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cc16_165

STAFF REPORT

MEETING

DATE: October 25, 2016

TO: City Council

FROM: Cathy Capriola, Assistant City Manager

Dan Weakley, Human Resources Manager

Brian Cochran, Finance Manager

Jessica Deakyne, Management Analyst II

SUBJECT: COMPENSATION RESOLUTIONS FOR EMPLOYEE UNITS F

AND G AND AMENDMENT TO THE CLASSIFICATION PLAN TO

APPROVE THE RECLASSIFIED POSITION OF PUBLIC

ENGAGEMENT AND COMMUNICATIONS MANAGER

REQUEST

Consider adopting: 1) a resolution approving the employment and compensation programs for

employees in the Confidential Group (Unit F) and the Exempt Management group (Unit G) for the

period of July 1, 2016 through June 30, 2019; and 2) a resolution amending Resolution 57-94

adopting the City of Novato Classification Plan to reclassify the Public Communications

Coordinator to Public Engagement and Communications Manager and approve a revised

classification specification; amending the Exempt Management compensation resolution to reflect

the title change and update the salary range; and changing the title within the City’s Conflict of

Interest Code.

RECOMMENDATION

Adopt the resolutions.

DISCUSSION

The City has six recognized unions (or bargaining units) that represent a majority of the City’s

employees. As required by State law, the City engages in the meet and confer process with these

bargaining units to establish the terms and conditions of employment for their members. The terms

and conditions are ultimately set forth in a Memorandum of Understanding (MOU) between the

parties. In addition, there are two employee groups that are not unionized and for which the terms

and conditions of employment are established by City Council resolution rather than a negotiated

MOU. They are the Confidential Group (Unit F) and Exempt Management (Unit G).

The City and the Novato Police Managers (Unit A), Novato Police Association (Unit B) and the

Novato Police Civilian Employees Association (Unit H) have previously reached agreements that

have been ratified by the unions and were approved by the City Council on July 26, 2016. The

922 Machin Avenue Novato, CA 94945

415/ 899-8900 FAX 415/ 899-8213

www.novato.org

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City Council is being requested to approve the tentative agreements with the other three bargaining

units as a separate item on this agenda. Those units are SEIU 1021 Mid Managers (Unit C), SEIU

1021 General Employees (Unit D) and Professional Engineers (Unit E). This agenda item

specifically requests the City Council approve the employment terms and compensation for the

Confidential Group and Exempt Management, as well as approve modifications to the Public

Communications Coordinator position to reflect significant changes in the position’s

responsibilities as the City continues to expand and enhance its community outreach, engagement

and transparency efforts.

Employment and Compensation Programs

With only one exception, the changes to the employment and compensation programs for the

Confidential Group and Exempt Management are identical to those being recommended for

employee bargaining units C, D and E. The exception is the addition of a vacation redemption

option for the members of Unit D, which is the only employee unit that currently doesn’t have this

benefit. As with the Unit C, D and E tentative agreements, the key elements of the proposed

amendments to the Confidential Group and Exempt Management employment and compensation

resolutions are:

Three year term commencing July 1, 2016;

Adjustments that bring the salaries for positions that are more than 5% below the average

(mean) for comparable positions in other public agencies within the North Bay market area

to 95% of the market mean (retroactive to July 1);

General wage adjustments of 3.0% on July 1, 2017 and 3.0% on July 1, 2018;

An increase in the City’s contribution for health care benefits for qualifying unit members

of $450 per month over the term of the agreement;

One-time payments in 2016 and 2017;

One-time grant of two special leave days to be used or redeemed prior to July 1, 2019.

These terms, including the basis for the market adjustments, health care contribution increases and

one-time payments, are more fully described in the staff report on this agenda for the Unit C, D

and E tentative agreements.

