New Lease Requirements Checklist

Transcription

1 New Lease Requirements Checklist Lessee: Unit: Lessee: Below is a checklist of required documents to be submitted to the Management Office by the Landlord/Leasing Agent or Property Manager prior to the scheduling of a Move-In: Please indicate next to each item if it is included or not applicable. Submit 12 month lease with required Decs & Rules provision: The renter is bound by the Declaration & By-Laws and the Rules & Regulations of the Carl Sandburg Village Condominium Association II. The renter s failure to comply with these documents, and any other policies or procedures set forth by the Association, shall constitute a default under the lease. Offsite Owner Acknowledgment Form New Resident Information /Acknowledgment Form Move Regulations Form Move-In Fee ($150 weekdays; $250 Saturday) Move-In Security Deposit ($250) New Lease Fee ($500) *Submit Bike Registration Form/Fee *Submit Parking Garage Form/Fee *Submit Pet Registration Form/Fee *Submit Auto Debit Authorization Form *Submit Permission to Enter Form Owner/Leasing Agent or Property Manager: Owner/Leasing Agent or Property Manager: *If Applicable

2 LANDLORD NEW RESIDENT PACKET TABLE OF CONTENTS New Lease Checklist Page 1 Table of Contents Page 2 Rental Requirements Page 3-4 Village Map Page 5 Rules Summary Page 6-11 Contact List Page 12 REQUIRED FORMS: (must be received in order to be considered a resident) Acknowledgement Forms: Offside Owner Information & Acknowledgement Page Renter Information & Acknowledgement Page Moving Regulations & Forms Pages OPTIONAL FORMS: (needed as residents require) Auto Debit Form Pages 23 Fitness Center Information, Form, & Waiver Pages Pet Registration Form Pages Garage Floater Space Wait List Page 29 Garage Parking Page Bike Room Registration Page 32 Hold Mail Form Page 33 Permission to Enter Page 34 i

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12 CONTACT LIST The ONSITE MANAGEMENT OFFICE is located on the 1 st floor of the Bryant building at 1455 N. Sandburg Terrace, on the north side of the building, across from the Fitness Center. Mailing Address: Carl Sandburg Village Condominium Association II Management Office 1455 N. Sandburg Terrace Chicago, IL Phone: (312) office@sandburg-2.org Tiffany Seppelfrick, Property Manager Avi Schneider, Assistant Manager Alannah Courtney, Administrative Assistant The ALCOTT DOORMAN is located on the 1 st floor in the lobby of 1460 N. Sandburg Terrace. Alcott Doorman Phone: (312) The BRYANT DOORMAN is located on the 1 st floor in the lobby of 1455 N. Sandburg Terrace. Bryant Doorman Phone: (312) The GARAGE OFFICE is located immediately in front of the main garage entrance off Clark Street. Garage Office Phone: (312) The RECEIVING ROOM is located in the Bryant building (1455 N. Sandburg Terrace), on the north side of the building, accessible from the Mall. Receiving Room Phone: (312) The HOMEOWNERS ASSOCIATION (HOA) OFFICE is located in the Dickinson building (1355 N. Sandburg Terrace), on the north side of the building. HOA Phone: (312)

13 OFFSITE OWNER LANDLORD INFORMATION & ACKNOWLEDGMENT FORM UNIT # / BUILDING: LEASE EFFECTIVE: Owner Landlord #1: NAME: PRIMARY PHONE: (REQUIRED): WORK PHONE: MAILING ADDRESS: Owner Landlord #2: NAME: PRIMARY PHONE: (REQUIRED): WORK PHONE: MAILING ADDRESS: Renter Information: NAME(S): My renter(s) will be authorized to engage in the following privileges and amenities provided by the Association. I understand they will be obligated to pay for these privileges and amenities in a timely manner, and that if they fail to do so, I will be responsible for costs incurred. (initial & date) Have pet(s) in the unit Number & type: Store bike(s) in the bike rooms Use the Fitness Center Park their car in the garage (when space is available) Those items above not checked will not be made available to your renter during their occupancy. (See following pages for Acknowledgment Form & Emergency Contact Information)

