015 to the multi - purpose Capital Stabilization Fund, and he will
look forward to that funding being used to meet needs other than debt - service relief and not
to offset a portion of the funding being requested under debt - exclusion referendum.
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Minutes of the Lexington Capital Expenditures Committee (CEC) Meeting
November 19, 2013
Information Technology (IT) CIPs: Mr. Kanter asked Ms. Goodman to comment on three
of his concerns:
• Is the IT Department adequately staffed for all of its responsibilities? Ms. Goodman
reviewed the staff positions and noted that there was recently a new position
created.
• Are there likely to be new technological capabilities that the Town needs to
incorporate in the near future such that having unexpended /unencumbered
prior -year funding indicates premature appropriations? Ms. Goodman reported that
this is a constant issue and every effort is made to incorporate inevitable changes
into the plans.
• There has been inconsistent terminology used to differentiate between school
projects and non - school projects. He suggests that the decision in that regard made
by the Ad hoc Townwide Facilities Master Planning Committee become the
standard: "Town" refers to all assets and programs; "Schools" refers to those that are
Schools- specific; and "Municipal" refers to those which are non - Schools- specific.
Ms. Goodman said that terminology would work for her department.
In response to questions about the Public Safety Connectivity Study, Ms. Goodman said
that the Fire Department is the lead on that project and that it is still in process. She agreed
that it is overdue. She said the vendor is working under a fixed price contract and is still in
the discovery stage.
Each CIP project was reviewed, as follows:
• Replace Town -Wide Phone Systems —Phase III ( #553): Ms. Goodman explained
that this project is in response to a needs assessment for all of the Town's facilities.
The project will move the Town away from reliance on a copper- wire -based system
(also referred to as POTS —Plain Old Telephone System) to a Voice - over - Internet
Protocol (VoIP) system. A limited number of POTS lines will continue to be available
for fail -over scenarios. The telephone equipment being purchasing will make use of
the Session Initiation Protocol (SIP) that will be used on the Town's network. The
Town will not be moving to cloud -based services at this time. In response to
questions about the use of funds that were made available for this project in previous
years, Ms. Goodman explained that there were initial delays associated with issuing
a Request for Proposals, but now the Town is moving forward on implementation,
and the funds will be used for the purposes contemplated when appropriated.
• Head -End Equipment Replacement ( #556): Ms. Goodman explained the on -going
assessments that her department conducts relating to security under the Operating
Budget. This Committee reiterated its support for those efforts to enhance security.
• MIS (Management Information Systems) Technology Improvement Program ( #708):
Ms. Goodman explained that this project is designed to expand storage capacity
more economically through the use of virtual servers. She noted that archiving many
documents as well as all email creates a heavy demand on the storage resources.
There is no funding requested for FY2015, but it is important to be looking at what
the demands will be in the future.
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Minutes of the Lexington Capital Expenditures Committee (CEC) Meeting
November 19, 2013
• Network Redundancy & Improvement Plan —Phase II ( #855): Under Phase I, the
Town is still waiting for Verizon to finalize plans for the Town to use Verizon conduit
space between 201 Bedford Street and the Police Station. In Phase II, the Town will
continue to improve its network redundancy. In response to questions,
Ms. Goodman said that she is involved in the renovation plans for both the Cary
Memorial Building and the Community Center at 39 Marrett Road. The needs for
both projects are still being defined; both projects include funding for their IT needs.
Mr. Kanter emphasized the need for public access to wireless services in Town buildings.
Ms. Goodman said that the hardware and software for this is the same whether wireless
service is only available to staff or also available to the public. The access issue is a policy
question.
In response to questions about the problems of cell -phone access in the Hadley Public
Services Building, Ms. Goodman said that if there are enough failed calls, the Federal
Communication Commission will address the problem with vendors, but people don't even
try to make calls because they know it won't work.
