The Board of Visitors of Old dominion University met in regular session on Thursday, November 15, 1990, at 1:00 PM in the Faculty Conference room (Room 921) of the Batten Arts and Letters Building on campus. Present were:
George Dragas, Jr., Rector
Richard F. Barry III
James K. Hall
Gabriel Kavadias
Ann H. Kilgore
Hugo A. Owens, Sr.
Jackson K. Parker
Sybil M. Walker
Robert E. Washington
Brenda T. Williams
Absent were:Gene R. Carter, Sr.
J. William Howell
Beverley R. Lawler
Arnold B. McKinnon
J. Michael Pitchford
H. B. Price III
William C. Wiley
Also present were:James V. Koch, President
Dana D. Burnett
Elizabeth Clarke-Heltz
Stephen P. Daniel
David R. Hager
E. Wayne Higgins
Ruth C. Jones
Patrick B. Kelly
Kay A. Kemper
Donna W. Meeks
Sydney Nolan
Tara J. Overton
Beth Ownley
Paul T. Schollaert
David T. Shufflebarger
Richard A. Staneski
Edward A. Staylor, Jr.
Philip Walzer
EXECUTIVE SESSION
The Rector called the meeting to order and recognized Dr. Williams, who made the following motion: “Mr. Rector, I move that this meeting be recessed and that we reconvene in executive session for the purpose of discussing personnel matters related to administrative reorganization, possible real estate matters, and consideration of candidates for honorary degrees as permitted by Subsection (A), Paragraphs (1), (3) and (10) of Section 2.1-344 of the Code of Virginia.”
RECONVENE IN OPEN SESSION AND FOIA CERTIFICATION
At the conclusion of executive session, the meeting reconvened in open session and the Rector asked if there were any members who, in their judgment, felt that they could not certify that (1) only public matters lawfully exempted from the open meeting requirements under the Freedom of Information Act were discussed and (2) only such public business matters as were identified in the motion by which the executive session was convened were heard, discussed or considered. If so, he asked such board member(s) to state specifically what he/she felt the departure was. Hearing no dissent, the Rector for certification by a vote of Aye. Board members in favor 10; board members opposed 0. The vote on certification passed.
Rector Dragas read a letter addressed to the Board of Visitors from Gammiel Poindexter thanking the Board and President Koch for the ODU chair and bookends she recently received and expressing her disappointment at missing the Board Reunion Dinner in September.
APPROVAL OF MINUTES OF THE REGULAR MEETING OF SEPTEMBER 27, 1990
Rector Dragas asked for approval of the minutes of the regular meeting of September 27, 1990. Dr. Owens asked that the minutes be amended to reflect that he was not present. Upon a motion duly made and seconded, the minutes were approved as amended.
PRESIDENT’S REPORT
The Rector called on President Koch for his report. The President welcomed the board members to the Batten Arts and Letters Building and commented that the College of Arts and Letters has programs ranging from the humanities to the social and behavioral sciences to the fine arts. These areas are fundamental to providing a broad liberal arts education in order to prepare our students for the future.
The President distributed a list of courses to which the instructors have extended an invitation to board members to attend at any time during the semester. The list includes a variety of courses in every college and almost every department in the University. The professors and students in these classes feel very proud of their efforts and the President encouraged the board members to take advantage of this opportunity. A similar list will be provided for each subsequent semester.
Budget Update - The President briefed the Board on the current budget situation. The Secretary of education has asked the administration to develop a contingency plan for a five percent, or approximately $2.4 million, reduction in the University’s general fund for 1991-92. The President has met with the Faculty Senate Executive Committee, the University’s organization of administrators, the officers of the hourly and classified staff organization, and will meet with the Student senate on Monday, to ask for their views of how the University might respond.
The President reviewed the budget cuts the University has suffered thus far. Eleven percent or $12 million has been cut thus far from the biennial budget, of which approximately $6 million is in this fiscal year. The additional five percent cut would bring the total general fund budget cut to 16 percent during the last twelve months.
The University will continue to honor the principles which were emphasized during the previous cuts; namely: minimize the impact of the cuts on our academic programs wherever possible, exempt student financial aid from any cuts and give favored treatment to the library, maintain essential services, and increase administrative efficiency.
