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<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">Our Board only closes the public hearing after a final vote has been taken. This is very helpful when there are multiple applications involved for the same project – special
permit, definitive subdivision, site plan and they were not filed together. It is much easier to discuss all of them together for the purpose of determining conditions, waivers, etc. We try to issue one decision across all permits.<o:p></o:p></span></p>
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<p class="MsoNormal"><b><span style="font-size:11.0pt;font-family:"Arial",sans-serif;color:#0079AC">NIPUN JAIN</span></b><span style="font-size:11.0pt;font-family:"Arial",sans-serif;color:#444444"><br>
</span><b><span style="font-size:11.0pt;font-family:"Arial",sans-serif;color:black">Director of Planning</span></b><span style="font-size:11.0pt;font-family:"Arial",sans-serif;color:#444444"><o:p></o:p></span></p>
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<p class="MsoNormal" style="line-height:12.75pt"><b><span style="font-size:10.0pt;font-family:"Arial",sans-serif;color:#118ACB;background:white">T</span></b><span style="font-size:10.0pt;font-family:"Arial",sans-serif;color:#118ACB;background:white"> </span><span style="font-size:10.0pt;font-family:"Arial",sans-serif;color:black;background:white">(978)
388-8110<br>
</span><b><span style="font-size:10.0pt;font-family:"Arial",sans-serif;color:#118ACB;background:white">C</span></b><span style="font-size:10.0pt;font-family:"Arial",sans-serif;color:#118ACB;background:white"> </span><span style="font-size:10.0pt;font-family:"Arial",sans-serif;color:black;background:white">(978)
270-9873</span><span style="font-size:10.0pt;font-family:"Arial",sans-serif;color:#118ACB;background:white"><br>
</span><span style="font-size:10.0pt;font-family:"Arial",sans-serif;color:#118ACB"><br>
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<p class="MsoNormal"><b><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">From:</span></b><span style="font-size:11.0pt;font-family:"Calibri",sans-serif"> MassPlanners <massplanners-bounces@masscptc.org>
<b>On Behalf Of </b>Chris Rembold via MassPlanners<br>
<b>Sent:</b> Thursday, May 11, 2023 4:01 PM<br>
<b>To:</b> Sarah Raposa <mansfieldplanner@gmail.com>; Michelle Tyler <mtyler@randolph-ma.gov>; massplanners@masscptc.org<br>
<b>Subject:</b> Re: [Massplanners] PB - drafting conditions<o:p></o:p></span></p>
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<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Arial",sans-serif;color:#1F497D">Ours is very similar also. Sometimes, and this can get interesting, the Board will want the draft findings and conditions BEFORE they close the public hearing,
so that the conditions can be actively discussed with the applicant and abutters.
<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Arial",sans-serif;color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Arial",sans-serif;color:#1F497D">Once the hearing is closed the board would review the findings and proposed conditions again, button up, then vote on the findings and then vote on the permit with
conditions. Sometimes this takes several more sessions before we get to a vote. The clock starts to tick again once the hearing is closed, so multiple meetings always makes me nervous that we’ll miss a deadline.
<o:p></o:p></span></p>
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<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Arial",sans-serif;color:#1F497D">Chris<o:p></o:p></span></p>
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<p class="MsoNormal" align="center" style="text-align:center"><a href="https://townofgb.org/" target="_blank"><span style="font-size:8.0pt;font-family:"Arial",sans-serif;text-decoration:none"><img border="0" width="141" height="141" style="width:1.4687in;height:1.4687in" id="Picture_x0020_7" src="cid:image003.jpg@01D98437.344BA260" alt="Logo"></span></a><span style="font-size:8.0pt;font-family:"Arial",sans-serif;color:#1F497D"><o:p></o:p></span></p>
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<p class="MsoNormal"><b><span style="font-size:10.0pt;font-family:"Arial",sans-serif;color:black">Christopher Rembold, AICP</span></b><b><span style="font-size:10.0pt;font-family:"Arial",sans-serif;color:#3D3C3F"><o:p></o:p></span></b></p>
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<p class="MsoNormal"><span style="font-size:8.0pt;font-family:"Arial",sans-serif;color:black">Assistant Town Manager /
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<p class="MsoNormal"><span style="font-size:8.0pt;font-family:"Arial",sans-serif;color:black">Director of Planning and</span><span style="font-size:8.0pt;font-family:"Arial",sans-serif;color:#3D3C3F"><o:p></o:p></span></p>
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<p class="MsoNormal"><span style="font-size:8.0pt;font-family:"Arial",sans-serif;color:black">Community Development
</span><span style="font-size:8.0pt;font-family:"Arial",sans-serif;color:#3D3C3F"><o:p></o:p></span></p>
