Res No 068-18-15101RESOLUTION NO.: _0_6_8_-_1_8-_1_5_1_0_1 __ _
A Resolution authorizing the City Manager to permit Rotary Foundation of South Miami,
Inc. to hold its Annual South Miami Rotary Festival on February 23rd and 24th, 2019 and to
waive certain special event fees and the necessary notification/petition form.
WHEREAS, on March 7, 2017, as per Resolution No. 039-17-14840, South Miami Rotary
(lithe applicant"), a 501(c)(3) organization, had reserved its annual art festival to be held on
February 23 rd and 24 th , 2019 on 72 nd street (Sunset Drive) from 5ih avenue to South Dixie Highway;
and
WHEREAS, the applicant has requested the use of the City Hall parking lot for vendor
parking during the Art Festival's event hours; and
WHEREAS, for the 2019 South Miami Rotary Art Festival, the applicant has paid the City
$660, which includes a $60 application fee, $100 administrative fee, $500 deposit; and
WHEREAS, the applicant is responsible for paying the City for Police Services ($12,230) and
Public Works Services ($6,379.11), totaling $18,609.11; these figures are preliminary estimates and
may be subject to change; and
WHEREAS, the applicant is requesting a waiver for Parking Meter Fees ($3,600) and Street
Closure and MOT Fees ($1,037.50), totaling $4,637.50; and
WHEREAS, the applicant has requested a waiver for the Notification/Petition Form signed
by businesses that will be affected by the requested street closure; and
WHEREAS, upon approval of this event, the applicant must provide the City with the
required Certificate of liability Insurance that complies with the City's standard insurance
requirements, including naming the City of South Miami as an additional insured prior to the event.
NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND CITY COMMISSION OF THE CITY
OF SOUTH MIAMI, FLORIDA THAT:
Section 1. The City Manager is hereby authorized to permit Rotary Foundation of South
Miami, Inc. to hold its Annual South Miami Rotary Festival on February 23 rd and 24th, 2019, and to
waive certain special event fees and the necessary notification/petition form signed by businesses
that will be affected by the requested street closure.
Section 2. The City Manager is hereby authorized to allow the use of the City Hall parking
lot for vendor parking during the Art Festival's event hours.
Section 3. The City Manager is hereby authorized to waive the cost for 72 Parking Meters
($3,600), Street Closure fee and MOT fees ($1,037.50), totaling $4,637.50.
Section 4. If any section clause, sentence, or phrase of this resolution is for any reason held
invalid or unconstitutional by a court of competent jurisdiction, the holding shall not affect the
validity of the remaining portions of this resolution.
Pg. 2 of Res. No. 068-18-15101
Section S. Effective Date. This resolution shall become effective immediately upon
adoption by vote of the City Commission.
PASSED AND ADOPTED this 3rd day of April ,2018.
COMMISSION VOTE: 5-0
Mayor Stoddard: Yea
Vice Mayor Harris: Yea
Commissioner Gil: Yea
Commissioner Liebman: Yea
Commissioner Welsh: Yea
rill'. CITY 01 PLEASANT LlVINC
To:
FROM:
Via:
DATE:
SUBJECT:
BACKGROUND:
REVENUE:
CITY OF SOUTH MIAMI
OFFICE OF THE CITY MANAGER
INTER-OFFICE MEMORANDUM
The Honorable Mayor & Members of the City Commission
Steven Alexander, City Manager
Quentin Pough, Director of Parks & Recreation L
April 3, 2018 Agenda Item NO.:_'O __
A Resolution authorizing the City Manager to permit Rotary Foundation of
South Miami, Inc. to hold its Annual South Miami Rotary Festival on February
23 rd and 24 th , 2019 and to waive certain special event fees and the necessary
notification/petition form.
On March 7, 2017, as per Resolution No. 039-17-14840, South Miami
Rotary (lithe applicanf'), a 501(c)(3) organization, had reserved its annual
art festival to be held on February 23 rd and 24th, 2019.
The applicant would like to host its Art Festival on 72 nd street (Sunset
Drive) from 5ih avenue to South Dixie Highway and utilize the City Hall
parking lot for vendor parking during the event. The applicant will have
lOx10 tents located along the street showcasing artwork and food
vendors.
