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Glastonbury Community Services
Kindergarten Cluster
General Committee Manual 2014
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Introduction
Glastonbury Community Services (Glastonbury) would like to congratulate and welcome you as a kindergarten committee member.
Glastonbury’s mission is that children, young people and families will be happy, health and heard. I believe that by working together
through Kindergarten Cluster Management (KCM) we can achieve this for local families and their children.
Volunteer parent committees and parental involvement provide an important and essential component of Glastonbury kindergartens.
The Glastonbury Committee Manual has been developed to support volunteer kindergarten committees to carry out their duties and
responsibilities as members of an incorporated association.
The staff at Glastonbury are able to provide support you by arranging a face to face meeting, by phone, fax, email or post. We are
keen to hear about any questions you have or challenges you are facing and we are committed to working together to resolve them.
Glastonbury also has a website that can be accessed at www.glastonbury community services .org.au.
Please make copies of this manual available to your executive committee members for their current and future reference.
Glastonbury Community Services would like to acknowledge Geelong kindergarten Association for their contribution to the
development of this resource.
Sandy Morrison
Chief Executive Officer
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Contents
1. INTRODUCTION....................................................................................................................................1
1A. GLASTONBURY COMMUNITY SERVICES..................................................................................... 1
1B. GLASTONBURY COMMUNITY CLUSTER MISSION STATEMENT.................................................... 1
1C. WHAT IS KINDERGARTEN CLUSTER MANAGEMENT?................................................................. 1
1D. GLASTONBURY COMMUNITY SERVICES RESPONSIBILITIES AS
KINDERGARTEN CLUSTER MANAGER........................................................................................ 1
2. INCORPORATION..................................................................................................................................3
2A. WHAT IS INCORPORATION?....................................................................................................... 3
2B. OBLIGATIONS OF AN INCORPORATED ASSOCIATION.................................................................. 3
2C.CONSTITUTION.......................................................................................................................... 3
3. EDUCATION AND CARE SERVICE COMMITTEE..................................................................................... 4
3A. WHAT IS A COMMITTEE?........................................................................................................... 4
3B. THE ROLE OF A KINDERGARTEN – EDUCATION AND CARE SERVICES COMMITTEE
IN GLASTONBURY COMMUNITY SERVICES CLUSTER................................................................. 4
3C. KINDERGARTEN AND COMMITTEE ROLES.................................................................................. 4
3D. WHAT IS A SUBCOMMITTEE?..................................................................................................... 7
3E. EFFECTIVE MEETING PROCEDURES............................................................................................ 7
4. GOVERNANCE......................................................................................................................................8
4A. RECORD KEEPING...................................................................................................................... 8
4B. FINANCIAL MANAGEMENT ....................................................................................................... 8
5. OCCUPATIONAL HEALTH &SAFETY ......................................................................................................9
5A
WORKING BEES ..................................................................................................................... 9
6. ROLE AND RESPONSIBILITIES...............................................................................................................10
6A. RELATIONSHIP BETWEEN GLASTONBURY, MEMBER CENTRES, DEPARTMENT OF
EDUCATION EARLY CHILDHOOD DEVELOPMENT, ACECQA AND COS.......................................... 10
6B. WHO IS RESPONSIBLE CHART MATRIX....................................................................................... 11
7. GLASTONBURY ORGANISATIONAL CHARTS......................................................................................... 13
7A. EARLY YEARS............................................................................................................................. 13
7B. GCS ORGANISATION CHART...................................................................................................... 14
8. COMMUNICATION WITH GCS...............................................................................................................15
8A. OFFICE AND WEBSITE DETAILS................................................................................................... 15
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1.Introduction
1A.
Glastonbury Community Services
Glastonbury provides Cluster Management of kindergartens in Colac Otway Shire Victoria.
As a Cluster Manager, Glastonbury is the Approved Provider for all services in the Cluster and, as such, we are the employer of all
kindergarten staff.
