COMMITTEE CHAIRMAN HANDBOOK

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1 COMMITTEE CHAIRMAN HANDBOOK Second Edition

2

3 DRAFT MISSION STATEMENT OF THE CT ELKS ASSOCIATION: The Connecticut Elks Association exists to unite all Elks in closer bonds of fraternity; to further good fellowship among Lodges; to protect and promote the interests of the Benevolent and Protective Order of Elks of the United States of America in the State of Connecticut; to exchange ideas beneficial to the Lodges of this state; to bear true allegiance to the Constitution and Laws of the Benevolent and Protective Order of Elks of the United States of America and by common concert and action to promote good citizenship, education and patriotism among all the people of the State of Connecticut. Our mission as stated above includes the promotion and fostering of the principles and goals of the Benevolent and Protective Order of Elks of the United States of America, as outlined in the Order s Constitution, Statutes, rules and regulations and the By-laws of the Connecticut Elks Association. Our Mission includes the promotion and implementation of the Programs of the Grand Lodge and the State Association at the Area 1, State, District and Local levels by providing funding (where available), manpower and guidance.

4 OVERALL GUIDELINES ALL COMMITTEES The State Chairman and each District Chairman of each of the Association s Committees will take all necessary actions to assist the subordinate lodges in each district by providing guidance, help, direction and promotional activities to implement the general and specific goals of their committee. MEETING ATTENDANCE Each State Chairman should be prepared to attend the following meetings and/or clinics: State District Chairman Organizational Meeting (June) District Deputy Clinics (August, January, April) Only those committees selected by the District Deputy and Special Deputy for inclusion on the agenda State Association Mid-year Convention (January) State Association Annual Convention (May/June) Committee Clinics (as scheduled) Note: District Chairman are required to attend only the District Deputy Clinics in their home District COMMITTEE OVERSIGHT Each State Committee is assigned to a State Vice President for oversight. The current assignments can be found in the Connecticut Elks Association State Directory. The State and/or District Chairman shall seek direction, advice and guidance from the State Vice President who has program oversight over their committee when necessary. COMMUNICATIONS & REPORTING All Committees shall use only their Official Name as listed in the Connecticut State Association By-laws. All Committees shall use only letterhead and stationary as approved by the Executive Board after adoption at a State Convention. State Chairman shall provide updates to the State Vice President who has program oversight over that committee throughout the year and when requested to do so by that State Vice President. The State Chairman shall also be in routine communications with all four of the committee s district chairmen. All District Chairman shall provide updates throughout the year regarding the committee s activities in the district to the District State Vice President when requested to do so by the Vice President. Each State Chairman will be responsible for providing a semi annual written report to the State Vice President overseeing that Committee. The report will provide a progress report on the Committee s work versus the goals and objectives set by the

5 Committee for the Association s Year. Feedback from these reports will be used to improve the overall effectiveness of the Committees work. The State Chair shall submit to the State Association Secretary a written report prior to the Annual Convention, The State Chair shall be available to read the same report to the membership under the Business meeting session of the convention. If a committee s operations have concluded prior to the Mid-year Convention, the State Chair shall prepare a written report, send the same to the State Association Secretary and shall make an oral report to the membership at the Mid-year Convention. State and District Chairmen shall inform the State and/or District Public Relations Chairman and Web Site Chairman of all newsworthy events conducted by their committee. At the close of the Association or sooner if possible each State Chairman shall provide the State Secretary with such information as is required to complete the State Annual Charity Records book and report. As a minimum the information provided should include number of Elks and hours worked; number of other volunteers and hours worked; any non-cash contributions and any amounts expended on the program. Finally it is the duty of the State Chairman to inform the Local Lodges of the winners of any of the contests that their Committee conducts during the Association year. SCHEDULING All Clinic, meeting and event dates should be confirmed through the State President as soon as practicable. These confirmed dates should than be forwarded to the State Web Site Chairman for inclusion on the Master State Association Calendar. This is designed to avoid conflicts and to allow for the maximum participation of the State and Grand Lodge officials in the programs. PROTOCOL Invitations to State and Grand Lodge officials for participation in any event run by the committee may be initially extended verbally, however it should be followed up in writing or by as quickly as possible. If inviting the State President to a District level event, please make sure the State Vice President for the District receives a copy of the invitation. Invitations to the Past Grand Exalted Ruler and State Sponsor for Connecticut must be sent to the Special Deputy Grand Exalted Ruler for forwarding to the Past Grand Exalted Ruler. Include such pertinent details in the cover letter to the Special Deputy as necessary. BUDGET AND EXPENSES Current State Chairman will respond to the annual request from the Board of Trustees to submit a proposed budget for his/her respective committee in writing

