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MCC Advisory Board Agenda10-21-2004COMMUNITY CENTER ADVISORY BOARD MEETING A GENDA OCTOBER 21, 2004 4:30 p.m. - ACADEMYROOM Board Members: Harvey Kendall -Chair, Richard Quick -Vice Chair, Sandra Theros, Bob Grabinski and Bruce Thielen Staff Members: Kitty Baltos-Director 1. Call the meeting to order 2. Consideration of adding items to the agenda 3. Consideration of approving the September 16, 2004 regular Advisory Board meeting minutes. 4. Update Items: a. Proposed 2005 budget 5. Review and discussion of Community Center Five Year Plan as per requested by Rick Wolfsteller. (Information available at meeting.) 6. Consideration of changing the policy requiring a police officer for alcohol events at the community center, specifically certain non -wedding events. 7. Consideration of hours change to begin January 2005 to a weekday 5:30 a.m. start time and possible change of Sunday hours. 8. Discussion on new ATM proposal for the community center. 9. Meeting adjourned COMMUNITY CENTER AD VISOR Y BOARD REGULAR MEETING MINUTES SEPTEMBER 16, 2004 - 4:30 P.M.-ACADEMYROOM Board Members Present: Richard Quick -Vice Chair, Sandra Theros, Bruce Thielen and Bob Grabinski Board Members Not Present: Harvey Kendall -Chair Staff Members Present: Kitty Baltos-Director l . The meeting was called to order by Richard Quick acting as Chair in Harvey Kendall's absence at 4:30 p.m. 2. Consideration of adding items to the Agenda. Items added: a. Election Security b. Mississippi Room window coverings and police security C. Terazzo repair 3. Consideration of approving the July 29, 2004 regular Advisory Board meeting minutes, MOTION by Bob Grabinski to approve the minutes with a spelling correction in item 6h Excell should be spelled Xcell, SECOND by Bruce Thielen, MOTION PASSED. 4. Update Items: a. Land of Lakes Choirboys Donations. Kitty Baltos reported that the Choirboys donated $2,000 to the community center for the painting of a mural in the birthday party room. At present the work has already been started by Parker McDonald. To date the Choirboys have donated $26,000 to the community center for items associated with kids and/or art. b. Maintenance update, pool closure. Kitty Baltos reported on the amount of work accomplished during the eleven day pool closure. Presently the community center is waiting to take delivery of the new flight of stairs in the pool, much to the dismay of our facility users and birthday parry guests. The work accomplished during the closure include pool cleaning, repainting the figures on the pool bottom, new slide tub, new flight of slide stairs, gutter cleaning, painting of the play structure in the pool, painting in all three locker rooms and in the pool area, mural painted in the party room, new carpet installed in the party room, cleaning and new green sand installed in the iron filtration unit, and parking lots sealcoated and striping begun. C. Financial update through July 2004. Kitty Baltos presented the revenues and expenses through July 2004 to the Board for their information. 5. Discussion about 2005 hours of operation changes on Sundays and on weekends. Kitty Baltos presented information regarding check in times on Sundays during the summer months. The fourteen weeks of summer are traditionally slow and while Kitty Baltos does not favor hour changes because of the confusion to users, the community center is spending staffing money with very low revenue returns. Kitty Baltos also requested that the Board consider opening the building at 5:30 a.m. for the individuals who wish to get in to workout early and then get to work on time. Kitty believes that this would mean more memberships for the community center. The Board requested that Kitty put together a specific proposal and return to the next meeting with it for further discussion. 