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BAYOU CITY YOUTH ATHLETICS, INC 2012

2012 BYLAWS
Document Number 2012A001
Revision A

Revised May 19, 2012 for Review

Approved by the Bayou City Youth Athletic Board of Directors, May 24, 2012

Under Separate Approval, Article 5.14 Approved by the Bayou City Youth Athletic Board of Directors, June 14, 2012

BAYOU CITY YOUTH ATHLETICS, INC 2012

Table of Contents 2012 BYLAWS


Article No

Description

Page No.

Introduction

Mission Statement

Article 1

Name

Article 2

Objective & Responsibilities

Article 3

Structure

Article 4

Government

Article 5

Membership

10

Article 6

Meetings

12

Article 7

Violations & Penalties

13

Article 8

Appeals

14

Article 9

Amendments & Rule Changes

14

Article 10

Dissolution Provision

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BAYOU CITY YOUTH ATHLETICS, INC 2012

Introduction BCYA Mission Statement


1.1

Forward
Bayou City Youth Athletics, Inc. (BCYA) was chartered in 2002 in a response to a
desire to cease affiliation with our former football leagues and form an independent
league under the exclusive management and control of the member Franchises.
Charter members of the BCYA are Franchises that have been in operation since the
late 1960s and early 1970s.
We feel that the best of the other leagues have been implemented t help improve the
program. This program, came together to put the fun back into playing football by
allowing rules for weights and ages to be in the best interest of those children who
would not be allowed to play in other programs.
To help cut the cost for drill program while stepping up higher standards for the
cheer program by allowing more gymnastics and allowing the cheer program to be
fair for all. Furthermore, the drill program is governed by rules and regulations that
the Franchise drill team directors vote on themselves.
Concern for participating in the program was paramount. We believe they deserve a
quality program and the means to sustain in the future. Therefore, we have
judiciously examined the entire program and endeavored to develop reasonable and
workable rules and regulations. The dynamic character of this type of program
indicates that the job is never done. However, we believe that we have established a
sound program for those who follow us.

1.2

The BCYA will continue to exist and operate over the years in hopes to become one
of the foremost competitive football leagues in the Houston-Galveston area due to
largely to its willingness to accept new member Franchises. Some of these
Franchises have come in and greatly contributed to the operation of the
organization.

BAYOU CITY YOUTH ATHLETICS, INC 2012

Article 1 - Name
1.1

The name of this organization shall be Bayou City Youth Athletics, Inc.

1.2

This Corporation shall be organized in compliance with the Texas non-profit


corporation act. All-Member organizations, hereafter referred to as a Franchise,
shall be organized in compliance with this act.

1.3

This corporation shall hereafter be referred to as BCYA.

1.4

BCYA shall not discriminate in anyway due to race, color, creed or sex.

1.5

The Bayou City Youth Athletics, Inc is a non-profit unincorporated 501 (c) 3
organization.

1.6

The BCYA shall determine the geographical boundaries for the BCYA each calendar
year.

Article 2 Objectives & Responsibilities


2.1

To insure that each member understands, complies with, and accepts the overall
responsibility of upholding the BCYA bylaws.

2.2

To provide support for and coordinate all activities of the members that comprise of
the BCYA.

2.3

To provide a basis for parent and child relationships through athletic, social and
community projects.

2.4

To teach the basic fundamentals of football, dance drills and cheerleader drills for
the purpose of having a better understanding of each sport.

2.5

These programs shall provide every eligible applicant an opportunity to participate


and compete in every event within the BCYA schedule.

2.6

To instill character, responsibility, love and respect for our fellow man.

2.7

It shall be the responsibility of the BCYA to assist and coordinate the activities of the
various Franchises.

BAYOU CITY YOUTH ATHLETICS, INC 2012

Article 3 Structure
3.1

The BCYA shall be comprised of all authorized Franchises properly approved by the
BCYA Board of Directors.

3.2

Each Franchise must be organized in compliance with the Texas Non-profit


Corporation Act.

3.3

The overall governing body is comprised of the BCYA Board of Directors, which is
responsible for the establishment of the rules and regulations, expansion of the
program, and the preservation of the uniformity and ideals of the association.