The applicant is requesting a waiver of the Notification/Petition form,
which requires them to obtain signatures of approval from a majority of
the business affected by the street closure. Upon approval of this event
the applicant must. provide the City with the required Certificate of
Liability Insurance that complies with the City's standard insurance
requirements, including naming the City of South Miami as an additional
insured prior to the event.
The applicant has paid the City $660, which includes $60 application fee,
$100 administrative fee and $500 deposit.
The applicant is responsible for the following services rendered by the
City:
DEPARTMENT AMOUNT
POLICE DEPARTMENT I $12,230
PUBLIC WORKS $6,379.11
TOTAL $18,609.11
Til F en Y OF PLEASANT LlVINe
FEES TO BE WAIVED:
ATTACHMENTS:
CITY OF SOUTH MIAMI
OFFICE OF THE CITY MANAGER
INTER-OFFICE MEMORANDUM
The applicant is requesting fee waivers for the following fees:
DEPARTMENT AMOUNT
PARKING METERS ($25 X 72 METERS X 2 DAYS) $3,600
STREET CLOSURE & MOT . $1,037.50
TOTAL AMOUNT REQUESTED TO BE WAIVED $4,637.50
Resolution
Special Events Application
Approved Resolution #039-17-14840
SM Rotary Art Festival letter and reservation dates
(
~ Pecm~': 0'1 'l.~1(j 0 \ South Miami
TH[ CITY OF PlEI\SAN7 LlIIING i
SPECIAL EVENT APPLICATION
This application must be submitted for special events that will be held on city property or requiring city services at
least sixty (60) days prior to the date of the event. Please refer to the Special Events Handbook for more
information about applying for a special event in the City of South Miami.
APPLICANT INFORMATION
APPUCANTNJlME:}j\.6IAA, C1..a£~ mlE: ~Cf24;a4lb4Mv,~.
DAYTIMEPHONE:X02~~J:J~ MOBIlE~· ~~
EMAIL: l'J\ C_l~-)---C!..ef')~J' C!JYV\
2"'CONTACTNAME:~~~ TIne: ~a!clauu/'qroyi ~
DAYTIMEPHONE:J) -:l3WL MOBILE: (30 9 styk-36S~
EMAIL: \A}~&tw2tJ~O~.lA&<CQv1\ .
ORGANIZATION INFORMATION ~ ~
NAME 0, ORGANIZATION: ~ fDvh:Rd:tyM! ~ $soI~ .~~
ADDRESS: f O.~)4 ,*72 1£"'P Savctt f\AMAlAA I fL p f~ ~
PRESIDENT/MANAGER NAME: Da 1(;\& ~cdo'5-> PHONE: (?D s-) ?1=t-,"2.00
Is your organization a non-profit, SOl(c) (3) certificate holder? 0 NO ~ES -If YES, please provide a
copy of your certificate with the application.
EVENT INFORMATION
TYPE OF EVENT: ~ESTIVAL/CELEBRATION 0 RUN/WALK 0 FILM/PHOTO PERMIT
~HARITY ~ 0 ?THER:
NAME OF EVENT: :?St/tA ~ ftXfibaZi\A9Q
LOCATION OF EVENT: SlJvW.a ~ lite ?M US! h RM,~
EVENT DATE(S): tat. 1'1 t'V\ I ~ 4~ 0 NEW EVENT ~URNING EVENT
WILL THIS BE AN ANNUAL EVENT? 0 NO ~S IF YES, THIS IS THE ~YEAR OF THE EVENT
ANTICIPATEDATIENDANCE: 1£,000 ACTUAlEVENTTIME: ~ &M'O TAM@)
ASSEMBLYDATE(S): fw.1'O SETUP TIMES: ~ ... \"§PMto AM/PM
BREAKDOWN DATE(S): t~ 11 BREAKDOWN TIMES: AM/PM to a AM€)
1
EVENT NARA liVE
A detailed written description/summary of your event is required. Please describe all activities, schedule
of activities, inventory of any sold items, giveaway items, list of vendors and any other important
information. If additional space is needed please use a blank sheet of paper and attach to the
application.
"
If the organization is a tenant and/or renter of the event location, please have the property owner
complete the following.