We undertake all employment of teaching and administration staff, related human resources activities, all licensing requirements,
including data collection, registration of premises, compliance with regulations and financial viability.We support our Educators and
Committees with advice, direct assistance, administration, support and policies.
1B.
Glastonbury Community Cluster Mission Statement
Glastonbury’s mission is that children, young people and their families will be happy, healthly and heard
Glastonbury is committed to supporting member kindergartens to provide high quality early childhood education services.
1C.
What is Kindergarten Cluster Management?
Kindergarten Cluster Management (KCM) brings together a group of community managed kindergartens under the management
of a single organisation. The Department of Education and Early Childhood Development (DEECD) views kindergarten cluster
management as a key strategy to building a stronger, more responsive universal kindergarten service system across Victoria.
1D.
Glastonbury Community Services Responsibilities as Kindergarten Cluster Manager
Glastonbury is a not for profit organisation providing management, employment and support services to 3 kindergarten, education
and care services in the Colac Otway Shire.As a Cluster Manager Glastonbury is responsible for the following:
Service Provision
•
Meeting the requirements of DEECD as the Approved Provider for the member centers, including compliance with the
Education and Care Services National Law Act 2010 and the Education and Care Services National Regulations 2011.
•
Ensuring that our education and care services deliver early childhood programs in accordance with the National Quality
Framework and the current Early Years Learning and Development Frameworks.
Employment of Staff
Glastonbury is responsible for the recruitment, management and performance development of all educators. Glastonbury ensures
that appropriately qualified educators are appointed and are supported to deliver quality programs.
Educators are employed under award conditions of the Victorian Early Childhood Teachers and Assistants Agreement 2009 (VECTAA)
and Childrens Services Award 2010 . Glastonbury Community Services manages payroll and the preservation of entitlements.
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Funding
Glastonbury receives all DEECD funding on behalf of member education and care services and is responsible for all reporting and
accountabilities to DEECD.
Glastonbury is also an approved provider under the Commonwealth Child Care Benefit Scheme for eligible services
Enrolment Procedures and Registration for Enrolment
•
Four Year Old Kindergarten
•
Three Year Old Kindergarten
•
Early Learning Centre
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2.Incorporation
2A.
What is Incorporation?
Incorporation is a system of registration that gives a group some legal advantages in exchange for accepting certain legal
responsibilities.
In the state of Victoria, organisations registering as an incorporated association are governed by the Associations Incorporation
Reform Act 2012 and its associated regulations. All current Glastonbury education and care services are incorporated associations.
2B.
Obligations of an Incorporated Association
The Associations Incorporation Reform Act 2012 sets out the obligations of an incorporated association. For more information on
the obligations of being an incorporated association refer to the Associations Incorporation Reform Act 2012 and Consumer Affairs
Victoria at www.consumer.vic.gov.au or telephone 1300 361 673.
2C.Constitution
The constitution or rules of the association is the document that sets out the purpose and rules of the association. It is important
that the rules of any incorporated association comply with the requirements of the legislation. A copy of the constitution should be
readily available at the education and care service for committee members to read and reference.
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3. Education and Care Service Committee
3A.
What is a Committee?
A committee is defined as a body of elected or appointed members who jointly oversee the activities of an organisation. It is made
up of elected members who act on behalf of all stakeholder members.
The membership of the education and care service committee is defined in the education and care service constitution and usually
consists of elected office bearers in executive positions and general committee members. When there is clear understanding of
committee roles and responsibilities good governance of the education and care service is supported while working closely with
Glastonbury as KCM .
3B.
The Role of a Kindergarten – Education and Care Services Committee in Glastonbury Community Services Cluster
An active, engaged education and care service committee is essential to the effective operation of each education and care service.
The committees must act in accordance with the constitution. This includes holding monthly meetings, organising fundraising
activities, working with educators to purchase and update educational equipment and maintaining committee records.
The education and care service committee refers any family concerns to Glastonbury as well as advising Glastonbury of any other
issues of concern which may arise.