3.4

The current BCYA, Inc. Rules & Regulations manual shall become a part of these bylaws, but under separate cover.

3.5

The BCYA Board of Directors shall be comprised of all Franchise Presidents.

3.6

The BCYA Officers are responsible for implementing and overseeing the rules and
regulations of the program per the requirements of the BYCA By-Laws.

3.7

The BCYA elected officers are comprised of nominated individuals that are elected
by the BCYA Board of Directors to preside over BCYA affairs.

3.8

The BCYA appointed officers are appointed individuals by the elected BCYA
President with the approval of the BCYA Board of Directors.

3.9

The BCYA Officers shall be comprised of all elected and appointed members.

3.10

The BCYA elected and appointed member positions shall be as follows:


Elected Officer Positions:
President
Vice President (2 positions)
Secretary (2 positions)
Treasurer
Appointed Officer Positions:
Athletic Director
Assistant Athletic Directors
Cheer/Dance Director
Assistant Cheer/dance Directors
Committee Leaders
Note: See Chart 3.1, Organization Overview for the BCYA governing structure

BAYOU CITY YOUTH ATHLETICS, INC 2012

Article 4 Government
4.1

The BCYA Officers, with the approval and direction from the Board of Directors,
shall administer the BCYA rules and regulations.

4.2

The fiscal year of the BCYA shall be the calendar year

4.3

Any expenditure exceeding $100.00 with the exception of those fixed amounts
stated in the annual BCYA budget previously approved, shall be approved by a
majority vote of the Board of Directors before disbursement.

4.4

No funds shall be allocated without prior authorization and the appropriate


approvals accompanied by an official signed Payment Request form.

4.5

The Board of Directors shall seek viable candidates for the BCYA elected positions
every two years (even numbered years).

4.6

All elected members may hold office for a term of two (2) complete years and are
eligible for re-election.

4.7

No person shall hold more than one BCYA elected or appointed position at one time.

4.8

All elections must have at least 2/3 of the eligible Board of Directors present in
order to hold a vote. The Board of Directors must sustain a majority vote to elect any
BCYA elected officer.

4.9

Any BCYA elected position becoming available during the season and/or after March
1 shall be filled immediately by special election.

4.10

Any elected officer may be removed from office by sustaining 2/3 of the votes with
at least 2/3 of the Board of Directors present.

4.11

The BCYA President with approval of the Board of Directors may remove any
appointed Officer from office.

4.12

Any BCYA officer that shows an inability to perform their duties of fails to make
three consecutive BCYA functions, meetings and/or events shall be subject to
removal.

4.13

Any decision or recommendation in reference to removal of a BCYA officer shall be


brought to the attention of the stated member both verbally and in writing.

4.14

All BCYA Officers have the right to appeal any disciplinary action set forth by the
Board of Directors or the BCYA president within seven (7) days of notification.

4.15

Any disciplinary appeal pertaining to an individual BCYA officer shall be heard and a
decision shall be rendered within fourteen (14) days of the disciplinary sanction
imposed date. Any member appealing disciplinary actions shall be suspended from
all BCYA activities until the appeal is resolved.

BAYOU CITY YOUTH ATHLETICS, INC 2012


4.16

The Board of Directors shall hear all appeals and a minimum of 2/3 of the Board of
Directors must be present to hold a vote. 2/3 of the votes must be sustained to
overturn any disciplinary decision.

4.17

The Board of Directors shall govern all actions of the elected and appointed officers.

4.18

The BCYA Officers, in addition to their required duties and upon election or
appointment as a BCYA officer, shall automatically assume the office and take
responsibility for said duties, all in a matter as described below:
President
1)

Shall be the principal executive officer of the BCYA and shall in


general, maintain overall responsibility, supervise and control all of
the business affairs of the BCYA.

2)

Shall preside at all meetings with the BCYA Franchise Presidents and
the BCYA Officers.

3)

Shall have the authority to coordinate and regulate all publicity with
any financial attachment by any media designed to extend beyond the
boundaries of a Franchise.

4)

Shall be responsible to maintain and manage all bylaws, rules &


regulations set forth by the BCYA Board of Directors.

5)

Shall negotiate and approve all contracts associated with agreements


between the BCYA and any other entity.

