PRHSPSC PKT 01-08-2013 City of Federal Way
City Council
Parks, Recreation, Human Services & Public Safety Committee
January 8, 2013 City Hall
6:00 p.m. Hylebos Conference Room
MEETING AGENDA
1. CALL TO ORDER
2. PUBLIC COMMENT(3 minutes)
3. COMMISSION COMMENTS
4. COMMITTEE BUSINESS
Action Council
Topic Title/Description Presenter Page or Info Date
A. Approval of Minutes: December 11, 2012 3 Action N/A
B. 2013/2014 Human Services Commission Work Plan Bennett 5 Action Consent
1/15
C. 2013 Diversity Commission Work Plan Bennett 11 Action Consent
1/15
D. 2013 Arts Commission Work Plan Hutton 15 Action Consent
1/15
E. 2013 Arts Commission Contract for Services Hutton 19 Action Consent
1/15
5. PENDING ITEMS
• Veterans Memorial
• Banners
• Festivals
• Concept of Housing in South King County
• Festival Days
6. NEXT MEETING: Tuesday, February 12, 2013 5:30pm — Hylebos Conference Room
7. ADJOURNMENT
Committee Members City Staff
Susan Honda,Chair Cary M.Roe,P.E.,Director of Parks,Public Works and Emergency Management
Mary Jaenicke,Administrative Assistant II
K:\PRHSPS Committee\2013\010813 prhsps ag.doc
City of Federal Way
City Council
PARKS, RECREATION, HUMAN SERVICES&PUBLIC SAFETY COUNCIL COMMITTEE
Tuesday, December 11,2012
5:30 p.m.
SUMMARY
Committee Members in Attendance: Chair Honda,Committee members Kochmar and Freeman.
Council members in Attendance: Council member Burbidge
Staff Members in Attendance:Cary Roe,Director,Parks&Public Works,Police Chief Brian Wilson,Amy Jo
Pearsall,City Attorney,Steve Ikerd,Parks&Facilities Manager,Margaret Clark, Principal Planner,and Mary
Jaenicke,Administrative Assistant II.
Guest: David Berger,Parks Commission _
Chair Honda called the meeting to order at 5:30p.m.
Public Comment: None
Commission Comment: None
APPROVAL OF SUMMARY
Committee member Kochmar moved to approve the November meeting summary. Chair Honda seconded.
Motion passed.
BUSINESS ITEMS
Bomb Technician Participation in FBI-STAB Team—Information Only
Chief Wilson provided the background information. The Federal Way Police Department is one of 450 certified
Bomb Disposal Units in the US. Currently the City of Federal Way has three certified technicians and one certified
bomb squad commander/technician on the team. The city averages between 20-30 bomb callouts per year. The Unit
also assists other agencies in the region. The FBI in association with the Department of Defense has established a
Nuclear Stabilization Team(STAB). The Federal Way Bomb Disposal Unit has been granted a spot on the 12
person team;Officer Mike Wedel is a Bomb Tech and he has been chosen to be on the team. The requirement is
training one week per month for four months;ongoing training will be three days per month per quarter. The city
will retain any equipment that is needed. This is a funded program. Our only cost would be the officer being away
for training.
Parks,Recreation&Cultural Services Commission 2013 Work Plan
Mr.Ikerd provided the background information. Items on the Work Plan were reviewed. The Work Plan items
include Trail&Pedestrian Access Improvements,Panther Lake Master Plan and Annual Playground Equipment
Replacement.Committee member Kochmar inquired if part of the playground improvement at Steel Lake Park
would involve having part of the playground renovated for kids with disabilities. Ikerd answered that they have been
in contact with Leathers&Associates to provide staff with ideas and options. Mr.Roe added that there are several
Parks Commissioners that are interested in this issue. Chair Honda would also like to see the lower parking lot at
Steel Lake improved.Committee member Kochmar moved to forward the 2013 Park,Recreation&Cultural
Services Commission Work Plan to the full Council January 2,2013 consent agenda for approval.Chair
Honda seconded.Motion passed.