The President commented that it will be unwise for the University to cut the budgets of some areas, such as the University’s campus police, the library and budgets which pay the University’s utilities. In addition, some areas have already been cut as much as possible and cannot be cut any further. He provided as an example the legal counsel’s office, where one of the two professional positions will be abolished as of July 1.
The University is exploring several alternatives for dealing with the additional budget cuts. These alternatives include a possible tuition increase, the implementation of auxiliary services recoveries, increasing the fees charged for some services (i.e.., graduation, transcripts, application fees), charging fees for services which have been offered at no charge in the past, and additional administrative reorganization.
Longer term approaches for dealing with budget cuts include the elimination of entire departments, courses of study or particular degree programs; an early retirement incentive program for faculty; and enrollment management. The University’s current policies for program elimination, which are extremely complicated and do not provide a great deal of flexibility, need to be reexamined. An early retirement program should provide incentives for faculty to retire early, but also should be one that the University can afford. The University’s admissions standards need to be reexamined at both the entering freshman and graduate student levels and across disciplines. The University needs to move toward more rigorous admissions standards and increase its admissions pool.
The President the asked for comments from Paul Champagne, Faculty Senate Chairman, and Tara Overton, Student Body President. Dr. Champagne commented that although he is frustrated with the current budget situation, he thinks the President has done an excellent job of handling the situation and agrees with the President’s plans as outlined above. Ms. Overton commented that she is also pleased with the way President Koch has dealt with the budget situation and appreciates that students have been given ample opportunity for input.
Administrative Reorganization - President Koch then outlined his plans for administrative reorganization. He reiterated that his plan calls for a lean and efficient administrative structure and reflects the primacy of the academic mission. The plan includes reducing the number of vice presidencies from six to four, designating the Vice President for Academic Affairs as Provost, redesignating the Vice President for Development as Vice President for University Relations, and rearranging reporting relationships.
Vice President Myron Henry, as Provost, will be in charge of the University during the President’s absence and will have university-wide responsibility for resource allocation and planning. The other vice presidents, however, will continue to report to the President.
Kay Kemper will serve as Acting Vice President for University Relations and will have responsibility for all non-academic areas external to the University, including development, alumni, government relations, community relations, publications and graphics, and special events. The first and most important challenge Ms. Kemper will face will be finding a new permanent director of development.
Changes in reporting relationships include moving academic assessment and academic continuance from student services to academic affairs, institutional research from resource management to academic affairs, and printing and mailroom operations from administrative services to university relations.
Finally, the administration is proposing that the three technology departments in the College of Engineering and Technology be merged into a single engineering technology department. The merged department will have 19 faculty and would net a savings of $20,000 to $30,000 per year.
All of the changes outlined above will save approximately $100,000. At the suggestions of the Faculty Senate, a portion of these savings will be used for faculty development, specifically for professors who are interested in improving the quality of their teaching.
Upon a motion duly made and seconded, the following resolution was unanimously approved:
RESOLUTION TO ADOPT THE PROPOSED REORGANIZATION
RESOLVED, that the Board of Visitors adopts the proposed reorganization, as outlined above by the President.
Financial Exigency - President Koch distributed a proposed resolution concerning a policy on the declaration of a state of bona fide financial exigency or severe financial difficulty. He pointed out that although the University has in place policies and procedures relating to severance, financial exigency is not defined in any of these policies, nor do the policies identify who declares it. The proposed policy not only defines what is meant by “financial exigency” and “severe financial difficulty,” but it also indicates very clearly that the Board of Visitors declares both. Paul Champagne, on behalf of the Faculty Senate, commented that he supports the resolution and hopes the Board passes it.
Upon a motion duly made and seconded, and after considerable discussion, the following resolution was unanimously approved:
RESOLUTION TO APPROVE THE BOARD OF VISITORS’ POLICY
ON DECLARATION OF A STATE OF BONA FIDE FINANCIAL EXIGENCY
OR SEVERE FINANCIAL DIFFICULTY
RESOLVED, that upon the recommendation of the President, the Board of Visitors approves the following Policy on Declaration of a State of Bona Fide Financial Exigency or Severe Financial Difficulty, effective immediately:
Policy on Declaration of a State of Bona Fide Financial Exigency
or Severe Financial Difficulty
A. Purpose:
The fiscal integrity of the University is the ultimate responsibility of the Board of Visitors. To that end, the administration, represented by the President, has the obligation to ensure that the scope of the Mission of the University is adjusted to fit within its financial ability.