Member Concerns and Liaison Reports:
Mr. Kanter reported that there are three non -Town requests for CPA funding: from LexHAB,
Lexington Housing Authority (LHA), and Friends of Hennessy Woods. The first two are
scheduled to come to this Committee's meeting on December 3. He is waiting to hear from
the third as to whether they can come then, too. He noted that the third is requesting that
the Town to purchase an open -space area all of which is not of interest to the Conservation
Commission.
ACTION ITEM: Ms. Hai will contact Koren Stembridge, Library Director, to verify that she
does not have any capital projects in the 5 -year span of this Committee's Capital Plan.
Next Meetings: The following schedule (all at 8:00 A.m. except as noted) of CIP
presentations was reviewed:
• December 3 School Department; the 6 remaining CIPs from the Department of
Public Facilities; and the requests to the Community Preservation Committee from
LexHAB, LHA, and the Friends of Hennessy Woods for FY2015 Community
Preservation Funding.
• December 9 1h (11:00 A.M.): Department of Public Works
• December 17 Police Department. (A representative of the Fire Department and
Carl Valente, Town Manager, will also attend.)
Mr. Kalivas will check to see if Police Chief Corr, Mr. Valente, and Chief Wilson can attend
the morning of December 16 rather than on the 17 If that is possible, the meeting would
be changed. All of the meetings are in the Parker Room except on December 3 rd the
meeting is in the Cary Memorial Building's Ellen Stone Room.
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Minutes of the Lexington Capital Expenditures Committee (CEC) Meeting
November 19, 2013
Minutes:
There were some edits identified for the November 5, 2013, Minutes. A motion was made
and seconded to approve the Minutes, as amended. VOTE: 4-0
A motion was made and seconded to approve the November 12, 2013, Minutes as
presented. VOTE: 4 -0
A motion was made and seconded to approve the November 13, 2013, Minutes as
presented. VOTE: 4 -0
Adjourn: A Motion was made and seconded at 10:12 A.M. to adjourn. Vote: 4 -0
These Minutes were approved by the CEC at its meeting on December 3, 2013.
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Minutes of the Lexington Capital Expenditures Committee (CEC) Meeting
November 19, 2013
APPENDIX
Notes from Information -Only Session with Capital Presentations
by the Fire Department and the Department of Recreation
Location and Time: Cary Memorial Building, Ellen Stone Room; 8:00 A.M.
Attendees: Jill Hai; David Kanter; Bill Hurley; Wendy Manz; Beth Masterman; John Wilson,
Chief, Fire Department; Karen Simmons, Director, Recreation Department (RD);
Peter Coleman, Recreation Supervisor, RD; Christopher Filadoro, Public Grounds
Superintendent, Department of Public Works (DPW); David Pinsonneault, Manager of
Operations, DPW; Rob Addelson, Assistant Town Manager for Finance; Theo Kalivas,
Budget Officer
Documents Presented:
1. FY2015— FY2019 Capital Improvement Projects (CIPs), Fire Department
2. FY2015— FY2019 CIPs, Recreation Department
Note: As is the case each year, this Committee appreciates that, at this point in time,
all CIPs are drafts that represent only Department requests. They remain subject to
vetting by the Town's Executive Management Team and, ultimately, a decision by the
Town Manager as to whether or not to include them — either as in the draft form or in
a modified form —in the FY2015 Town Manager's Preliminary Budget & Financing
Plan (the "White Book') that is presented to the Board of Selectmen.
Staff Presented their CIPs.
1. Fire Department
• Ambulance Replacements ( #735): This is the same scheduling (i.e., to be a FY2015
appropriation) and estimated cost that was presented last year. We are now able to
procure it through the Metropolitan Area Planning Council (MACP). MACP provides
a State -wide bid system that cuts down on time; pick vendor from a pre- approved
list. Available through our membership in the Fire Chiefs Association of
Massachusetts (FCAM).
• Headquarters Fire Station Replacement ( #738): Place- keeper dollar amount for the
design & engineering (D &E) for a new station, but whether it would be combined with
a new Police Headquarters and where it could be located have not been determined.