6. Consideration of the Council request to cut $35,500 from the community centers 2005 budget request for capital purchases. Kitty Baltos has been talking with Rick Wolfsteller about the amount that the City gives to Community Education, to the YMCA and to the Library to do programming and the ability for the community center to take this over. The Board was in agreement of the withdrawal of donations to these organizations and the community center taking over any programming that would not be available from these organizations if they lost their funding. The Board came to a consensus to cut from the budget to meet the $35,500 necessary the concession counter showcase and to reduce the request for Air handling Improvements in the pool to $90,000. 7. Discussion about position currently held by Bob Grabinski to expire on 12/31 /2004. Bob Grabinski agreed that he would like to continue his membership on the Board. MOTION by Sandra Theros to accept Bob Grabinski's membership renewal request, SECOND by Richard Quick, MOTION PASSED with Bob Grabinski abstaining from the vote. 8. Added Item 2a. Election security. Richard Quick advised that the Secretary of State is requiring tight security during the upcoming elections. Richard would like to see the fitness area and the walking track closed during elections. Kitty Baltos requested that we not close the fitness area as it will be an imposition to our facility users, however, she would close the walking track and install something to keep people from looking over the gym area and/or throwing something into the gym area. Kitty Baltos questions whether the City would be installing metal detectors and Richard said that there was no money in the budget for this. 9. Added Item 2b. Mississippi Room a. Window coverings. Kitty Baltos wanted the approval of the Board and the year end nears and there is money available in the budget to have draperies installed in the Mississippi Room. The blinds that are currently in there are falling apart and don't work well. The Board agreed that this would be acceptable with the stipulation that if there is a more pressing need that the money be used there and that the City does not have a policy against purchasing different items than those specifically requested. Kitty Baltos advised the Board that the City does only look at the bottom line to ensure that the actual expenses do not exceed what was approved for the total budget. Capital purchases are included in the operations budget. Kitty advised that she would again verify this with Rick Wolfsteller. Bob Grabinski suggested that if this is the case and the community center is under budget, that we purchase some of the items slated for purchase in 2005 that we are looking to cut. b. Police Security: Kitty Baltos has had a request from Harvey Kendall to review the prices for the Mississippi Room now that we've added the patio. She is adverse to charging more because based on what the going rate is we're are actually perfectly situated as far as price goes. What Kitty did request though is to do away with police security during alcohol events. The police officers usually work eight hours and make $35 per hour or a total of $280. They are often bored and wander around the building while the Wedding Hostess takes care of any problems such as underage drinking, an intoxicated guest, etc. After considerable discussion a MOTION was made by Sandra Theros to cut police security at alcohol weddings back to the final four hours of the wedding when it might be most needed. She did add the stipulation that Kitty Baltos make sure that it is just a community center policy to have police during weddings and not a City requirement, SECOND with the stipulation by Bob Grabinski, MOTION PASSED. C. Terazzo Repair: Grazinni Brothers contract states that they start no early than September 13, 2004. Doug of Grazinni's told Kitty on Monday the 13`h that they would schedule the community center would be scheduled in the next couple of weeks. 10. MOTION by Bob Grabinski to adjourn the meeting at 5:45 p.m., SECOND by Sandra Theros, MOTION PASSED. 