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Council Meeting – 3rd June 2024

IN THE COLERIDGE HUNDRED OF THE SOUTH HAMS OF DEVON

The following Councillors are summoned to attend:
Cllr J. Abbey (Chair), Cllr M. Crowson, Cllr I. Mitchelmore, Cllr C. Staines, Cllr J. Waters, Cllr P. Osborne, Cllr S. Lange and Cllr I. Luscombe.

Cllr J. Brazil and Cllr L. Lawford, Kate Payne (FSC) and members of the public are invited to attend.

The next meeting of the Parish Council held on Monday 3rd June 2024, at Slapton Village Hall (main hall), at 7.00 pm.

If any parishioners wish to speak at the meeting, please submit your papers or questions by email to clerk@slaptonparishcouncil-devon.gov.uk 48 hours in advance of the meeting. The public comment section is 15 minutes in duration with 3 minutes allocated per person.

AGENDA

1) APOLOGIES FOR ABSENCE

2) DECLARATIONS OF INTEREST

Councillors are invited to declare any disclosable interest they may have in any items to be considered. They are also reminded to consider whether, in the light of recent activities, any items within their Register of Interests should be updated.

3) PUBLIC COMMENT

4) POLICE REPORT: None

5) DCC HIGHWAYS – alternative inland routes: Jonn Fewings – see separate document (5)

6) COUNTY AND DISTRICT COUNCILLOR REPORTS

a. Cllr J. Brazil

b. Cllr L. Lawford

7) MINUTES OF THE ANNUAL MEETING OF THE PARISH COUNCIL HELD ON 13TH MAY 2024, if agreed, to be signed by the Chair as a true and correct record – see separate document (7).

8) PLANNING

a. Applications (for resolution)

i. 1346/24/CLE Higher Coltscombe Cottage Slapton TQ7 2QE
Certificate of lawfulness for existing domestic outbuilding for storage & parking.
PC is not a statutory consultee on certificates of lawfulness – any comments on historic usage to be submitted by14.06.24

ii. 1432/24/HHO Blacklands Farm 2 Orchard Coombe Barns Slapton TQ7 2QE
Householder application for proposed roof lights to front & rear elevation
PC comments by 27.06.24

b. Decisions (for information only)

i. 1240/24/TPO Kippax 2 Chantry Hill Slapton TQ7 2QY
T1: Ash – remove, decay present, suspected dieback, Ivy infestation. T2: Poplar – crown reduce by 3m overall (if T1 is removed, growing into T1, multiple trunk bifurcation, risk of failure.
SHDC Decision: Refused 21.05.24

c. Trees Works (for information only – Tree Wardens will assess and comment): None

d. Withdrawn (for information only): None

9) MATTERS FOR DISCUSSION

a. Neighbourhood Plan: Having reviewed information provided by Strete and the offer of attending a meeting by Stoke Flemming, what are the PC’s thoughts or next steps? – See separate documents (9a 1 and 9a 2)

10) PROPOSALS FOR RESOLUTION

a. Co-option of new Councillor: Giles Sutton
b. Signage: Does the PC approve the installation of a Slapton Village Community Shop sign on the fencing in the Park and Walk, opposite the camp site?
c. Verge between Bus Stop and South Grounds Farm: Does the PC wish to progress with restoration of this verge?
d. Leaking water pipe at entrance to Tower Inn between the Round House and Arches: Does the PC wish to contact homeowners to request that this is repaired to prevent further erosion of the road surface and slippery ice during cold weather?
e. Bank on Brook Street: Does the PC wish to contact the landowner to request that the vegetation on the bank is cut/managed to prevent further fallen branches and landslides?

11) MATTERS IN ABEYANCE: None

12) CLERK’S REPORT

a. See separate document (12a)

13) CHAIR’S REPORT

a. Verbal update from Chair on any matters arising since the May PC meeting

14) COUNCILLOR UPDATES

a. Verbal update from Cllr P. Osborne on OPCC

15) REVIEW OF ACTION LOG

a. Cllr updates on any pending actions/actions requiring a status update in the action log – see separate document (15a)

16) FINANCIAL MATTERS

a. Payments to approve: Does the PC approve the payments below, which have been examined, verified and certified by the Clerk and RFO? – see separate document (16a)