14 ACKNOWLEDGMENT FORM I/We, the undersigned, do hereby acknowledge my understanding of the Declaration & By-Laws, Rules & Regulations, and policies of Carl Sandburg Village Condominium Association II, and understand that I am bound by these documents and the policies set forth by the Association. Furthermore, I/We understand that my failure to comply with the provisions set forth in these documents and policies, and that my tenant s failure to comply with the provisions set forth in these documents and policies, may result in penalties and fines to me by the Board of Directors. I/We understand that I am not absolved of any obligations under the Declaration & By-Laws and Rules & Regulations of the Association when I am leasing my unit. I understand and agree that I will be held responsible for my renter(s) and their guest(s), and held accountable for their actions and the results of their actions. These include, but are not limited to, damage to common areas, fines, violations of the Association's policies, and failure to abide by the Declaration & By-Laws and the Rules & Regulations of the Association. I understand and agree that no relationship, financial or otherwise, exists between the Association and my renter. I/We understand, and my tenant(s) understand(s), that I am the first (and often only) point of contact for my renter(s) for any situation that is not of an emergency nature. Only I as unit owner am able to authorize non-emergency work in the unit, memberships to the Fitness Center, new pets, bike storage, and anything else that may result in a charge for my renter s use or enjoyment of Association common areas and the unit itself. I/ We understand that if my renter fails to pay any charges I have authorized, I am responsible for those charges and they will be made part of my monthly assessments. I/We am solely able to enforce policies with my renter concerning the unit itself, and the Association is unable to enforce any such policies, including but not limited to smoking in the unit, rent / charge collection, pet policies, and unit use policies. I/We understand that an updated copy of the executed lease between me and any of my renters, containing the required provisions, must be on file in the condo management office at all times. I further understand that it is my responsibility to remember to provide this information to the condo management office on a timely basis, and that my obligation to provide it is not contingent upon my receipt of courtesy reminders to do so. I/We agree to pay an annual fee to lease my unit, as determined by the condo management office and Board of Directors, and understand that this fee will be charged once per year and will not be pro-rated for any reason. I/We further agree to pay any user charges, as determined by the condo management office and Board of Directors, incurred as a result of my renter contacting or visiting the condo management office unnecessarily (see last page). I/We agree to change the locks on the unit each time a new renter takes occupancy of the unit. I understand this is State of Illinois law, and that my renter will not be able to schedule his/her move-in until such time as this has been completed. I/We agree to supply my renter with the City of Chicago Bedbug Ordinance Disclosures, available through the City of Chicago. I/We understand that the fine for an un-scheduled move-in, move-out, delivery, removal, or other unauthorized use of the freight elevator by my renter is $500.00, and will be charged to my assessments. Owner Landlord Signature Date Owner Landlord Signature Date OWNER LANDLORD EMERGENCY CONTACT INFORMATION (required): Name(s): Phone(s): (s): Relationship:

15 Please fill out this portion, which will be provided to your renters upon their move-in. We will ask that they place it in a prominent place in the unit to remind them to only contact you, and not the Condo Management Office, for all their needs. Ensure that the information you provide is the best way for them to reach you, as the Condo Management Office will not be able to assist them with most of their needs. If you rent an apartment in the Alcott or Bryant buildings You are renting in a condominium building, not a rental building. Your landlord is not the Condominium Management Office, which is the one located on the 1 st floor of the Bryant building. Instead, your landlord is the owner of the condo unit (apartment) where you are living. This individual is your point of contact for all issues involving your condo unit (apartment). For handy reference, your landlord is Your landlord s contact info is: Phone Address (owner name) (owner phone) (owner ) (owner address) All issues, questions, problems, and complaints regarding your condo unit (apartment) must be handled with your landlord, not the Condominium Management Office. You have a private relationship with your landlord. Why are the services of the Condominium Management Office so limited to you? Because of the way Illinois condominium law works. Only the owner (your landlord) of the condominium unit (your apartment) can authorize the condominium staff or outside contractors to perform services for you. Our staff can only help you with the following: If you need to schedule the freight elevator for a delivery, removal, move-in, or move-out. If you need to obtain or return a common area fob Contact the If you have a question about the amenities (bike rooms, Condominium fitness center, parking).. Management If you have locked yourself out of your apartment.. Office If you see active, leaking water in your apartment.. Otherwise, If your faucet is broken, your drain is clogged, or your toilet won t flush If your window isn t closing right or is cracked... If your light switch isn t working Contact If your air conditioner isn t working... only If your cable or internet aren t working. your If a light bulb is burnt out landlord You have any other issue not noted herein. Do not call the Management Office except for those FEW THINGS mentioned above. There is no need to copy the Condominium Management Office on correspondence to your landlord, either. Calling, visiting, or ing the Condominium Management Office may result in a charge to your landlord.

