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Illinois Youth Rugby Association
446 N. Wells St.
Suite 194
Chicago, IL 60654
Contact Executive Committee

About Rugby

BYLAWS

Article 1. Organization Name

1.1. The name of this organization shall be the Illinois Youth Rugby Association, hereinafter referred to as iYRA, and shall be affiliated with the Midwest Rugby Football Union (MWRFU) and United States Rugby Football Union (USA Rugby). It shall operate in the state of Illinois of the United States of America.

Article 2. Organization Purpose

2.1. The Illinois Youth Rugby Association is organized exclusively for fostering national and international amateur rugby competition, combating community deterioration and juvenile delinquency and contributing to the health of the youth of Illinois through sponsoring and conducting programs dedicated to the promotion of physical activity and fitness purposes under section 501(c)3 of the Internal Revenue Code, or corresponding section of any future Federal tax code.

2.2.The objective of IYRA shall be to develop, promote, and administer the game of Rugby Union in the Illinois area, consistent with the policies and procedures of the MWRFU and USA Rugby, at the high school and youth levels of play.

2.3 To foster an environment in which participation in the sport is encouraged for all those with an interest, regardless of race, religion or gender.

2.4. To develop the financial resources necessary to carry out these stated objectives, and disperse funds as approved by the iYRA membership.

2.5. To support and assist the local referee’s society.

Article 3. Terms and Responsibilities of Membership

3.1. Membership in iYRA shall be open to any club interested in the promotion and development of Rugby Union that agrees to conform to the policies and procedures of iYRA as set forth in these bylaws. Membership shall be on a calendar year (January 1st to December 31st) basis.

3.2. Initial Application for membership shall be submitted in writing to the President of iYRA. The iYRA Executive Committee (see Article 4) shall decide approval of membership by a simple majority. Termination of membership shall be decided by a two-thirds majority vote of those members present who are in good standing and eligible to vote at an iYRA General Meeting. Each team shall submit annually with their dues a membership renewal form available from the iYRA Secretary providing updated contact information, assignable referee, etc.

3.3. Full Membership in iYRA with voting rights shall be reserved for clubs actively involved in playing rugby and in good standing. Good standing requires all of the following:

3.3.1. Full payment of iYRA dues and fees.
3.3.2. Full payment of referee fees.
3.3.3. CIPP-registered with USA Rugby (club, 15 players and coaching staff minimum).
3.3.4. A USA Rugby certified coach
3.3.5. An assignable referee (USA Rugby Level 1 certified).
3.3.6. At least one USA Rugby certified touch judge available for all matches.
3.3.7. Submission of an annual membership renewal form.
3.3.8. Ensures the presence a qualified athletic trainer, or EMT certified or better at every game.
3.3.9. Submission of a signed iYRA Code of Conduct statement from every adult leader affiliated with said club. (see attached)
3.3.10. Full compliance with iYRA Bylaws and Executive Committee decisions.
3.3.11. Appropriate representation at all iYRA bi-annual meetings.
3.3.12. Maintenance of up-to-date contact information for 3 club officials with the Secretary.
3.3.13. Submission by each player participating in the Member club’s activities a completed iYRA Player Participation Form. Copies of said form will be maintained by a designated officer of each Member club.
3.3.14. All clubs functioning as iYRA Members at the date of Bylaws ratification (11/19/06) shall be considered Full Members and will be granted a grace period of 1 year (11/19/07) to comply with Articles 3.3.4, 3.3.5 and 3.3.6 of the iYRA Bylaws.

3.4. Provisional Membership in iYRA shall be available to new clubs in their first year of participation.

3.4.1. Provisional Member clubs do not have voting rights until achieving Full Member status.
3.4.2. Provisional Member clubs are required to fulfill all Full Member requirements described in Article 3.3 with the exception of 3.3.5 and 3.3.6.
3.4.3. A Provisional Member can be promoted by a simple majority of the Executive Committee after one year of participation, suitable documentation of compliance of all Full Member requirements stated in Article 3.3 and proof (from the iYRA VP) that no outstanding disciplinary issues are pending.
3.4.4. If, during a club’s period of Provisional Membership, a disciplinary issue arises, advancement to Full Member status must be approved by a 75% approval of Full Member clubs at an iYRA General Meeting.

