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Policy:
RDKB employees shall engender and cultivate a sense of social, economic and environmental responsibility, which promotes and encourages individual daily actions that relate to Carbon Neutrality.
Purpose:
RDKB aspires to conduct daily operations central to the approach of reducing individual carbon-footprints as much as possible and desires to foster a culture of sustainability that extends Region-wide.
Procedure:
During the course of daily operations, RDKB Staff shall incorporate “green” and sustainable practices including, but not limited to the following activities and undertakings:
• Bulk Purchases – The RDKB shall attempt to purchase in bulk to reduce shipping costs and transportation emissions.
• High Recycled Content Purchases – The RDKB shall purchase daily use items which contain high recycled content.
• Zero Waste – Whenever possible, all operational activities should reflect the RDKB’s commitment to Zero Waste. Additionally, any products that come into the office environment must be utilized in a proper state, or be disposed of in an appropriate manner.
• Green Housekeeping Program – The RDKB shall promote a comprehensive green cleaning / housekeeping program with achievable performance goals which reflect the use of chemical products and/or practices/protocols that are non-hazardous, have a low environmental impact and promote occupant well-being.
• Using Better Technology – The RDKB shall reduce the need for unnecessary travel, and strive to reduce the corporate carbon footprint by using better communication technology, including, but not limited to teleconferencing (instead of driving or flying) and presenting virtually (webinars, video conferencing, etc.) instead of conventional methods.
• Sustainable Transportation – The RDKB shall promote carpooling options and alternative forms of transportation (walking, biking, public transit, etc.) for employees commuting to and from work. The RDKB will ensure that at a minimum, two (2) carpooling areas and sufficient bike parking areas are offered and accessible for any staff member planning to utilize these forms of alternative transportation.
• Energy/Utility Reduction – The RDKB shall encourage all staff members to help reduce energy consumption (e.g. turning off computers, electrical equipment, lights, etc. when not in use) and to refrain from wasteful water activities (running half-empty dishwashers, identifying constantly running and or leaky faucet and plumbing fixtures, etc.) wherever possible. Additionally, where appropriate, staff shall follow applicable purchasing policies to solicit both energy-efficient equipment and water-saving devices.
• Cultivate/ Maintain Relationships – The RDKB shall attempt to cultivate and /or maintain relationships with other organizations and communities to improve the qualities of programs and/or services to increase the awareness of carbon neutrality.
• Corporate Energy and Emissions Inventory Reporting – The RDKB will continue its commitment to reducing green house gas emissions in BC through the BC Climate Action Charter, which includes the annual tracking (inventory) and monitoring of annual corporate emissions (defined, or) considered as “traditional municipal services”.
• Corporate Energy Corporate GHG Emissions Reduction Plan – The RDKB will promote achievement of all green house gas reduction targets summarized within the approved corporate action plan (and will implement all reduction measures / action items identified in the action plan, where possible).
• Encourage New Green House Gas Reduction Measures – The RDKB will actively solicit ideas from all staff members, elected officials and the public to promote new operational efficiencies and reduce corporate carbon emissions.
Recommendation: That the Regional District of Kootenay Boundary Board of Directors adopt the Conservation Opportunities Policy as follows:
Policy:
RDKB shall evaluate energy capture and recovery opportunities and carbon offset potential in the planning of RDKB infrastructure assets.
Purpose:
RDKB is committed to operating and managing RDKB infrastructure assets in a manner that conserves energy, reduces greenhouse gas emissions and maximizes opportunities to generate carbon offsets.
Procedure:
The RDKB will build and operate all current and new building and infrastructure assets in the most energy efficient manner possible by:
a. Requiring an evaluation of alternative energy sources for all new construction and/or major renovation activities,
b. Conducting energy audits for all existing facilities,
c. Evaluating energy capture and recovery opportunities within the planning process for future utility infrastructure projects (i.e. LWMP, recreation facilities, etc),
d. Conducting energy-focused operational reviews of all infrastructure for energy conversation potential,
e. Incorporating life-cycle costing into both the infrastructure capital and operational decision-making process,
f. Encouraging green procurement initiatives for all operational activities,
g. Utilizing local and/or high recycled content products for incorporation into general operational activities,
h. Including energy conservation targets into all outsourced facility/operational management contracts, and
i. Incorporating emissions tracking requirements into all agreements with service providers.