6 prior to the date requested from the Board of Trustees so an annual budget can be prepared and submitted for approval at the Annual State Association Convention. (Constitution & Bylaws, Article X- Standing Committees, Section 29 Committee Chairman Duties) 1) The budget request submitted to the Board of Trustees shall be sufficiently detailed, outlining income and/or expenses planned for the upcoming year. The State Chairman shall, if necessary, communicate with the State Treasurer and/or Chair of the Board of Trustees regarding past historical costs associated with their committee prior to making a budget request. If added funding is being requested for the new budget, the State Chairman shall provide a sufficiently detailed explanation documenting the request for same. 2) New State Chairman shall obtain the information regarding the approved budget amount for the upcoming association year for their committee from the Board of Trustees and if needed, ask questions of the Board regarding the dollar amount in order to assure that the committee has sufficient funding to implement the committee s goals and objectives for the year. 3) The State and District chairman shall abide by the budget amount approved at the annual state convention and will not expend any additional funds in excess of the approved amount. (Constitution & Bylaws, Article XXI- Association Budget) 4) The State Chairman shall communicate, as outlined in the Constitution & Bylaws, with the Board of Trustees if requesting additional funding during the year for expenses that were not contemplated when the original budget was prepared and approved. All oral communications with any member of the Board of Trustees for additional funding in excess of the approved budget allocations must be followed in writing by the State Chairman. The written request must be submitted through the State Association Secretary. No additional expenses shall be incurred beyond the approved budget amount without the expressed approval of the Board of Trustees. (Constitution & Bylaws Article XXI-Association Budget) 5) The State Chairman must submit all monies received and receipts for committee expenses on a timely basis to the State Secretary for transmittal to the State Treasurer. The State and District Chairman shall not hold onto monies received or receipts for expenses beyond a reasonable period of time

7 required for the State Chair to prepare records for a subsequent written report. All funds received and expenses incurred must be submitted to the State Secretary no later than April 15 th. 6) The State Chair shall submit a detailed income/expense report on the required Financial Report Form to the Board of Trustees for the committee s entire year of operations. Copies of back up information will be attached to this report if necessary and requested by the Board of Trustees. AD HOC COMMITTEES Any ad hoc Committee appointed by the State President shall comply with these guidelines. Oversight of any ad hoc Committee shall reside with the State President appointing such Committee.

8 CONNECTICUT ELKS ASSOCIATION STANDING COMMITTEES Advisory Americanism Auditing & Business Practices Community Charities Convention Site Selection Credentials Drug Awareness Elks National Foundation Elks National Home Elks Training Executive Board Golf Tournament Government Relations Hoop Shoot Interstate Relations Laws Lodge Activities/Community Welfare Major Projects Membership Public Relations Ritualistic Safety and Accident Prevention Scholarship Soccer Shootout Special Olympics Veterans Service Web Site Youth Activities

9 ADVISORY COMMITTEE The Advisory Committee consists of all Past Presidents of the Association in good standing in their respective Lodges shall advise and extend its counsel to the Association Officers and Committees. The President shall designate the Chairman of this Committee. (Constitution & Bylaws Article X, Section1) POSSIBLE EVENTS & PROGRAM IDEAS State Association Protocol Manual None required