6. Consideration of changing the policy requiring a police officer for alcohol events at the community center, specifically certain non -wedding events. A. REFERENCE AND BACKGROUND: At our September meeting, the Board approved weddings only having a police officer available for the final four hours of the wedding. I did speak with Rick Wolfsteller and he also checked with our insurance company, it is not a City requirement or an insurance requirement to have a police officer here for alcohol events. One of the areas that we touched on briefly, but didn't address fully are the non -wedding alcohol events and if they will continue to require a police officer. Some examples of the types of events are, the Liquor Stores twice annual wine tasting event, the Chamber and Arts Board did a photography show with wine and cheese, the Mayor's dinner of which the guests are Mayors from surrounding cities. I think that it would be important to allow Tricia Menth, our event coordinator, the ability to require a police officer at certain events, for example a business holiday party might be one of those times. I believe in making this change, we make the community center more available for the nice social events that would also be nice community events. Of course, as required by State Statute, renters would be required to use our approved alcohol providers for ANY alcohol events. B. ALTERNATIVE ACTIONS: 1. To approve the policy change requiring a police officer at approved non -wedding alcohol events at the community center. 2. To non approve the policy change require a police officer at non -wedding alcohol events at the community center. C. STAFF RECOMMENDATIONS: I would strongly recommend option one to increase our availability at the community center. D. SUPPORTING DATA: None 7. Consideration of hours change to begin January 2005 to a 5:30 a.m. opening time for the building and continued discussion of shortening hours on Sundays during the summer months. A. REFERENCE AND BACKGROUNDS: Because so many individuals commute to work from Monticello, we get numerous requests to open earlier. With the amount of fitness equipment we now have, we're seeing a record number of people using the fitness area as well as the pool all day long, but of course there are those early risers who get here before 6 a.m. ready to start their day and want to get their workout done. A change of 30 minutes would add 127 hours per year at an average wage of $9.50 per hour or approximately $1,200 additional money spent on salaries. This would be made up on three new family memberships or four new adult memberships, an easy task. We have the custodian staff here at that hour and so the building would be ready to go at that time of the day. The individual who is currently working our opening hours said that he would have no problem with the switch. I am still reviewing the possibility of shortening the summer hours for the 13 weeks of summer. I will hopefully have enough data pulled together to help us make a good decision. If not we've got a lot of time to pull that together before Memorial Day 2005. B. ALTERNATIVE ACTIONS: 1. Approve the weekday hour opening time to 5:30 a.m. 2. No approve the weekday hour change to 5:30 p.m. C. STAFF RECOMMENDATION: I would recommend, for the convenience of our customers, that we extend the hours of the community center by 30 minutes, making the new opening time 5:30 a.m. D. SUPPORTING DATA: None 8. Discussion of new ATM Proposal for the community center. A. REFERENCE AND BACKGROUND: The Advisory Board budgeted in 2004 to purchase an ATM machine for an initial cost of $6,500. The City Administrator, Rick Wolfsteller, asked me to review the ability for an ATM machine to make money for the City or at the least, break even. Rick's feelings were, with a $1.50 charge at the ATM machine and then a $2.00 charge tacked on at the bank, that people would use the machine one time and then not be willing to pay the fees subsequent times. I also asked at a Facility Manager's meeting this past spring if any other community center had ATM's. Out of nine facility