To enable committee members to understand their roles and responsibilities it is recommended that a folder containing essential
documents such as the constitution, committee contact details and previous minutes and current budget be made available to
each committee member when they join the committee. At the end of the elected period, committee members return the folder and
original material provided as well as relevant information collected during the year for the next committee.
Committee members should also be alerted to the presence of the Service policy folder for the current year that is located at each
education and care service and contains the current policies.
3C.
Kindergarten and Committee Roles
PRESIDENT
The president’s role includes:
• Chairing committee meetings (A tip sheet for chairing meetings is included in the Committee guides ).
• Providing leadership and modelling appropriate behaviour.
• Representing the education and care service as required.
• Coordinating the work of the committee by ensuring
• Effective control of committee meetings
• Subcommittees are set up and function with a clear understanding of the extent of their authority
• The committee has clear and agreed goals
• Correct meeting procedures are followed
• Decision making occurs in a democratic manner and is properly recorded
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•
•
•
•
•
•
•
•
•
Presenting the annual report at the Annual General Meeting
Setting the agenda for committee meetings in consultation with the secretary
If unable to chair the meeting, arranging for an appropriate committee person to be organised and briefed to undertake this
role – usually the vice-president
Being prepared for every meeting and leading discussion on issues
Creating a constructive atmosphere for the meeting and facilitating genuine participation and discussion from all committee
members
Ensuring that the work is shared as much as possible amongst those on the committee and that follow up actions are
completed within the agreed timeframes
Reporting on any major or ongoing issue to the committee
Exercising an appropriate level of control over meetings
Liaising with Glastonbury on behalf of the wider committee.
VICE-PRESIDENT
The position of vice-president is part of the executive committee. The role of vice-president is to provide support to the president and
to stand in for the president as required.
TREASURER
Please refer to the GCS treasurer’s manual for a full explanation of the treasurer’s roles and responsibilities.
The role of the Treasurer is to make sure that the financial affairs of the education and care are conducted in an appropriate manner.
The treasurer is also responsible for presenting comprehensive and accurate financial reports to the committee and ensuring all
members understand the financial situation. Responsibility for the financial viability of the service rests with Glastonbury. The
treasurer’s role includes:
• Presenting appropriate financial reports every month to the committee and presentation of annual financial reports to the
members at the Annual General Meeting
• Receiving perform bookkeeping duties that includes the:
• Payment of invoices
• Receipt and banking of all monies
• Providing Glastonbury a copy of monthly financial statements and balances
• Income and expenditure statements
• Liaise with Glastonbury in relation to committee and service budgets.
SECRETARY
The secretary is one of the central communicators of the committee, maintaining regular contact with all committee members to
promote the efficient and effective running of the committee.
The secretary’s role includes
• Prepare relevant documentation prior to committee meetings including develop the agenda with the president.
• Circulate the minutes of the last committee meeting promptly to enable committee members to follow up any actions for which
they are responsible.
• Forward the minutes of the last committee meeting to Glastonbury
• Ensure that the other families in the education and care service are kept informed about the business and activities of the
kindergarten. If applicable information can be added to the committee newsletter. The constitution may require that the
minutes of committee meetings be accessible to other families.
• Accurately record the minutes of all meetings and related actions and maintain these appropriately. A minute secretary can be
appointed to share this responsibility.
• Manage all outgoing and incoming correspondence and ensure correspondence and committee related business is filed
appropriately. (See Committee guides Recording incoming/outgoing mail)
• Manage records in accordance with any legal or procedural requirements.
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The secretary’s role also involves fulfilling the responsibilities (previously the role of the public officer) required of them by the
Associations Incorporation Reform Act 2012. Responsibilities include:
• lodging an annual statement with Consumer Affairs within one month of the annual general meeting
• applying to Consumer Affairs Victoria (CAV)to change the kindergartens name or constitution (rules)
• notifying CAV of:
ο a change to the association’s registered address;
ο their appointment as secretary or any changes to their details;
ο if applicable, a special resolution to wind up the association or distribute its assets;
The secretary must: agree to be named or appointed secretary, be at least 18 years old and live in Australia.