Mark all that apply:
~ location is City of South Miami property (street, sidewalk, right-of-way, p~rk, etc.)
o Applicant/Organization owns the requested event location
o Applicant/Organization will be using private property
Comments: ~QJ .. P1lA(!1V 2.Q b'O:f
rooJ-US \ ~b Cea-ol1 W4v ~
APPLICANT'S TITLE· -I ~
~\','U)~f>
NOTARY SIGNATURE
Subscribed and sworn before me, this
r~\h Dayof~ .a Qo\'O
Notary Public in and for ro \eun.~
of 'F\ ui."c,"y
--
4 •••• ~~'J~ KRISTEN THOMA'
4 g "m-~ NoUr, PuIIIIc • State GI Florid.
4 ~~: •• tIy Camm. E.,. ... Jut I. 201.
I ""::~o.f\"F Commlllian #I FF 101136 ~ """"""
2
POUCE DEPARTMENT
Off-duty police officers are required for street closures as determined by the Police Department. You
will be required to hire off-duty police officers if your event includes street closures, alcohol sales or
large crowds.
No
o
o
o
Will your event obstruct the normal flow of traffic or sidewalks?
Do you expect the total attendance for your event to be over 50 people
at anyone given time?
Will you be reque~~l use of off-duty police officers?
If YES, how man (Please note: if you answered NO, to this
question off-duty officers can still be assigned to your event at a cost to
the applicant if deemed necessary)
If NO, please describe why the event will not have a significant impact on the surrounding public streets
and/or property area.
STREET, SIDEWALKS AND RIGHT-Of-WAY CLOSURES
List detailed closures you are requesting for your event including street, sidewalks and right-of-ways.
~OL W4"J~ ~
Please note: All closures require City Commission approval by resolution and may take up to two (2)
months to be approved. All street, sidewalk and right-of-way closures must be identified on the site
map.
PLANNING AND ZONING
No
o Will you be hanging any banners over public streets or pole banners? If
YES, a separate Banner Application with the City of South Miami
Planning & Zoning Department will be required.
(Please note: Only 501(c)(3) organizations may apply for a banner
application. All requests for banners over public streets must be
reviewed and pre-approved. A SOl(c)(3) certificate, insurance and
photos of the banner must be included with the application to the
Planning & Zoning Department)
o Have you notified the event location neighbors or businesses about
your event?
3
CODE ENFORCEMENT
No
o
o
o
Will you be having any music and/or amplified sounds during your
event?
Will your event be starting before 8:00 AM.
Will your event end after 11:00 PM?
PARKS AND RECREATION
Yes No o ~
o
Will this event take place in any of the South Miami City parks and/or
recreation facilities?
(Please note: A rental fee will be applicable if a city park is being used)
Will this event require the use of any Department equipment (stage)?
Will this event require the use of any Department staff?
PARKING DIVISION
o
o
No
[ Will you be renting any City parking meters? If YES, how many _____ ,,_.
(Please note: All closures or interference on right-ot-ways that includes
l \ I.A. parking meters will be required to pay the daily meter fee)
\'" IlJ ~ Do you have enough on-site parking to accommodate your event? ~ Will your event involve the use of a shuttle and/or alternate parking
sites?
PUBLIC WORKS
No
o
o
o
Will your event interfere with any public right-of-ways, such as roads,
sidewalks, alleys etc.?
Will your event require any full and/or partial road closures?
(Please note: any right-ot-way closures will require at least one off-duty
officer per corner)
Would you like the City t~~lYOU with barricades for you event, at
a cost? If YES, how many .
Please describe your plans for the cleanup and removal of recyclable good, waste and garage
during and after your event. f u19 7il4t k\1'lA f0tDMU C.Q~. (~
fqrn'~ 00{;~f&€f0v~(\'~) ~~\~~ ~?~
~~c~.~.
ADDITONAL EVENT FEATURES
o Temporary Fencing
0"signS/Banners
~Tents or Canopies
o Inflatables/Rides
!2rAdditional Barricades
9"Electrical Services/ Generators
~veMusic
o Open Flames
E(Port-A-Johns
o Other: _______________________ _
(Please note: If any of the following apply, a separate narrative description of each additional feature
may be required by the City with this application. Additionally tents, open flames and signs/banners may
require Bu ilding Permits at the cost to the applicant.)