6)

Shall be the official representation of the BCYA.

7)

Shall audit all financial records on a monthly basis.

8)

Shall have the authority to authorize payments up to $100 for any


legitimate BCYA expense.

9)

Shall perform all other duties as may be prescribed by the BCYA


Board of Directors.

Vice President

1)

Shall act in the absence of the president or in the event of his/her


inability to perform said duties, and when acting, shall have all
powers, but be subject to all the restrictions set upon the president.

2)

Shall be primarily concerned with the needs of the football and


cheer/dance programs.

3)

Shall maintain and manage all insurance related directives, policies


and claims.

BAYOU CITY YOUTH ATHLETICS, INC 2012


4)

Shall, along with the Treasurer, be primary authorized user on all


BCYA banking accounts.

5)

Shall perform all other duties as may be prescribed by the BCYA


Board of Directors.

Secretary
1)

Shall act as recording secretary at all BCYA board meetings and BCYA
cheer/dance directors meetings.

2)

Shall provide minutes of meeting for approval for each BCYA board
meeting and cheer/dance directors meeting.

3)

Shall see that all notices are duly given in accordance with the
provisions of these by-laws or as required by law.

4)

Shall be the custodian of all corporate records.

5)

Shall manage and maintain organization website, email, post office


box and contact list.

6)

Shall perform all other duties as may be prescribed by the BCYA


Board of Directors.

Treasurer

1)

Shall have charge and custody of and be responsible for all BCYA
funds and securities.

2)

Shall, along with the vice president, be primary authorized user on all
BCYA banking accounts.

3)

Shall receive and give receipts for all cash, money orders and checks
payable to the BCYA from any source whatsoever, and deposit all such
funds in the name of the Bayou City Youth Athletics, Inc., in such a
financial institution that the BCYA Board of Directors shall deem
appropriate.

4)

Shall provide financial reports each month covering all corporate


deposits and expenditures.

5)

Shall keep an up to date running balance sheet on all BCYA banking


accounts.

6)

Shall not disburse any BCYA funds without an official BCYA Payment
Request, signed by the BCYA president ($100 or less) or approved by
the Board of Directors (greater than $100).

7)

Shall perform all other duties as may be prescribed by the BCYA


Board of Directors.

BAYOU CITY YOUTH ATHLETICS, INC 2012


Athletic Director
1)

Shall be responsible and have the authority to conduct the football


program in accordance with the rules and regulations of the BCYA
Board of Directors, and per the presidents wishes and/or mutual
agreement.

2)

Shall verify that all athletes registration forms have been properly
submitted and monitored.

3)

Shall be responsible for compliance of the minimum play rule for each
participant.

4)

Shall be responsible for all football rule interpretation for on the field
play.

5)

Shall be responsible to maintain and manage all official football rule


books and associated documents.

4)

Shall certify that each player assigned to the correct team roster
according to age and weight requirements.

5)

Shall serve as official liaison to the referee association. For


administrative duties, which include, supplying maps, schedules,
exchange of complaints and field reports.

6)

Shall provide weekly standings and statistics to the BCYA Board of


Directors.

7)

Shall be responsible to submit a budget to the BCYA Board of


Directors for approval for all football operations, which shall include
cost for play-offs, super bowl, additional bowl games and awards.

8)

Shall perform all other duties as may be prescribed by the BCYA


Board of Directors.

Assistant Athletic Directors

1)

Shall act in the absence of the athletic director or in the event of


his/her inability to perform said duties, and when acting, shall have
all powers, but be subject to all the restrictions set upon the athletic
director.

2)

Shall assist the athletic director with those duties assigned by the
athletic director or the board of directors.

3)

Shall perform all other duties as may be prescribed by the BCYA


Board of Directors.

BAYOU CITY YOUTH ATHLETICS, INC 2012


Cheer/Dance Director
1)

Shall be responsible and have the authority to conduct the


Cheer/Dance program in accordance with the rules and regulations
set forth by the BCYA Board of Directors, and per the presidents
wishes and/or mutual agreement.

2)

Shall verify that all athletes registration forms have been properly
submitted and monitored.