2012 Parks,Recreation and Open Space(PROS)Plan Update
Commission Comment: Parks Commissioner David Berger had submitted several written comments regarding the
Park Plan to the Parks Commission. Not all of the changes were included in the updated draft PROS Plan. The
frontage of Sacajawea is a primary concern. He would like to add permanent attractive groundcover,and is
requesting that the following language be added to the PROS Plan: "Given its location adjacent to SR 5091 Dash
Point Road,a high-visibility,heavily traveled arterial,seek state and community funding for project to
upgrade existing weed-infested appearance of Sacajawea Park street frontage berm with permanent,low-
maintenance groundcover landscaping."He would like this added to Chapter 5 and the Appendix.
Committee member Freeman arrived. Mr. Roe stated that staff is opened to Mr. Berger's comments,and will add it
to Chapter 5 and the Appendix. Mr.Roe and Mr.Ikerd added that this would not be a small project;the area is
K:\PRHSPS Committee12012\1211 12 Min.doc 3
PARKS,RECREATION,HUMAN SERVICES&PUBLIC SAFETY COUNCIL COMMITTEE
Tuesday,December 11,2012 Summary
Page 2
approximately 1,000 feet. The grasses and the weeds would have to be removed.The area would need to be
maintained after the plantings were done.
Mr. Ikerd stated that all of the goals stayed the same but clarifying language was added and content that is no longer
applicable was changed or removed. Chair Honda stated that there is a lot of public art in the parks that has not been
maintained,and some of it is in bad shape. She wanted to know who is in charge of maintaining it. Mr.Roe
answered that this is a discussion that the Arts Commission and Parks Commission should have. Chair Honda would
like there to be a plan on how to maintain the artwork. Council member Burbidge stated that the City contracted
with King County to help with the process of selection and installation of most of the earlier artwork. She suggested
contacting Kath Runner from 4Culture. Chair Honda stated that for the past three years the Arts Commission has
been discussing having every piece of artwork looked at,what needs to be done to the artwork,and how much will it
cost to repair. She would like to know who should be responsible for that. Mr.Roe answered that the Artwork
originated from the"Arts Arena"and he suggested that the Arts Commission should take the lead on this project,
then the decision will be made on who will be responsible for implementing the plan. Committee member
Freeman moved to forward the proposed ordinance for the Parks,Recreation&Open Space Plan update
with suggested changes along with the draft adoption ordinance to the full Council January 2,2013 agenda
for the First Reading.Committee member Kochmar seconded.Motion passed.
Mr.Ikerd and Mr.Roe thanked Margaret Clark and Erik Earle for their help on the Plan.
Chair Honda thanked Committee members Freeman and Kochmar for their help this past year.
NEXT MEETING
January 8,2013 @ 6:OOpm
ADJOURNMENT
Meeting adjourned at 6:19p.m.
4
COUNCIL MEETING DATE: January 15,2013 ITEM#:
CITY OF FEDERAL WAY
CITY COUNCIL
AGENDA BILL
SUBJECT:2013-2014 HUMAN SERVICES COMMISSION WORK PLAN
POLICY QUESTION: Should the City Council approve the Human Services Commission Work Plan for 2013-
2014?
COMMITTEE: Parks,Recreation,Human Services& Public Safety MEETING DATE:January 8,2012
CATEGORY:
X Consent ❑ Ordinance ❑ Public Hearing
❑ City Council Business ❑ Resolution ❑ Other
STAFF REPORT BY: Jay Bennett,Community Services Manager DEPT: Community&Economic
Development Services
Attachments: 2013-2014 Human Services Commission Work Plan
Background
Each year the Human Services Commission drafts a work plan based on the authority outlined in Section
2.55.040 of the Federal Way Revised Code. This year,the Commission is proposing a two-year work plan for
2013 and 2014.
The major action items for the Commission in 2013 are:
• Review and refine human services grant funding processes.
• In partnership with the PRHS&PS Committee, review the existing City Council Human Services Funding
Priorities and consider recommendations to amend the policies based on data regarding current needs in
the Federal Way community.
• Review the 2014 CDBG Capital applications; make funding recommendations to the Mayor and City
Council.
• Work with staff to draft the 2014 CDBG Annual Action Plan and forward the Plan to the Mayor and City
Council for approval.
• Visit human services agencies funded by the City and invite agencies to make presentations to the
Commission regarding their programs.
The major action items for the Commission in 2014 are:
• Review 2015-2016 Human Services General Fund and CDBG Public Services grant applications; make
funding recommendations to the Mayor and City Council.