10 AMERICANISM COMMITTEE The Americanism Committee shall be charged with implementing the patriotic activities of the Order and the Association in the member Lodges. (Constitution & Bylaws Article X, Section 2) The ambition and goal of the Americanism Committee is to quicken the spirit of American patriotism and to stimulate an awareness a genuine feeling of pride and respect toward patriotism so that we as Members of the Benevolent and Protective Order of Elks will become constant reminders to the people of our Nation that America truly means freedom and that ELKS CARE and ELKS SHARE. The Committees on Americanism Grand Lodge, State and Local are charged with implementing the patriotic activities of the Order and its Subordinate Lodges. Each Lodge should take part in as many of these programs as possible in order to accomplish a diversified impact for Americanism in their area. (Grand Lodge Americanism Committee Manual) Americanism Essay Contest State and National levels Americanism Lodge Brochure Contest State and National levels Americanism State Brochure Contest National Promotion of National Patriotism Week Grand Lodge Americanism Committee Manual (Code ) About Our Flag (Code ) Americanism Committee Price List contains many small give away type items Heritage Corner Kit includes Declaration of Independence and Bill of Rights Americanism Brochure and Essay Contest Guidelines Straw Man Presentation for Brochure Contests Patriot Week Sample Proclamation Brochure and Essay contests Certificates of Appreciation Americanism Program clinic Yes at all clinics

11 AUDITING AND BUSINESS PRACTICES The Auditing & Business Practices Committee shall examine and audit the books and accounts of the Association and report at the convention of the same, together with such recommendations as it may deem necessary and proper for the welfare of the Association. (Constitution & Bylaws Article X, Section 3) Annual review of the Associations Books and Records (May) Auditing and Accounting Manual (Code ) Connecticut Elks Association By Laws Grand Lodge Constitution and Statutes None required

12 BOWLING TOURNAMENT (ad hoc) The Bowling Tournament Committee shall be charged with conducting an annual State Association Bowling Tournament for the purpose of encouraging camaraderie and fundraising purposes. Annual Tournament (February) Silent Auction for Donated Prizes August and January Clinic

13 COMMUNITY CHARITIES Said Committee is hereby authorized to solicit and receive voluntary contributions for its purposes and to engage in and promote revenue-producing activities. Any and all monies heretofore and hereafter received by the Committee shall be under the control of the Treasurer of the Connecticut Elks Association and shall be segregated into the Other Charities Fund and there be retained until otherwise voted by the Association in convention, for the Other Charities Programs. (Constitution & Bylaws Article X, Section 21) Annual District Grant Program Elks National Foundation guidelines for use of Special Grant funds Submissions from Lodges for grants Yes at August Clinic only

14 CONVENTION OPERATIONS The Committee shall be responsible for all aspects of the operations of the State Annual Meeting including but not limited to pre-meetings with Hotel, Room Set up for Friday Memorial Service and Awards Session and Saturday Business Session, all aspects of the Installation of Officers Dinner, room arrangements for dignitaries and meals, meeting space for Jurisdictional Head. Contract review meeting with State Trustee Chairman Review meetings with Hotel Management Distribute Reservation information at January Mid-Year Convention Contract with Hotel N/A Not required

15 CONVENTION SITE SELECTION The Committee shall review, investigate and report to the Mid-Year Convention on all proposals designating the site of the convention. All proposals shall contain the following facts: location, accessibility, housing, dining facilities, air conditioned meeting rooms, banquet facilities and projected costs to each delegate and guest. The Committee in its review and presentation may recommend the most suitable site and may propose sites for more than one year in advance. (Constitution & Bylaws Article X, Section 4) Site Visits to proposed locations Proposal submission at January Mid-Year Convention for two years out Contract review meeting with State Trustee Chairman Review meeting with Convention Operations Committee or Convention Coordinator Documentation submitted from proposed locations and Lodges N/A Not required

16 CREDENTIALS The Credentials Committee shall examine the credentials of all delegates and alternates and of all Elks who, by this Constitution, are authorized to participate in the deliberations of the Association at any of its meetings and it shall consider and pass upon the same and make a report thereon to the convention together with such recommendations as it may deem proper. (Constitution & Bylaws Article X, Section 5) Mid-Year Convention Annual Convention Delegate forms submitted by Lodges N/A Not required. If any information needs to be conveyed the State Vice President will cover under his remarks at the clinic.

