LEADERSHIP

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Agendas, Minutes, and Reports 2008

UUCE Facilities Council REPORT
June 3, 2008

Current Projects

1.  Social Hall door lock.  By process of email exhaustion, it was agreed that Kylia Bussey and Ken Ross will decide what, if anything, needs to be changed -- and will do it.

2.  Limbs on roof.  George Koris and Ken Ross will look at the situation.  They will trim and remove limbs that are on or close to the roof, provided it is safe to do so.

3.  Miscellaneous work.  Kylia Bussey will caulk a loose window in the Library.  She will also make the loose rugs by the main front door more secure, after the custodian Matt Kosanke is consulted.  Kylia and Ken Ross plan to wash the deck adjacent to the Social Hall and paint the railing.  They also plan to find someone to re-upholster two chairs from the office.

4.  Labor of Love Day.  Again this Labor Day weekend, some of us, including George Koris and Ken Ross, will be spearheading the annual church work party.  You will hear more about this.

5.  Church inventory.  As Jack Stevens has reminded us, we need a church inventory again.  Based on consultation with Rev. Landale, Kim and Candee, this should be in June, but may be delayed because of Kim's absence.

6.  Scheduled Annual Maintenance.   JULY 
~~1.  Inspect furniture; repair as needed.
~~2.  Inspect exterior stucco/concrete; repair as needed.
~~3.  Inspect plumbing fixtures.
(Any volunteers?)

Reports

7.  Beam repair.  Ed Zack pointed out that the south 4-joist beam under the ramp is rotting. He repaired it by "sistering" a new pressure-treated 2x12 to bypass the old rotten 2x12.

8.  Thresholds.  Threshold into the east RE restroom with ADA-compliant toilet needed to be made smooth.  Ed Zack has installed a concrete ramp here.

9.  Shifting building.  Ed Zack confirmed that the old building continues to shift and move.  His measurement of the utility room corner indicates that since 13 Oct 2005 the wall has shifted outward 1/4".  This is confirmed by the evidence of the new cracks around the new window (installed subsequently) and the now broken patchwork that he did on the sidewalk/foundation connection at that time.  The sidewalk outside the utility room is sliding NW.  Similarly, on the SW corner of the building (near room 1) the patches are all broken.  Ed isn't an engineer but indicates that none of this is good news, but he thinks we have a little time before things start to get dramatic (read:  "dangerous" and "expensive"). 

Lastly, that west wall is a big problem, but Ed reminds everyone to remember that the north two-story curtain wall of the stairway on the north side of the building really bothers him and needs to be monitored.  The entire wall and roof is "guillotining" the landing of the stairway.  I.e., the wall is resting on (and compressing) the landing.  Very unusual and unnatural.  Ed has no way to understand how this all hangs together, nor for how long the unique combination of pressures and forces will remain in stasis.

10.  Treasurer's Report.  We still have about $6,000+ between the Repair Reserve and Carley Fund.  Thanks to good management and generosity of all, there is still $277 in the Maintenance & Repair Fund.  Whatever is left at the end of June will be rolled over into our Repair Reserve Fund.

11. Library item.  George Koris has installed a new fan over the outside door of the Library.

Ongoing Projects (That we don't want to forget)   

12.  More Library items. (1)  The Library folks (meaning Kathy Dillon, so far as I know) would like a wall heater or two in the Library by October.  Before tabling the issue at our May meeting, there was discussion of potential problems and expenses.  (2)  In the fall, the fan that George installed needs to be covered for the winter.

13.  Next meetings.  It was agreed that we might not need to meet in June or July, though this will require some work by email.  Our next meeting will be on August 5.

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UUCE Facilities Council MINUTES
May 6, 2008

In attendance:  Kylia Bussey, Ann Fuller, George Koris, Ken Ross, Jack Stevens, Chuck Wagar

1.  Opening Presentation.  George did a fine show and tell, using some photos of the building that go back 20 to 40 years.

2.  Another Library item. The Library folks (meaning Kathy Dillon, so far as I know) would like a wall heater or two in the Library by October.  Before tabling the issue until the next month, there was discussion of potential problems and expenses. 