• Review the 2015 CDBG Capital applications; make funding recommendations to the Mayor and City
Council.
• Work with staff on drafting the 2015 CDBG Annual Action Plan and forward the Plan to the Mayor and
City Council for approval.
Human Services Commission Process:
The Commission reviewed the draft 2013-2014 Work Plan at their November meeting, and formally approved the
2013-2014 Work Plan at the December 17 meeting.
5
Options:
1. Approval of the 2013-2014 Human Services Commission Work Plan.
2. Do not approve the 2013-2014 Human Services Commission Work Plan.
MAYOR'S RECOMMENDATION: Option 1
MAYOR APPROVAL: DIRECTOR APPROVAL:
Commi it =ranee Council
COMMITTEE RECOMMENDATION:I move to forward the 2013-2014 Human Service Commission Work Plan to
the January 15, 2013 consent agenda for approval.
Committee Chair Committee Member Committee Member
PROPOSED COUNCIL MOTION: "I move approval of the 2013-2014 Human Services Commission Work
Plan."
(BELOW TO BE COMPLETED BY CITY CLERKS OFFICE)
COUNCIL ACTION:
❑ APPROVED COUNCIL BILL#
❑ DENIED 1sT reading
❑ TABLED/DEFERRED/NO ACTION Enactment reading
❑ MOVED TO SECOND READING(ordinances only) ORDINANCE#
REVISED-08/12/2010 RESOLUTION#
6
City of Federal Way
Human Services Commission
The Human Services Commission shall assess our community's human service needs,provide
policy guidance to the Mayor and City Council, and establish effective working relationships
with the local and regional organizations concerned with social services.
Two-Year Strategic Objectives
Advocate for the development of a full continuum of services for children, families,
adults and seniors.
Provide advice to the Community Services Division, Mayor and the
City Council regarding funding of social services in the City of Federal Way.
Promote community based organizations as full partners in the service delivery system.
As a Commission, work collaboratively with external agencies and entities
Build the Commission knowledge base about local and regional issues facing
our city's resident.
Develop increasing levels of Commission effectiveness and voice.
7
Human Services Commission
2013-2014 Work Plan
Page 2
City of Federal Way
Human Services Commission
2013 2014 Work Plans
1. In 2013 the Human Services Commission will initiate and complete a review that will lead
to refinement of the City of Federal Way's Human Services funding processes.
• Evaluation of the process and instruments
• Development of policies and procedures
• Invite the public and the agencies engaged in the delivery of human services to review and
discuss the changes and evaluation of the draft procedures and forms
• Forward to the Mayor and the City Council for approval
2. In 2013,the Human Services Commission will visit or invite to meetings agencies the
Commission wishes to learn more about.
• The Commission will develop a listing of agencies that it wishes to either schedule individual
visits by commissioners or agency representatives to a regularly scheduled monthly meeting.
• Staff will coordinate scheduling with respective agencies.
• The Commission will provide time on their agenda for agency presentations and/or reports
from Commissioners visiting an agency.
3. In 2013,the Human Services Commission will initiate a review with recommendations of
the City Council Human Services Funding Priorities.
In advance of the next round of funding,the Commission will undertake a review of the existing
1996 Human Services funding priorities and objectives in order to define the short-term and long
term goals.
• Form a Human Services Commission work team.
• City staff assemble representative data that illustrates previous funding and outcomes;
current and relevant needs data.
• Present the data and review the existing funding priorities with the HSC team &PRHSPS
Committee to confirm, update, and expand upon the priorities.
• Update the full Commission and City Council.
4. in 2014,the Commission will direct the 2015/2016 CDBG Public Services and Human
Services General Fund allocation process and make funding recommendations to the
Mayor and City Council.
• Review estimated funding available.
• Attend City staff held application training; deliberate and reach consensus regarding the
criteria to evaluate applications.
• Review and evaluate applications.
• Conduct applicant interviews as needed.
• Hold a public hearing on CDBG and HSGF preliminary recommendations to obtain citizen
input.
8
Human Services Commission
2013-2014 Work Plan
Page 3
• Deliberate and make funding recommendations to the Mayor; Parks, Recreation, Human
Services&Public Safety Committee; and City Council.