Public Engagement and Communications

In 2012, the City Council approved the creation of a full-time Public Communications Coordinator

position to focus on outreach and public communications. Until that time, the function was handled

by various staff members as an ancillary duty. The Council recognized, however, that an effective

communications program is fundamental to successfully building community trust and

transparency and that a dedicated staff position was needed to achieve this goal. Over time, the

program has grown and in 2015 the City prepared a Public Engagement and Communications Plan

to identify its vision and values and formally establish goals and objectives for full and active

public participation in the City’s decision-making processes. In March of this year, the Council

provided direction to staff for significantly improving public noticing and strengthening

community engagement, and more recently, the City has added a 4 year limited term Analyst

position as part of the FY 16/17 operating budget to support enhanced public communications and

outreach via the website and social media to assist with the increased effort associated with the

City’s engagement and transparency initiatives.

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With increasing emphasis being placed on outreach and transparency and the associated expansion

of the City’s public communications and engagement efforts, the Public Communications

Coordinator position has evolved from a one person coordinator function to a managerial role

responsible for the development and implementation of citywide communications and engagement

strategies and initiatives that serve the Council’s goals and are consistent with community

expectations. Given this transition, staff is recommending that the duties of the Public

Communications Coordinator position be redefined and expanded, that it be retitled to Public

Engagement and Communications Manager, and that the salary range be adjusted to reflect the

higher level of responsibility encompassed by the position. The Council is being requested to

approve a revised classification specification (job description) and establish the salary range for

the redefined position from $9,158 to $11,131 per month. As the position is part of the Exempt

Management unit, the changes to the Exempt Management employment and compensation

program and the Public Engagement and Communications Manager position have been

consolidated into a single agenda item.

Conclusion

As with the tentative agreements with the other employee bargaining units, the amendments to the

Confidential Group and Exempt Management employment and compensation resolutions make

progress in addressing some of the overall differences in the positions that are well below market,

but a continuing effort will need to be made to address specific circumstances where recruitment

and retention become a problem. Furthermore, the one-time payments, while significant, do not

improve employees’ ongoing compensation. They are intended to recognize to the best of the

City’s ability the substantial sacrifices made by employees in the midst of the recession, the out-

of-pocket cost many employees must pay for benefits, and that there is no cost of living adjustment

in the first year of the agreements.

Redefining the Public Engagement and Communications Manager position recognizes the

significant and necessary changes that have occurred as the City’s outreach and transparency

efforts have evolved and become more comprehensive. This change will ensure that the City is

properly recognizing the level of expertise and effort required to develop and carry out the City

Council’s strategies and initiatives for advancing transparency and public engagement.

In accordance with City Council policy to promote public outreach, communications and

transparency, the resolution approving the amendments to the Confidential Group and Exempt

Management employment and compensation programs were posted to the City’s website seven

days in advance of the Council considering them for approval.

FISCAL IMPACT

The estimated cost of the package over the term of the agreement is $630,000. This includes

$140,000 for the one-time payments.

The fiscal impact of redefining and retitling the Public Communications Coordinator position to

Public Engagement and Communications Manager is estimated at $21,000 for the balance of FY

16/17 and $28,000 annually thereafter. These costs reflect total compensation, including salary-

driven benefits.

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ALTERNATIVES

None.

ATTACHMENTS

1. Resolution approving the employment and compensation programs for employees in the

Confidential Group (Unit F) and the Exempt Management group (Unit G) for the period of

July 1, 2016 through June 30, 2019.

2. Resolution amending Resolution 57-94 adopting the City of Novato Classification Plan to

reclassify the Public Communications Coordinator classification to Public Engagement and

Communications Manager and approving a revised classification specification; amending the

Exempt Management employment and compensation program to reflect the title change and

update the salary range; and changing the title within the City’s Conflict of Interest Code.

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CITY COUNCIL OF THE CITY OF NOVATO

RESOLUTION NO. ________

RESOLUTION APPROVING AMENDMENTS TO THE

CONFIDENTIAL GROUP (UNIT F) AND EXEMPT

MANAGEMENT (UNIT G) EMPLOYMENT AND

COMPENSATION PROGRAMS FOR THE PERIOD OF

JULY 1, 2016 THROUGH JUNE 30, 2019

WHEREAS, the City Council has established by resolution employment and

compensation programs for its non-represented/non-union employees in the Confidential

(Unit F) and Exempt Management (Unit G) groups; and

WHEREAS, the programs set forth the salaries, benefits and other conditions of

employment for the members of Unit F and Unit G; and

WHEREAS, changes to salaries, benefits and other conditions of employment for

the members of Units F and G must be approved by resolution amending the employment

and compensation programs.