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<p class="MsoNormal"><span style="font-size:8.0pt;font-family:"Arial",sans-serif;color:black">413-528-1619, x. 2401</span><span style="font-size:8.0pt;font-family:"Arial",sans-serif;color:#9B9B9B"><o:p></o:p></span></p>
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<p class="MsoNormal"><span style="font-size:8.0pt;font-family:"Arial",sans-serif;color:black"><a href="mailto:crembold@townofgb.org">crembold@townofgb.org</a></span><span style="font-size:8.0pt;font-family:"Arial",sans-serif;color:#9B9B9B"><o:p></o:p></span></p>
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<p class="MsoNormal"><span style="font-size:8.0pt;font-family:"Arial",sans-serif;color:black">Town of Great Barrington</span><span style="font-size:8.0pt;font-family:"Arial",sans-serif;color:#9B9B9B"><o:p></o:p></span></p>
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<p class="MsoNormal"><span style="font-size:8.0pt;font-family:"Arial",sans-serif;color:black">334 Main Street</span><span style="font-size:8.0pt;font-family:"Arial",sans-serif;color:#9B9B9B"><o:p></o:p></span></p>
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<p class="MsoNormal"><span style="font-size:8.0pt;font-family:"Arial",sans-serif;color:black">Great Barrington MA 01230</span><span style="font-size:8.0pt;font-family:"Arial",sans-serif;color:#9B9B9B"><o:p></o:p></span></p>
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<span style="font-size:8.0pt;font-family:"Arial",sans-serif;color:black">The Secretary of State's office has determined that most e-mails to and from municipal offices and officials are public records. Consequently, confidentiality should not be expected.</span><span style="font-size:8.0pt;font-family:"Arial",sans-serif;color:#1F497D"><o:p></o:p></span></p>
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<p class="MsoNormal"><b><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">From:</span></b><span style="font-size:11.0pt;font-family:"Calibri",sans-serif"> MassPlanners <<a href="mailto:massplanners-bounces@masscptc.org">massplanners-bounces@masscptc.org</a>>
<b>On Behalf Of </b>Sarah Raposa via MassPlanners<br>
<b>Sent:</b> Thursday, May 11, 2023 11:17 AM<br>
<b>To:</b> Michelle Tyler <<a href="mailto:mtyler@randolph-ma.gov">mtyler@randolph-ma.gov</a>><br>
<b>Cc:</b> MassPLanners CPTC <<a href="mailto:massplanners@masscptc.org">massplanners@masscptc.org</a>><br>
<b>Subject:</b> Re: [Massplanners] PB - drafting conditions<o:p></o:p></span></p>
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<span style="font-size:10.0pt;font-family:"Calibri",sans-serif;color:red">**CAUTION:**<br>
**This is an external email, be vigilant**<br>
***Do not click links or open attachments unless you recognize the sender (and their email address) and know the content is safe***</span><o:p></o:p></p>
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<p class="MsoNormal">My practice in Medfield (and now in Mansfield) was very similar to Michelle's in Randolph.
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<p class="MsoNormal">After the public hearing portion of the hearing is closed the Board will move into the deliberations portion where they focus on the findings, waivers, conditions and then after they are all buttoned up, they'll either do a separate vote
to accept the findings/waivers/conditions/project or do them as a whole. Recently I started a template for a particularly complex decision after the 1st public hearing session. There were 4 sessions with specific topics at each session. That way I could add
the findings and the gist of potential conditions without losing track over the course of a few months. <o:p></o:p></p>
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<p class="MsoNormal"><span class="gmailsignatureprefix">--</span><o:p></o:p></p>
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<p class="MsoNormal" style="vertical-align:baseline"><b><span style="font-family:"Garamond",serif;color:#003300;border:none windowtext 1.0pt;padding:0in">Sarah L. Raposa, AICP</span></b><span style="font-size:11.0pt;font-family:"Calibri",sans-serif;color:black;border:none windowtext 1.0pt;padding:0in"> </span><span style="font-family:"Calibri",sans-serif;color:black"><o:p></o:p></span></p>
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<p style="margin:0in;vertical-align:baseline"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif;color:black;border:none windowtext 1.0pt;padding:0in">Director of Planning & Development </span><span style="font-size:11.0pt;font-family:"Calibri",sans-serif;color:black"><o:p></o:p></span></p>
<p style="margin:0in;vertical-align:baseline"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif;color:black;border:none windowtext 1.0pt;padding:0in">Mansfield, MA</span><span style="font-size:11.0pt;font-family:"Calibri",sans-serif;color:black"><o:p></o:p></span></p>
<p style="margin:0in;vertical-align:baseline"><span style="font-size:10.0pt;font-family:"Corbel",sans-serif;color:black;border:none windowtext 1.0pt;padding:0in"><a href="mailto:sraposa@mansfieldma.com" target="_blank">sraposa@mansfieldma.com</a> | </span><span style="font-size:9.0pt;font-family:"Arial",sans-serif;color:black;border:none windowtext 1.0pt;padding:0in">508.851.6457</span><span style="font-size:10.0pt;font-family:"Corbel",sans-serif;color:black;border:none windowtext 1.0pt;padding:0in"> </span><span style="font-size:11.0pt;font-family:"Calibri",sans-serif;color:black;border:none windowtext 1.0pt;padding:0in"> </span><span style="font-size:11.0pt;font-family:"Calibri",sans-serif;color:black"><o:p></o:p></span></p>