New laws affecting the role of secretary came into effect on 26 November 2012. If the kindergarten already had an elected or
appointed secretary before this time, administrative task may still be designated to this person but their title should be changed to
avoid confusion. Titles such as assistant secretary, events secretary and fundraising secretary are possible alternatives.
Note that at the first annual general meeting (AGM) following 26 November 2013, if ‘model rules’ are used, the kindergartens’
secretary must become an elected member of the committee.
GENERAL COMMITTEE MEMBERS
General committee members are those who do not hold a position such as president, secretary or treasurer. General committee
members are vital to the effective operation of the committee.
General committee members may be nominated to a subcommittee, work on a short term project, or may undertake specific tasks
such as fundraising or organising working bees .Some committees allocate specific responsibilities to committee members that
may not be included in the constitution, but are necessary tasks. These may include purchasing officer; fundraising coordinator and
working bee coordinator.
For example, a purchasing officer may assist educators by purchasing items such as tea, coffee, milk and items for cooking
experiences with children. A maintenance officer might oversee the maintenance of the kindergarten in fixing equipment and
coordinating working bees. A fundraising coordinator usually works in conjunction with a sub-committee. The role involves
organising and coordinating fundraising activities throughout the year.
The duties of all committee members include:
• Attend monthly committee meetings and be punctual
• Come prepared for meetings by reading the agenda, reports, minutes and any other relevant information
• Follow correct meeting procedures
• Participate in all the activities of the committee
• Contribute to discussions and participate in decision making
• Respect confidentiality of information
• Become familiar with the education and care service constitution, policies and philosophy
• Abide by the policies of Glastonbury
• Share responsibility for all the committee decisions, including financial decisions
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3D.
What is a Subcommittee?
A subcommittee is a helpful way to share the workload of the committee by using individual skills of members and enabling others
with special skills who are not part of the elected committee to be involved. The function of the subcommittee is to undertake
specific tasks on behalf of the education and care service committee. The subcommittee is therefore not an autonomous committee,
but a delegated part of the education and care service committee.
When a subcommittee is established, it is important to structure governance principles such as:
• The purpose of the subcommittee
• The membership of the subcommittee and who is to act as chairperson
• The duration for which the subcommittee will operate and how frequently they will meet
• The decision making powers of the group
• The allocation of a budget, if needed
• The frequency and type of reporting required by the education and care service committee
Depending on the nature of the task, subcommittees might be established as standing subcommittees (e.g. fundraising
subcommittee) or short-term, with a specific purpose such as a new vegetable garden.
3E.
Effective Meeting Procedures
The chairperson of the meeting is usually the president or in the president’s absence, the vice-president. The chairperson role is to
efficiently facilitate the business of the meeting in accordance with the constitution, ensuring meeting rules are followed, discussion
remains on the topic and members are equally able to contribute.
An effective chairperson determines the ‘tone’ of meetings from the outset. Clearly articulating expectations of all members relating
to fairness, open communication, shared decision making and teamwork is important. Effective management of a meeting means
that all members feel they have opportunity to participate.
A good meeting is one where:
• The meeting starts and ends on time.
• The person chairing the meeting is neutral and ensures that all group members feel comfortable participating.
• Discussion relates to the agenda and includes time frames.
• All members participate; no one dominates.
• Meetings are positive rather than negative.
• Members share ideas.
• Members are open-minded rather than judgmental.
• Members are respectful of others ideas and contributions rather than critical.
• Members listen to each other respectfully.
• The group is welcoming and encouraging to new or quiet people.
• There is consideration for inclusive participation of all cultures.
• Compromise is made when necessary.
• Confidentiality is respected.
• Members are clear about what has happened and what decisions were made.
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4.Governance
4A.
Record Keeping
Good record keeping is an obligation to ensure that future committees have the information they need to meet their responsibilities.
Some records may be required as evidence in legal proceedings, others to provide proof of the committee fulfilling its financial
responsibilities.