B. Definitions:
Bona fide financial exigency, means one or more circumstances which if left unattended could result in the financial insolvency of the University.
Severe financial difficulty, means one or more circumstances which if left unattended could result in a budget shortfall of serious proportion, but less than the financial insolvency of the University.
C. Recommendation of Financial Assessment:
Upon the recommendation of the President that one or more circumstances exist which if left unattended could threaten the financial integrity of the University, the Board of Visitors shall assess the financial condition of the University.
D. Financial Assessment:
The Board of Visitors shall assess the financial condition of the University, by a manner and means of its choice, to determine whether there exists a condition of Bona Fide Financial Exigency, Several Financial Difficulty, or Neither. The Board’s findings shall be concluded by an appropriate Resolution.
E. Board Direction and Action:
In the event the Board determines that neither a Bona Fide Financial Exigency nor a condition of Severe Financial Difficult exists, it shall refer the matter back to the President for reconsideration and further recommendation.
In the event the Board determines that either a Bona Fide Financial Exigency, or a condition of Severe Financial Difficulty exists, it shall direct the President to prepare an institutional plan as expeditiously as circumstances allow consistent with Board and University policy.
Upon completion of the planning process, the President shall present the plan to the Rector who shall promptly present the plan to the Board of Visitors either at its next regularly scheduled meeting or at a special meeting, as he/she shall deed appropriate under the circumstances.
The Board of Visitors shall either accept, modify, or reject the President’s plan as it, in the exercise of its authority, deems to be in the best interests of the University.
Rector Dragas directed the President to review the current policies on financial exigency, program curtailment, etc. and bring to the Board of Visitors in early 1991 a set of revised policies.
U.S. News and World Report - The President reported that Old Dominion University was listed in the U.S. News and World Report as one of the “Best of the Rest” of institutions nationwide. Since the survey was conducted among college presidents, this demonstrates that Old Dominion University is gaining recognition among its peers.
Higher Education Centers - The State Council of Higher Education has approved the University’s proposal to study the establishment of a higher education center in the Portsmouth/Chesapeake/Suffolk area. This study, to be conducted jointly with Norfolk State University and to be completed by July 1, will address two issues: the higher education needs of the area and the location of such a center.
ODU Bus Tour - The first ODU bus tour in October was a great success. 35 University employees visited Northern Virginia, Roanoke and Richmond by bus. Visits were made to high schools, service clubs, technology firms, engineering clinics and meetings were held with the media. Participants promoted the University to many individuals who did not know it even existed. The tour was a very positive experience for the participants. We got to know each other a little better, and we all became even more enthusiastic about ODU. As a consequence, several mini bus tours are being considered throughout the year, and another major bus tour is planned for next fall.
Field Hockey Team - The Field Hockey Team has made it to the “final four” and will be playing the University of Iowa, who they defeated earlier in the year. The University is proud of the team, which has finished in first place four times and second place three times.
Library Night - The Old Dominion University Men’s Basketball Team will host “Library Night” on January 24, when the team plays the University of South Alabama. All net proceeds from the game will be donated to the University Library. The University will make every effort to make sure the game is a sell-out, and board members should expect to be approached to buy at least one ticket.
COLLEGE OF ARTS AND LETTERS FACILITIES TOUR
President Koch called on Paul Schollaert, Associate Dean of the College of Arts and Letters, for remarks. Dr. Schollaert welcomed the Board to the College of Arts and Letters. He explained that teaching writing is one of the oldest tasks performed by a university, and Old Dominion University has been very fortunate to push its writing program away from the chalkboard, away from pencil and paper, and into the technological world. He then led the Board on a tour of a freshman composition lab and a desktop publishing lab.
REPORTS OF STANDING COMMITTEES
DEVELOPMENT COMMITTEE
The Rector called on Mr. Barry to give the report of the Development Committee. Mr. Barry reported that the Development Committee heard an Annual Fund report. He proudly announced that the Annual Fund’s goal has been achieved with two months remaining in the year, the earliest ever. The Committee also discussed reorganization of the Development areas and looks forward to working with Kay Kemper when she takes over on December 1.