3.  Mechanical Room.  Chuck Wagar consulted the group regarding what should be done with several items in this room, some of which haven't been used in years.  Two vacuum cleaners, a push lawn mower, and a lead electrical cord that needs a new connector will be given to Goodwill or St. Vincent De Paul.  There are two or three chairs from the office that need upholstering; Ken will talk to Kim and decide how to proceed, perhaps buying material and seeking a volunteer (on uu-share or uu-chat, say) to do the upholstering.  George will take care of fixing the wheels on the red hand truck.  It was agreed to keep the second hand truck.  Ken will consult Kim and determine what is in the filing cabinets and where they might go.  It was agreed that Jack's banker's boxes, containing financial records, can remain where they are.  Ken will discuss with Candee the status of the 10x12 tarp attached to a pole.

4.  Scheduled Annual Maintenance.  Furnace maintenance is the only item on the list.  Kylia replaced three of the four filters and cleaned the other one.

Reports

5.  Treasurer's Report.  Jack Stevens shared information from the church treasurer, Marta Powers:  We have about $6,000+ between the Repair Reserve and Carley Fund.  Our allocated budget for Maintenance & Repairs was $2,000 and we have spent about $1,660.  Per our previous conversations with Marta, she will be rolling any amounts not spent in Maintenance & Repairs into the Reserve Fund at the end of the year.

6.  Litany of Thanks.  Ann Fuller participated in the Litany of Thanks at Celebration Sunday, April 6.  She said a few words representing the work we on the committee, and others, do.

7.  Dishwasher.  Bob Kaeser and Ed Zack removed the motor on March 19.  Bob took it to Eugene Electric and, after receiving the wrong part, Eugene Electric repaired the motor, at a cost of about $90.  Bob finished re-installing the motor on Friday, April 11.

8.  Walkway through playground.  On April 16 and 17, white lines were painted on each side of the walkway, and they were sprinkled with glass beads.  Jim Weldy donated the paint and beads, Kylia did the painting and bead work, and Ken helped with the painting. 

Ongoing Projects (That we don't want to forget)   

9.  Church inventory.  Jack reminded us that we need a church inventory again.  Based on consultation with Rev. Landale, Kim and Candee, it seems that planning this for June makes sense.  Ken will work on this.

10. Library items.  (1)  Before summer, we want look into putting a fan (or fans) over the door to the deck, for cooling.  George will look into this.

(2)  The Library folks would like a wall heater or two in the Libary by October.

11.  Something is rotten (but not in Denmark)
Ed Zack pointed out that the south 4-joist beam under the ramp is rotting.  Ed will take charge of replacing the beam when the weather is better. The beam is at the low end of the ramp and he does not consider this an emergency item.

12.  Status of fence project
We have some volunteers to join a fence-mending party, in addition to George:  Doug Hintz, Bob Kaeser, Rob Castleberry and Ken Ross.  It was agreed that this project isn't high priority.

13.  Watering around the church sign
Glen Treiber has material to install a sprinkler system on a timer. Glen will do this in the spring.  Glen has done this!!

14.  Thresholds
Threshold into the RE restroom with ADA-compliant toilet needs to be made smooth.  Ed will take care of this when the temperature is high enough.

15.  Next meetings.  It was agreed that we might not need to meet in June or July, though this will require some work by email.

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UUCE Facilities Council
MINUTES March 4, 2008

In attendance:  Kylia Bussey, Ann Fuller, Bob Kaeser, George Koris, Ken Ross, Jack Stevens, Chuck Wagar

1.  Opening Words.  Ann Fuller shared a William Ellery Channing quotation.

2. Library items.  (a)  Based on email between Ann Fuller and Kathy Dillon (writing on behalf of the Library Committee) regarding the large fan in the Library, at our last meeting we agreed that one possible plan would be to (1) remove the fan soon, and do what's needed to stop cold air from coming through, and (2) before summer, look into putting a fan (or fans) over the door to the deck, for cooling.  The Coordinating Council was agreeable to these plans.  George Koris volunteered to execute item (1).

 (b)  Library folks need to know where the electrical outlets are.  Bob Kaeser, Kylia Bussey and Ken Ross located one outlet and provided two extension cords.

3.  Financial  report.  Jack Stevens indicated that we have $5381 in Repair Reserve, $430 in Maintenance & Repairs, and $695 in the Carley Fund. 