managers, only one facility Shoreview, was able to maintain an ATM machine successfully. Eagan didn't put one in because the research did not look successful. Other facilities had machines and had them taken out because they were not successful. I don't know if these were bank placed machines or machines purchased by the facilities. Well, or course, I still want an ATM machine. As you know, we had already been turned down by Wells Fargo Bank and First Minnesota Bank. So I called US Bank and TCF Bank to see if either of those banks would be interested in placing a machine in our facility. My thoughts were that at least the patrons of either of those banks would get free transactions when they used the machine, therefore making it beneficial. I never heard back from US Bank, however, TCF Bank did have their ATM department set up an appointment with me to speak with their ATM machine provider. Enclosed is the proposal from our meeting. As you can see the machine is much less expensive, for this we both were scratching our heads. In option one of their proposal, the TCF branded machine would mean so fees would be charged to TCF customers, however, all other banks would have a charge. This person is recommending a $1.95 charge of which we will get back $1.65 on each transaction. Option two, shows the machine not branded and all users being assessed a fee to use the machine. There is a need for a dedicated phone line which would cost approximately $28 per month and we would have to have a phone and electricity run to the machine and loading the machine with cash on a weekly basis would be our responsibility. I know that the community center, most likely me, loading the machine weekly and my safety was a concern for the board. When the decision was made in early spring to not purchase the $6,500, the money set aside in the budget was used to purchase a piece of wheel park equipment and something else that I can't remember at this time. B. ALTERNATIVE ACTIONS: l . To approve the purchase and installation of an ATM Machine using option 1 2. To approve the purchase and installation of an ATM Machine using option 2 3. To not approve this purchase and to have Kitty Baltos continue to pursue other bank owned ATM machines. C. STAFF RECOMMENDATIONS: Even though I really want an ATM, I think we really need to look at the profitability of a MCC owned ATM machine because of the fees assessed. We may be able to squeeze the money out of the budget somewhere, but I don't know if I want this more than something else. D. SUPPORTING DATA: Proposal from ABM, Inc. ATM Proposal for Monticello Community Center October 14, 2004 To: Kitty Baltos Option l: Purchase of TCF Branded ATM ATM: New Triton 9100 Cost: $3695 + Tax Footprint: Depth 16" Width 16" Height 60" Surcharge: $1.95 All non-TCF Bank cards Non -Surcharge: All TCF Bank cards M.C.C. Commission Rate: $1.65 on all surcharged (non-TCF) transactions. $0.00 on all non -surcharged (TCF) transactions. Option 2: Purchase of Independent ATM ATM: New Triton 9100 Cost: $3695 + Tax Footprint: Depth 16" Width 16" Height 60" Surcharge: $1.95 M.C.C. Commission Rate: 100% of surcharge ($1.95) ➢ Dedicated phone line and power source are necessary to operate ATM. ➢ 4 anchor bolts to floor will secure ATM. ➢ Dispensed money will return to M.C.C. bank account daily via ACH transfer. ➢ M.C.C. is responsible"for loading cash ($20 denomination only) into vault. Anticipated transaction volumes will not justify cost (Approx. $250/month) to have TCF or other Armored Car service load the ATM. CIP 2005 - 2009 PRELIMINARY PLAN MAINTENANCE DEPARTMENT: 1. Dehumidification unit coils and pulleys replaced 2. Diamond Brite pool and spas $40,000 3. Replacement lighting natatorium 4. Paint natatorium ceiling and walls (except scenery area) $30,000 5. Replace pool heater $10,000 6. Replace all pool pumps 7. Replace all lockers with fiberglass or molded plastic 8. New sand in Rapid Sand Filtration system 9. Parking lot sealcoated and striped 10. Recarpet Mississippi