17 DRUG AWARENESS The Drug Awareness Committee shall be charged with fostering programs to heighten awareness of the consequences of drug use and to encourage Lodges in the State to participate in and support said programs. (Constitution & Bylaws Article X, Section 6) The mission of the Elks Drug Awareness Program is to promote constructive and cooperative approaches to the prevention of the use of illicit substances by the youth of the United States of America. This will be accomplished through education of students and parents, and by assisting scholastic institutions with programs and materials. (Drug Awareness Program Manual DAP 125) Poster Contest (February) Essay Contest (February) Enrique S. Camarena Award (October) State Lodge Chairman Clinic (Fall) National Drug Awareness Meeting (July) Red Ribbon Week (Oct) President s Volunteer Award (Ongoing) Drug Awareness Trailer Drug Awareness Program Manual (DAP125) Milton Creagh s Videos Drug Awareness Program Newsletters State Chairman Training Program Various pamphlets, coloring books and promotional items Elroy the Elk costumes Public Service Announcements Marvel Comic books Vision Goggles Drug Awareness Program web site and Presence at other State Association sponsored events (Hoop Shoot, Soccer Shootout and Special Olympics Holiday Classic) Red Ribbon Rally, Safe Kids Day Yes at all clinics

18 ELKS NATIONAL FOUNDATION The Elks National Foundation Committee shall formulate plans to promote in Subordinate Lodges and individual Elks interest in the Elks National Foundation. (Constitution & Bylaws Article X, Section 15) Promise Grant Program Gratitude Grant Program Impact Grants Lodge per capita contest Lodge total donation in dollars contest Media/Brochures section of Elks National Foundation web site at Elks National Foundation Chairperson Training Manual Recognition awards for various contribution levels Various clinics at the National Convention Elks National Foundation fundraising clinic Yes at all clinics.

19 ELKS NATIONAL HOME The Elks National Home Committee shall formulate plans to promote in Subordinate Lodges and individual Elks interest in the Elks National Home. (Constitution & Bylaws Article X, Section 14) None Buy a Brick Program Yes at August Clinic only

20 ELKS TRAINING The Elks Training Program Committee shall be charged with conducting and encouraging participation of the member Lodges in the Grand Lodge Elks Training Program. (Constitution & Bylaws Article X, Section 26) Mid-Year Convention Training Session Roswell G. Edgecomb Award presentation to Lodge with greatest participation Annual Elks Training Program as issued Manuals for each year s test District clinics Yes at August and January clinics

21 EXECUTIVE BOARD The Executive Board shall consist of the President, the district Vice-Presidents, the Secretary, the Treasurer and the Board of Trustees. It shall be charged with the responsibility of conducting the affairs of the Association between meetings of the Association and comply with the requests of the Jurisdictional Past Grand Exalted Ruler when its counsel is requested. (Constitution & Bylaws Article X, Section 24) Executive Board Meetings Connecticut Elks Association By-Laws Grand Lodge Constitution and Statutes N/A State President, Vice President of District and State Secretary as needed under remarks

22 GOLF TOURNAMENT The Golf Tournament Committee shall be charged with conducting an annual State Association Golf Tournament for the purpose of encouraging camaraderie and fundraising purposes. (Constitution & Bylaws Article X, Section 25) Annual Tournament (May) Silent Auction for Donated Prizes January Clinic

23 GOVERNMENT RELATIONS The Government Relations Committee shall represent the State Association in matters dealing with the enactment of legislation affecting the structure of Elks Lodges in municipal, state or federal legislative assemblies. It shall have the authority to solicit funds from member Lodges and individuals after the approval of such solicitation by the Association in Convention. It shall have the authority to engage counsel to represent the Association in matters before Commissions, Legislative Committees, state and federal courts within approved Association budget amounts. It shall have the authority to expend funds to defray legal and incidental costs in its activities within approved Association budget amounts. All funds received by this committee shall be segregated into a separate account and be used only to defray costs incurred by the Committee. The Treasurer of the Association will be the Treasurer of this committee and will make a written report of the financial activities at the Annual Convention. The Committee, when it is satisfied that no further action is necessary, will refund all remaining funds, to the donors, on a pro-rata basis as was contributed. (Constitution & Bylaws Article X, Section 7) Annual Government Relations Seminar (October) Government Relations Manual (Code ) Government Relations Newsletter Attend clinics as required based on legislative activity.