16 RENTER INFORMATION & ACKNOWLEDGMENT FORM UNIT # / BUILDING: LEASE EFFECTIVE: Renter #1: NAME: PRIMARY PHONE: (REQUIRED): WORK PHONE: MAILING ADDRESS: Renter #2: NAME: PRIMARY PHONE: (REQUIRED): WORK PHONE: MAILING ADDRESS: ACKNOWLEDGMENT FORM The Association has Rules & Regulations in place which all unit owners and residents are obligated to follow. The Board of Directors requires that renters who lease their units from unit owners acknowledge having reviewed the Rules & Regulations at each lease renewal. Renters are required to review the Rules & Regulations in their entirety before signing this Acknowledgment Form. I/We, the undersigned, do hereby acknowledge my understanding of the Declaration & By-Laws, Rules & Regulations, and policies of Carl Sandburg Village Condominium Association II, and understand that I am bound by these documents and the policies set forth by the Association. Furthermore, I/We understand that my failure to comply with the provisions set forth in these documents and policies may result in penalties and fines to me and/or my landlord by the Board of Directors. I/We understand that my landlord is NOT absolved of any obligations under the Declaration & By-Laws and Rules & Regulations of the Association when he/she is leasing his/her unit to me. I understand and agree that my landlord will be held responsible for me and my guests, and held accountable for our actions and the results of our actions. These include, but are not limited to, damage to common areas, fines, violations of the Association's policies, and failure to abide by the Declaration & By-Laws and the Rules & Regulations of the Page 1 of 2

17 Association. I understand and agree that no relationship, financial or otherwise, exists between the Association and me as a renter. I/We understand that my landlord is the first point of contact for me for any situation that is not of an emergency nature. Only my landlord as unit owner is able to authorize non-emergency work in the unit, memberships to the Fitness Center, new pets, bike storage, and anything else that may result in a charge for my use or enjoyment of Association common areas and the unit itself. I/ We understand that if I fail to pay any charges my landlord has authorized, my landlord is responsible for those charges and they will be made part of his/her monthly assessments. My landlord is solely able to enforce policies with me concerning the unit itself, and the Association is unable to enforce any such policies, including but not limited to smoking in the unit, rent / charge collection, pet policies, and unit use policies. I/We understand that an updated copy of the executed lease between me and my landlord, containing the required provisions, must be on file in the management office at all times. I further understand that it is my landlord s responsibility to remember to provide this information to the management office on a timely basis, and that his/her failure to do so may result in revocation of my status as a resident within the Association and any privileges I may have, including but not limited to Fitness Center membership, garage parking, and activated key fobs. I/We have been supplied with the City of Chicago Bedbug Ordinance Disclosures from my landlord, and available through the City of Chicago. I/We understand that the fine for an un-scheduled move-in, move-out, delivery, removal, or other unauthorized use of the freight elevator by me is $500.00, and will be charged to my landlord s assessments. RENTER EMERGENCY CONTACT INFORMATION (required): Name(s): Phone(s): (s): Relationship: Renter Signature Date Renter Signature Date All individuals listed on the lease are required to sign above. Page 2 of 2

18 MOVING REGULATIONS CARL SANDBURG VILLAGE CONDOMINIUM ASSOCIATION II Moving Times / Days Moving and elevator reservations may be scheduled Monday Saturday. Moving times are 8:00 AM to 12:00 PM or 1:00 PM to 5:00 PM. All moves and elevator usage must be completed no later than 5:00 PM, and may not begin prior to 8:00 AM. No moves are allowed on Sundays and holidays, or from the hour of 12:00 PM to 1:00 PM. No moves can be scheduled within 24 hours of Move Packet submissions. Residents may schedule a moving time for up to 4 hours on each day. Residents requiring longer moving times will be required to pay additional fees, and must schedule the additional time in advance. No refunds will be issued for time not used. Moves that do not begin within 30 minutes of their scheduled start time will be considered canceled for the entire scheduled time unless the resident contacts the office for approval to proceed. Move fees and security deposits will be held for the resident if they d like to reschedule, but the cost of the security guard hired to oversee the move will first be deducted. The resident will need to pay additional fees as necessary to schedule another move date, or the remaining funds will be refunded. Only the service elevators may be used for moves, deliveries, removals, or transportation of large items. Move Fees, Switch Fees, and Security Deposit For scheduled 4-hour moves Monday Friday, the move fee is $ For scheduled 4-hour moves Saturday, the move fee is $ For scheduled moves over 4 hours, the fee is $ per additional hour over 4, and the service elevator must be released and not used for move purposes from the hour of 12:00 PM to 1:00 PM. A security deposit in the amount of $ is required against damage to the elevators and common areas for both move-ins and move-outs. For additional scheduled hours, there is an additional security deposit in the amount of $ Unscheduled moves and moves that exceed 4 hours without being scheduled ahead of time are subject to a fine of $ to the unit owner, or forfeit of the $ security deposit in its entirety. At the scheduled end time of your move, if they elevator key is not returned to the office, it will be removed by the staff and returned to the office. The unit switch fee, for moves between units within the same building, is $ The building switch fee, for moves between buildings within the Association, is $ Both are payable in lieu of a move-in / move-out fee. Move fees, switch fees, and security deposits are payable by check to Carl Sandburg Village Condominium Association II. Fees and deposit amounts are subject to change by the Board of Directors. Revised Wednesday, January 25,