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Article 4. Organization Officers and Committees

4.1. Day to day business of iYRA shall be conducted and directed by the iYRA Executive Committee as described in this Article.

4.1.1. The elected Executive Committee shall be comprised of the: President, Vice-President, Secretary, Treasurer, Compliance Officer, Boys Tier I League Coordinator, Boys Tier II League Coordinator, Boys Tier III League Coordinator, Middle School League Coordinator, Girls League Coordinator and Disciplinary Chairman.

4.2. Election of Officers shall be held at the Annual General Meeting. Officers shall be elected for a one year term. No limitations on the number of terms that may be served shall apply to any Officer position.

4.3. President

4.3.1. The President assumes primarily responsibility for the execution of all iYRA activities. He/She shall preside at all Union meetings and shall ensure execution of any and all decisions enacted by the iYRA membership or Executive Committee. The President shall represent iYRA and its interests in all interactions with CARFU, the MWRFU, USA Rugby and any and all potential vendors or sponsors.
4.3.2. In his/her absence, the Vice-President shall assume the responsibilities of the President. In the absence of the President and Vice-President, the Treasurer shall assume the responsibilities of the President. In the absence of the President, Vice-President and Treasurer, the Secretary shall assume the responsibilities of the President.

4.4. Vice-President

4.4.1. The primary responsibility of the Vice-President is to ensure the appropriate handling of all issues related to the playing of rugby among iYRA clubs. He/she shall also assist the President with all duties requested, to include assuming the roles of the President in his/her absence.

4.5. Secretary

4.5.1. The Secretary assumes responsibility for all communication and record keeping within the organization. This includes, but may not necessarily be limited to, maintenance of all records of the iYRA, maintenance of minutes of all meetings, service as official correspondent of iYRA, maintenance and distribution of the membership directory and, if necessary, shall also assist the President with all duties requested, to include assuming the roles of the President in his/her absence.

4.6. Treasurer

4.6.1. The Treasurer assumes responsibility for all financial issues within the iYRA. This responsibility includes, but may not necessarily be limited to, maintenance of financial records, collection of the organization’s annual dues, disbursement of funds as directed by the Executive Committee, presentation at each iYRA General Meeting a report of the organization’s current financial position, preparation of the Annual Budget for organization approval and shall also assist the President with all duties requested, to include assuming the roles of the President in his/her absence.
4.6.2 It is the responsibility of the Treasurer to arrange for an independent audit of Association financial documents on an annual basis commencing in 2007. Said audit shall be conducted by an agent approved by a majority vote of the Membership at a General Meeting. Agent candidates shall be provided to the Association by the Executive Committee.

4.7. Boys Tier I League Coordinator

4.7.1. The Boys Tier I Coordinator has responsibility to the Executive Committee and the iYRA for the execution of Tier I play throughout the competitive season. He/she accomplishes this responsibility by sitting on the iYRA Competition Committee and the setting of each season’s playing schedule.

4.8. Boys Tier II League Coordinator

4.8.1. The Boys Tier II Coordinator has responsibility to the Executive Committee and the iYRA for the execution of Tier II play throughout the competitive season. He/she accomplishes this responsibility by sitting on the iYRA Competition Committee and the setting of each season’s playing schedule.

4.9. Girls League Coordinator

4.9.1. The Girls League Coordinator has responsibility to the Executive Committee and the iYRA for the execution of Girls League play throughout the competitive season. He/she accomplishes this responsibility by sitting on the iYRA Competition Committee and the setting of each season’s playing schedule.

4.10. Disciplinarian

4.10.1 The iYRA Disciplinarian has responsibility for the establishment of disciplinary policies for all play within the organization, collection of information regarding incidents of inappropriate behavior by members or opponents of the organization’s members and the establishment, execution and follow-up on such incidents. The Disciplinarian sits on the iYRA Competition Committee.

4.11. The Competition Committee

4.11.1 The Competition Committee, hereinafter referred to as the CC, will consist of the Vice-President, Boys Tier I, II and III Coordinators, Girls League Coordinator, Middle School Coordinator and the Disciplinarian. The iYRA Vice-president will serve as Chair of this committee.