Room, Hallway, Warehouse, Childcare, Romp n Stomp & Fitness area. 11. Upgrade air handling capabilities in Fitness Area 12. Irrigation system moved on long island, west parking lot 13. Window panels replaced Gallery Hallway 14. Roof Maintenance (caulking and repair) 15. Outside door replacement $61,000 16. Compressor replacement $5,000 to $8,000 each, 12 units 17. Boiler burners and replacement of circulating pumps 18. Replace or repair and paint slide arms 19. Replace window blinds all meeting rooms 20. Replace booth seating in warehouse 21. Replace black meeting room chairs IMPROVEMENTS OR ADDITIONS: l . Lily Pad walk $40,000 2. Replace Life guard Chairs $8,000 3. New pool furniture $20,000 4. Window shades for pool area 5. Mural painting and/or repainting pool area & main hallway 6. Tropical palm trees, and decorating accessories for pool 7. Carpet Bridge room 8. Small convection oven for concessions 9. Trees or Topiaries for Gallery Hallway $2,500 10. Conference table for River Room 11. Color camera for security system 12. Building sign - West end 13. Increase Romp n Stomp $45,000 14. Upgrades in Catering Kitchen, cabinets and counters 15. Family Spa made larger $150,000 16. New equipment in Wheel Park 17. Grill, electricity, small shelter and fence - park area 18. Murals along the main hallway 19. Party Room, new mural, carpet, table and cabinet $4,000 20. New television around MCC, Warehouse, Fitness, Informational, Concessions 21. Upgrade lights in Warehouse 22. Upgrade CSI Program software 23. Display case with refrigerated section for concessions 24. New concession tables 25. Electronic sign outside building 26. Vehicle for MCC, possible uses plowing, moving equipment or people between main building and church/school STAFFING NEEDS: l . Part - time to possible full time finance and HR person 2. Summer Day camp coordinator - full time temporary 3. Gymnasium supervisor - part time seasonal 4. After school program coordinator & transportation requirements for program 5. Add a part-time aquatic director or make current position full time MAJOR IMPROVEMENTS: l . Add second gymnasium 2. Add outdoor waterpark 3. Add outdoor play equipment 4. Move MCC front Counter to a more central visible location 5. Take out aerobic room and expand fitness area and add more equipment 6. Out building for MCC storage 7. REVENUE & EXPENSE STATEMENT 2004 - as of September 30, 2004 2004 2004 FULL YEAR MTD REVENUE BUDGET ACTUAL 1 ROOM RENTAL 81,695 48,578.46 2 PARTY ROOM RENTAL 20,592.48 3 CONCESSIONS 72,000 60,629.11 4 USER FEES 75.,000 42,972.97 5 MEMBERSHIPS/DAILY 400,000 331,994.49 6 PROGRAM FEES 60,000 40,745.45 7 OTHER SERVICES 6,000 6,628.14 8 INTEREST 0.00 9 EQUIPMENT RENTAL 500 448.98 10 CONTRIBUTIONS 3,000 0.00 11 SALE OF PROPERTY 0.00 375.00 12 MISC REVENUE 250 -9.57 NSF FEE COLLECTION 100.00 13 TOTAL REVENUE BEFORE TAXES 698,445 14 TAXES 1,018,355 498, 567.31 15 TRANSFER FROM LIQUOR STORE 250,000 16 TOTAL REVENUE 1,966,800 1,051,622.82 EXPENSES: 17 SALARIES 561,540 430,773.02 18 EMPLOYEE TAXES / BENEFITS 110,945 76,971.42 19 PRINTED FORMS 2,000 930.24 20 OFFICE SUPPLIES 6,500 3,154.73 21 CLEANING SUPPLIES 7,300 6,584.59 22 CLOTHING SUPPLIES 7,000 2,841.81 23 CHEMICAL PRODUCTS 12,000 6,839.45 24 POOL MAINTENANCE SUPPLIES 5,000 2,124.98 25 GENERAL OPERATING SUPPLIES 18,250 10,913.69 26 EQUIPMENT REPAIR PARTS 5,000 4,020.85 27 BUILDING REPAIR PARTS 4,000 1,378.08 28 LANDSCAPING MATERIALS 3,000.00 -831.00 29 MISC REPAIR & MAINT SUPPLIES 5,000 6,645.23 30 SMALL TOOLS & EQUIPMENT 4,000 509.07 31 T&E/FURNITURE 0 2,230.00 32 T&E COMPUTER EQUIPMENT 0.00 0.00 33 T&E OTHER 5,785.37 34 COST OF GOODS SOLD 0.00 0.00 35 PROF SERVICE MGMT FEE 400 269.70 36 PROF SERVICE DATA PROCESS 4,000 1,867.77 37 PROF SERVICE-Website/Email 400 74.90 38 PROF SERVICE CUSTODIAL 500 796.62 39 PROF SERVICE LAUNDRY 3,000 2,204.34 40 PROF SERVICE BLDG / EQUIP 5,000 8,156.91 41 PROF SERVICE MAINT AGREE 15,000 4,631.53 42 MISC PROF SERVICES 2,000 4,220.47 43 TELEPHONE 12.000 8,041.01 44 POSTAGE 500 0.00 45 CABLE/NETWORK