No place- keeper yet for construction. Both stations were confirmed as a priority need
of the Town by the Board of Selectmen's Ad hoc Townwide Facilities Master
Planning Committee. The cited Zodiac boat [which is a rigid inflatable boat (RIB)] is
one of the Department's safety vehicles. It is used by our Town (e.g., if needed for
an incident at the Old Reservoir) and other towns on a mutual -aid basis.
• Portable Radio Replacement ( #741): Radio redundancy for public safety —Fire &
Police Departments —is a core purpose. Still awaiting results from the contracted
study regarding upgrading the radio system that also would encompass the needs of
the Police and Public Works Departments. [2012 Annual Town Meeting (ATM),
Article 12(a), Public Safety Radio Connectivity, $50,000.] One of the complications is
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Minutes of the Lexington Capital Expenditures Committee (CEC) Meeting
November 19, 2013
that so many entities need to be involved. Also, in 2012 the Federal Communications
Commission (FCC) advised that within the next 10 years public- safety
communications will be required to transition to Integrated Digital Enhanced Network
(IDEN) technology that will require that all police and fire equipment would have to
be replaced. Expects the consultant to provide a multi -year plan including new radios
with a multi - million - dollar expense. In that light, the $50,000 request that had been
contemplated for FY2015 has been eliminated and, instead, there is a to -be-
determined (TBD) place- keeper in FY2019.
• Ladder Truck Replacement ( #849): Same scheduling (i.e., to be an FY2017
appropriation) and estimated cost as presented last year. When asked about the
Engine (Pumpers) entries in the Department's Major Capital Equipment table in this
Committee's Report to 2013 ATM, the Chief advised that the FY2019 entry for an
Engine has been eliminated as it would have been the replacement for the current
E -2 (put in service Aug 2010). As reported to the 2013 ATM, that unit has been a
chronically defective truck (a "lemon ") that warranted immediate replacement. That
Meeting's Article 10(a) appropriated $485,000 for a new truck —which has been
ordered and delivery is expected in February or March, 2014. The negotiations to
seek a refund for the current E -2 have not been productive, to date; a law suit is
expected to be filed imminently.
• Heart Monitors ( #877): The Town's 3 Philips -brand monitors are already at the
manufacturer's recommended replacement age and they neither interface with area
hospital software nor the Town's upgraded Electronic Patient Contact (ePCR)
software to incorporate the results of an electrocardiogram (EKG) test — requiring a
manual action to add an electronic copy of that test. Those monitors, however, do
have a trade -in value ($5,000— $7,000) which has been accounted for in the
requested amount. We have a contract with ProAmbulance out of Cambridge and
they supply equipment, technical support, and billing services —which the Operating
Budget funds. When that contract for those services was coming to an end, the
Department recognized the renewal with the upgraded ePCR software would present
an incompatibility, but —along with the age issue —now it is also an efficiency
problem.
When asked about the compatibility and reliability of the available monitors, the
Chief said there are three available brands — Philips, Phisio Control, and Zoll; of
those, only Philips is not compatible with the ePCR software. While all are reliable,
the Philips is the most durable.
When asked about the status of the Department's Bucket Truck —which was no
longer considered a capital asset —that is being used to decommission and remove
the remaining wired fire -alarm circuits (which has been a long -term effort), the Chief
said only those circuits on Muzzy Street remain. It is hoped to complete the removal
this year.
When asked about projected $425,000 appropriation in FY2017 for the joint Police &
Fire Software (Police CIP #477), the Chief said it remains hard to say whether that
amount and timing will be correct. The issue is that we are looking for one software
package to do it all. Current vendor doesn't provide the right solution; it's taking up to
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Minutes of the Lexington Capital Expenditures Committee (CEC) Meeting
November 19, 2013
5 separate software programs, with manual interactions, to tie together both
Departments' needs. Still have not seen on the market the right solution. The Chief
said that Police Chief Mark Corr understands the Fire Department's position.