4.11.2. The CC will be responsible to make all decisions affecting member teams for the following season, including; 1) Accepting and evaluating petitions to compete for a berth in the Midwest RFU Youth Championship Competition; 2) iYRA Play-Off structure and seeding; 3) Tier play organization; 4) Tier play scheduling and 5) Disciplinary guidelines and sanctions.

4.12. Officer Resignations

4.12.1. Should any Officer choose to resign at any time during their term, the officer shall provide recommendations for a replacement. The remaining officers shall select an interim replacement to serve until the next General Meeting.

4.13.Committee Formation

4.13.1. The Executive Committee has the right and responsibility to form temporary and/or standing committees to execute specific needs for the organization. Committee Chairs or members are not granted Executive Committee voting privileges unless the iYRA Bylaws are amended to grant such a privilege.

4.14 Compliance officer

4.14.1 The IYRA Compliance Officer has responsibility for the monitoring of member club compliance with requirements set forth in the Bylaws, recommended to the membership Rules and consequences of compliance failure and the reporting of such to the Executive and Competition Committees for execution of said consequences. The Compliance Officer sits as a member of the IYRA Executive Committee.

4.15 Middle School Coordinator

4.15.1 The Middle School Coordinator has responsibility to the Executive Committee and the IYRA for the execution of middle school play throughout the competitive season. He/she accomplishes this responsibility by sitting on the IYRA Competition Committee and the setting of each season's playing schedule.

4.16 Tier III Coordinator

4.16.1 The Tier III Coordinator has the responsibility to the Executive Committee and the IYRA for the execution of Tier III play throughout the competitive season. He/she accomplishes this responsibility by sitting on the IYRA Competition committee and the setting of each season's playing schedule.

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Article 5. Player Eligibility

5.1. Age/Enrollment: The committee aligns itself with the USA Rugby policy on age, that is, the player is eighteen years of age or less on 1 September of the academic year in question. Further, the player must be enrolled in high school at some point in time during the academic year of the season being considered. Students in their fifth year of high school are not eligible to play for an iYRA Member club.

5.2. CIPP: All teams must be CIPP registered by 1 March. All players must be CIPP registered by 1 April for a team to continue playing [registered means at least 15 players on the USA Rugby web site or other verification that at least 15 club members are registered in CIPP]

5.3. Numbers required for a second team: Clubs will be required to have a roster of 44 CIPP enrolled players to enter a second side in any division. If a club wishes to enter a third side in Tier competition, the roster must have a CIPP membership of 66.

5.4. Verification: A coach will be responsible for collecting names of his/her respective team before the match and placing them on the match report. The referee will be responsible for reporting substitutions, score, send-offs and sin-bins, and a coach from both teams will sign the card as correct before forwarding to the referee society chairman.

5.5. Player Movement: If a member club has entered more than one side in league competition within iYRA, e.g., 1st XV in Tier I and 2nd side in Tier II, no player that has taken the field in one Tier I league or playoff match can take the field for that club’s side in any Tier II league or playoff match during that competitive season. Doing so will result in forfeiture of the Tier II match in which the ineligible player took the field.

5.6. Gender: There will not be any mixed gender high school teams allowed to compete in any match in the iYRA.

5.7. (RESCINDED IN JANUARY 2010) Team Loyalty. Players must play for their team affiliated with the school they attend. If they attend a high school that does not have a team, they may play for a nearby team until there is a team affiliated with their school [as a single school team or combined school team]. When a club forms at their school, they are required to play for their school’s club.

5.8. Players, who qualify to play high school rugby, but choose to play, full time or occasionally, with a college or club side during a competitive season may not participate in high school rugby during that competitive season.

5.9. Players, who qualify to play high school rugby, but choose to play at all with a college or club side first team in leagues or playoff competition may not participate in iYRA sanctioned competition from that moment forward.

Article 6. Determination of Midwest RFU Championship Participants

6.1. The protocol for determination of which clubs will represent iYRA in the MWRFU Youth Championship is the responsibility of the Competition Committee.

6.2. Boys clubs are eligible for consideration only in a year in which they are participating in the Tier I competitive league.

Article 7. iYRA Championship

7.1. The structure and seeding of the annual postseason championship tournaments are the responsibility of the Competition Committee.