Payment no Details of payment Amount GBP Paid for noting
33 Salcombe Dairy ice creams (Community Cinema). Invoice no: 54970, dated 14.05.24 129.60

108.00 + 21.60 VAT

VISA 34 Land registry search. Ref: 1000005139966, dated 20.05.24 6.00
VISA 35 Zoro west country shovel (Devon spade) for Road Warden. Invoice no: 161499909, dated 20.05.24 27.99

23.33 + 4.66 VAT

VISA 36 Amazon Services Europe garden waste bags x 3 for Road Warden. Invoice no: DS-ASE-INV-GB-2024-218846458, dated 20.05.24 17.99

14.99 + 3.00 VAT

37 Nick Mathias May mowing. Invoice no: 1823/25, dated 25.05.24 373.44
38 Nick Walker Printing 450 A5 flyers (CSG) and 6 laminated posters (PC). Invoice no: SI-93080, dated 27.05.24 77.00

73.00 + 4.00 VAT

39 Clerk’s salary May plus £24 WFH allowance 783.20
40 HMRC tax and NI for May 62.00
DD 41 VC Warehouse June phone. Invoice no: TBC, dated 01.06.24 11.94

9.95 + 1.99 VAT

42 Woolston Accounts May payroll. Invoice no: TBC, dated 01.06.24 20.00

 

b. Balance at Bank

Balance as per bank statements on 21.05.24 Amount GBP
Events Treasurers Account 0
Treasurers Account 11,124.35
Instant Access Savings Account 13,942.60
Total 25,066.95

 

c. Receipts summary 

Receipts as per bank statements on 21.05.24 Amount GBP
Events Treasurers Account 0
Treasurers Account 0
Instant Access Savings Account 12.08
Total 12.08

 

d. Bank transfers between accounts, updates to cost centres and ringfenced reserves for information only:

i. £2,400.00 Precept moved from Treasurers Acct to Savings Acct and into Operational Float reserves

ii. £365.68 Community Café c/f from 23-24 moved from Treasurers Acct to Savings Acct and into Community Café ringfenced reserves so total Community Café ringfenced reserves for winter 24-25 = £1,565.68

iii. Moved £140.98 from Savings Acct (Election ringfenced reserves) to Treasurers Acct to pay administration costs to SHDC for last year’s non-contested elections so now £1,859.02 remaining in Election ringfenced reserves in Savings Acct

iv. Moved £256.43 from Events Treasurers Acct to Treasurers Acct (proceeds from Film 3 Community Cinema)

v. Ringfenced an additional £298.99 of Community Cinema monies (Film 3 excess). Still in Treasures Acct, bringing total (before Film 4) to £498.49

17) AOB

Next Parish Council meeting will be held on
Monday 1st July at 7.00 pm at Slapton Village Main Hall.

Signed: Bella Moor, Clerk 28th May 2023

 

DRAFT MINUTES 

Those in attendance:
Cllr J. Abbey, Cllr I. Mitchelmore, Cllr C. Staines, Cllr S. Lange, Cllr P. Osborne, Cllr I. Luscombe and Cllr J. Waters (arrived at 7.10)

John Fewings and Lisa Edmonds (DCC Highways) were also in attendance (arrived 7.00 pm and left 7.45).

33:24 APOLOGIES FOR ABSENCE: Cllr Crowson – away on holiday, Cllr Brazil – Council in purdah so no council business to report and Cllr Lawford – unwell.

34:24 DECLARATIONS OF INTEREST: Cllr Osborne and Cllr Abbey declared an interest in item 41:24 b Slapton Village Community Shop signage as they both volunteer there and Cllr Osborne is also Chair of the Shop Committee. It was agreed that they would participate in discussions but would not vote on the matter. Cllr Mitchelmore declared an interest in item 41:24 e Bank at Brook Street as he neighbours the land in question. It was agreed that he would participate in discussions but would not vote on the matter.