5. Conduct the 2014 and 2015 CDBG Capital allocation process and make funding
recommendations to the Mayor and City Council.
• Review estimated funding available.
• Review and evaluate applications.
• Conduct applicant interviews as needed.
• Hold a public hearing on CDBG Capital preliminary recommendations to obtain citizen input.
• Deliberate and make funding recommendations to the Mayor; FEDRAC; and City Council.
6. Work with staff to draft and review the CDBG Annual Action Plans(AAP)and the
Consolidated Annual Performance Evaluation Report(CAPER)in 2013 and 2014 and
forward them to the Mayor and City Council for approval.
AAP:
• Review estimated funding available for each year.
• Review City goals for CDBG for the next year.
• Hold a public hearing on the draft Annual Action Plan to obtain resident and agencies input.
• Forward the Annual Action Plan to the Mayor; Parks, Recreation, Human Services &Public
Safety Committee;and City Council for their review and approval.
CAPER:
• Review CDBG Performance metrics for the previous program year.
• Hold a public hearing on the draft CAPER to obtain resident and agencies input.
• Forward the CAPER to the Mayor; Parks, Recreation, Human Services&Public Safety
Committee; and City Council for their review and approval.
7. Monitor the contract performance of Human Services General Fund and CDBG funding
recipients.
• Review the quarterly reports submitted to the Community Services Division to evaluate the
contract performance of human services agencies and determine if performance goals are
being met.
• Based upon the submitted data, evaluate and assess any service gaps in the community.
• Follow up with an action plan if necessary to address any contract performance issues.
8. Provide time on the monthly agenda for potential action or gain awareness on timely sub-
regional, regional, and federal trends and activities pertaining to CDBG and Human
Services.
• Receive monthly briefings from the Community Services Manager on participation, activities,
and action taken while representing either the City of Federal Way or South King County.
9
Human Services Commission
2013-2014 Work Plan
Page 4
9. Work closely with all levels of City government to promote continued support of the City's
human services programs.
• The Chair, or the Chair's representative, will attend the Parks, Recreation, Human Services,
and Public Safety Committee and City Council meetings when items pertaining to human
services are on the agenda to speak on behalf of the Commission
• Establish early communications with the Mayor;the Parks, Recreation, Human Services&
Public Safety&FEDRAC Committees, and the City Council that will lead to a consensus
decision-making process.
• Recognize opportunities to provide human services solutions to the various City departments
working on future City initiatives. -
10. Commissioners will conduct outreach and public education efforts within the Federal Way
community to inform the public about human services activities in Federal Way.
• Commissioners may work with the Communications Coordinator to provide stories that highlight
the successes of individuals and families being served through human services programs
supported by the City.
• Commissioners may work with City staff to publicize the recipients of the 2013-2014 human
services grants.
• Commissioners may encourage human services agencies to highlight the support they receive
from the City.
• Commissioners may serve on subject matter committees as appropriate that will have on-going
dialogue with the community and agency partners on topical issues impacting residents of
Federal Way.
10
COUNCIL MEETING DATE:January 15,2013 ITEM#:
CITY OF FEDERAL WAY
CITY COUNCIL
AGENDA BILL
SUBJECT: 2013 DIVERSITY COMMISSION WORK PLAN
POLICY QUESTION: Should the City Council approve the Diversity Commissions 2013 Work Plan?
COMMITTEE: Parks,Recreation,Human Services&Public Safety MEETING DATE: January 8,2013
CATEGORY:
X Consent ❑ Ordinance ❑ Public Hearing
❑ City Council Business ❑ Resolution ❑ Other
STAFF REPORT BY: Jay Bennett,Community Services Manager DEPT:Community&Economic
— _ Development Services
Attachments: 2013 Diversity Commission Work Plan
Background
At their special meeting held on December 12 ,the Diversity Commission voted to recommend approval of its
2013 Work Plan.The plan outlines specific goals and activities that the Commission uses to focus their annual
efforts.The Plan includes taking a leadership role for the 2013 MLK Celebration.The Plan also includes a new
2013 activity,a Commission hosted Diversity Summit,where leaders from Federal Way's multi-cultural
communities come together and discuss a variety of subjects,revealed from the results of the 2012 Diversity
Survey.