3)

Shall certify that each athlete is assigned to the correct team roster
according to age requirements.

4)

Shall handle competition arrangements and manage competition


programs.

5)

Shall brief judges, tabulators, and announcer on competition rules and


procedures.

6)

Shall secure judges, tabulators and announcer for competitions.

7)

Shall be responsible for submitting a budget to the BCYA board of


directors for approval for all cheer/dance operations, which shall
include cost for competitions, fundraisers and awards.

8)

Will be responsible for securing a proper gym and stadium for all
competition events, with the approval of the BCYA Board of Directors.

9)

Shall perform all other duties as may be prescribed by the BCYA


Board of Directors.

Assistant Cheer/Dance Directors


1)

Shall act in the absence of the cheer/dance director or in the event of


his/her inability to perform said duties, and when acting, shall have
all powers, but be subject to all the restrictions set upon the
cheer/dance director.

2)

Shall assist the cheer/dance director with those duties assigned by the
cheer/dance director or the board of directors.

3)

Shall perform all other duties as may be prescribed by the BCYA


Board of Directors.

Committee Leaders
1)

Shall be responsible for organizing, managing and informing the BCYA


president of all activities pertaining to the selected committee.

BAYOU CITY YOUTH ATHLETICS, INC 2012

Article 5 - Membership
5.1

The BCYA Board of Directors shall determine the number of Franchises within the
BCYA each year.

5.2

It shall be with the authority of the BCYA Officers to issue applications to any group
organized within the framework of the BCYA for the purpose of forming and
operating a Franchise.

5.3

Any new Franchise must submit a franchise application and an updated copy of
their Franchises by-laws. Application & by-laws must be presented to the BYCA
Board of Directors by Aprils Board of Directors meeting in order to be eligible for
membership. The Board of Directors must vote for admission of any new franchise
and a majority vote must be sustained for acceptance into the BCYA.

5.4

Any approval and acceptance for a new Franchise into the BCYA must be completed
by May 1 of each calendar year.

5.5

The league fee for all new teams joining the BCYA is eight hundred dollars ($800)
payable upon admittance; the league fee for any existing team eligible for
continuance in the BCYA is four hundred ($400).

5.6

All existing teams eligible to participate in the upcoming year shall submit a
commitment fee at the January Board of Directors meeting. Failure to submit said
fee shall eliminate the Franchise from eligibility into the league as a returning
Franchise.

5.7

All ineligible Franchises as of the January Board of Directors meeting shall only be
re-instated into the BCYA as a new Franchise and shall be applicable to all new
Franchise requirements and stipulations.

5.8

All new Franchises shall be on probation for the first calendar year. At the end of
the first year, the Board of Directors must vote for permanent membership of any
new eligible Franchise at the December Board of Directors meeting and a majority
vote must be sustained for permanent membership into the BCYA.

5.9

Any Franchise placed on probation in any given year shall be applicable to all new
Franchise requirements and stipulations, including but not limited to an additional
new Franchise league fee (payment due immediately), loss of voting privileges and a
requirement to participate in a re-vote for permanent membership back into the
BCYA at the December Board of Directors meeting.

5.10

Any Franchise on probation must weigh-in at least 15 contact football athletes per
level and 11 flag football athletes at the first scheduled weigh-in prior to final
membership approval into the BCYA for the current calendar year. Those

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BAYOU CITY YOUTH ATHLETICS, INC 2012


probationary Franchises in violation may be subject to immediate removal from
participating in the BCYA for the current calendar year.
5.11

Any permanent or probationary BCYA Franchise that fails to weigh-in the required
player minimum of 15 contact football athletes per level and 11 flag football athletes
at the first schedule weigh-in shall be required to pay a deposit of eight hundred
dollars ($800), payable to the BCYA, within seven (7) days after the first scheduled
weigh-in. A Franchise that fails to pay the required deposit amount of $800 in full
within seven (7) days shall be removed immediately from the BCYA for the current
calendar year.

5.12

If a Franchise pays a deposit for failing to weigh-in the require minimum at the first
scheduled weigh-in, then they may be reimbursed the full $800 deposit, if only that
Franchise does not incur a game forfeiture at any level for the first two weeks of
official games and that Franchise meets the required player minimum at the makeup weigh-in. Reimbursement shall be distributed immediately upon completion of
the make-up weigh-in.