35:24 PUBLIC COMMENT: None

36:24 POLICE REPORT: None

37:24 DCC HIGHWAYS: John Fewings (Neighbourhood Highway Manager) and Lisa Edmonds (Neighbourhood Highway Officer).

a. John explained that he looks after 3 Neighbourhood Highway Teams and has been working with Josh Manning from DCC’s Highway Planning Team to consult local Parish Councils on the alternative inland routes, in the event that there is partial or full closure of the A379 Slapton Line. They have already had the opportunity to speak with Stokenham and Strete Parish Councils. Currently there is a three-fold approach to the A379 Slapton Line:
• Routine maintenance: carried out by DCC
• Protection: being considered by SHDC and DCC, who are working with the Slapton Line Partnership.
• Longer term resilience: being considered by DCC. This includes deciding the most suitable alternative inland routes and how to improve these, if the A379 is closed, undermined or breached, as local people will have to rely on the back routes.

b. An updated map of the alternative inland routes was shared and Lisa explained these routes. She said that the routes from Slapton to Strete/Dartmouth worked well during the partial closure of the A379 Slapton Line (at Strete Gate end) in 2018/19 and that upgrades to these routes were carried out between 2018 – 2020. Lisa confirmed that Highways cannot make any further information about these improvements available to the PC as they do not have records of the improvements they made. John explained that the work included hedge cutting, widening and patching. Lisa said you should be able to tell where there are passing bays but it may not be so obvious now [due to the passing of time].

c. John explained that Highways were able to use monies left over from the realignment of the A379 Slapton Line between in 2018/19 and about £200k has been carried forward from this funding, which remains earmarked for further resilience works. There was further discussion about work that had already been done on the routes from Slapton to Strete/Dartmouth, which included hedge cutting and resurfacing.

d. Lisa confirmed that she knows the alternative inland routes well as she has driven and walked them extensively. She explained that the improvements to these routes would include ploughing, sweeping and ditching to address flooding on some of the routes. Lisa also explained that further resilience works will include enhancing what is already there by digging out, where people have made their own passing places, to create new passing places but it will not include the acquisition of more land or compulsory purchase.

e. The PC raised the issue of flooding at Deer Bridge, meaning that is not an alternative inland route for most vehicles during wet months. Lisa confirmed that Highways won’t be doing anything to remedy this like dredging and it is unlikely the Environment Agency will either (it is a SSSI) so residents will just have to take the longer route via Coles Cross to get to Stokenham or Chillington.

f. The PC raised the issue of the narrow bridge at Forder. Lisa confirmed there would not be width restriction signage at this location. John explained that a wider wayfinding and signage strategy would be put in place.

g. There was further discussion about road surfaces and Lisa disagreed that some were in poor condition because they had been upgraded as part of the works between 2018 – 2020. However, she confirmed that the stretch of about 600m from the bridge at Forder to Cornish Post had not been included in these works and still needs resurfacing.

h. John further explained that the types of interventions Highways are considering include:
• Wayfinding and signage strategy
• Upgrades to existing passing placing places
• New passing places
• Safety improvements at junctions

i. There was discussion about the costs involved for satisfactory upgrades to the inland routes and the PC questioned whether the money would be better spent by diverting it to protection/repair of the A379 Slapton Line instead. John confirmed that the money was earmarked for Highways and could not be spent on coastal protections. There was further discussion about the importance of new passing places in the most necessary locations even if that means fewer passing places overall i.e. less passing places in the right locations. John agreed and explained that the consultations with Parish Councils will be an ongoing process.

j. The PC asked about plans to maintain passing places so that they remain usable and were told by Lisa that would be part of routine maintenance.

k. There was further discussion about the PC’s concerns as follows:

• Emergency services access. Lisa and the Chair confirmed that the Dartmouth fleet can access Slapton via the back routes; and
• Access to Slapton for deliveries and by caravans/camper vans using the campsite. Lisa explained that if one end of the A379 Slapton Line is lost this won’t be a problem and confirmed there was still access from Kingsbridge whilst the road was realigned after the 2018 damage. No solution was offered if the entire A379 Slapton Line is lost.

l. John explained that vehicle surveys had been carried out to understand the amount of traffic using the A379 Slapton Line and that vehicle modelling would also be conducted (this will help in any requests for additional funding for longer term resilience upgrades).

m. John explained that discussions were not a one off, Highways would continue to work with Parish Councils and will keep them updated via the Slapton Line Partnership. He also asked whether the Parish Council would be able to facilitate negotiations with landowners if land acquisition or other arrangements with landowners are required. The PC confirmed that they would.

n. The PC thanked John and Lisa for their time and explained that they were reassured that Highways will work with Parish Councils to agree the final plans for improvements.

o. Finally, Cllr Osborne asked why he had not received a response from Lisa regarding numerous emails he has sent regarding the PC’s key Highways priorities. Lisa explained that either she had not received them because Cllr Osborne had got her email wrong or that she had overlooked them because they had not come from a clerk@email. The Clerk confirmed that she has copies of all the email that Cllr Osborne has sent to Lisa and will forward them from the clerk@ email. Clerk to action.