24 HOOP SHOOT The Hoop Shoot Committee shall encourage the participation of all Lodges in the Annual Grand Lodge Hoop Shoot competition at the local level and implement the programs of the Grand Lodge at the district and state levels. (Constitution & Bylaws Article X, Section 8) District Contests State Contest Area 1 Contest National Contest State Clinic All contest information is available at the Hoop Shoot web site at District level clinics to minimize travel of Lodge Directors Yes at all clinics

25 INTERSTATE RELATIONS The President shall annually appoint duly accredited delegates to attend the meeting of the Area 1 Interstate Relations Committee. The Chairman of the Ritualistic Committee of the Association shall be a member of the delegation. The President shall designate the Chairman of the delegation. (Constitution & Bylaws Article X, Section 9) Annual Area 1 Meeting (January) None N/A No

26 LAWS The Committee on Laws shall have referred to it and report to the convention, with its recommendations, all proposed legislation affecting the Constitution and By-laws of the Association. It shall also recommend to such meeting such legislation and amendments it deems necessary to promote the purposes and interests of the Association. It shall have referred to it all Resolutions filed with the Secretary of the Association forty-five days prior to any Convention. The Chairman of the Committee shall serve as the Parliamentarian at the convention. In the Chairman s absence, the President shall appoint another member of the committee as Parliamentarian. (Constitution & Bylaws Article X, Section 10) Meetings as required based on proposed changes and subject to timing specified in the Association s By-laws. Connecticut Elks Association By-Laws Grand Lodge Constitution and Statutes N/A No

27 LODGE ACTIVITIES/COMMUNITY WELFARE The Lodge Activities/Community Welfare Committee shall have charge and supervision of such matters as shall have been referred to it by the Grand Lodge and the State Association pertaining to the good of the Order, subordinate lodge activities, inter-lodge relations and similar matters. The Committee shall have charge and supervision of such matters pertaining to the promotion of relations between the subordinate lodges and their respective communities. (Constitution & Bylaws Article X, Section 11) All American Lodge Contest Community Service and Image Brochure Contest Elks Memorial Service Brochure Contest Citizen of the Year, Officer of the Year and Elk of the Year Recognition Program Annual Lodge Activities State Associations Program published by the Grand Lodge Lodge Activities Manual (Code ) Hold Clinic to review contest guidelines Have Exalted Rulers sign All American Lodge Contest Form at January clinic to ensure 100% participation even without points Yes at all Clinics

28 MAJOR PROJECTS The Committee is hereby authorized to solicit and receive voluntary contributions for the approved Major Project and to engage in and promote revenue-producing activities. Any and all monies received by the Committee shall be under the control of the Treasurer of the Connecticut Elks Association. Such monies shall be segregated into a Restricted Major Project Fund and retained for future expenditure after approval by the Association in Convention. (Constitution & Bylaws Article X, Section 13) Elks Day at the RockCats Annual Awards for Donations Safe Kids Days at Lodge Lodges Safe Kids Items from Connecticut Children s Medical Center Fundraising Ideas Clinic Yes at the January and April Clinics

29 MEMBERSHIP It shall be the duty of the Committee to promote the programs of the Grand Lodge Membership Committee and to extend assistance to Lodges experiencing membership losses. (Constitution & Bylaws Article X, Section 12) Grand Lodge Recognition Awards Membership Program and Planning Manual (Code ) Grand Lodge Membership Committee website at State and/or District Membership Clinics Target largest membership Lodges and provide resources to reverse decline Yes at all clinics

30 PUBLIC RELATIONS The Public Relations Committee shall have charge and supervision of such matters pertaining to public releases through the media, press, radio, television and any other means, to bring to the attention of the public, the activities of the Grand Lodge, the State Association and local Lodges. The Committee shall be responsible for the quarterly publication of the State Association s newsletter. (Constitution & Bylaws Article X, Section 16) Best Image of Elkdom Contest Best Single Event Contest Focus on the Community Contest Elks Media Relations Handbook (Code ) The ABC s of Publicity Making a Difference through Publicity Planning a Special Event Lodge Facebook listing Grand Lodge Public Relations web site at Yes at all clinics

31 RITUALISTIC The Ritualistic Committee shall foster proficiency and interest in the rendition of all Elk rituals and shall promote and encourage Lodge participation in ritualistic contests. It shall conduct ritualistic contests at the district and/or state level as appropriate. It shall encourage all officers to participate in individual chair contests state wide. It shall have referred to it all recommendations as to changes and modifications in the conduct of the contests. (Constitution & Bylaws Article X, Section 17) The Ritual Committee will help Lodge Officers develop a better understanding of the importance the Ritual makes on the impression of the new member. This is the Lodges second chance to grasp the attention of the new member and want to make them come back to the Lodge and get involved in their Lodge. Annual State Ritual Contest Word Accuracy Guide Ritualistic Manual (Code 5199) State Ritual CD Ritual Clinics Yes August and January clinics