SERVICES 2,200 1,578.92 46 TRAVEL EXPENSE 500 575.89 47 CONFERENCE & SCHOOLS 2,500 3,226.27 48 FREIGHT 0 0.00 49 ADVERTISING - GENERAL 10,000 4,212.44 50 GEN'L PUBLIC INFORMATION 1,000 182.40 51 BROCHURES 6,000 6,229.18 2003 2003 MTD YTD ACTUAL ACTUAL 38,502.59 50,230.32 18, 910.61 24, 862.88 51,339.72 66,455.87 48,478.63 60,693.74 304,773.64 417,468.13 42,521.42 50,419.08 5,545.00 12,419.85 444.41 480.08 500.00 500.00 45.22 55.99 683,585.94 444, 786.78 863.643.26 955,848.02 1,547,229.20 407,570.94 525,159.65 79,978.61 103,301.21 1,488.25 1,679.72 4,437.05 5,833.85 8,311.78 12,674.22 2,821.21 4,896.86 9,119.27 12,422.81 3,899.11 4,547.62 25,258.01 27,822.60 3,149.52 3,658.99 6,668.28 7,336.90 498.04 498.04 6,636.00 7,351.72 7,221.15 7,221.15 -1,120.00 3,818.03 3,818.03 18.17 18.17 284.45 371.17 14,155.50 3,841.25 1,275.00 14,982.76 2,025.69 2,025.69 1,965.99 2,669.30 6,035.13 7,241.63 4,380.51 5,082.32 3,715.00 6,200.30 7,748.68 10,431.12 149.36 163.13 1,475.29 1,809.54 337.49 534.41 904.94 1,219.94 0.00 22,456.76 36,022.23 0.00 2,942.46 4,833.82 52 GEN'L LIABILITY INSURANCE 34,345 27,017.00 53 PROPERTY INSURANCE 7,075 8,223.00 54 MISC GENERAL INSURANCE 10,190 17.29 55 ELECTRIC 74,000 55,387.24 56 GAS 76,000 49, 527.01 57 REPAIR & MAINT - BUILDING 20,800 6,495.98 58 REPAIR & MAINT -MACH/EQUIP 95,700 32,171.87 59 REPAIR & MAINT - OTHER 0.00 0.00 60 EQUIPMENT RENTAL 15,000 8,379.06 61 UNIFORM RENTAL 1,500 1,039.24 62 TOWEL RENTAL 1,100 821.88 63 DUES, MEMBERSHIP & SUBSCRIP 1,500 1,302.74 64 LICENSE & PERMITS 700 70.00 65 BANK CHARGES 5,500 5,036.50 66 MISC OTHER EXPENSES 300 138.61 67IMPROVEMENTS 0 27,032.00 68 HEAVY EQUIPMENT 0 6,600.11 69 FURNITURE & FIXTURES 0 70 OFFICE EQUIPMENT 0 71 COMPUTER EQUIPMENT 0 72 OTHER EQUIPMENT 23,900 6,997.15 73 SUB TOTAL 19184,145 843,396.56 74 ROOM RENTAL SUPPLIES 2,000 1,952.16 75 PROGRAM OFFICE SUPPLIES 0 0.00 76 CONCESSION STAND SUPPLIES 3,000 462.95 77 PARTY ROOM SUPPLIES 6,500 4,679.88 78 CLIMBING WALL SUPPLIES 500 631.67 79 FITNESS AREA SUPPLIES 1,000 836.00 80 GYMNASIUM SUPPLIES 500 73.69 81 INDOOR PLAY SUPPLIES 500 453.33 82 POOL SUPPLIES 2,000 885.18 83 WAREHOUSE SUPPLIES 500 245.69 84 WHEEL PARK SUPPLIES 500 212.67 85 GEN'L PROGRAM OPER SUPPLIES 7,300 3,144.95 86 T&E FITNESS EQUIPMENT 7,550.85 87 T&E FURNITURE 20,550 1,870.97 88 T&E CONCESSION EQUIPMENT 724.09 89 T&E OTHER 11,300 90 CONCESSION FOOD SUPPLIES 50,000 38,514.88 91 NON-FOOD CONCESSION PROD. 1,031.73 92 PROF SERVICE - FITNESS 3,800 775.00 93 PROF SERVICE - PROG INSTRUCT 1,500 364.55 94 PROF SERVICE-GEN'L PROGRAM 1,500 776.95 95 PROGRAM ADVERTISING 3,500 2,477.03 96 EQUIPMENT RENTAL - PROGRAM 2,000 97 DUES,MEMBERSHIP & SUBSCRIP 250 98 PRIZES 1,500 271.77 99 RECREATION EQUIPMENT 5,682.84 100 TOTAL PROGRAM EXPENSES 120,200 73,618.83 101 TOTAL ALL EXPENSES 1,304,345 917,015.39 l 021 NET 1 134,607.43 38, 513.00 38, 513.00 6,434.00 6,434.00 0.00 55,392.91 69,249.66 42,757.19 55,465.69 2,590.89 4,558.56 12,354.78 21,069.74 0.00 7,589.56 10,289.35 1,195.43 1,491.83 763.66 1,002.33 878.91 943.85 155.00 868.63 3,720.35 41942.94 171.04 177.81 10,338.57 101338.57 912.31 50.00 50.00 0.00 0.00 15,450.85 15,450.85 840,014.12 1,065,396.96 2,190.77 21318.55 0.00 605.14 580.81 4,603.07 61376.59 25.40 141.56 2,168.29 4,972.44 96.16 118.50 143.31 209.35 1,175.00 1,191.07 170.90 439.82 230.99 230.99 3,188.30 4,246.23 0.00 0.00 31, 960.66 43, 592.03 1,972.50 2,867.50 544.00 544.00 336.69 21539.57 2,176.19 4,703.99 696.33 2,515.03 0.00 597.50 943.96 52,881.20 787531.99 892,895.32 1,143,928.95 62,952.70 M O N K CD — r- I` �T O N d N M r- UCH r- LO (D r- M M LO LO M O C7� 00 M N C 7 M U) CD C) ti— T- M M CO CD 0 r'- Ufa O M CM N N r- r 0 N M Ufa M T- N T M M CD 'IT 0 O N W O M N o) r- O CD CD 00 00 Un C) O e- O CD O (:T) N %4- 0 T- r- M Uf') r` M M M N CA CA �- 00 CD ti ti r— d' LO 0 rl- M M O? d O N N NT 00 Lo CD co 0 0 0 . � CM Un (0 O r- 0) = r— Ufa N Ct M Ufa CD CD 00 p) Q "t co Un 0) 00 O C: O L ` LO CD M N 0000 O N� a. 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