ACADEMIC AFFAIRS COMMITTEE
The Rector called on Dr. Williams for the report of the Academic Affairs Committee. Dr. Williams reported that the Committee, chaired by Gene Carter, heard a presentation from Dr. Charles Burgess, Dean of Arts and Letters, who provided a brief background on the College’s mission and commitment to the area of communication. He commented that teaching laboratories were designed so that students’ speeches and other presentations can be videotaped in a professional environment. The tapes are used to help students become better speakers. The Committee visited a public speaking laboratory where this method was demonstrated.
Dr. Henry distributed a list of the University’s centers and institutes and explained that some may be discontinued due to budget cuts. Not all centers and institutes are funded by the University, however. Several are self-supporting and some receive funding from outside sources.
The following resolutions were brought forth as recommendations from the Committee and were unanimously approved:
APPOINTMENT OF ATHLETIC TICKET MANAGER
RESOLVED, that upon the recommendation of the Academic Affairs Committee, the Board of Visitors approves the appointment of Ms. Andrea Dawn Younkins at Athletic Ticket Manager, with the rank of assistant instructor, effective September 16, 1990.
Ms. Younkins received a B.A. in Communications in 1987 from Virginia Wesleyan College. Since October 1988 she has been employed as an Office Services Assistant in the Athletic Ticket Office at Old Dominion University and has been responsible for reconciliation of athletic budgets, supervision of ticket sellers, and preparation of reports to be submitted to the University Auditor’s Office.
Salary: $16,625 based on a salary of $21,000 for 12 months.
Rank: Athletic Ticket Manager/Assistant Instructor
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ADMINISTRATIVE TITLE CHANGE
RESOLVED, that upon the recommendation of the President and the Academic Affairs Committee, the Board of Visitors approves the following administrative title changes, effective December 1, 1990:
Dr. Myron S. Henry - from Vice President for Academic Affairs to Provost and Vice President for Academic Affairs
Ms. Kay A. Kemper - from Executive Assistant to the President for University Relations to Executive Assistant to the President for University Relations and Acting Vice President for University Relations
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RESOLUTION AUTHORIZING SPECIAL SALARY SUPPLEMENT
FOR THE KAUFMAN PROFESSORSHIP
WHEREAS, George M. and Linda H. Kaufman have generously given funds to the Old Dominion University Educational Foundation for an eminent scholar professorship; and
WHEREAS, the President of Old Dominion University has recommended Dr. Kurt Maly as The Kaufman Professor of Computer Science.
THEREFORE, BE IT RESOLVED, that the Board of Visitors requests the Educational Foundation to appropriate from earnings on The Kaufman Professorship Endowment the sum of $16,832 for partial support for the salary of Dr. Kurt Maly and that the same amount, $16,832, be allocated from the State appropriations authorized by the General Assembly for this purpose for 1990-91.
Endowment | State
Matching | Commonwealth | Total
Salary |
$16,832 | $16,832 | $56,140 | $89,804 |
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RESOLUTION TO RENAME THE ENGINEERING CLINIC
RESOLVED, that upon the recommendation of the Academic Affairs Committee, the Board of Visitors approves the renaming of the Engineering Clinic to the Technology Applications Center. The change in name will be effective immediately.
Rationale: The proposed name provides a clearer indication of function. The name change corresponds to a significant increase in CIT funding for this activity and the appointment of a new director, and a major effort to improve the state-wide visibility of the program with a completely new visual image. Thus, the name change becomes an important part of a new aggressive marketing strategy.
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ORGANIZATIONAL CHANGE: REORGANIZATION OF THE COLLEGE
OF ENGINEERING AND TECHNOLOGY
RESOLVED, that upon the recommendation of the Academic Affairs Committee, the Board of Visitors approves the following organizational changes to Old Dominion University’s academic and administrative structure related to the College of Engineering and Technology. This change shall be effective on January 1, 1991. An organizational chart is attached to this resolution for informational purposes.