38:24 COUNTY AND DISTRICT COUNCILLOR REPORTS: None

39:24 MINUTES OF THE ANNUAL MEETING OF THE PARISH COUNCIL HELD ON 13TH MAY 2024 were agreed unanimously and signed by the Chair as a true and correct record.

40:24 PLANNING

a. Applications (for resolution)

i. 1346/24/CLE Higher Coltscombe Cottage Slapton TQ7 2QE
Certificate of lawfulness for existing domestic outbuilding for storage & parking.
PC is not a statutory consultee on certificates of lawfulness – any comments on historic usage to be submitted by14.06.24.
It was resolved unanimously that the PC has no useful information to share about historic usage.

ii. 1432/24/HHO Blacklands Farm 2 Orchard Coombe Barns Slapton TQ7 2QE
Householder application for proposed roof lights to front & rear elevation
PC comments by 27.06.24.
There was discussion about the application and it was noted that the adjacent property has 3 Velux windows on the east elevation and that both adjacent properties to the west elevation have 1 and 2 Velux windows respectively. It was noted that a previous non-material minor amendment to planning consent 44/2799/11/F for new conservation roof lights to Unit 2 application had been rejected as it was not considered by SHDC as a non-material minor amendment and a new planning application should be made. Cllr Mitchelmore proposed, Cllr Lange seconded and it was resolved unanimously that the PC had no comment to make assuming that the Velux windows were in keeping with adjacent properties. Clerk to action.

b. Decisions (for information only)

i. 1240/24/TPO Kippax 2 Chantry Hill Slapton TQ7 2QY
T1: Ash – remove, decay present, suspected dieback, Ivy infestation. T2: Poplar – crown reduce by 3m overall (if T1 is removed, growing into T1, multiple trunk bifurcation, risk of failure.
SHDC Decision: Refused 21.05.24

c. Trees Works (for information only – Tree Wardens will assess and comment): None

d. Withdrawn (for information only): None

41:24 MATTERS FOR DISCUSSION

a. Neighbourhood Plan: Having reviewed information provided by Strete and the offer of attending a meeting by Stoke Flemming, what are the PC’s thoughts or next steps? There was discussion about the amount of time it takes to develop a Neighbourhood Plan and it was agreed that more information would be useful to establish the rewards verses effort. Cllr Lange proposed, Cllr Waters seconded and it was resolved unanimously that Struan Coupar from Stoke Fleming PC should be invited to a future PC meeting. Clerk to action.

42:24 PROPOSALS FOR RESOLUTION

a. Co-option of new Councillor: Giles Sutton. Cllr Abbey explained that she and Cllr Osborne together with the Clerk had met with Giles. Cllr Abbey feels that Giles would be a good addition to the Parish Council and would be able to bring the perspective of parishioners living in Hansel and the outer Parish. Cllr Osborne explained that Giles was very keen and has the right skill set. He is ex-military and an ex police officer. He has recently stepped down, after long service, from a leadership role in a church in Kingsbridge. It was resolved unanimously to co-opt Giles Sutton onto the PC. Clerk to complete checks and paperwork.

b. Signage: Does the PC approve the installation of a Slapton Village Community Shop sign on the fencing in the Park and Walk, opposite the camp site? Cllr Osborne explained that the camp site now has its own small shop selling bread, milk etc. Slapton Village Community Shop is mentioned in camp site information but the Shop Committee feel that many campers are not aware of the Village Shop. As such, the Shop Committee would like to place a permanent sign on the fence (owned by the PC) as permanent A boards are not permitted on verges. The sign would be easily visible to campers and those parking at the Park and Walk too. Cllr Lange proposed, Cllr Luscombe seconded and it was resolved unanimously that Slapton Village Community Shop could place a permanent sign on the fence. Cllr Osborne and Cllr Abbey were not included in the voting due to their declarations of interest. Clerk to inform Shop Committee of the decision.