Options:
1. Approve the Diversity Commission's 2013 Work Plan.
2. Direct staff to make changes to the 2013 Diversity Commission Work Plan.
MAYOR'S RECOMMENDATION: Option 1
MAYOR APPROVAL: /.1 11 DIRECTOR APPROVAL: Aam,
Council P.matinee Council
COMMITTEE RECOMMENDATION:I move to forward the 2013 Diversity Commission Work Plan to the January
15, 2013 consent agenda for approval.
Committee Chair Committee Member Committee Member
PROPOSED COUNCIL MOTION: "I move approval of the 2013 Diversity Commission Work Plan."
(BELOW TO BE COMPLETED BY CITY CLERKS OFFICE)
COUNCIL ACTION:
❑ APPROVED COUNCIL BILL#
❑ DENIED In reading
❑ TABLED/DEFERRED/NO ACTION Enactment reading
❑ MOVED TO SECOND READING(ordinances only) ORDINANCE#
REVISED-08/12/2010 RESOLUTION#
11
City of Federal Way
Diversity Commission
2013 Work Plan
Purpose: Advises the City Council and Mayor on policy matters involving the community's
cultural and ethnic differences,ensuring that these differences are considered in the decision-
making process.
Mission: To help Federal Way become a community that is united amidst diversity,where
each individual is respected,equally valued, equally needed, and equally cherished. Equality is
not sameness; it is equivalent value.
Brand Promise: The Diversity Commission is dedicated to helping Federal Way become a
city where all people have a feeling of belonging and shared community,where there is equal
access to information and resources for all, and where there are equal opportunities for all.
1. Ensure that the Diversity Commission will remain visible and relevant to all members
of the community through its participation and/or sponsoring of events and activities
that promote the mission and purpose of the commission.
This would include:
• Taking a leadership role in the Martin Luther King Jr. celebratory event to be
held in January 2013.
• Martin Luther King Jr. Food Drive(January),which can also include partnering
with local area High Schools.
• Federal Way Elementary School Book Drive,which includes the purchase of
multi-cultural books that would be read to students by local leaders and volunteers
(March).
• Sponsoring and participating in the Communities in Schools of Federal Way's
Multi-Cultural Night at Mirror Lake Elementary(May).
• The creation and facilitation of the City of Federal Way Diversity Summit, which
includes the use of the City of Federal Way's Diversity Survey data and the
gathering of community leaders (Date TBD).
• Sponsoring and participating at the Senior Forum event to be held at the Senior
Center(November).
2. Make recommendations,whenever necessary,to the City Council and the Mayor to
ensure differences are considered in the decision-making process. By working closely
with the City government,the Diversity Commission can continue to promote and
support the City's Diversity programs.
• The Commission agrees to stay abreast of the key issues that pertain to City
government and the citizens of Federal Way with the intent to ensure that all
12
Diversity Commission
2013 Work Plan
Page 2
diverse voices,opinions and perspectives will be heard through advocacy and
recommendations made to the City Council and Mayor.
3. Conduct outreach and public education efforts within the Federal Way community.
Inform the public,through various means,on the Diversity Commission's mission,
purpose,and activities in Federal Way.
Potential Opportunities
• Events and activities can be the primary focus to provide a platform for
Commissioners to listen and get feedback from the residents of Federal Way.
• For example, the Senior Forum provides an excellent opportunity to receive
valuable feedback on a variety of issues and concerns that would benefit other
Commissions and areas of City government.
• Other communication vehicles that might be explored include:
■ Produce written articles for local newspapers that highlight events and activities
supported by the Diversity Commission throughout the year.
• Conduct community presentations as needed to promote and educate the Federal
Way community.
4. Develop partnerships to promote awareness and collaboration around diversity issues.
Create synergy with various communities leading to strong relationships and identification of
those communities' leaders.
Potential Opportunities
• Reaching out to local area(FWPS)high schools to create partnerships that
collaborate on diversity-related projects,as well as,build stronger brand awareness
of the Commission and its community objectives and activities.
• Explore other partnerships, funding sources, and opportunities for the Diversity
Commission in order to promote the Commission's purpose and mission.
o Explore creating and forging partnerships with the City of Federal Way's
Advancing Leadership(AL)and Advancing Leadership Youth(ALY)groups.
• Explore efforts to increase collaborating and promoting joint efforts with other city
commissions and community partnerships that promote the mission and purpose of
the Diversity Commission.