FILM/STILL PHOTOGRAPHY
Type of Production: ________ Special Effects or Weapons: ________ _
Base Camp Location: __________________________ _
Cast: ______ _ Crew: ________ _ Extras: ______ _
Total Number: ____ Total Vehicles: ___ _ Type of Vehicle: ______ _
DEPARTMENT DIRECTORY
Special Events Division ................................................................. .. (305) 668-3873
South Miami Police Department ................................................. . (305) 663-6301
Public Works Department ............................................................ . (305) 403-2067
Parks and Recreation Department .............................................. . (305) 668-3876
Code Enforcement Department .................................................. .. (305) 668-7335
Planning and Zoning Department ................................................ . (305) 663-6326
5
INDEMINIFATION AGREEME
THIS AGREEMENT ("Agreement") is entered into by and between o..{JtA.:J-~IAZUl.&!!o.....jJn~W&'.JS.~~v)
("Applicant"), and the City of South Miami ("City") on the date on which the last of the Parties executes this
Agreement.
RECITALS
WHEREAS, the Applicant has submitted a Special
~~~ ~~~.~Mf~ (location) on
(date(s)) sole. lV"1t'W, "kO t4 . ("Special vent' )Jn~ WHERrs, pursuant to of the City's Code
and the City's Special Event Regulations, the Applicant must execute an Indemnification and hold harmless
agreement protecting the City from claims which may arise out of the Special Event.
Now, THEREFORE, in consideration of the matters recited above, the mutual covenants set forth herein, and other
good consideration the receipt and sufficiency of which is hereby acknowledged, the Parties hereby agree as
follows:
1. The above recitals are true and correct.
2. Applicant agrees to indemnify, defend and hold the City, its officers, affiliates, employees, successors and
assigns ( collectively "Indemnitees") harmless from and against any and all such claims, suits, actior.~:,
damages, or causes of action arising as result of the Special Event, or of the condition of the site on whicn
the Special Event is held including any personal injury or loss of life, or damage to or loss of property, and
from and against any costs, attorney's fees, expenses or liabilities included in and about the defense or
settlement of any clams, and the investigation thereof, except to the extent caused by indemnitees
negligence of willful misconduct.
3. No Street shall be closed without approval from the City Commission.
4. Traffic shall be maintained in accordance with Florida Department of Transportation (FOOT), Miami-Dade
County standards and any additional requirements by the City of South Miami Public Works Department
and Police Department.
5. Event areas shall be restored to equal or better condition than they were before the event started.
6. Any damage to private property shall be restored to its original condition or better and as accepted by the
Owner caused by applicant or any of its agents, servants or employees, invitees and onlookers.
7. If all restoration work is not performed within 30 days of work completion, the City of South Miami Public
Works Department may restore the event area and charge the applicant for the cost of restoration and
additional incidental fees.
8. Applicant must pay all fees prior to the date of their event(s).
g. Applicants shall notify the City of South Miami Special Event Coordinator at least forty-eight (48) hours
prior to start of their event of any cancellations to be conSidered for any refunds.
IN WITNESS WHEREOF, e"h ofthe p,rt;e, he"'to h" ",,,ed th;, "",oemoot to be "eMed ood "",e~ • '
authorized signatory(ies) on the ate set forth below and notarized. I\A' AI AA •
'()..d ~" ~\i~ttaU NifN. f ''WVl'\A
PPLICANT'S NAM APPliCANT'S TITLE ~ ~
DATE
NOTARY SIGNATURE
'1~\?; .. iDlB
KRISTEN THOMAS
Notary PubliC • State 01 Florida
My COI1)I1I. bplr" Jute. 2011
Commission II FF 101tH
6
• J
ROUTE/MAP
A map of the event site is required and should indicated the event layout with proposed attractions,
recommended street closures, parade or run/walk routes, etc. Please draw your map on the spate
provided below, or attach a map to the application upon submittal. The following must be identified and
labeled
1. Event site (streets, bldg., etc.) 3. Canopies, tents, stages 5. Fencing/Barricades 7. First aid facilities
2. Routes (races, parades, etc.) 4. Restroom facilities 6. Off d.uty police officers 8. parking Area
1\
)
!