c. Verge between Bus Stop and South Grounds Farm: Does the PC wish to progress with restoration of this verge? It was noted that DCC Highways will not grant permission for any kerbing, tree planting or verge protection posts and concerns were shared about the longevity of any repairs without additional protection. Cllr Abbey proposed, Cllr Mitchelmore seconded and it was resolved unanimously to not carry out repairs at present and to revisit the issue if mud from the verge impacts nearby drainage.

d. Leaking water pipe at entrance to Tower Inn: Does the PC wish to contact property owners to request that this is repaired to prevent further erosion of the road surface and slippery ice during cold weather? It was noted that when the PC approached South West Water about this issue in the past, they confirmed it was the responsibility of the two properties that the pipe serves. Cllr Osborne explained that a nearby resident had reported the issued to South West Water on two occasions more recently and that it had been repaired. Cllr Luscombe added that each time it is repaired, the pipe leaks further up (away from the stop cock). Cllr Osborne proposed, Cllr Abbey seconded and it was resolved unanimously that, as a first step, the Clerk should contact South West Water to request that it is repaired again. Clerk to action.

e. Bank on Brook Street: Does the PC wish to contact the landowner to request that the vegetation on the bank is cut/managed to prevent further fallen branches and landslides? There was a brief discussion about the fallen tree last summer and landslide last winter. It was agreed that the bank was top heavy and managing the vegetation would reduce the risk of future fallen branches and landslides, especially in the event of windy and very wet weather. Cllr Osborne proposed, Cllr Staines seconded and it was resolved to write to the landowner to request that the bank is managed. 5 votes for and 1 abstain. Cllr Mitchelmore was not included in the voting due to his declaration of interest. Clerk to action.

43:24 MATTERS IN ABEYANCE: None

44:24 CLERK’S REPORT

a. See separate document (12a). Cllr Osborne thanked the Clerk for ensuring that the internal audit confirms substantial assurance of sound governance, controls and risk management.

45:24 CHAIR’S REPORT

a. The Chair advised the following:
i. The CSG have been distributing leaflets.
ii. The Clerk will invite Tony from the Coleridge Bus to the September full council meeting. Clerk to action.
iii. The Chair has received and responded to a parishioner planning query.
iv. DALC are running webinars on how Parish and Town Councils can work effectively with DCC Highways. Cllr Osborne and the Clerk confirmed they are attending one on Wednesday 5th June.
v. Reminder that 3x Cllrs meeting South West Water – 11.30 at Sewage Treatment Works. Clerk will send final arrangements. Clerk to action.
vi. A Water Restoration Fund application is being made by local catchment groups and the Clerk will write a letter of support from the PC (agreed by all) as the bid is for the development of Catchment Plans that include the River Gara and Slapton Ley.
vii. The Chair will attend the free training about community emergency planning in Uffculme on 12th June.
viii. Cinema 4 All equipment was not available, which is why the screening didn’t go ahead on Saturday. The Chair will ask the Village Hall Committee if Jack and Bella can attend on Wednesday 12th June at 7 pm to discuss the equipment situation. Chair and clerk to action.
ix. Cllr Lange and the Chair need to agree a date for the Clerk’s appraisal. Clerk to action.

46:24 COUNCILLOR UPDATES

a. Verbal update from Cllr P. Osborne on OPCC.
i. Cllr Osborne explained that the Police and Crime Commissioner’s three key priorities at present are as follows:
• Violence against women
• Dangerous drugs
• Vulnerability and victimisation reduction – includes rogue trading
ii. Cllr Osborne recently attended an online meeting with the Commissioner, who was happy to share her own mobile contact details with Cllrs.
iii. During the meeting, they discussed the community Speed Watch programme and it was confirmed that if 3 speeding offences are recorded, the police will visit and any abusive behaviour towards Speed Watch volunteers will result in a police visit too.
iv. Devon and Cornwall Police have a new website that shows crime maps. The only draw back is that it doesn’t discriminate between violent crime and sexual offences.
v. A community grant scheme is available (total fund £200k), with a limit of £5k per application for initiatives that tackle crime prevention and drug use etc., which are is not particularly relevant to Slapton.