NOW, THEREFORE, BE IT RESOLVED that consistent with the Tentative

Agreements the City has negotiated with the represented employee bargaining units, the

City Council of the City of Novato hereby adopts this resolution approving amendments to

the employment and compensation programs for Unit F (Exhibit A) and Unit G (Exhibit

B).

BE IT FURTHER RESOLVED that the term of the amended employment and

compensation programs shall be for the period of July 1, 2016 to June 30, 2019.

* * * * * *

I HEREBY CERTIFY that the foregoing resolution was duly and regularly adopted by the

City Council of the City of Novato, Marin County, California, at a meeting thereof, held

on the 25th day of October, 2016, by the following vote, to wit:

AYES: Councilmembers

NOES: Councilmembers

ABSTAIN: Councilmembers

ABSENT: Councilmembers

Deputy City Clerk of the City of Novato

Approved as to form:

City Attorney of the City of Novato

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Exhibit A

City of Novato

Amendments

to the

Confidential Group Compensation Program

COMPENSATION

A. Base Compensation

1. Effective July 1, 2016, the City will move Unit F classifications to 95% of Market

Mean based on the results of the compensation survey conducted by the City.

2. General Wage Increases

● July 1, 2017 3.0%

● July 1, 2018 3.0%

B. Miscellaneous Compensation

1. City Contribution for Insurances

See table below for the new proposed allowances (increases of $250/$100/$100 per

month during the term of the agreement for Employee plus 1 dependent and

Employee plus 2 or more dependents).

Current

1/1/17

Allowance

1/1/18

Allowance

1/1/19

Allowance Allowance

Employee Only $1,050 $1,050 $1,050 $1,050

Employee plus 1 $1,275 $1,525 $1,625 $1,725

Employee plus 2 or

more $1,525 $1,775 $1,875 $1,975

2. One-Time Dollars

Each person who is employed in a unit position on the dates set forth below shall

receive lump sum, off-schedule payments as specified. The payments will be made

as separate direct deposits in conjunction with the regular payroll for the first pay

period after:

● Ratification, in lieu of COLA $2,000

● Ratification, supplemental $2,000

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● July 1, 2017 $1,000

3. Special Leave Days

Each unit member who has been a City employee for at least one (1) year on the

date of ratification shall be credited with two (2) days of special leave. These days

may be:

● scheduled and used as paid days off;

● redeemed for cash.

The special leave days must be used or redeemed by June 30, 2019.

OTHER PROVISIONS

Except as noted in Compensation, above, or as noted for change below, current resolution language

shall be maintained.

● City will compensate unit members who have demonstrated Spanish language fluency to

provide bilingual translation services.

● The resolution shall extend through June 30, 2019.

● The City will explore the terms for a possible City-wide vision reimbursement program.

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Exhibit B

City of Novato

Amendments

to the

Exempt Management Compensation and Recognition Program

COMPENSATION

A. Base Compensation

1. Effective July 1, 2016, the City will move Unit G classifications to 95% of Market

Mean based on the results of the compensation survey conducted by the City.

2. General Wage Increases

● July 1, 2017 3.0%

● July 1, 2018 3.0%

B. Miscellaneous Compensation

1. City Contribution for Insurances

See table below for the new proposed allowances (increases of $250/$100/$100 per

month during the term of the agreement for Employee plus 1 dependent and

Employee plus 2 or more dependents).