5.13

Any Franchise that does not participate in the cheer competition or dance
competition shall be fined eight hundred dollars ($800), payable to the BCYA, within
seven (7) days after the scheduled event. A Franchise that fails to pay the required
fine amount of $800 in full within seven (7) days shall be removed immediately
from the BCYA for the current calendar year.

5.14

Any Franchise that fails to weigh-in the required player minimum by the completion
of the make-up weigh-in shall be placed on probation for the current calendar year
and the level in which failed to meet the required minimum shall not be eligible to
play in the post season, including play-offs, super bowl and any post season bowl
competitions sponsored by the BCYA. (APPROVED 6/14/2012)

5.15

Any Franchise that has an active paid deposit on file with the BCYA and incurs a
forfeiture shall not be eligible for deposit reimbursement.

5.16

Any Franchise that has an active paid deposit on file with the BCYA and does not
incur a forfeiture the entire year shall receive a full deposit reimbursement at the
end of the season.

5.17

Any Franchise that causes three (3) or more non-play days due to lack of
participation or mandated suspensions within one season at any level of play shall
be immediately removed from the BCYA for the current calendar year.

5.18

Any Franchise on probation shall not be allowed to vote on any decisions


determined by the Board of Directors.

5.19

All Franchises must maintain a good financial credit rating with the BCYA, paying all
fees and obligations when they become due and if required, maintaining and
providing financial records on any BCYA related transaction.

5.20

Participation for all BCYA events, functions, games, competitions, fundraisers and
meetings are mandatory for each Franchise.

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BAYOU CITY YOUTH ATHLETICS, INC 2012


5.21

Each Franchise shall operate in accordance with the by-laws, rules & regulations of
the BCYA.

Article 6 - Meetings
6.1

BCYA Board of Directors meeting shall be held at least once a month.

6.2

Mandatory attendance is required for all BCYA Franchises and officers at each
organized monthly scheduled Board of Directors meeting.

6.3

Mandatory participation is required for all BCYA Franchises and Officers for each
emergency Board of Directors meeting or conference call.

6.4

Any Franchise not represented at a scheduled meeting, conference call or more than
thirty (30) minutes late from the actual meeting or conference call start time will be
assessed a fine payable to the BCYA.

6.5

Attendance at the BCYA Board of Directors meetings shall be limited to the


following:
a)
b)
c)
d)

BCYA Board of Directors or his/her designated representative;


BCYA Officers;
Additional club members, individuals or groups having business before
the BCYA Board of Directors may attend with prior approval of the
BCYA president;
Any party interested in the BCYA business may attend but may not
voice an opinion unless directed to do so by the BCYA president.

6.6

Attendee(s) not meeting stated criteria for attendance in article 6.3 shall be asked to
leave.

6.7

The BCYA president may call an emergency meeting, provided that a forty-eight
(48) hour notice is provided and the reason for such a meeting must be stated,
which will be the only topic of discussion at such a meeting.

6.8

Actions, plans or decisions under new business or not identified within the meeting
agenda may not be voted upon during that meeting. Those items may be discussed
but may not render a vote.

6.9

All actions, plans and decisions shall require a majority vote prior to execution,
unless otherwise stated in this document. Each eligible Franchise has the right to
exercise only one vote for actions, plans and/or decisions brought before the Board
of Directors.

6.10

With the best interest of the BCYA in mind, the BCYA President can veto any action,
plan or decision decided by a majority vote. All actions, plans or decisions vetoed by

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BAYOU CITY YOUTH ATHLETICS, INC 2012


the BCYA President must be presented in writing to the Board of Directors outlining
the reasons of declination.
6.11

Any action, plan or decision vetoed by the BCYA President can be overturned by a
re-vote, which requires at least 2/3 of the Board of Directors to be present and
sustain an overturning vote of at least 2/3.

Article 7 Violations & Penalties


7.1

The BCYA Board of Directors may assess penalties of any nature, including
expulsion, fines, loss of games and/or elimination of play-off games for violation of
any by-law, rule or regulation contained in this manual.