When asked about the East Lexington Fire Station Physical Fitness Room (Public
Facilities CIP #739), the Chief said he still supports the request. (As presented by
the Town to the 2013 ATM, a request for funding this project was moved from being
in FY2014 to FY2015.) The Chief recommended this Committee visit that station to
see the exercise equipment in the area of the trucks. The problem is far more severe
in summer than in winter as there is no air conditioning and the heat from the trucks
can bring the area temperature up to 100 There is space in the building to give fire
fighters an environmentally friendly place to work out with replacements for the
current, antiquated, equipment.
2. Recreation Department: Five -year Capital Plan is comprehensive plan looking at all
possible needs and done in conjunction with other departments. Looks at funding
sources and prioritizes; moves projects around considering conditions, priorities, etc.
The Plan is carefully thought out prior to making recommendation to Recreation
Committee. Recreation Department hears loud and clear that community wants facilities
in good condition. With the now - expanded inclusion of recreation projects under the
Community Preservation Act (CPA), the RD is looking to ask the Community
Preservation Committee (CPC) to recommend funding for recreation projects whenever
eligible. Also, at the direction of the Town, RD no longer includes any escalation in the
out -year amounts in its CIPs.
Recap on Previously Funded Projects: Phases 1 & 2 center - drainage are complete;
track repairs underway. Phase 3 was bid out; bids too high and rejected; athletic field
separated from parking lot and will be bid out separately. Little- league field will be bid
after baseball season. When school is out, park -drive parking lot will be addressed.
Lincoln skate park still under consideration regarding concrete and vendors. Lincoln
Park rubber surface is complete. Sutherland Park bids about to go out. Lincoln Park
Field 1 infill will be 80% recycled; project begins today. Pine Meadows dredging of the
irrigation pond will start later. Lot of work, but projects are proceeding smoothly forward
and there is adequate staff "bandwidth" to handle the load.
• Athletic Field Lighting ( #278): Phase I in FY2016 as previously planned for upgrade
to Gallagher Tennis Courts and Center Complex Basketball Courts; Phase II for High
School Varsity Baseball and Varsity Softball has been slipped from FY2018 to
FY2019.
• Pine Meadows Improvements ( #280): Both projects have slipped one year. Now
FY2017 for replacing drainage on 1st and 8 fairways; now FY2019 to upgrade the
ground irrigation system with a computerized version. Explanation for higher (21%)
D &E is that permitting by the Corps of Engineers is expected to be required.
• Park and Playground Improvements ( #282): Annual improvements anticipated over
the 5 -year span of the plan; FY2015 to renovate the equipment at the Garfield
Playground.
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Minutes of the Lexington Capital Expenditures Committee (CEC) Meeting
November 19, 2013
• Town Pool Renovation ( #283): FY2017 as previously planned. A filtration system
supporting three pools (Garrity, Main (which includes lap- swimming capability), &
Diving) is past life expectancy. (The Wading Pool has its own system and doesn't
need renovation /replacement at this time.) Although the multi -pool system has been
maintained in great condition, there is need to plan for change because current
Health Code does not allow multiple pools to share a filtration system. New system
will require a new /expanded building. Study has been completed; detailed plans are
available; and 4 options presented.
• Park Improvements — Athletic Fields ( #518). Annual improvements anticipated over
the 5 -year span of the plan. FY2015 for the heavily used multipurpose field at Clarke
Middle School. A perimeter drain exists and grading, not an additional drainage
system, will be the approach. Last work on the field was completed in 2000.
When asked about ensuring adequate drainage so as not to interfere with cyclers,
that concern will be kept in mind and necessary coordination done with the school. It
is recognized that many areas are built over what were /are swamps.
When asked about the slippage in the program, starting in FY2017, it was because
of re- phasing of the projects from just FY2017 & FY2018 to FY2017 through
FY2019.
When asked about the absence of D &E in FY2018, it is because those new in-
ground irrigation systems at the Hastings, Bowman, and Franklin fields will be bid as
a package(s) that will include the D &E.