Current

1/1/17

Allowance

1/1/18

Allowance

1/1/19

Allowance Allowance

Employee Only $1,050 $1,050 $1,050 $1,050

Employee plus 1 $1,275 $1,525 $1,625 $1,725

Employee plus 2 or

more $1,525 $1,775 $1,875 $1,975

2. One-Time Dollars

Each person who is employed in a bargaining unit position on the dates set forth

below shall receive lump sum, off-schedule payments as specified. The payments

will be made as separate direct deposits in conjunction with the regular payroll for

the first pay period after:

● Ratification, in lieu of COLA $2,000

● Ratification, supplemental $2,000

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● July 1, 2017 $1,000

3. Special Leave Days

Each unit member who has been a City employee for at least one (1) year on the

date of ratification shall be credited with two (2) days of special leave. These days

may be:

● scheduled and used as paid days off;

● redeemed for cash.

The special leave days must be used or redeemed by June 30, 2019.

OTHER PROVISIONS

Except as noted in Compensation, above, or as noted for change below, current resolution language

shall be maintained.

● City will compensate unit members who have demonstrated Spanish language fluency to

provide bilingual translation services.

● The resolution shall extend through June 30, 2019.

● The City will explore the terms for a possible City-wide vision reimbursement program.

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res5013

CITY COUNCIL OF THE CITY OF NOVATO

RESOLUTION NO. _____

RESOLUTION AMENDING RESOLUTION 57-94 ADOPTING

THE CITY OF NOVATO CLASSIFICATION PLAN TO

RECLASSIFY THE PUBLIC COMMUNICATIONS

COORDINATOR POSITION TO PUBLIC ENGAGEMENT

AND COMMUNICATIONS MANAGER AND APPROVING

A REVISED CLASSIFICATION SPECIFICATION; (2)

AMENDING THE EXEMPT MANAGEMENT ( U N I T G )

COMPENSATION RESOLUTION TO REFLECT THE TITLE

CHANGE AND UPDATE THE SALARY RANGE; AND (3)

CHANGE THE TITLE WITHIN THE CITY’S CONFLICT OF

INTEREST CODE

WHEREAS, in 2012, the City Council approved the creation of a full-time Public

Communications Coordinator position in recognition that an effective outreach and public communications program is fundamental to successfully building community trust and transparency and that a dedicated staff position was needed to achieve this goal; and

WHEREAS, with increasing emphasis being placed on outreach and transparency and the associated expansion of the City’s public communications and engagement efforts, the Public Communications Coordinator position has evolved from a one person coordinator function to a managerial role responsible for the development and implementation of citywide communications and engagement strategies and initiatives; and

WHEREAS, given this transition, it is necessary to restructure the position to account for the expanded responsibilities.

NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Novato as

follows:

1. Resolution 57-94 adopting the City of Novato Classification Plan is hereby amended to

reclassifying the Public Communications Coordinator position to Public Engagement and

Communications Manager and approving a revised classification specification (Exhibit A);

2. Amending the Exempt Management employment and compensation resolution to reflect

the title change and update the salary range as provided below:

Step 1 Step 2 Step 3 Step 4 Step 5

$9,158 $9,616 $10,096 $10,601 $11,131

3. Changing the title within the City’s Conflict of Interest Code.

* * * * * *

I HEREBY CERTIFY that the foregoing resolution was duly and regularly adopted by the

City Council of the City of Novato, Marin County, California, at a meeting thereof, held on the

25th day of October, 2016, by the following vote, to wit: 10

res5013

AYES: Councilmembers

NOES: Councilmembers

ABSTAIN: Councilmembers

ABSENT: Councilmembers

Deputy City Clerk of the City of Novato

Approved as to form:

City Attorney of the City of Novato

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CITY OF NOVATO

PUBLIC ENGAGEMENT AND COMMUNICATION MANAGER

Class specifications are intended to present a descriptive list of the range of duties performed by employees in the class.

Specifications are not intended to reflect all duties performed within the job.

DEFINITION

Under the direction of the City Manager and Assistant City Manager, to provide oversight and

management of the City's communication and public engagement efforts, including developing,

planning and implementing citywide communication about the City and its programs, services,

and activities; to work with City departments in the development and delivery of outreach

strategies to ensure dissemination of clear, accurate and timely information to the community and

effective public engagement; and to serve as representative of the City to a variety of business,

professional, and community groups.