Rationale: Each of the three engineering technology departments share a common degree, i.e., Bachelor of Science in Engineering Technology. The current organizational arrangement is defined by the separate disciplines: Construction and Civil, Electrical, and Mechanical Engineering Technology. These departments have, respectively, 4, 7 and 8 members of their faculty. Each department has a separate administrative organization, such as, department chairman, secretary, file system, and budget unit. The change proposed is to merge these three departments and form a single budget unit to be called the Engineering Technology Department. Efficiencies are possible by consolidating the administrative and management functions of the departments, and the single department will have increased strength and visibility within the College and University.
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REVISION TO THE BOARD OF VISITORS POLICY AND PROCEDURES
ON THE FACULTY GRIEVANCE POLICY
RESOLVED, that upon the recommendation of the Academic Affairs Committee, the Board of Visitors approves the revision to Section I.D.2. of the Policy and Procedures on the Faculty Grievance Policy, approved by the Board of Visitors on June 15, 1978 and revised on May 15, 1982 and June 15, 1989. The changes are effective immediately. The revised section follows (the underlined print indicates the revisions).
Section I.D.2.
2. The remedy available to a faculty member who chooses to grieve a personnel action, i.e., a nonreappointment, promotion, evaluation, salary increment, a decision not to award tenure, or appointment to emeritus status, is the initiation of a proper reconsideration of that decision through the applicable procedures of the university.
Rationale: The revision includes the addition of appointment to emeritus status to the personnel grievance procedure in Section I.D.2. Some retired faculty members with ten or more years of teaching at Old Dominion University have not been recommended for emeritus status by their chairmen or deans and other matters concerning faculty status are grievable under the Faculty Grievance Policy.
Dr. Williams reported that the Committee met in executive session to discuss possible honorary degree candidates and the request of two faculty members for exceptions to the original board of visitors policy and procedure on tenure regarding their probationary period. After reconvening in open session the Committee approved these requests and received a list of the responsibilities and functions of the Academic Affairs Committee.
BUILDINGS AND GROUNDS COMMITTEE
The Rector called on Admiral Parker to give the report of the Buildings and Grounds Committee. Admiral Parker reported that Ed Carson from Carson Landscaping Architects presented the preliminary design of the planned pedestrian circulation and landscape improvements to the athletic zone of campus. The preliminary budget estimate for the entire project is $400,000; $260,000 has been identified to fund the first phase, which should be completed by June 1, 1991.
Mr. Carson reported on the development and design of the Williamsburg Wall. The design calls for the use of brick and wrought iron stands between the entrances on Hampton Boulevard at 43rd, 46th, 47th and 49th Streets. The project cannot be implemented until the widening of Hampton Boulevard is completed and a funding source has been identified.
The Committee received a presentation on a proposed bus transfer location on campus from Mr. Charles Cayton, a consultant from Tidewater Regional Transit. Two preliminary locations were proposed: Elkhorn Avenue near the athletic facilities and the south side of 43rd Street. The Committee concurred that the 43rd Street location was the most feasible.
Mr. Higgins reviewed the preliminary capital projects planned for submission to the 1991 short session of the General Assembly. A list of those projects was included in the agenda materials.
Mr. Girardot presented a capital outlay progress report. He reported that both the Fine Arts projects are nearing completion and occupancy is planned during Christmas break. The new athletic facility is almost completed and will be occupied during the first several weeks in January. Bids have been received on the multi-deck parking garage project and an award has been made to the firm of Kenbridge Construction Company from Richmond. All bids received on the project were under budget; the contract awarded was 24 percent lower than the estimated cost.
STUDENT AFFAIRS COMMITTEE
The Rector called on Mrs. Kilgore to give the report of the Student Affairs Committee. Mrs. Kilgore reported that the Committee met at the Stables Theater where the board members were presented scenes from two plays and were led on a tour of the backstage area of the theater.
The Committee received a presentation from the Black Student Alliance, a new confederation of predominantly black student organizations. The organization’s purpose is to provide an opportunity for African American students to come together to learn about and experience African American culture and to support ODU’s African-American students.
Committee members participated in a mock United Nations Security Council session with student members of the Model UN. The Model UN sponsors college and high school programs that provide students the opportunity to learn about international affairs and the role of the United Nations.