Recommendation: That the Regional District of Kootenay Boundary Board of Directors adopt the Green Building Policy as follows:
Policy:
The Regional District of Kootenay Boundary is committed to building the most energy efficient facilities and shall ensure that all new RDKB development projects, and major renovations and retrofits to existing RDKB facilities undergo a process to design and develop a project that considers environmental, economic and social aspects in its project evaluation.
The RDKB will show leadership in green building design by incorporating green building practices into Regional District facilities of all sizes that are developed, owned or managed by the RDKB.
Purpose:
The purpose of the RDKB Green Building Policy is to demonstrate the Regional District’s commitment to environmental, economic and social stewardship and to provide leadership and guidance to encourage the application of green building practices in private sector development. Adherence to the policy will yield long-term cost savings to RDKB taxpayers due to savings in life-cycle performance and reduced life-cycle costs for Regional District facilities. This Green Building Policy brings green building features to the forefront and does not consider these features as extras outside the project budget.
Procedure:
Definitions:
“ASHRAE” - (American Society of Heating, Refrigerating, and Air-Conditioning Engineers) develops standards for both its members and others professionally concerned with refrigeration processes and the design and maintenance of indoor environments.
“Canada Green Building Council (CaGBC)” – was founded in 2002, and is the license holder for LEED(TM) in Canada. The CaGBC is the developer of LEEDTM Canada, and administrator of the LEEDTM Canada Green Building Rating System for New Construction and Major Renovations (LEEDTM Canada NC).
“District Energy (DE) Ready Buildings” – are buildings which are constructed in such as way as to be easily connected to future planned district energy systems. This is achieved by using either hydronic heat (preferred) or warm-air heating systems and by avoiding the use of electronic heat sources. It is helpful to locate mechanical heating and cooling equipment on the street side of the building, where piping lines are likely to be brought in.
“Green Building” – integrates building materials and methods that promote environmental, economic and social benefit through the design, construction and operation of the built environment. Green building design encompasses the following areas: strategic site location, appropriate management of land, efficient use of energy and water resources, management of materials and waste, protection of environmental quality, and protection of occupant health/wellness and indoor air quality. Other terms used to describe green buildings include sustainable buildings and high-performance buildings.
“Integrated Design” – is a whole-building design approach. It uses a multi-disciplinary team of building professionals who work together from the pre-design phase through to post-occupancy to optimize the building’s environmental sustainability, performance and cost savings. This design approach recognizes that a successful green building is best achieved by planning the site, structure, components and systems as interdependent parts.
“LEED(TM) Green Building Rating System” – Leadership in Energy and Environmental DesignTM (LEEDTM) is a voluntary, consensus-based system for developing high-performance, sustainable buildings. It was created by the United States Green Building Council (USGBC) in 1993 largely to stimulate green building market transformation. It is a recognizable “brand” that is also used to recognize industry leaders, and raise consumer awareness.
“LEED(TM) Certification” – different levels of green building certification are attainable in the LEEDTM Green Building Rating System – certified, silver, gold, and platinum. They are awarded based on the total number of credits earned in the categories of: sustainable sites, water efficiency, energy and atmosphere, materials and resources, and indoor environmental quality. This certification is granted after a thorough review of the project characteristics by the CaGBC.
“Life-Cycle Costing Analysis” – is an evaluation tool that assesses the net present value of the design, construction, and operational costs of a building. It can also include qualitative measures such as the health and productivity of occupants, cost of environmental impacts and costs of social impacts.
“Living Building” - is a building or facility that generates all of its own energy through clean, renewable resources; captures and treats its own water through ecologically sound techniques; incorporates only nontoxic, appropriately sourced materials and operates efficiently and for maximum beauty.
“Net Zero Ready” – refers to a building that is designed and constructed so that the building produces all the energy required, for the needs and comfort of all its occupants, from renewable resources available at the building site. It has the objective of good indoor air quality, resource conservation, protection of the natural environment and affordability. A Net Zero Energy Building produces as much energy from renewable energy as it uses.
“Triple Bottom Line” – means the economics of the project (both short- and long-term) are taken into consideration with social and environmental costs and benefits. Environmental objectives include consuming fewer natural resources and generating less waste. Strategies include strategic site location, appropriate management of land, efficient use of energy and water resources, protection of environmental quality, and management of materials and waste. Social objectives relate to the protection of occupant health and wellness, and maintaining high indoor air quality.