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Article 8. iYRA Select Sides

8.1. The appointment of Boys and Girls Select Side coaches is the responsibility of the Vice- President, pending approval of the Executive Committee.

8.2. It is the responsibility of the appointed coaches to assemble the appropriate support staff for the carrying out of select side activities. This support staff must include appropriate medical/emergency supervision for all matches.

8.3. All individuals associated with iYRA select side activities must submit a signed Code of Conduct form to the Vice-President.

8.4. The Boys and Girls select side Head Coaches are required to submit a selection plan, training schedule and match schedule to the Vice-President and Secretary by April 1st.

8.5. Select side Head Coaches may only submit receipts for expenses previously approved by the Treasurer, acting on behalf of the Executive Committee.

Article 9. Safety

9.1. The home team coach will be responsible to have a qualified athletic trainer, or EMT certified or better at every game. A coach may fulfill this requirement as long as he is able to immediately pass his coaching responsibilities to another coach and assume the EMT priority.

9.2. The home team coach will have an emergency plan [e.g. hospital directions] available to give to visitors.

9.3. A coach from each team will have a cell phone available during each game.

9.4. Coaches will have the player’s emergency contact, insurance information and waiver release available at all times.

9.5.No match shall take place without a certified referee present to officiate the match.

9.6. In scrummages, if either the referee or the head coach for either side determines that, after a scrum collapse or a series of scrum collapses, any attempt to allow opposed scrums presents an ongoing danger to the players involved, not due to foul play or infringements as defined under the Laws of the Game then in force, the referee shall then order that the remaining scrums shall be unopposed. If the referee determines that the collapses are intentional as a result of a player collapsing the scrum or otherwise engaging in foul play, further sanctions may be considered other than simply penalizing the offending team, i.e., red carding or removing the offending player from the scrum.

9.7. Every head coach and the referee officiating the match shall inspect the pitch to determine ground conditions and whether the pitch and playing enclosure is fit and safe for play. Conditions such as the lack of an appropriate restraining rope, exposed manhole covers, potholes, glass or foreign objects present; or the presence of any steel, concrete or other material that might make the area of play unsafe shall be determined to be a condition that makes the pitch and/or the playing enclosure unsafe for play. The host team is then to be given an opportunity to remedy the condition within a reasonable period of time to the satisfaction of the referee and opposing coach, if the condition can be remedied. In the event of a disagreement, the referee shall have the final say and if the field of play remains unsafe and no alternative pitch is available, the referee has the right to determine a forfeiture in favor of the visiting team.

9.8. In the event a player suffers a concussion, neck injury, heat stroke or other serious injury, the referee, in conjunction with a certified athletic trainer or EMT shall make the decision as to whether that player may continue to play. The referee’s decision is final. If there is any doubt, any concussion shall be treated as a third degree/severe concussion and the player shall be removed from play and the player transported to the Emergency Room for further evaluation.

9.9. In the event of lightening or thunder, the referee shall immediately halt the match and request that all players and coaches leave the field of play and find shelter; and the referee may call for a delay for a period of at least thirty (30) minutes to determine whether conditions may improve. If conditions do not improve within the thirty (30) minute period or such other additional reasonable time, the referee has the authority to postpone the match in his or her sole discretion.

9.10. If an injury occurs to a player which requires the player to be removed permanently from the field of play, an injury incident report shall be completed by the medical first responder on the form then approved by iYRA and provided to the coach of the player’s team and copies shall be filed with the iYRA as determined necessary. (A reporting form shall be made available on the iYRA web site for download).
( Click here for the Injury Incident Report)

9.11. Failure of the home team to meet the requirement of Section 9.1 will result in a forfeit. Failure to meet this requirement twice in the same competitive season for home matches will result in the team being placed in Provisional Member status.

Article 10. Budget

10.1. The iYRA Budget shall be determined by the Executive Committee, subject to ratification by iYRA membership at the Annual Meeting. Further, a presentation and discussion of iYRA Budget status shall be an agenda item at every iYRA general membership meeting. Dues shall be billed within 30 days of budget ratification. It is the responsibility of the Treasurer to manage this process.