7.2

All violations of the rules and regulations in this manual must be reported in writing
to the BCYA president, BCYA athletic director, BCYA cheer/drill director or any
other BCYA officer for investigation.

7.3

BCYA president shall lead all investigations for reported violations, which shall be
resolved with full cooperation from the accused Franchise or from the Franchise the
person or persons represent. If for any reason, said Franchise elects not to fully
comply, then that Franchise will be found in contempt and disciplinary actions shall
be assessed against the Franchise accordingly.

7.4

The BCYA President shall present recommendations for disciplinary measures


resulting from the investigations to the Board of Directors. A majority vote of the
BCYA Board of Directors shall be required for all disciplinary actions.

7.5

Penalty assessment shall be assessed to the Franchise of which the person or


persons that are found in violation, represents or is a member of said Franchise. A
majority vote of the BCYA Board of Directors is required for such action.

7.6

Payments for all fines assessed by the Board of Directors shall be made to the BCYA
prior to the next BCYA scheduled appointment, event, game, competition, meeting
or function.

7.7

Payments of fees, charges, dues and/or commitments shall be paid by the scheduled
due date and time.

7.8

Payments not received in compliance to Article 7.6 and 7.7 above, shall call for
immediate suspension of all BCYA privileges, games, events and competitions until
payment has been submitted in full. If payment is not submitted within 30 days, the
person, persons or Franchise shall be immediately removed from the BCYA for the
current calendar year.

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BAYOU CITY YOUTH ATHLETICS, INC 2012


7.9

Any BCYA mandated forfeitures due to suspensions or expulsions are still the
responsibility of each Franchise and said Franchise shall be held accountable for any
and all penalties issued based on forfeiture of activities.

7.10

Suspension or expulsion of any person, persons or Franchise found to be in violation


shall take a majority vote of the BCYA Board of Directors.

7.11

Suspension or expulsion of any person or persons found to be in violation and that


person or persons do not comply with said penalty, the associated Franchise shall
be further penalized.

Article 8 Appeals
8.1

Appeals of assessments, suspensions, or expulsions must be made in writing within


ten (10) days of when the BCYA board assessed the penalty. The BCYA board must
hold a hearing as soon as possible. The person, persons or Franchise of said appeal
may bring witnesses to be heard in this matter. After hearing the facts in this matter
the BCYA board and BCYA Board of Directors will review the facts and render a
decision.

Article 9 Amendments & Rule Changes


9.1

This manual or any section thereof may be amended if 2/3 of the eligible BCYA
Board of Directors are present and 2/3 of the votes are sustained within the first
quarter of each calendar year at any Board of Directors meeting. Said amendments
shall only be in effect for that calendar year and will not become a permanent
change until the next calendar year.

9.2

A written copy of said amendment must be given to all BCYA Board of Directors. It
shall be the BCYA Board of Directors responsibility to notify their Franchise
members of said amendment.

9.3

Suggestions for permanent changes in this manual must be submitted in writing


showing how said rule change to read.

9.4

Any suggested amendment to this manual or sections thereof presented after the
first quarter of the current calendar year may not be incorporated in the current
calendar year, but instead must be noted and tabled for consideration in the first
quarter of the following year.

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BAYOU CITY YOUTH ATHLETICS, INC 2012


9.5

After one (1) complete calendar year of applying the amendments, the Board of
Directors shall permanently amend the manual or any section thereof by a majority
vote to approve change.

9.6

Once the manual or section thereof has been revised, in the proper manner, it
cannot be revised for a period of one (1) year.

Article 10 Dissolution Provision


10.1

Upon the dissolution of the corporation, the corporation shall, after paying or
making provision for the payment of all of the liabilities of the corporation, dispose
of all the assets of the corporation exclusively for the charitable, educational,
religious or scientific purposes as shall at the time qualify as an exempt
organizations under 501 c (3) of the internal revenue code of 1954(or the
corresponding provision of any future united states internal revenue law), as the
corporation shall determine. Any of the assets not so disposed of shall be disposed
of by a court of competent jurisdiction of the county in which the principal office of
the corporation is then exclusively for such purposes or to such organization or
organizations as said court shall determine which are organized operated
exclusively for such purposes.

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