1. Financial Considerations
Projects for new RDKB facilities, buildings, major renovations and retrofits will be evaluated based on comprehensive financial considerations that include life-cycle costing and initial financial investment requirements.
2. Design Considerations
a. The RDKB will undertake an integrated design process for all RDKB construction, development and retrofit projects larger than 500 square metres undertaken by the Regional District.
3. Design Team
A collaborative team of interdepartmental management and staff and/or outside experts will be appointed to to participate in the review process by which new RDKB buildings, facilities and major renovations, are designed and developed. The team will establish a collective vision for the highest performance possible for the development, and work together through the design phases to achieve that vision. Design considerations shall include:
• Building location considerations to maximize access to the public that the building will serve and transit service.
• Site selection and building orientation to consider maximize natural sunlight and enhance opportunities for solar gain or solar energy recovery.
• Energy performance targets, above the minimum building code requirements.
• A requirement for certification or equivalent with a green building standard such as LEED ® or ASHRAE 90.1
• Emissions performance and/or renewable energy targets.
• A commitment to life cycle costing analysis.
• Economic performance targets, such as minimum return on investment using life cycle costing
• Site selection to link to future district heating or cooling system.
• Construction at a District Energy Ready level should building site be in an area defined as a possible future district energy area.
• Consideration of future district energy opportunities.
• Consideration to be zero net ready.
• Sharing of energy resources with other Public Service Organizations.
4. High Performance Attributes
a. The RDKB will incorporate high performance attributes into building design and construction to the maximum extent possible.
b. LEED ® will be used as the standard by which to assess building performance, though RDKB may not necessarily seek formal accreditation.
c. The RDKB will seek to meet the performance standards of LEED Gold equivalent, as the minimum standard of building performance, for all new RDKB buildings, facilities, significant capital purchases and major renovations of existing RDKB buildings, including those less than 500 m2, while striving to achieve ‘living building’ and net-zero’ building standards.
d. The RDKB will incorporate cost of carbon in financial calculations and demonstrate consideration of opportunities to reduce energy and greenhouse gas emissions in all new and renovated buildings.
5. Alternative Energy Sources
The RDKB will include within all new construction, major renovations and major equipment replacement an evaluation of the opportunities to utilize alternative and/or renewable energy sources. This would include a technical and financial evaluation of potential alternative energy sources for space and hot water heating and consider systems such as:
• Solar hot water,
• Heat recovery from refrigeration and other waste heat sources (e.g., ice chillers),
• Geo-exchange using heat pumps and water circulated through an earth pump system to drive heating or cooling systems,
• Heat recovery from neighbouring facilities,
• District energy opportunities with concentration of community services,
• Local renewable biomass.
• Other local low or zero-emission sources.
6. Wood First Resolution
The RDKB supports the ongoing development of the wood culture by considering that the structural and architectural features of RDKB buildings and facilities be constructed from wood, a sustainable, natural and renewable building material, in a cost-effective manner, taking into account the long-term and life cycle benefits to BC of building with wood.
7. Continued Improvement
a. The RDKB will pursue constant improvement of its facilities and buildings to create and maintain green buildings through building retrofit and efficient building maintenance.
b. Existing facilities and equipment will be upgraded to higher efficiencies as budgets and circumstance allow, and where a lower life cycle cost is created.
c. Equipment will be maintained to energy-efficient standards.
8. Awareness
That the RDKB fosters awareness and innovation for staff and the public through a continuous education program in resource efficiency procedures and practices. All RDKB employees, elected officials and the public will be encouraged to suggest and initiate projects that will save energy and optimize efficiencies in other resource areas.
Recommendation: That the Regional District of Kootenay Boundary Board of Directors adopt the Board Delegation/Presentation Policy as follows:
Policy: Appearances before the Board shall be governed in a way to ensure access to the Board as well as ensuring the efficient and proper management of Board activities, as well as ensuring compliance with the Procedural Bylaw.
Purpose: To establish methods and procedures to be utilized to allow for delegations and presentations before the Board.
Procedure:
For the purposes of this policy the following definitions shall be utilized:
“delegation” shall mean a person or group that in order to share information, make a request or support wishes to appear before the Board.