Article 11. Contracts, Loans, Checks and Deposits

11.1. Contracts. The Executive Committee may authorize any officer or officers, agent or agents, to enter into any contract or execute and deliver any instrument in the name of and on behalf of the Association, and such authority may be general or confined to specific instances.

11.2. Loans. No loans shall be contracted on behalf of the Association and no evidences of indebtedness shall be issued in its name unless authorized by a resolution as determined by a majority vote of the membership of the Association. Such authority may be general or confined to specific instance.

11.3. Checks, Drafts, etc. All checks, drafts or other orders for the payment of money, notes or other evidences of indebtedness issued in the name of the Association shall be signed by such officer or officers, agent or agents of the Association and in such manner as shall from time to time be determined by resolution of the Executive Committee.

11.4. Deposits. All funds of the Association not otherwise employed shall be deposited from time to time to the credit of the Association in such banks, trust companies or other depositories as the Executive Committee may select.

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Article 12. Fiscal Year

12.1 The fiscal year of the Association shall be for such period as shall be established by the Executive Committee upon approval as determined by a majority vote of the Association membership.

Article 13. Parliamentary Authority

13.1. Robert's Rules of Order Newly Revised, most recent edition, shall govern the iYRA in all cases to which they are applicable to the extent they are not inconsistent with these bylaws and special rules of order the iYRA may adopt, as well as Illinois law.

Article 14. Amendments

(Amended January 2010 italicized)
14.1. These bylaws may only be amended at an iYRA General Meeting or via electronic voting. Notice of the proposed amendment shall be given to the President and distributed to all members at least four (4) weeks before the meeting. A two-thirds "in-favor" vote of full member clubs in attendance shall be required for approval of an amendment to the Bylaws. Certified Proxies shall be allowed. If an e-vote takes place, a two-thirds "in favor" vote of all member clubs in good standing by Dues paid criteria shall be required to pass an Amendment. Further, Bylaw evaluation/amendments shall be an established agenda item at every general membership Meeting.

14.1.1 In the event that an electronic vote to change the Bylaws is to take place, the proposal will be distributed electronically to all members for a two week period of discussion, which will be followed by either an electronic vote or a proposed amendment to the original change as approved by the Executive Committee. The proposed change will then be distributed to the membership for a second two week period of discussion, upon which an electronic vote will be taken.

Article 15. Grievances/Compliance

15.1. All grievances shall be submitted in writing to the relevant Executive Committee member for resolution within seven days of submission. Unresolved grievances shall be referred to the iYRA President (either by the Committee member or the originator of the grievance) and presented before the Board Members for resolution. In all cases, grievances shall receive adjudication from iYRA leadership within fourteen days of the original grievance submission. Further, issues of iYRA Member Club compliance with Association requirements shall be adjudicated by the Competition Committee.

Article 16. iYRA Meetings

16.1. There will be two General Meetings each year. Said meetings will be arranged by the President and communicated to the membership by the Secretary.

16.2. General Meetings will take place in July for elections and the determination of action items requiring significant preparation time for the next competitive season and during the first two weeks of January for Budget approval, scheduling issues and select side preparation review.

16.3. All member clubs are required to make a reasonable effort to attend iYRA General Meetings.

16.4. The Executive Committee may call additional meetings of the membership as deemed necessary to ensure the efficient management of Association affairs.

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Article 17. Quorum

17.1. A majority of the Full Members of the Association shall constitute a quorum for the transaction of business at an Association General or Special Meeting and an action of the Association must be authorized by an affirmative vote of a majority of the Full Members present at a meeting at which a quorum is present.

17.2. A majority of the Executive Committee of the Association shall constitute a quorum for the transaction of business at an Executive Committee Meeting and an action of the Committee must be authorized by an affirmative vote of a majority of the Executive Committee present at a meeting at which a quorum is present.

17.3. Decision making of the Competition Committee or any other Association committee shall be governed by the same quorum standard as describes in Article 17.1 and 17.2 of these Bylaws.