DISTINGUISHING CHARACTERISTICS

This is a single position management class responsible for the coordination and development of

city-wide public engagement initiatives and the dissemination of City information in a positive

manner with the public and employees through various media. This position works closely with

executive management and the City Council on communication and engagement strategies taking

into account issues that affect community relations and the City’s public image. This position may

act as City’s spokesperson. The incumbent must exercise a high degree of professionalism and

independent judgment in the performance of these duties.

SUPERVISION RECEIVED AND EXERCISED

Receives direction from the Assistant City Manager and/or City Manager.

Manage, assign, direct, and review the work of professional, support or technical staff.

ESSENTIAL AND MARGINAL FUNCTION STATEMENTS – Essential and other important

responsibilities and duties may include, but are not limited to, the following:

Essential Functions:

Lead and coordinate the efforts of City government to involve the community in the work of the

City; develop and implement creative new processes that give community members more

opportunities to learn about, discuss, and participate meaningfully in the decisions and work to

address key community issues facing the city.

Oversee the maintenance and development of the City’s Intranet and Internet websites to ensure

information is accurate, current, and consistent with City standards and is easily accessible to the

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CITY OF NOVATO

Public Communication Manager (Continued)

community; work independently and with City departments in developing website content; ensure

accurate and current information is available regarding programs and services.

Develop and utilize communication strategies to inform and promote City activities, both

internally and externally, including print, Website, Intranet, and social media; to work

collaboratively with and act as liaison on City or community activities.

Develop and implement a variety of promotional and advertising materials to publicize and

communicate services, programs, and events; prepare internal and external newsletters both paper

and electronic, including writing, editing, layout, photograph placement, scheduling and

coordination of printing and distribution; oversee and produce video programming.

Prepare media information and advises executive staff on the response to public, radio, television,

and print media requests and other electronic media and forums with information about City programs

and services; schedule and coordinate news conferences, including preparation of news releases and

related data and information; and may act as the City’s media representative in emergency

situations.

Work with City staff and Council to develop processes for acknowledging public input so residents

understand that their input, whether or not it has been incorporated into final solutions, has been

heard.

Develop mutually beneficial relationships with our news media partners and social media groups

to enhance communication with our residents.

Receive and manage the response to complaints, inquiries, and requests from the general public

and work in conjunction with other staff members to address issues.

Manage and conduct studies and surveys in the review of internal and external public information

programs; formulate recommendations and prepare reports; confer with department managers,

other public officials, consultants, and citizens in the accomplishment of program objectives.

Develop, write, edit, design and produce newsletters, web site content, brochures, fact sheets and

presentations to create public awareness of City activities and events; oversee published content

and exercise editorial control over the City’s Social Media program; supervise the preparation,

publication and distribution of the City's community newsletter and employee newsletter.

Attend meetings of the City Council, Commissions, and other groups as required; represent the

City at various meetings in the consideration of general concerns and problems affecting City

operations and programs.

Prepare correspondence, reports, proclamations, awards, media releases, and other written

materials for the Mayor and City Council as requested.

Build and maintain positive working relationships with co-workers, other City employees and the

public using principles of good customer service.

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CITY OF NOVATO

Public Communication Manager (Continued)

Perform related duties and responsibilities as assigned.

Marginal Functions:

Provide or coordinate Citywide training in various aspects of community relations and public

information including media, camera presence and writing style.

QUALIFICATIONS

Knowledge of:

Principles, techniques, and methods of public information, integrated marketing

Communication, community relations and public education.

Principles and practices of effective public relations and community outreach programs

Public policy process, local, regional government and environmental issues; public sector

business and administrative practices.

Principles and practices of public speaking, public presentations and event planning.

Principles of supervision, training and performance correction and evaluation.

Techniques and methods of preparing information, news release and information materials

including graphics and written copy.

Considerable knowledge of and the ability to effectively utilize computer applications and

technology related to the work, including but not limited to web design and maintenance,

video production, presentation software, and image editing software.