DEECD has a comprehensive guide to record keeping, retention and disposal at www.education.vic.gov.au/earlychildhood
4B.
Financial Management
Glastonbury is responsible to ensure that kindergartens / education and care services are financially viable. The financial
responsibilities of the committee include:
•
Managing the fundraising finances of the education and care service effectively
•
Keeping proper records, including all financial accountability records and reports required under legislation for members
•
Ensuring that bookkeeping and accounting requirements are accurate and are updated in a timely manner
•
Ensuring that the committee funds of the education and care service are managed according to the constitution
•
Making sound financial decisions based on accurate information provided by the treasurer and the cluster manager.
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5. Occupational Health & Safety
5A. Working Bees
Committee members participating in activities in the service (including Working Bees) should note that no work should be
undertaken by an employee or committee member if it involves the possibility of an involuntary fall greater than two metres (this
is defined as a ‘fall hazard’ in the Victorian OHS Regulations 2007). For example, committee members are not permitted to change
light fittings or attend to gutters if the task involves height greater than two metres.
When Working Bees are held, the committee provides a sign in sheet where attendees note the date and time and sign that they
have attended. Committees are required to notify council and Glastonbury of any working bees dates and times .
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6. Roles and Responsibilities
6A.
Relationship Between Glastonbury, Member Centres, Department of Education Early Childhood Development, Acecqa And Cos
Glastonbury
• employs educators / staff, is the
Approved Provider for member
centres, provides support and training,
administers fee collection
Communication between stakeholders
Member Education and Care Services
• which maintain incorporated
ACECQA
DEECD
• Monitors compliance in Victoria
with the National Quality Standards.
Provides per capita funding for
each child to Glastonbury for each
kindergarten.
ACECQA
• Australian Children’s Education and
Care Quality Authority. Is responsible
for the National Quality Standards,
National Quality Framework
and provides resources to assist
services to meet the Standards and
Framework.
DEECD
COS
Glastonbury Community Services
COS
• Colac Otway Shire is responsible
for maintenance of COS owned
buildings as per Licence Agreement
maintenance schedule
Member
Education &
Care Service
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6B.
Who is responsible chart matrix
Roles & Responsibilities
KCM
Site
Committee
Staff
Reference
Group
Council
Leadership and Management responsibilities
Governance structure

Leading and managing change

Strategic planning
Development
Quality Improvement plans
Development
Service Agreements with DEECD
Signatory of
Consultation
Consultation
Consultation
Development
Staff Conditions and contracts
Service improvement plans
Development
Consultation
Regulatory and Legislative requirements
Provider Approval
Compliance
Compliance with the Education and Care Services
National Regulations 2011
Compliance
Responsibility &
Implement
Compliance &
Implementation
Daily
Compliance with the Education and Care Services
Law Act 2010
Compliance
Responsibility&
Implement
Compliance &
Implementation
Daily
Service Agreements with DEECD
Compliance
Maintain compliance with Incorporation Act

Quality and Risk
Compliance
Consultation
Report
Consultation
Employment responsibilities
Recruitment and selection of staff
 Advertise, select
& recruit. Sign off
Organisation of relief staff
Manage
internal relief
pool &
Recruitment
Educator appraisals

Rep. on
selection board
Organise
relievers in
line with GCS
procedures
Monitor staff performance
Professional development opportunities
Consultation
Career pathways

Human Resources Management (HR)

Consultation
Financial responsibilities
Budget development, management & review
Develop &
manage budgets
Budget review and viability, monitoring
 Daily
responsibility
Financial reporting
Monthly finance
reports to GCS
Board
Income and expenditure
Daily
Payroll

Annual projections

Staff: Child ratios