3a.  Utilities report.  Chuck Wagar circulated a handout giving our electrical energy consumption and our water consumption over the past six years.  The energy consumption has dropped from 77,281 KWH in 2001 to 56,480 KWH in 2007.  Water consumption was 8200 gallons per month in 2001, dropped to 6000 gallons per month in 2003-2006, went back up to 6500 gallons per month in 2006, and

4.  Scheduled Annual Maintenance.  This month we are supposed to "check for insects."  Chuck Wagar and Bob Kaeser agreed to look for potential trouble spots.

5.  Painting of kitchen.  Members of the Council discussed the possibility of painting the kitchen.

Reports

6.  Painting along parking area and walking to RE.  George extended the blue handicapped parking by about one car length and painted yellow markings for the no-parking area.

7.  Furnace maintenance.  Kylia Bussey, with gopher Ken Ross, checked out the furnaces.  All the furnaces are the same make (Chrysler).  Both the fans and the heat exchangers are enclosed, and there are no oil ports.  So there wasn't much cleaning needed.  Three of the furnaces were vacuumed, but the fourth one didn't need it.  Chuck Wagar had recently replaced the filters in the upstairs furnaces.  The filters in the downstairs furnaces were replaced. 

8.  Cabinet lock in kitchen.  Pam Love discovered that much of the coffee that had been purchased by the church for coffee service was gone.  George Koris added a door that could be locked to cover the two shelves in the kitchen storeroom where the coffee was stored.  In the future, all overstock for coffee service will be kept there as well, and only opened containers of ground coffee will be kept in the kitchen.  The people who sell the coffee and Pam Love (in charge of Hospitality) have keys.
Ongoing Projects (That we don't want to forget)   

9.  Walkway through playground.  Kylia Bussey volunteered to paint the white lines when weather permits.

10.  Something is rotten (but not in Denmark)
Ed Zack pointed out that the south 4-joist beam under the ramp is rotting.  Ed will take charge of replacing the beam when the weather is better. The beam is at the low end of the ramp and he does not consider this an emergency item.

11.  Status of fence project
We have some volunteers to join a fence-mending party, in addition to George:  Doug Hintz, Bob Kaeser, Ed Peara and Ken Ross.  For various reasons, this non-urgent project will be postponed until spring.  Or summer after school is out, so we can get younger volunteers.

12.  Watering around the church sign
Glen Treiber has material to install a sprinkler system on a timer. Glen will do this in the spring.

13.  Thresholds
Threshold into the RE restroom with ADA-compliant toilet needs to be made smooth.  Ed will take care of this when the temperature is high enough.

Ken Ross
Scribe

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UUCE Facilities Council
MINUTES February 5, 2008

In attendance:  Kylia Bussey, Dave DeCou, Ann Fuller, Reverend Steve Landale, Ken Ross, Jack Stevens, Glen Treiber, Chuck Wagar

1.  Opening Words were shared by Reverend Landale.

2.  FC, RE and process.  Ken previously shared some comments regarding triangulation and a request regarding process, by email.  Since this involved some communications with Candee, Reverend Landale explained that he is the supervisor of the Director of Religious Education, Candee Cole, which is a relatively recent change.  Anyone who has issues with Candee can take them to Steve, but not before they have taken them to Candee. 

In general, Steve highly recommended that we learn to practice Nonviolent Communication (NVC) principles, and he emphasized that in the long run we'll save time.  Remember, a potential conflict can be turned into an opportunity to learn.  Assume good intentions.  Give the gift of curiosity as exemplified by the different possible tone to the question, "Why do you do XXX?"  One tone conveys a serious interest in knowing, while another tone is accusatory.  Even if one doesn't take a workshop on this, one can learn the basics like this in a short time.

Further discussion indicated that we need clarity on who is in charge of aesthetics in our church, since we no longer have an Aesthetics Committee.  While it's clear that "safety" is within our realm of responsibility, it isn't so clear who is responsible for "aesthetics."  The idea of rejuvenating the Aesthetics Committee was discussed.