“presentation” shall mean those instances where the Board has requested an individual or group to appear before the Board in order to provide information.
“procedural bylaw” shall mean Regional District of Kootenay Boundary Board of Directors Procedure Bylaw No. 1430, 2009.
The following excerpt from the Procedural Bylaw outlines generally the policies and procedures of the Board in terms of receiving delegations:
21. REGULAR DELEGATIONS
21.1 A delegation wishing to appear before the Board and/or Committee meetings shall submit a written request to appear as a delegation, together with written copies of any submissions to the Board, to the Corporate Administrator at least seven (7) calendar days prior to the scheduled Board meeting. The request must stipulate the subject matter upon which the delegation wishes to speak.
21.2 The Chair must approve of all delegations before the delegation is set on the Board agenda. Where the Chair has refused a delegation, the Chair shall notify the Board in writing on the Board agenda that the delegation asked to appear before them.
21.3 Where the subject matter of a delegation has previously been dealt with in the form of a delegation, the Chair may advise the delegation of such apparent duplication and/or repetition and refuse such delegation until permission of the Board has been obtained.
21.4 The Corporate Administrator shall notify a representative of the delegation at a time reasonably in advance of the date, time and place of the Board meeting at which the delegation will be heard.
21.5 The delegation appearance, and the subject of the delegation will be included on the agenda for a regular meeting of the Board.
21.6 The number of delegations appearing before the Board and/or Committees shall be limited to two per meeting unless the Chair determines that there is an additional urgent matter or unless a delegation wishes to address an item that is already on the agenda. At the discretion of the Chair, the time limit for presenting is 10 minutes.
21.7 No delegations will be accepted at the December Statutory Board meeting.
22. LATE DELEGATIONS
22.1 Any person or organization who deems its interests to be affected by an item on the Board and/or Committee agenda, who has appeared before an appropriate committee or who, because of circumstance, could not have been expected to appear before a committee or give earlier notice, may request to appear as a late delegation before the Board and/or Committee to address an item already on the agenda by submitting a written request to the Corporate Administrator no later than twelve o’clock noon on the day before the Board and/or Committee meeting.
22.2 The written request to appear as a late delegation must stipulate the subject matter upon which the late delegation wishes to speak and explain why the Board and/or Committee should consider the late delegation.
22.3 The Corporate Administrator will advise the Chair of the Board and/or Committee of the late delegation request and circulate the written request for a late delegation to Directors by placing the request on the Board and/or Committee table at the meeting.
22.4 The Board and/or Committee shall, by simple majority vote, determine if the late delegation will be heard at the meeting.
22.5 The late delegation shall provide sufficient written copies of their submission for distribution to the Board and/or Committee at the time they are heard.
22.6 Notwithstanding the foregoing, where a written application has not been received as prescribed in Section 22.1 above, a delegation may address the meeting if approved by a unanimous vote of the members present.
22.7 The Chair may determine the maximum time for which each late delegation will be permitted to address the Board and/or Committee, after which time, the Board and/or Committee may dispose of the petition or submission at the meeting, refer the subject matter to a committee or take such other action as is deemed expedient.
All requests to appear before the Board shall be in writing, and will include completion of the “Board Delegation Request Form”, attached to and forming part of this policy.
At no time will a delegation be allowed regarding a bylaw which a Public Hearing has been held, or where a Public Hearing is required under an enactment as a prerequisite to the adoption of the bylaw.
At no time will a delegation be allowed for the purpose of promoting an individual business.
At no time will a delegation be allowed for the purpose of discussing a matter to be dealt with as a grievance under a collective agreement.
• No set time limit. Presenters will be requested to limit their presentation as much as possible to ensure the efficiency of the Board meeting.
• No limit on the number of presentations. Staff will strive to ensure that meetings are not overwhelmed by a large number of lengthy presentations.
Criminal Record Check Policy
Recommendation: That the Regional District of Kootenay Boundary Board of Directors adopt the Criminal Record Check Policy as follows:
POLICY
The Regional District of Kootenay Boundary (the “Regional District of Kootenay Boundary”) requires Criminal Record Checks for all prospective candidates applying for positions designated as Sensitive Positions by the Regional District of Kootenay Boundary.