Functions and activities of municipal government and public administration.

English usage, spelling, punctuation, and grammar.

Effective presentation methods.

Modern office equipment and procedures including use of word processing and spreadsheet

applications, desktop publishing, and audio/visual presentation applications.

Ability to:

Demonstrate excellent interpersonal skills allowing successful influence at all levels and

ability to work effectively as part of a team.

Demonstrate decisive leadership with a “big picture” perspective that is able to assess and

manage risks.

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CITY OF NOVATO

Public Communication Manager (Continued)

Demonstrate objectivity with an ability to sublimate personal politics to advance open and

transparent government.

Effectively communication that is clear and concise, both in person and in writing.

Exhibit expertise in breaking down complex issues in a manner that is easily communicated

and understood.

Plan, develop, and implement comprehensive internal and external public information and

engagement programs, including written and oral materials, community events, and

employee activities.

Effectively represent the City in contacts with governmental agencies, community groups,

employee groups, and various business and professional organizations.

Develop and manage complex communication projects in support of City operations and

the strategic plan.

Effectively prepare and deliver oral presentations and compose clear and organized

correspondence, reports, press releases, proclamations, speeches, and other written

materials.

Communicate technical information including complex rules, regulations, legislation, and

laws in a manner that is appropriate for the intended audience.

Work effectively in time-sensitive situations and meet deadlines; coordinate multiple

projects and complex tasks simultaneously; follow through on assignments.

Prioritize work using sound, independent judgment within policy and procedural

guidelines.

Direct, supervise and coordinate the work of assigned staff; analyze problems, examine

alternatives, and recommend solutions.

Coordinate and work on numerous ongoing projects concurrently, meet deadlines, and

adjust to changing priorities; and understand, interpret, and communicate related City

policies.

Facilitate, develop and maintain effective working relationships with City employees and

persons outside of the City organization, including volunteers, community organizations,

and public and private agencies.

Interpret, apply, and explain rules, regulations, policies, and procedures.

Use tact, discretion, and good judgment in the handling of sensitive records and

confidential information.

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CITY OF NOVATO

Public Communication Manager (Continued)

Work beyond normal business hours, including nights, weekends and holidays, and in

response to emergency situations, as necessary.

Establish and maintain effective, tactful and positive working relationships with those

contacted in the course of work including various cultural and ethnic groups.

Foster and contribute to a work environment that supports and exhibits honesty, diversity,

integrity, trust and respect.

Demonstrate teamwork by contributing to the overall success of the organization with

flexibility, cooperation, and communication.

Use principles of effective office safety including use of equipment in a proper and safe

manner, use of preventative personal ergonomic techniques, and maintaining safe personal

and common workspaces.

Experience and Training Guidelines

Any combination of experience and training that would likely provide the required knowledge and

abilities is qualifying. A typical way to obtain the knowledge and abilities would be:

Experience:

Five years of professional experience in the field of public communications or public relations that

includes the development and implementation of communication strategies, plans, and programs.

Public agency experience in a public/community relations capacity is desirable.

Training:

Equivalent to a Bachelor’s degree from an accredited college or university with major coursework

in journalism, communications, public administration, business administration, or related field. A

Master's degree in a related field of study is desirable.

License or Certificate:

Possession of, or ability to obtain, a valid California driver’s license and proof of automobile liability

insurance.

WORKING CONDITIONS

Environmental Conditions:

Work in an office environment utilizing computers. Occasional attendance at night and weekend

meetings and events is required.

Duties require positions to, on a continuous basis, sit at desk for long periods of time; intermittently

twist to reach equipment surrounding desk; perform simple grasping and fine manipulation; use

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CITY OF NOVATO

Public Communication Manager (Continued)

telephone, write or use a keyboard to communicate through written means; and lift or carry weight of

25 pounds or less.

File: Public Communication Coordinator

FLSA: Exempt

CREATED: 5/17/12

Revised: XX/2016 & Retitled: Public Engagement and Communication Manager

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