3.  Painting along parking area and walking to RE.
George will extend the blue handicapped parking by about one car length and paint yellow markings on the no-parking area when weather permits.  Kylia will volunteer and help paint the white lines (other volunteers will be needed) when weather permits.   This item was noted.

4.  Fan and window in Library.  Copies of relevant email between Ann and Kathy Dillon were circulated at the meeting.  Briefly, on behalf of the Library Committee, Kathy wondered whether the large fan is really used for cooling in the summer.  There's concern about the cold air that comes through it.  Also, there's interest in using the wall space for additional bookshelves.  After some discussion, it was agreed that one possible plan would be to (1) remove the fan soon, and do what's needed to stop cold air from coming through, and (2) before summer, look into putting a fan (or fans) over the door to the deck, for cooling. 

For this discussion, we regarded the question of additional bookshelves (what kind, who does the work, who pays for materials) as a separate issue, which can be faced later.  ALSO, it was agreed that (1) and (2) are our recommendations, based on the correspondence, but they should be taken back to Kathy Dillon and discussed more widely, before we act on them.  In fact, they will be presented at the next Coordinating Council meeting for broad input.

5.  Tasks list. Ken circulated copies at the meeting.  A couple of additions were contributed.  Kylia indicated that she has a truck, and Chuck indicated that he's interested in "minor" carpentry work too.  These additions have been added to Ken's copy.

6.  Financial  report.  (Jack Stevens)  Jack supplied the following information.

.........Repair Reserve:  $5381

.........Maintenance & Repair:  $523  (It is understood that, if this balance drops to $00, we can draw on the Repair Reserve.  This temporary process is a result of peculiar bookkeeping during a transition in the financial processes of the church.)

.........Bob Carley Fund:  $695  (This fund was set up by Jean Carley in memory of her husband, Bob Carley.  It was intended for church maintenance or improvement without further specific restrictions.  In fact, Jean is happy for us to use it as we wish, assuming wisely of course.  For now I, Ken, regard it as a supplement to the Repair Reserve.)

7.  Roller shade on office door.  Kylia and Ann reported on the history.  Briefly, the idea originated with Ann and Kim, but was difficult to execute because the office door is solid steel.  But Kylia tried!  It was finally decided by Kylia and Kim that we don't need a new shade, especially since Chuck has fixed it so that, when the current shade is down, it is secured so that it doesn't flap and get caught in the door.  Unless we hear further from the office staff, the issue is closed.

8.  Scheduled Annual Maintenance  No items for February.  However, furnace maintenance was discussed.  The annual schedule iists furnace maintenance twice, January and August, but it was decided that this referred to changing of the filter --- which Chuck has been doing.  So far as anyone knows, major maintenance (including appropriate oiling) has been neglected.  Kylia, with gopher Ken, has volunteered to work on this.

8a.  ADDED IN MINUTES.  Ann meant to report on the huge Lost and Found box.  She took the contents to St. Vincent de Paul's donation center on February 1.  Ann and Kim decided that the "Children's Lost and Found" box would be left in the kitchen store room for another week to give kids a chance to look through it. Ann will take whatever is left to the donation center on February 7.

Reports

9.  Hinges
Bob, with assistance from George, installed recessed door hinges for the east upstairs restroom, with the ADA-compliant toilet.  Bob ordered the hinges and donated them to the church.

10.  Miscellaneous good work by Ed
After we determined that the automated switch in the kitchen closet was causing more trouble than it was worth, Ed replaced it with a regular on/off switch.  He installed an extra light in the Social Hall.  He fixed the south light in the kitchen.  he replaced the photocell for the exterior lights.  He drained the hot water tanks.

Chuck noted that the exterior photo-cell lights seem to be on all of the time.  Ken agreed to ask Ed Zack what the status of this project is, and whether there's anything he would like us, meaning Chuck, to do.

Ongoing Projects (That we don't want to forget)   

12.  Something is rotten (but not in Denmark)
Ed Zack pointed out that the south 4-joist beam under the ramp is rotting.  Ed will take charge of replacing the beam when the weather is better. The beam is at the low end of the ramp and he does not consider this an emergency item.

13.  Status of fence project
We have some volunteers to join a fence-mending party, in addition to George:  Doug Hintz, Bob Kaeser, Ed Peara and Ken Ross.  For various reasons, this non-urgent project will be postponed until spring.  Or summer after school is out, so we can get younger volunteers.