PURPOSE
Criminal Record Checks on candidates applying for Sensitive Positions with the Regional District of Kootenay Boundary demonstrate due diligence in protecting the interests of the Regional District of Kootenay Boundary and its residents. Criminal history disclosed by a Criminal Record Check, or failure to provide a Criminal Record Check, may render a candidate ineligible for employment with the Regional District of Kootenay Boundary in a Sensitive Position.
1. DEFINITIONS
In this Policy:
(a) Criminal Record Check means a Certified Criminal Record Check obtained from the Royal Canadian Mounted Police (“RCMP”) pursuant to the application procedures established by the RCMP, as may be amended from time to time;
(b) Pardon means an official document issued by the National Parole Board indicating a person with a criminal record is forgiven and that their record has been sealed, meaning that the person receiving the Pardon is not required to declare their previous criminal record;
(c) Sensitive Position means:
(i) a position with an ongoing or significant relationship with Vulnerable Persons, where the nature of the position places the worker in a position of trust or care, or where the worker may have unsupervised access to Vulnerable Persons in the ordinary course of carrying out the duties of the position;
(ii) a position with significant duties involving the handling, investing, and/or protection of materials assets belonging to the Regional District of Kootenay Boundary, including but not limited to money;
(iii) a position with significant duties related to regulatory, emergency response and/or inspectional work to safeguard public health and safety and/or ensure bylaw compliance, which may include responsibilities to interface with the public, enter onto private property and/or generate revenue collection for the Regional District of Kootenay Boundary; and
(vi) such other positions reasonably designated as a Sensitive Position based on additional written criteria which is deemed appropriate by the Manager responsible for Human Resources from time to time and appended to this policy as a schedule.
(d) Vulnerable Person means:
(i) a child, namely an individual under 19 years of age;
(ii) an individual 19 years or older who receives or may need community care services because of a disability, age or illness, or who is or may be unable to take care of themselves or protect themselves against significant harm or exploitation; a vulnerable adult is a person who, for whatever reason, is at greater than normal risk of abuse; examples of vulnerable adults may include older people, especially those who are unwell, frail, confused and unable either to stand up for themselves or keep track of their affairs and people who are open to abuse because of learning difficulties, physical disabilities or mental illness; and
(iii) such other persons reasonably designated as vulnerable based on additional written criteria which is deemed appropriate by the Manager responsible for Human Resources (as designated from time to time by the Chief Administrative Officer) and appended to this policy as a schedule.
2.1 The Criminal Records Review Act, R.S.B.C. 1996, c. 86 (the “CRRA”) does not impose a general duty on municipalities, including regional districts, to ensure that every individual who is hired for employment involving work with children or work with vulnerable adults undergoes a criminal record check in accordance with the CRRA. Nevertheless, it is prudent for the Regional District of Kootenay Boundary to implement a Criminal Record Check Policy to protect the interests of the Regional District of Kootenay Boundary and its residents.
2.2 This policy applies to all prospective candidates, including internal candidates, for each permanent, temporary full-time or part-time position deemed to be a Sensitive Position by the Regional District of Kootenay Boundary, regardless of whether the position is a paid position or a volunteer, student, intern or otherwise unpaid position.
2.3 A Criminal Record Check is satisfactory, and permits a prospective candidate to be considered for a Sensitive Position if:
(i) the Criminal Record Check is negative (i.e. indicates no prior convictions and/or existing charges);
(ii) the Criminal Record Check consists only of one or more Pardons;
(iii) the Criminal Record Check is positive, but where the Manager responsible for Human Resources (in consultation with others pursuant to clause 4.4 below) determines that any existing convictions and/or charges are unrelated to the proper performance of the duties of the Sensitive Position.
2.4 A prospective candidate for a Sensitive Position who refuses or neglects to provide a Criminal Record Check as required under this policy is ineligible for the Sensitive Position.
2.5 The Regional District of Kootenay Boundary will not refuse a Sensitive Position to an individual because he or she has been charged with or convicted of an offence that is unrelated to the proper performance of the duties of the Sensitive Position.
Prospective candidates
3.1 Department Managers will determine whether a Criminal Record Check is required for each vacant position in their department against the definition of “Sensitive Position” set out above, including any additional written criteria appended to this policy as a schedule.