The Committee met Ms. Belinda Powell, an officer of the Ebony Impact Gospel Choir. She indicated that Ebony Impact, which has 85 members, provides an important focus and support for African American students. Representatives from the Dominion Review, a student run literacy magazine, shared with the Committee their goals for the year.
Lt. Ellen Lucas and Dean Pete Goldsmith spoke to the Committee about campus security. Recent developments include a program called “Adopt a Cop,” which pairs campus police officers with student residence halls; a neighborhood watch program in the Lambert’s Point neighborhood; and a weekend shuttle service.
FINANCE AND AUDIT COMMITTEE
The Rector called on Mr. Hall for the report of the Finance and Audit Committee. Mr. Hall reported that the Committee reviewed the unaudited financial statements for the year ended June 30, 1990. The University ended the year with a combined fund balance for all fund groups totaling $164,000,000. A substantial portion of the fund balance pertains to the net investment in plan of $137,000,000 and auxiliary enterprise fund balances of approximately $12,000,000. Ratio analysis, which is a took that is used to identify the changes in financial conditions and to assess our financial condition relative to others, indicates that ODU is in the top quartile of institutions recently surveyed in that it has slightly more than 50 percent of its E&G revenues devoted to instruction. Ratios also indicate that the institution’s credit worthiness is strong.
The Committee was briefed on the Commonwealth’s current budget situation and its impact on the University. Currently the Commonwealth now faces an additional shortfall of approximately $600 million for the 1990-92 biennium. ODU has been asked to submit to the Secretary of Education a contingency plan to reduce the University’s general funds by $2.4 million, or five percent, for 1991-92. The plan is currently under development, and the vice presidents have been given targets to reach in planning for their reductions. The principles established in implementing the earlier budget reductions apply to current planning as well. These principles are: protect academic programs wherever possible, increase administrative efficiency, protect essential services, exempt student financial aid, and position the University for the future. The University will be examining the potential offsetting of these reductions with revenue enhancements, if possible, by increasing tuition and fees and recoveries from auxiliary services activities.
The University’s current revenue projections were shared with the Committee. As a result of strong fall enrollment, it appears that revenues are on track with projections. There has been a substantial shift from out-of-state to in-state enrollment, but the revenue loss caused by this shift is being offset by an increase in off-campus graduate enrollment.
The Committee received a year-to-date report on investment performance. Except for the fourth quarter of 1987, which featured “black Monday,” the third quarter of 1990 was the worst for the stock market in the last five years. While the endowment managers beat the proxy by 1.3 percent for the quarter, the total portfolio still had a negative return of 7.39 percent. For the first three quarters of 1990, the portfolio was down 8.6 percent, under-performing the proxy by 2.5 percent.
Virginia Investment Counselors, which manages current funds for the Educational foundation and the University Fund, had below market performance because of its equity holdings. Under the new current funds policy, equity holdings are not permitted and these will be phased out. University cash management continue to exceed the 90-day Treasury Bill return.
Following a review of the standing reports pertaining to accounts receivable, prompt payment, and the Perkins loan default rate, the Committee reconvened in executive session for the purpose of evaluating the performance of various university departments as permitted by the Code of Virginia. No other business was conducted after reconvening in open session.
CALL FOR NEW BUSINESS
The Rector asked Mr. Washington to report on behalf of the ad hoc committee appointed to review the structure of the Board’s standing committees. Mr. Washington reported that the committee, comprised of Mr. Barry, President Koch and himself, recommends that the Board adopt the following standing committee structure:
Academic Affairs Committee
Administration and Finance Committee
Student Affairs Committee
University Relations Committee
Mr. Washington explained that although the current committee structure has served the Board well, the proposed structure would better parallel the University’s new administrative structure.
Mr. Dragas asked Donna Meeks to send a letter to the absent board members informing them of the committee’s recommendations and requesting that they provide comments, if any, to him or Mr. Washington prior to the executive committee meeting scheduled in January.
President Koch asked that the Board also consider returning to a one-day board meeting format, since many board members have difficulty attending two-day board meetings. He also suggested that the board continue holding their meetings in academic buildings and off-campus sites. Tentative plans are to visit the Peninsula Graduate Engineering Center in April.
With no further business to be discussed, the meeting adjourned.
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