Consultation
Committee
funds only to
KC &
Committee
Fundraising
only
Overall
Fee collection
Consultation
Daily
compliance
Invoicing
collection &
receipting
Cash received
at site only
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Fee setting

Early Start applications for funding
Submission
application
Consultation
Identify children
Payment of accounts and utility bills
Purchasing equipment/materials
Consultation
Fundraising
Consultation
Building Infrastructure and OH&S
Lease Agreements
Council &
non council
Consultation
In council
owned
buildings
Building maintenance
Oversee
Maintenance
Compliance
Report
In council
owned
buildings
Equipment maintenance
Consultation
Repairs
Building Insurance (contents)
Capital Grant applications for UAECE
Submission
Application
OH&S monitoring and reporting
OHS
committee
Risk Man
reporting systems
Accessibility
Implement
Policy
Consultation
Report to
KCM
Consultation
Links with the Community
Partnership with families & community
Formal via
Committees &
Policies
Daily
Links to other early childhood services
Chair EY
network
Participation
Links to local government including municipal early
years plan
Contribute to
Consultation
Attendance at local EC networks
Development of
Participation
Integration of early childhood education Ancillary
program and access to service
Implement
Implement
State Government policy agenda and legislation
The National Quality Agenda
Implement
Consultation
Compliance
Implementation of the NQF
Implement
Consultation
Compliance
Implementation of VEYLDF
Implement
Consultation
Compliance
Transition to School
Oversee process
Universal Access to ECE (15 hours)
Implement
Workforce strategy
Development
and
implementation
Early Start Program
Implement
Report
KCM Policy Framework
Reports
Consultation
Compliance
Consultation
Compliance
Implement
Consultation
Administration and Policy development
Data collection
Collection &
Submission
Provide data to
KCM
Application and allocation of places
Implement
Consultation
Operating patterns and sessions times
Setting
Organisational policies and procedures
Develop &
Implement
Service policies and procedures
Develop &
Implement
Brochures, promotion materials, websites,
newsletters etc.
Development
Quality control
Staff records
Consultation
Consultation
Consultation
Compliance
with
Consultation
Consultation
Distribution
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7. Glastonbury Organisational Charts
7A.
Early Years
Colac East
Kindergarten
Early Years
Early Years Manager
Kindergarten Cluster
Mangement
Kindergarten
Cluster
Early Years Team
Leader Colac
Early Years Team
Leader Geelong
Wydinia
Kindergarten
Winifred Nance
Kindergarten
ACT (Advancing
Country Towns)
Play Program
Hippy Program
Senior PLAY Prac
PLAY Geelong
PLAY Colac
Senior Prac
Senior Prac
Early Years
Practitioner
Early Years
Practitioner
Early Years
Practitioner
Colac Playgroup
Geelong
Coordinator
Colac
Coordinator
Geelong
Winchelsea
Coordinator
Mentor
Mentor
Mentor
Mentor
Mentor
Mentor
Mentor
Small Talk
Community
Programs
Small Talk Geelong
Coordinator
Community and Family
Liaison Worker
Small Talk Colac
Coordinator
Whittington
Mentor
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7B.
GCS Organisation Chart
Chief Executive Officer
Executive Assitant
Sandy Morrison
Amber Pett
General Manager
Client Services
Director, Research &
Community Engagement
Manager,
Operations
Chief Financial
Officer
Anneliese Knell
Sarah Leach
Sandy Roughly (Acting)
Crowe Howarth
Executive Assistant
Philanthropic Coordinator
Executive Assistant
Manager, Early Years
Voice of Child
Project Worker
Finance Officer
(and Payroll)
Community Relations Officer
Business Services
Administration Officer
Manager, Out of Home Care
Manager, Family &
Community Servcies
Volunteer Coordinator
ICT Officer
Manager, Strategic Projects
Quality, Risk and
OH&S Officer
Service Development
Project Officer
Reception
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8. Communication with GCS
8A. Office and website details
Colac Office Address:
Geelong Office Address:
52 b Rae Street, Colac
222 Malop Street, Geelong
Victoria 3250
Victoria 3220
Telephone:
Telephone:
5231 4740
5222 6911
Email: info@glastonbury.org.au
Emergency contact after hours:
0438 024 948
GCS Website:
www.glastonbury.org.au
Office hours:
Monday to Friday
9am to 5pm
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