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<p class="MsoNormal">On Thu, May 11, 2023 at 10:43 AM Michelle Tyler via MassPlanners <<a href="mailto:massplanners@masscptc.org">massplanners@masscptc.org</a>> wrote:<o:p></o:p></p>
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<p class="MsoNormal"><span style="font-size:18.0pt;font-family:"Tahoma",sans-serif;color:black">Randolph<o:p></o:p></span></p>
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<p class="MsoNormal"><span style="font-size:18.0pt;font-family:"Tahoma",sans-serif;color:black"><o:p> </o:p></span></p>
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<p class="MsoNormal"><span style="font-size:18.0pt;font-family:"Tahoma",sans-serif;color:black">-Decisions and conditions discussed only after the close of public comments on the proposal. Typically the public hearing has remained open<o:p></o:p></span></p>
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<p class="MsoNormal"><span style="font-size:18.0pt;font-family:"Tahoma",sans-serif;color:black"><o:p> </o:p></span></p>
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<p class="MsoNormal"><span style="font-size:18.0pt;font-family:"Tahoma",sans-serif;color:black">-Staff starts crafting decisions and conditions based upon comments made by Board members during discussions<o:p></o:p></span></p>
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<p class="MsoNormal"><span style="font-size:18.0pt;font-family:"Tahoma",sans-serif;color:black"><o:p> </o:p></span></p>
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<p class="MsoNormal"><span style="font-size:18.0pt;font-family:"Tahoma",sans-serif;color:black">-If the project is large/involved and there are likely to be many conditions outside of the Board standards (rodent control, stabilized construction entrance, site
maintenance, etc.), staff may send it to the Board in advance for their review. They make their individual notes in preparation for discussion during the next meeting so they can be wordsmithed as part of any motion. This helps to ensure that conditions are
specific to ensure comprehension and compliance during construction/operation as applicable. <o:p></o:p></span></p>
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<p class="MsoNormal"><span style="font-size:18.0pt;font-family:"Tahoma",sans-serif;color:black"><o:p> </o:p></span></p>
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<p class="MsoNormal"><span style="font-size:18.0pt;font-family:"Tahoma",sans-serif;color:black">-If the conditions are lengthy, staff may share a DRAFT copy (clearly marked) with the applicant and their project team to ensure their comprehension before any
final vote.<o:p></o:p></span></p>
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<p class="MsoNormal"><span style="font-size:18.0pt;font-family:"Tahoma",sans-serif;color:black"><o:p> </o:p></span></p>
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<p class="MsoNormal"><span style="font-size:18.0pt;font-family:"Tahoma",sans-serif;color:black">-Agenda packets are available for public viewing (digital agenda software) and include the documents the Board has available for a meeting. If there are documents
that weren't included in a packet, they are viewed on screen during the meeting. All documents are fully visible to the public.<o:p></o:p></span></p>
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<p class="MsoNormal"><span style="font-size:18.0pt;font-family:"Tahoma",sans-serif;color:black"><o:p> </o:p></span></p>
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<p class="MsoNormal"><span style="font-size:18.0pt;font-family:"Tahoma",sans-serif;color:black">-The Board does not typically engage with the public after public comments have been closed. That's not to say that comments haven't been heard or that the Board
isn't mitigating concerns in their development of conditions -- only that the public is not part of the
<b>active</b> deliberation of the decision/conditions.<o:p></o:p></span></p>
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<p class="MsoNormal"><span style="font-size:18.0pt;font-family:"Tahoma",sans-serif;color:black"><o:p> </o:p></span></p>
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<p class="MsoNormal"><span style="font-size:18.0pt;font-family:"Tahoma",sans-serif;color:black">-The decision/conditions are shared with the Building Commissioner as well as the applicant and their project team. Staff also attach them to the request for building
permit (online permitting) when it comes in. Staff is required to "sign-off" on the Building Permit which also provides an opportunity to discuss with the contractor. <o:p></o:p></span></p>
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<p class="MsoNormal"><span style="font-size:18.0pt;font-family:"Tahoma",sans-serif;color:black">As to the WHY it's done this way: mostly so that there is a clear record of the expectations of the Planning Board clearly documented. Far too often, the Board