14.  Watering around the church sign
Glen Treiber has material to install a sprinkler system on a timer. Glen will do this in the spring.

15.  Thresholds
Threshold into the RE restroom with ADA-compliant toilet needs to be made smooth.  Ed will take care of this when the temperature is high enough.

16.  Painting kitchen cabinets
Ed Peara volunteered, as did Kylia and Ken.  Ken indicated that he'd like us to do this soon.

SUBMITTED BY KEN ROSS

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UUCE Facilities Council
Minutes January 8, 2008

In attendance:
Ann Fuller, Chuck Wagar, Ed Zack, George Koris, Jack Stevens, and Kylia Bussey. (Meeting chaired, and minutes written by, George Koris.)

1. Opening words
Dear Facilities Council,
We can't say thank you enough for all you quietly do to keep UUCE in
good shape. You are a truly amazing bunch and we love seeing all you
accomplish just happen with no fuss. Keep up your wonderful work!
With deep appreciation, The UUCE Board of Trustees

2. Accessibility from the parking area
Facilities Council determined that, for various reasons, no parking should be allowed along the church sidewalk down near the street. . George has already put up a sign indicating: NO PARKING, LOADING ZONE. Also white lines are needed on the sides of the pathway
George will extend the blue handicapped parking by about one car length and paint yellow markings on the no-parking area when weather permits.
Kylia will volunteer and help paint the white lines (other volunteers will be needed) when weather permits.

3. Hinges
Bob has ordered recessed door hinges for the east upstairs restroom, with the ADA-compliant toilet.
The hinges are in and will be installed with help from George.

4. Financial report (Jack Stevens)
Maint and repair: $593
Repair reserve: $4,180
Bob Carley: $695
Total: $6,169

5. 2008-2009 budget
Jack and Ken propose that FC’s request for 2008-2009 be as follows: (a) $4500 for maintenance and repair. (b) $7000 for reserve. (c) $100 for Labor Day work party. Total: $11,600. NOTES (a) For the past few years until the current year, we've asked for $4500 or so and been budgeted $4000. This is for all the expenses incurred by annual needs and for unexpected needs, some of which are emergencies. For the current year, we were budgeted $2000 with the understanding that we could use the reserve fund when we ran over. (b) Our reserve fund needs substantial replenishing, because this spring we estimate that we'll use at least $1500 from the reserve fund to cover our underfunded "maintenance and repair" fund ($2000) and because this year we used the reserve fund for several essential big items. To mention the biggest ones, we had a rotten beam replaced ($3010) and we had the asphalt pathway through the playground replaced by a concrete pathway ($5263). (c) This request is to cover miscellaneous expenses related to the Labor Day work party.
Approved by all present.


6. Mold
Jack noted that he’d heard that some student was bothered by mold in the furniture in room 6. Ken discussed this with Candee. Evidently the carpets and furniture are treated each year, but weren’t this year. Candee will check with Matt about this. (If this doesn’t lead to a solution, the only solution would be to trash the furniture. FC indicated we could then see if someone has similar furniture that they are no longer using and that they would be willing to give to the church. Candee is concerned that we’d get a contribution that was too large.)
Jack has heard nothing more on this. It was decided that this matter is now closed unless RE makes a further request of some kind.

7. Something is rotten (but not in Denmark)
Ed pointed out that the south 4-joist beam under the ramp is rotting. It was also pointed out that the corrugated fiberglass roof over the stairs to the Social Hall is leaking and may need replacing by a better roof. What should be done, and when?
Ed Zack will take charge of replacing the beam when the weather is better. The beam is at the low end of the ramp and he does not consider this an emergency item.

The discussion of the fiberglass roof is closed. We decided that this is not worth doing or pursuing at this time. The roof is not part of the original building.

8. Cabinets in rooms 5 and 2
One of the cabinet doors would not close and painting was needed.
Kylia reports that she has completed this project.