32 SAFETY AND ACCIDENT PREVENTION The Safety and Accident Prevention Committee shall make recommendations designed to minimize risk of injury to members and guests and reduce the exposure to liability by the Lodges. (Constitution & Bylaws Article X, Section 18) Tips Training/Retraining Program Liability insurance Program Manual Accident/Claim Prevention Manual Grand Lodge Safety and Accident Prevention Newsletter Yes at all Clinics

33 SCHOLARSHIP The Scholarship Committee shall consist of five members, one of whom shall be appointed annually by the President for a term of five years. The President with the counsel of the respective Vice Presidents shall appoint a committee of five members in each Grand Lodge district annually, for the purpose of promoting the scholarship program and judging the scholarship applications submitted by the Lodges of said district. The granting of scholarship awards shall be determined by the Scholarship Committee after appropriation of the number and amount of awards has been determined by the Board of Trustees of the Association and voted on at an Annual Convention. The Scholarship Committee shall have the full power to formulate the conditions under which such awards may be granted, in conformance with the policies determined by the Elks National Foundation Trustees. It shall define the duties of each District Committee and shall have sole authority to announce the name or names of recipients of scholarship awards. (Constitution & Bylaws Article X, Section 19) Most Valuable Student Contest Thaddeus Palowski Scholarship Joseph Soter Scholarship Francis Joyce Scholarship State Past Exalted Ruler s Scholarship State Level Scholarships Elks National Foundation Judging Guidelines Yes at the August and January Clinics

34 SOCCER SHOOTOUT The Soccer Shoot Committee shall encourage the participation of all Lodges in conducting an annual "Soccer Shoot-out" and offer assistance if requested. The Committee shall conduct District and State competitions under the rules promulgated by Grand Lodge and Regional Soccer Shoot committees. (Constitution & Bylaws Article X, Section 20) Local Lodge Contests District Contests State Contest Area 1 Contest Soccer Shoot Brochure contest Grand Lodge Soccer Shoot Manual (Code ) Inclusion in Special Olympics Yes at the April and August Clinics

35 SPECIAL OLYMPICS The Special Olympics Committee shall be charged with encouraging participation of the member Lodges in providing assistance to the Special Olympics Connecticut program sponsored by the Association. (Constitution & Bylaws Article X, Section 27) Special Olympics Fall Holiday Classic (November) Yes at the April and August Clinics

36 VETERAN S SERVICE The Veterans Service Committee shall be charged with providing assistance for Veterans activities to any Veterans facility within the state. The Committee will also promote the Grand Lodge Veteran s programs through member Lodges. (Constitution & Bylaws Article X, Section 22) Annual Connecticut Veteran s Day Parade (Hartford) Through the DAV Representatives provide services at Connecticut s three Veteran s Hospitals Promote the Adopt a Vet Program Selection of Male & Female Veteran s Volunteer of the Year Assist Lodges in completing the Annual Veteran s Report Elks National Veteran s Service Commission Manual (Code ) Wounded Warrior Project through Grand Lodge Connecticut State Veteran s Memorial Yes at all Clinics

37 WEB SITE The Web Site Committee shall be charged with the design, the maintenance and content of the Association s web site. (Constitution & Bylaws Article X, Section 28) Annual Grand Lodge Web Site Award Contest Yes at all Clinics

38 YOUTH ACTIVITIES The Youth Activities Committee shall prepare, supervise and carry out all Elk programs on behalf of the youth of our state, in accordance with established Grand Lodge and State Association programs. (Constitution & Bylaws Article X, Section 23) Lodge Youth Activities Brochure Contest State Association Youth Activities Brochure Contest Lodge Youth Week Brochure Contest Junior Golf Brochure Contest National Youth Week Student of Month/Year Program Eagle Scout Recognition Gold and Silver Recognition Program Clubs for Kids Program Youth Activities Committee Manual (Code ) Grand Lodge Recognition Certificates - various Youth Veteran s Day at Rocky Hill and West Haven Hospitals Yes at all clinics

39 NOTES

40

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