13
14
COUNCIL MEETING DATE: January 15,2013 ITEM#:
CITY OF FEDERAL WAY
CITY COUNCIL
AGENDA BILL
SUBJECT: 2013 ARTS COMMISSION WORK PLAN
POLICY QUESTION: Should the City Council approve the 2013 Arts Commission Work plan?
COMMITTEE: PRHSPS MEETING DATE: 1/8/13
CATEGORY:
X Consent ❑ Ordinance ❑ Public Hearing
❑ City Council Business ❑ Resolution ❑ Other
STAFF REPORT BY: John Hutton, Recreation Supervisor DEPT: PRCS
Background:
Annually the Arts Commission develops a Work Plan for the upcoming year. The Work Plan outlines the
projects, programs and associated funding for the year.
Attachments: 2013 Arts Commission Work Flan
Options Considered:
1. Approve the 2013 Arts Commission Work Plan
2. Do not approve the 2013 Arts Commission Work Plan and,and provide direction to staff
MAYOR'S RECOMMENDATION: Option 1. Approve the 2013 Arts Commission Work Plan.
/. /
MAYOR APPROVAL: `S� DIRECTOR APPROVAL: 1WNr
x.��,iryl ��1 t�Z1/1Y
Committee Counci [mtialr
COMMITTEE RECOMMENDATION: I move to forward the 2013 Arts Commission Work Plan to the January 15,
2013 full City Council consent agenda for approval.
Committee Chair Committee Member Committee Member
PROPOSED COUNCIL MOTION: "I move approval of the 2013 Arts Commission Work Plan "
(BELOW TO BE COMPLETED BY CITY CLERKS OFFICE)
COUNCIL ACTION:
❑ APPROVED COUNCIL BILL a
❑ DENIED 1ST reading
❑ TABLED/DEFERRED/NO ACTION Enactment reading
❑ MOVED TO SECOND READING(ordinances only) ORDINANCE#
REVISED-08/12/2010 RESOLUTION U
15
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COUNCIL MEETING DATE: January 15,2013 ITEM#:
CITY OF FEDERAL WAY
CITY COUNCIL
AGENDA BILL
SUBJECT: 2013 ARTS COMMISSION CONTRACT FOR SERVICES
POLICY QUESTION: Should the City Council approve the 2013 Arts Commission Contracts for Services
Funding Recommendation?
COMMITTEE: PRFSPSC - MEETING DATE: 1/8/13
CATEGORY:
X Consent ❑ Ordinance ❑ Public Hearing
n City Council Business ❑ Resolution ❑ Other
STAFF REPORT BY: John Hutton,Recreation Supervisor DEPT: PROS
Background: The Arts Commission Contract for Services Program is a program that funds local arts
organizations that provide cultural programs within the community. The City serves as a partner in the provision
of services. Local arts organizations completed an application; the Arts Commission reviewed the applications,
interviewed each organization and developed funding recommendations. The budget for the 2013 Contract for
Services Program is$37,900.00
Attachments: 2013 Contract for Services Recommendation
Options Considered:
1. Approve the 2013 Arts Commission Contract for Services Funding Recommendation
2. Decline the proposed 2013Arts Commission Contract for Services finding and provide
direction to staff
MAYOR'S RECOMMENDATION: Option 1. Approve the 2013 Arts Commission Contract for Services
Funding Recommendation. + }
MAYOR APPROVAL: .z-mGp- DIRECTOR APPROVAL: C.--jet .y• "AA,.
Committee Council Initial
COMMITTEE RECOMMENDATION: I move to forward the 2013 Arts Commission Contract for Services funding
recommendation to the January 15, 2013 Full City Council consent agenda for approval.
Committee Chair Committee Member Committee Member
PROPOSED COUNCIL MOTION: "I move approval of the 2013 Arts Commission Contract for Services funding
Recommendation"
(BELOW TO BE COMPLETED BYCITYCLERKS OFFICE)
COUNCIL ACTION:
❑ APPROVED COUNCIL BILL#
❑ DENIED 1ST reading
❑ TABLED/DEFERRED/NO ACTION Enactment reading
❑ MOVED TO SECOND READING(ordinances onl}7 ORDINANCE#
REVISED-08/12/2010 RESOLUTION#
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