\
NOTIFICATION/PEmION
We, the undersigned business and/or residents, have been notified of street closures associated
with the event noted about on said date, and hereby agree or disagree to the closure(s). We are also
aware that this response may not effect this application being disapproved.
Resident/Business Name Contact Name Address Phone No. Signature.
/
/
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FINAL CHECK LIST
This list is to ensure that all necessary documentation is included and that all required procedures are
followed. The Special Event Coordinator will check the application against this checklist to ensure all
information was submitted correctly.
~APPLICATION:
0'" FEE:
if SIGNATURES:
~ EVENT NARATIVE:
All information has been properly filled out on the application
with all required documents at least 21 days prior to the
proposed event.
A $60 application fee and $100 administrative fee must
accompany your submission in check or money order form.
Application must be signed and notarized.
Briefly discuss your Organization/Business, the purpose of your
event, the benefits, etc . . ~ /A D NOTIFICATION FORM: The name, signature, address and phone number of each
person who is either a property owner or lessee within the
requested event area must appear on the sheet.
~SITEPLAN:
D COPY:
A site plan must be submitted with the application that must
show intersecting streets, parking areas} tents, stages, routes,
barricades, etc.
It is strongly recommended that you make a copy of your
application for your own records
COMPLETED APPLICATIONS: Yvette Valdes, Special Events Coordinator
Gibson-Bethel Community Center
5800 SW 66th Street South Miami} FL 33143
Office: 305-668-3873 -Email: yvaldes@southmiamifl.gov
Once the'application has been approved processed and the date has been reserved the following must
be submitted prior to the event date.
~NSURANCE:
~ EVENT FEES:
The applicant is required to submit a Certificate of Insurance
naming the event and the City of South Miami (6130 Sunset
Drive South Miami, FL 33143) as an additional insured, in the
amount of $l,OOO}OOO.
A $500 refundable security deposit, and other applicable
chargers such as, but not limited to, street closures, off-duty
police officers, etc. will be due and required before any permit
can be issued.
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•• ~11
RESOLUTION NO.: _...!:O~3~9-~1:..:7~-..!.1..!..4::::.84::.:0:...-__
A Resolution authorizing the Rotary Foundation of South Miami, Inc., to hold its
Annual South Miami Rotary Art Festival on February 24-25, 2018, located at 72nd
street (Sunset Drive) from 57tb avenue to South Dixie Highway and waiving certain
special event fees.
WHEREAS, the Rotary Foundation of South Miami, Inc., (tithe applicant") has submitted
a Special Event Application to hold its Annual Art Festival (lithe Art Festival") on February 24-
25, 2018 and have reserved the dates for the fDtlowing two years: F.ebruary 23-24, 2019 and
February 22-23, 2020; and
WHEREAS, the applicant would like to host the Art Festival on 72nd street (Sunset Drive)
from 57th avenue to South Dixie Highway; and
WHEREAS, for the 2018 South Miami Rotary Art Festival, the applicant has paid the City
$660, which includes a $60 application fee, $100 administrative fee, $500 deposit; and
WHEREAS, the applicant is responsible to pay the City for Police ($8,700) and Public
Works ($6,599.11), totaling $15,299.11; and
WHEREAS, the applicant is requesting a waiver for Parking Meters Fee ($3,600) and
Street Closure and MOT Fee ($1,03750), totaling $4,637.50; and
WHEREAS, the applicant has requested a waiver for the Notification/Petition Form
signed by businesses that will be affected by the requested street closure; and
WHEREAS, upon approval of this event, the applicant must provide the City with the
required Certificate of Uability Insurance that complies with the City's standard insurance
requirements, including naming the City of South Miami as an additional insured prior to the
event.
NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND CITY COMMISSION OF THE
CITY OF SOUTH MIAMI, ~LORIDA THAT:
Section 1. The City Manager is hereby authorized to permit Rotary Foundation of South
Miami, Inc., to hold its Annual South Miami Rotary Art Festival on 72 nd street (Sunset Drive)
from 57th avenue to South Dixie Highway on February 24-25, 2018.
Section 2. The Oty Manager is hereby authorized to waive the cost for 72 Parking
Meters ($3,600), Street Closure fee and MOT fees ($1,037.50), totaling $4,.637.50.