19 MOVING REGULATIONS CARL SANDBURG VILLAGE CONDOMINIUM ASSOCIATION II Move / Switch Definitions A move is defined as a resident occupying or vacating a unit in the building. A unit switch is defined as a resident vacating one unit for another unit in the same building. A building switch is defined as a resident vacating one unit for another unit in the other building within the same association. Move fees, switch fees, and security deposits are required for all moves, and are assessed according to the situation. Move fees and security deposits are required for new residents, such as roommates, family members, or significant others who become residents with already-existing residents, and residents who vacate the property. Scheduling and Reservations Bryant Freight Elevator Dimensions: Length 5 (60 inches), Width 4 6 (54 inches), Height 7 8 (92 inches), Door opening 6 9 x 3 Alcott Freight Elevator Dimensions: Length 5 6 (66 inches), Width 4 (48 inches), Height 7 8 (92 inches), Door opening 6 9 x 3 Elevator usage reservations are scheduled on a first come, first served basis. Residents are recommended to schedule elevator usage at least 7 days in advance. Reservations will be taken by new residents only upon receipt of all required closing documents and / or lease information, including information required from renters landlords. Additional forms or information may be required as needed by the management office and association. Forms and document requirements are available through the management office. Procedures, Inspection, and Set-Up A security person, provided by the Association, is required by the Association for each move. The security person will monitor the common areas and is not responsible for a resident s truck or personal property. Inspection o An inspection of common areas and the service elevator will be made by the staff and resident prior to commencing the elevator use and move. o The inspection form will be signed by both resident and staff. o Upon the completion of the move, the common areas will be inspected by both resident and staff and the signed form submitted to the office. o Residents are financially responsible for any damage to the elevator or common areas, including the elevator key, that occur as a result of the move. Service elevator key Revised Wednesday, January 25,

20 MOVING REGULATIONS CARL SANDBURG VILLAGE CONDOMINIUM ASSOCIATION II o o Upon arrival or at the commencement of the move, the staff will lock off the service elevator and provide a key to the resident for the sole use of the service elevator. Residents are required to sign for the key at the management office and leave their current driver s license or state ID as a deposit for the key. Procedures, Inspection, and Set-Up (continued) o For moves that go over their scheduled times, the staff will release the service elevator, remove the key, and return it to the management office. Loading dock parking pass / vehicle registration o Movers vans or trucks are required to register in the management office. o The current driver s license or state ID is required as a deposit for the parking pass. Key Fob, Unit Keys, and Security Deposit Return Key fobs must be returned to the management office by any resident vacating the property. Key fobs should not be left with doormen or maintenance staff, nor given to the landlord (in the case of renters). Fobs not returned to the management office will be considered lost and subject to a $25.00 replacement fee. The security deposit will not be returned to the resident until all key fobs have been submitted to the management office. Unit keys should be turned over from seller to buyer, or owner to renter. Unit keys may not be left with the office, doormen, or maintenance staff for transfer to new residents. The staff assumes no responsibility for keys turned over in this manner, or left in the suggestion boxes in the lobbies without prior consent from management. Security deposits will be returned, subject to any common area damage, and pending receipt of all appropriate paperwork and return of fobs, within ten (10) business days of the move. Move Violations Violations of the move procedures or regulations are subject to a fine of $ and / or forfeit of the security deposit in its entirety. Multiple violations or extenuating circumstances may result in additional fines or costs levied by the Board of Directors. Revised Wednesday, January 25,