Article 18. Indemnification

18.1 Any person who is or was a Executive Committee member, Committee Leader or Committee Member of the iYRA (and the heirs estate, executors, administrators and personal representatives of such persons) shall be indemnified to the fullest extent now or hereafter permitted by law in connection with any actual or threatened action or proceeding (including civil, criminal, administrative or investigative proceedings) arising out of their service to iYRA or to another organization at iYRA’s request. Persons who are not Executive Committee members, committee leaders or members may be similarly indemnified in respect of such service to the extent authorized at any time by the board members.

Article 19. Dissolution of the iYRA

19.1 In the event the IYRA ceases to exist, for any reason, all funds remaining after payment of all outstanding debts and liabilities shall pass to a succeeding group or organization with the same or similar goals or purpose, as long as the provisions of Article 2 of this constitution are followed and the group is a not-for-profit organization. If no succeeding organization can be identified, the moneys shall revert back to the remaining full member clubs (i.e. those that paid in dues). Funds shall be distributed equally (not on a pro-rata basis) to those clubs.

Article 20. Dissolution of the iYRA

20.1 The Association may approve the institution of Rules. Rules will describe how members will abide by the Bylaws, the officer(s) responsible for enforcement, consequences of non-compliance and date of initiation.

20.2 Rules will be entered into the Bylaws under Article 21 after approval by a simple majority vote of members in good standing.

20.2.1 A simple majority of the Members in attendance at a bi-annual Association General Meeting at which a quorum is present, or

20.2.2 A simple majority of all Association Member clubs via electronic vote.

20.2.2.1 An electronic Rule approval vote may only take place upon approval by a simple majority of the Executive Committee.

20.2.2.2 Every electronic vote, with the exception of Competitive Segment specific Rules, will be administered by the Association Secretary.

20.2.2.3 Hardcopy of all e-votes will be saved by the Secretary for a period of one year from the date of vote completion.

20.2.2.4 The e-voting period is 10 days from the first communication sent by the Association Secretary.

20.2.2.5 E-votes cannot be changed once submitted.

20.2.2.6 Any unreported email address change does not extend the e-voting

period.

20.3 Rules may be approved that apply to a specific competitive segment,

i.e., Tier I, Tier II, Tier III, Frosh/Soph, Girls, Middle School.

20.3.1 Approval of Rules that apply to a single competitive segment require a majority vote of all members of that segment. This vote will be administered by the competitive segment’s Coordinator.

20.3.2 Any Rule approval applying to a single competitive segment must be approved by a simple majority of the Competition Committee prior to segment Member voting.

20.3.3 A record (Meeting Minutes or hardcopy of evotes) of segment member voting must be submitted to the Association Secretary before said Rule goes into effect. This record will be saved by the Secretary for one year post date of approval.

20.3.4 Segment specific Rules may only apply to issues of competition and my not absolve segment Members of any responsibility outlined in Association Bylaws.

20.3.5 Segment specific Rules may only be enacted prior to the first league game of a competitive season.

Article 21: IYRA Rules Listing

21.1: Contact/Registration Information: Each club has the responsibility to provide to the Association, via the Secretary or Compliance Officer, accurate telephone numbers and email addresses of three club contacts and the EXACT name with which the club is registered with USA Rugby by the April 1 of each competitive season.

21.2: Individual Player/Club CIPP Registration: Games will not be played with offending team taking forfeiture if club and players are not CIPPed. Each week’s opponents awarded five points. Clubs must be USA Rugby registered by March 1st and players must be CIPPed before any scrimmage, pre-season or league game is played. Non-compliance will be reported immediately to Disciplinary and Executive Committees for remediation.

21.3: Club Coach Certification: TBD

21.4: Club Referee Certification: TBD

21.5: State Championship Volunteerism: Each club participating in league end-of-season play-offs will supply at least 2 volunteers to assist in State Championship administration for at least 2 hours. Names must be supplied to the Secretary no later than 10 days prior to the State Championship date. Any club losing its first round playoff game will not be required to provide volunteers. Any club not providing two names will forfeit their second round playoff game. Any club failing to complete their assignments on the State Championship Day will be fined by the iYRA $100 per volunteer.

21.6: Sideline Restraint Barriers: All clubs are to provide adequate sideline barriers to ensure the safety of non-players. Initial non-compliance shall be reported to the Compliance Officer for intervention. Continued non-compliance shall be referred to the Disciplinary Committee for remediation.

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