3.2 Department Managers will advise the Manager responsible for Human Resources of any vacant position which in their determination requires a Criminal Record Check.
3.3 The Manager responsible for Human Resources will confirm if the positions identified by Department Managers require a Criminal Record Check.
3.4 In the event a Department Manager and the Manager responsible for Human Resources disagree on whether a vacant position requires a Criminal Record Check, final determination will be made by the Chief Administrative Officer.
3.5 Human Resources will post Sensitive Positions as requiring a Criminal Record Check.
3.6 Candidates interviewed for Sensitive Positions will be advised in the interview that the successful candidate will receive a confirmation of employment only after presenting a satisfactory Criminal Record Check directly to Human Resources. Any costs incurred in obtaining the criminal record check shall be reimbursed by the Regional District of Kootenay Boundary.
3.7 If the successful candidate, on receiving the Criminal Record Check, chooses to withdraw their application, they may do so without prejudice.
3.8 A positive Criminal Record Check will be immediately referred to the Manager responsible for Human Resources for consideration (see clause 4.4 below).
3.9 Should a prospective candidate with a positive Criminal Record Check be the successful candidate for a vacant position, the Criminal Record Check will be sealed in the successful candidate’s personnel file.
Successful candidates
3.10 A successful candidate for a paid or unpaid position which is deemed to be a Sensitive Position and requires a Criminal Record Check, during the entire term of work with the Regional District of Kootenay Boundary, shall immediately notify Human Resources when the employee is convicted of an offence under the Criminal Code, R.S.C. 1985, c. C-46 (the “Criminal Code”). Human Resources and other appropriate Regional District of Kootenay Boundary staff will review the conviction to determine what action, if any, ought to be taken in light of the worker’s paid or unpaid position and the nature of the criminal conviction.
3.11 A successful candidate for a paid or unpaid position which is deemed to be a Sensitive Position and requires a Criminal Record Check, during the entire term of work with the Regional District of Kootenay Boundary, shall immediately notify Human Resources when charged with an offence under the Criminal Code, where the nature of the offence is such as to be potentially harmful or detrimental to the Regional District of Kootenay Boundary’s reputation or capacity to deliver services to the public, will render the employee unable to properly perform some or all of their duties, may have a harmful effect on other employees of the Regional District of Kootenay Boundary, or for any other reason consistent with the purpose of designating the paid or unpaid position as a Sensitive Position.
3.12 Without restricting the generality of the foregoing, a worker must report a criminal charge under clause 3.11 when charged with the following offences:
(i) any violent sexual offence under the Criminal Code;
(ii) any offence under the Criminal Code involving children under 19 years of age;
(iii) violent or predatory crimes involving a Vulnerable Person, including but not limited to threats, stalking, assault, and the use, possession or distribution of a weapon;
(iv) any offence involving the making, possession or distribution of child pornography;
(v) theft (over $100) or fraud; and
(vi) motor vehicle and/or driving offences.
3.13. All additional information pertaining to criminal convictions and/or charges shall be retained in the manner outlined in clause 3.9 above.
4.1 In the event that a Department Manager and the Manager responsible for Human Resources disagree on a Sensitive Position designation, it is the responsibility of the Chief Administrative Officer to determine whether or not a position should be designated as a Sensitive Position, using the criteria set out in this policy, including any additional written criteria appended to this policy as a schedule.
4.2 It is the responsibility of the Human Resources Department to maintain a list of Sensitive Positions, insert notification on postings, and advise candidates in the interview process if a Criminal Records Check is required.
4.3 It is the responsibility of the Manager responsible for Human Resources to ensure Criminal Record Checks are produced and are satisfactory prior to filling a vacant position and before the start date.
4.4 It is the responsibility of the Manager responsible for Human Resources to determine the impact of a positive Criminal Record Check on an individual’s candidacy for a Sensitive Position in accordance with this policy. In fulfilling this responsibility, the Manager responsible for Human Resources may consult Departments Managers, the Chief Administrative Officer, and other appropriate Regional District of Kootenay Boundary staff on a need-to-know basis and otherwise as reasonably necessary.
4.5 It is the responsibility of prospective candidates in Sensitive Positions to comply with their obligations under this policy, including but not limited to obtaining, at their own cost, a Criminal Record Check to support their prospective candidacy for a Sensitive Position.
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