Section 3. The City Manager is hereby authorized to waive Notification/Petition Form
signed by businesses that will be affected by the requested street closure
Section 4. If any section clause, sentence, or phrase of this resolution is for any reason
held invalid or unconstitutional by a court of competent jurisdiction, the holding shall not affect
the validity of the remaining portions of this resolution.
Pa. 2 of Res. No. 039-17-.14840
Section S. Effective Date. This resolution shall become effective immediately upon
adoption by vote of the City Commission.
PASSED AND ADOPTED this 7th day of March ,2017.
COMMISSION VOTE:
Mayor Stoddard:
Vice Mayor Welsh:
Commissioner Edmond:
Commissioner Uebman:
Commissioner Harris:
4-0
Yea
Yea
Yea
ahsent
Yea
, .' South Miami Rota? .... "
A' R' T 'F'es' ..... ·ti·v·': a"'I" . -, ." .' .. ' '. '. ". '.~ : ." .f: ," ".
. . '. .... . ~ . . .
; I' .
, "
PO Box 430953
South Miami, FL 33243
Please reserve our dates for the next three years as follows: . .
February ~-25. 2018
February 23-24,2019
February 22-23, 2020
. The festival is always the weekend after President's Day. The reason for that is that it is the weekend
after the Coconut Grove Art Festival and the St. Stephens Art Festival to allows ,Some of their artists to
stay for our festival. It is usually the third weekend of February, but occasionally it is the last weeken.d
depending on when President's Day faDs.
Always the weekend after President's Day.
~ ". ". " .
, :'.' South Miami Rotar, . . ... ". '.
A'RT F' '-'I ..........••...•..... ···.e9-•.
PO Box 430953
South Miami. FL33243
February 21,2017
Mi. Steve Alexander, City Manager
City of South Miami
'Sunset Drive
South Miami, FL 33143
Dear Mr. Alexander,
With this letter, ~ am delivering to the city the application package for the 34th annual South Miami
, Rotary Arts Festival for February 24 & 25, 2018 .
.... !,.. . .
, EIIClosed are checks in the amount of $160 for the Special Event Application Fee and Administrative
Fee and $500 for the City Services Refundable Deposit. '
" We request that in the Resolution drafted for the Commission you please include waivers froJp the
, " 'f611Owing sections of Ordinance lSB if it is still in effect
63 Which requires us to obtain signatures of approval from a majority of the business affected
by the ,street closure.
6.4 Those provisions pertaining to road closure costs and lost parking revenue
6.6 The requirement that costs of police and any other deparbnent employment be paid prior to,
the permit bein~ issue.d. '
'All of the waivers that we request are in keeping with the long standing policy of the City of South
Miami wbicb bas always recognized the value to the city of the South Miami Rotary Art Festival. We
bring approximately 25,000 visitors to the city over a two day period, many of whom return
throughout the year to spend money in the downtown area. '
Furthermore, being the weekend after President's Day when the Coconut Grove Art Festival and the
St. Stephen's Art Festival take place, a number of those artists remain in hotels and motels to
participate in our festival, something they Were unable to do when we were always the last weekend in
February. This benefits our local tourist industries.
'r-
Profits from our festival are used to fun4 an moo college scholarship with preference to a South
Miami stDdent at the New World School of the Arts. We have been giving schQlarships to needy
children in South Miami for at least 20 years. -_ ' "
We are currently 4tvQlved with funding for "it. tutoring program as well 8$ a summer swim program
both City of South Miami Recreation Department projects. "
Prior to 2011 the "City of South Miami proVided fmancial concessions to non-profits such as Rotary to
help defray Police and Public Works expenses incurred during the festival. Though you have not done -
that since then, we have continued to show the aty as a sponsor in our publicity as gratitude for the
" fine job you do for us. We would res~ctfully request that. because of our loss last year some
concession be made this year if it can be found in the budget.
The city has always reCognized the value of our art festival to bring many return visitors to South
Miami raising awareness of all that the city'has to offer.
Should you have any questions. please contact me at wen~ylapidDs@bellsouth.net or calI30S-S42-
3652
Very truly yours,
Wendy G. Lapidus
Festival Committee Chair
South Miami Rotary Art Festival
Rotary Foundation of South Miami
Always the weekend after President's Day.
i _
~ ,
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