47:24 REVIEW OF ACTION LOG

a. Cllr updates on any pending actions/actions requiring a status update in the action log.

i. 27:24 a vii: Strim FP2 as soon as possible. Clerk to arrange date for herself, Cllr Lange and Cllr Luscombe. It was agreed that this would be done after 22nd June when Cllr Luscombe is available.
ii. 30:24 a: Obtain posts from Road Warden store for installation at Park and Walk and then liaise with Cllr Mitchelmore and Cllr Luscombe regarding installation. The Clerk confirmed that the posts were at her house and that she has already made the signs. It was agreed that these would be installed on 10th June.

48:24 FINANCIAL MATTERS

a. Payments to approve: Does the PC approve the payments below, which have been examined, verified and certified by the Clerk and RFO? It was resolved unanimously to make the following payments, Clerk to action:

 

Payment no Details of payment Amount GBP Paid for noting
33 Salcombe Dairy ice creams (Community Cinema). Invoice no: 54970, dated 14.05.24 129.60

108.00 + 21.60 VAT

 
VISA 34 Land registry search. Ref: 1000005139966, dated 20.05.24 6.00  Paid
VISA 35 Zoro west country shovel (Devon spade) for Road Warden. Invoice no: 161499909, dated 20.05.24 27.99

23.33 + 4.66 VAT

 Paid
VISA 36 Amazon Services Europe garden waste bags x 3 for Road Warden. Invoice no: DS-ASE-INV-GB-2024-218846458, dated 20.05.24 17.99

14.99 + 3.00 VAT

 Paid
37 Nick Mathias May mowing. Invoice no: 1823/25, dated 25.05.24 373.44  
38 Nick Walker Printing 450 A5 flyers (CSG) and 6 laminated posters (PC). Invoice no: SI-93080, dated 27.05.24 77.00

73.00 + 4.00 VAT

 
39 Clerk’s salary May plus £24 WFH allowance 783.20  
40 HMRC tax and NI for May 62.00  
DD 41 VC Warehouse June phone. Invoice no: Invoice no: 1013951, dated 01.06.24 11.94

9.95 + 1.99 VAT

 
42 Woolston Accounts May payroll. Invoice no: 0386, dated 31.05.24 20.00  
43 Nick Mathias May Road Warden. Invoice no: 1832/25, dated 31.05.24 366.92  

 

b. Balance at Bank

 

Balance as per bank statements on 21.05.24 Amount GBP
Events Treasurers Account 0
Treasurers Account 11,124.35
Instant Access Savings Account 13,942.60
Total 25,066.95

 

c. Receipts summary

 

Receipts as per bank statements on 21.05.24 Amount GBP
Events Treasurers Account 0
Treasurers Account 0
Instant Access Savings Account 12.08
Total 12.08

d. The following bank transfers between accounts, updates to cost centres and ringfenced reserves for information only were acknowledged by the PC:

i. £2,400.00 Precept moved from Treasurers Acct to Savings Acct and into Operational Float reserves.
ii. £365.68 Community Café c/f from 23-24 moved from Treasurers Acct to Savings Acct and into Community Café ringfenced reserves so total Community Café ringfenced reserves for winter 24-25 = £1,565.68.
iii. Moved £140.98 from Savings Acct (Election ringfenced reserves) to Treasurers Acct to pay administration costs to SHDC for last year’s non-contested elections so now £1,859.02 remaining in Election ringfenced reserves in Savings Acct.
iv. Moved £256.43 from Events Treasurers Acct to Treasurers Acct (proceeds from Film 3 Community Cinema).
v. Ringfenced an additional £298.99 of Community Cinema monies (Film 3 excess). Still in Treasures Acct, bringing total (before Film 4) to £498.49.

49:24 AOB

i. Cllr Lange explained that he had received and responded to an email from a Stokenham parishioner about overnight parking at Strete Gate and people walking and running along the A379 Slapton Line.
ii. Cllr Staines offered his apologies for the next full council meeting as he will be away on holiday.
iii. Cllr Mitchelmore advised that there is a missing jubilee clip on the dog bin outside the church. Clerk to report.
iv. Cllr Mitchelmore also advised that a location has been found for storage of the hearse, currently parked outside the children’s playground at Greenbanks.

Next Parish Council meeting will be held on
Monday 1st July at 7.00 pm at Slapton Village Main Hall.

Signed:                                                                                           Date:

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