9. Hand Cleaners
We discussed whether we should get any hand cleaner dispensers per a request that Jack originally made. Kim had reported that wall-mounted dispensers cost $30.00 each.
After much discussion of the pros and cons, the majority present appeared disinclined to order any such dispensers, either the wall-mounted or the disposable bottles. Many felt that not only should people be using running water and soap, but that they would give people a false sense of security, germ-wise. Also, Kylia pointed out that they would have to be mounted low enough for people in wheelchairs to use them, which could create a hazard for others. In any case, they would be a bit unsightly if scattered all over the church.

Jack requested time to look into this further, and it was decided to postpone a decision at least until next month’s meeting.

10. More leaks
Chuck pointed out two additional leaks, one in the kitchen storeroom at the south wall, and one in the glass windows near the south-most front entrance door.
The leak in the storeroom is due to the design. The room was originally an open porch, similar to the back porch. Later fiberglass sheeting was installed, with insulating panels over that. There is no way to fix this without tearing out both and starting over. Floor does not appear to be rotting, and it is likely that this has been happening for years. No action to be taken at this time.

The window is leaking somewhat and probably also has for some time. About 5 years ago, Charlie Eckerson and George Koris replaced a small, nearby rotted section of floor. Fixing this would require reglazing at least. The leak appears to be small, and may only occur when there is much wind-driven rain. No action to be taken at this time.

11. Scheduled Annual Maintenance
Flush water heater
Ed Zack will do this
Check furnace/air circulation system
Kylia Bussey will look into this and see what is needed.

12. Roller shade on office door
Ann purchased a new shade for the office door at Eugene Hardware. The clerk at that store told her that she could cut it to size herself.
Ann will return shade and purchase one at Jerry’s or Home Depot, properly cut to order.

13. Indoor storage of playground toys/equipment
It was once again brought to our attention that toys and other materials are being left strewn around outside, and left in the elements.
As the protection of goods and materials is in the FC’s purview, and in the FC’s opinion it makes the church look shabby to visitors, in addition to being a liability when no one is there, Ann Fuller will present this matter to the Coordinating Council and ask that someone be appointed to be in charge of playground cleanup, particularly after Sunday service.

14. Lost and Found
Chuck mentioned that the Lost and Found box is full and is being left on the floor instead of put back on the shelf.
As this has not been done for some time, any items that are not claimed will go to Goodwill or St. Vincent’s on February 1. Notice will be in O of S Jan 13, 20, 27. Ann will take care of this.

Reports

1. Miscellaneous
Jack relayed thanks from Kathy to Chuck for his construction of a Card Table Storage Unit (CTSU).
Kylia reported on the plumbing problem in the classrooms and showed the FC the rotted trap.

2. Sanctuary doors
With email input from FC, George has installed shorter handles on the inside of the doors that look much like the handles on the outside of the doors.

3. Jerry’s
We now have a charge account, with Ken, George and Ed authorized to charge items.

4. Light for pathway to RE area
Ed installed lights using low-voltage power using buried lines. It should be noted, with thanks, that Ed donated these lights.

5. ADA-Compliancy
On December 21, George, with gopher Ken, moved the grab bars and toilet-paper dispensers in the upstairs bathrooms so that they are more ADA-compliant.

6. Heaters
In response to Candee’s request, on December 25 Ken and his talented step-son disabled one of the heaters in the Breezeway Room.

7. Leak
Chuck noted that the sink in RE room 3 leaked when the water was turned on. On December 28, Kylia, with gopher Ken, found a rotten drain pipe and replaced it. At the same time, they checked other RE sinks and found no other problems.

8. Policy
Policy for when people borrow church equipment. The Board approved the new policy EQUIP.1 at its December 13, 2007 meeting.


Ongoing Projects (That we don’t want to forget)

1. Status of fence project
We have some volunteers to join a fence-mending party, in addition to George: Doug Hintz, Bob Kaeser, Ed Peara and Ken Ross. For various reasons, this non-urgent project will be postponed until spring. Or summer after school is out, so we can get younger volunteers.

2. Watering around the church sign
Glen Treiber has material to install a sprinkler system on a timer. Glen will do this in the spring.

3. Thresholds
Threshold into the RE restroom with ADA-compliant toilet needs to be made smooth. Ed will take care of this when the temperature is high enough.

4. Painting kitchen cabinets
Ed Peara volunteered, as did Kylia and Ken.

Submitted by Ken Ross

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