has found that the contractor for a project claims they aren't aware of anything other than the Board's approval. It sounds like this should be fool-proof but sadly it's not!!! So when staff stops work or insists on some correction, the decision/conditions
are a solid reference.<o:p></o:p></span></p>
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<p class="MsoNormal"><span style="font-size:18.0pt;font-family:"Tahoma",sans-serif;color:black"><o:p> </o:p></span></p>
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<p class="MsoNormal"><b><span style="font-family:"Tahoma",sans-serif;color:blue">Michelle R. Tyler</span></b>
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<p class="MsoNormal"><b><span style="font-family:"Tahoma",sans-serif;color:blue">Director of Planning</span></b><o:p></o:p></p>
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<p class="MsoNormal"><b><span style="font-family:"Tahoma",sans-serif;color:blue">Town of Randolph</span></b><o:p></o:p></p>
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<p class="MsoNormal"><b><span style="font-family:"Tahoma",sans-serif;color:blue">781-961-0936</span></b><o:p></o:p></p>
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<p class="MsoNormal"><i><span style="font-size:7.5pt;color:#222222">Please be advised that the Massachusetts Secretary of State considers e-mail to be a public record, and therefore subject to the Massachusetts Public Records Law, M.G.L. c. 66 § 10.</span></i><o:p></o:p></p>
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<p class="MsoNormal">On Thu, May 11, 2023 at 9:34 AM Belansky, Evan via MassPlanners <<a href="mailto:massplanners@masscptc.org" target="_blank">massplanners@masscptc.org</a>> wrote:<o:p></o:p></p>
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<p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto">The context of the below is applicable to a large and complex and controversial project, with significant abutter / neighborhood engagement, that would require customized conditions
related to such items as hours of operation, hours of deliveries, traffic monitoring, etc<o:p></o:p></p>
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<p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto">When and how does your PB draft conditions for a decision?<o:p></o:p></p>
<p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto">Specifically, when….it is during the public hearing or after the close of the public hearing.
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<p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto">Specifically, how……if during the hearing are the potential proposed conditions simply being itemized as a list or are the conditions being word smithed / drafted for specificity?
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<p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto"> If after the hearing is closed….is staff or Board drafting the initial conditions for review?
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<p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto">The above questions speak to what extent does the public have an opportunity to review and provide comment on the proposed conditions?<o:p></o:p></p>
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<p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto">What process does the PB use to develop / craft conditions?<o:p></o:p></p>
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<p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto">And why has the PB chosen this process?<o:p></o:p></p>
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<p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto">Thanks<o:p></o:p></p>
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<p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto">Evan Belansky<o:p></o:p></p>
<p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto">Chelmsford Community Development Director
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<p class="MsoNormal">-- <br>
MassPlanners mailing list<br>
<a href="mailto:MassPlanners@masscptc.org" target="_blank">MassPlanners@masscptc.org</a><br>
<a href="http://masscptc.org/mailman/listinfo/massplanners_masscptc.org" target="_blank">http://masscptc.org/mailman/listinfo/massplanners_masscptc.org</a><o:p></o:p></p>
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<p class="MsoNormal">-- <br>
MassPlanners mailing list<br>
<a href="mailto:MassPlanners@masscptc.org" target="_blank">MassPlanners@masscptc.org</a><br>
<a href="http://masscptc.org/mailman/listinfo/massplanners_masscptc.org" target="_blank">http://masscptc.org/mailman/listinfo/massplanners_masscptc.org</a><o:p></o:p></p>
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Notice: Please be aware the Massachusetts Secretary of State has determined that most emails to and from the City of Amesbury are public records and therefore cannot be kept confidential.<br>
<a href="https://malegislature.gov/Laws/GeneralLaws/PartI/TitleX/Chapter66/Section10/">MGL: Chpt.66, Sec.10 Public Records Law.</a>
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