• Pine Meadows Equipment ( #519): Funded from Recreation Enterprise Fund. When
questioned about the absence of any funding requirements in FY2017— FY2019,
there will be some. An inventory of all the equipment is maintained —both for
planning and insurance purposes —and a schedule for all the capital items including
item description, original purchase date and cost, expected lifespan, and likely FY of
required replacement funding will be provided to this Committee.
• ADA (Americans with Disabilities Act) Accessibility Study ( #530): To be
accomplished by a contracted consultant. When asked why the funding has been
slipped one year (from the previously planned FY2015 to FY2016), it is because all
new work fully complies with the ADA —and installers provide a letter that all the
work complies —and, while always on the look out for any increasing accessibility
deficiencies at the older facilities, those not yet rehabilitated are grandfathered until
major work is done to them. A listing of all the facilities subject to the ADA will be
provided to this Committee with information on when they were rehabilitated to fully
conform to the ADA and for those not yet fully conforming, the currently projected FY
for when major work is contemplated that would make them fully conforming.
• Park Improvements —Hard Court Resurfacing ( #532): Annual improvements
anticipated through FY2018 of the plan. The FY2015 work — resurfacing, painting,
striping, and replacement of some posts & center anchors at the Gallagher Tennis
Courts and the Clarke Middle School Tennis Courts —will complete the rehabilitation
of all of the Town's tennis courts.
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Minutes of the Lexington Capital Expenditures Committee (CEC) Meeting
November 19, 2013
When asked about the higher percentage of D &E funding in FY2015, the answer
was that is a result of doing work on two tennis courts.
• Center Track and Field Reconstruction ( #732): Track was resurfaced in fall 2012 —
giving it an estimated additional life of 5 -6 years —and that is the last resurfacing
that can be done because of layers. That led to planning to request the funding for
this project in FY2018. Decision was made to recommend synthetic turf for the field
and to add lighting. Those elements would be done with the reconstruction of the
track. The planned request to the CPC is for less than the full project cost as the
synthetic turf, itself —with a projected cost of $600,000 —is explicitly ineligible per the
CPA.
• Lincoln Park Field Improvements ( #848): FY2015 is to replace the end -of -life
synthetic turf on Field 2; FY2016, for Field 3. These dollar amounts are greater than
earlier projected because they are based on the accepted bid for doing Field 1—
which precluded the extension of the warranty from the standard 8 years to the
desired 10 years. (10 years would then match the expected useful life of the
synthetic turf.) There is also an unexpected problem with the parking area next to
Field 1. It is hoped that the contingency funding can cover both the warranty
extension and the parking -area problem. Where practical in the replacement of the
synthetic turf at all three fields, the old turf would have continued use at
less- demanding locations such as batting cages.
When asked on what basis was the request for funding under the CPA determined,
the answer was that as noted above regarding previous CIP, synthetic turf, itself,
isn't eligible under the CPA and, in this instance, was expected to cost about
$420,000. It is being projected that 55% of that amount ($231,000) would be funded
by the General Fund; 45% ($189,000) by the Recreation Enterprise Fund.
• Parker Meadow Accessible Trail Construction ( #880): Building a universally
accessible trail is a new concept for the Town. As it is thought that the D &E for this
project would not be eligible under CPA, it is being proposed that the D &E would be
accomplished as a Community Development effort with the involvement of the
Conservation Commission. [That D &E is in project #882.] No estimate yet for the
construction cost, but as the D &E request is to be in FY2015, the construction -
funding request under this CIP is likely to be in FY2016 (or later).
When asked whether the text saying "This is a project in collaboration with a private
citizens committee, Conservation, and Recreation" was meant to imply any private
fundraising was contemplated, the answer was "no ".
• Recreation Site Assessment of Potential Land Acquisition ( #893): This was just a
placeholder and no further action is known at this time.
The information -only session ended at 9:15 A.M.
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