21 MOVING REGULATIONS CARL SANDBURG VILLAGE CONDOMINIUM ASSOCIATION II CARL SANDBURG VILLAGE CONDOMINIUM ASSOCIATION II Elevator Reservation Form for Moves Move-In Move-Out Unit: Building: Owner / Renter circle one Name: Forwarding address (if moving out): Phone: Signature (certifies you have read and agree to follow all regulations of Carl Sandburg Village Condominium Association II): Requested Date and Time of Reservation: OFFICE USE ONLY: Date of Reservation: 8-12 / 1-5 circle one M Tu W Th F S circle one New Resident / Owner Acknowledgment Form Bike Registration / Cancellation Form Pet Registration Form Fitness Center Registration / Cancellation Form Parking Wait List / Registration / Cancellation Form Move Deposit Received Amount / Check # Move/Switch Fee M-F / Sat Amount / Check # Fob Issued/Returned-Fob# Security Deposit Returned Security Personnel Schedule Revised Wednesday, January 25,

22 MOVING REGULATIONS CARL SANDBURG VILLAGE CONDOMINIUM ASSOCIATION II CARL SANDBURG VILLAGE CONDOMINIUM ASSOCIATION II Move Inspection List Move-In Move-Out Unit: Building: Owner / Renter circle one Name: Area Pre-Move Condition Post-Move Condition Freight elevator : INTERIOR Freight elevator : EXTERIOR Service entrance to freight elevator : WALLS Service entrance to freight elevator : FLOOR Service entrance to freight elevator : CEILING Freight elevator to unit : WALLS Freight elevator to unit : FLOOR Freight elevator to unit : CEILING Other: Other: Pre-move inspection agreement / authorization: CSVCAII Staff Resident/Owner Post-move inspection agreement / authorization: CSVCAII Staff Resident/Owner Revised Wednesday, January 25,

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29 GARAGE FLOATER SPACE WAIT LIST There is currently a one to three (1-3) month wait to obtain floater (valet) parking status in the garage. Garage parking privileges are granted on a first come, first served basis. They are completely reliant on other residents moving out and / or giving up their parking spaces. If you wish to be placed on the wait list, please complete this form and return it to the Management Office. All new owners and tenants must have moved into the building, and have submitted all required paperwork before they will be recognized as residents and placed on the wait list. Date: Name: Please print Unit Number: Building: A or B Residency Status: Owner or Renter Phone: Signature: PERMANENT PARKING SPACE WAIT LIST Following assignment of a floater (valet) parking space, please indicate if you would like to be added to the wait list for a permanent parking space. The time frame for assignment of a permanent parking space is significantly longer than that of a floater space, and could take several years. YES, please place me on the wait list for a permanent parking space. NO, I do not need a permanent parking space. My floater space is / will be satisfactory. Signature:

30 GARAGE PARKING APPLICATION Carl Sandburg Village Condominium Association II Garage 1455 N. Sandburg Terrace, Chicago, IL NAME UNIT / BUILDING PHONE 1 PHONE 2 (required) MAKE OF CAR MODEL OF CAR LICENSE PLATE YEAR OF CAR COLOR OF CAR SIZE APPROVAL BY STAFF Parking is assigned on a first come, first served basis. You will be required to submit a copy of your state registration and insurance as proof that you own the vehicle to be parked. You will also be required to submit a $ non-refundable administrative fee, applicable each time you apply for parking space privileges. No vehicles over 72 in height will be allowed to park in the garage for any reason, and other size restrictions such as length and width of vehicles will be restricted at the sole discretion of the garage staff and Association management. Your application will not be processed or accepted without receipt of these items and this fully executed form. Upon acceptance of this application, a decal will be affixed to the front windshield of your vehicle. I, the undersigned, agree to pay fees promptly when due; to pay any late charges incurred; to not leave a trunk key in the vehicle; to provide the Garage Attendant Staff with a spare key to the vehicle; to park only the vehicle listed above; to expressly waive any and all rights of subrogation on behalf of any insurer of my car (providing, however, that such waiver shall be effective only so long as it shall not operate to invalidate the insurance policy); the space is rented on a month-to-month basis 30 day notice required for cancellation; monthly fees are not prorated; that the Garage Attendant Staff may park the vehicle in any place(s) within the garage; that the Garage Attendant Staff, Management Staff, Association, Board of Directors, and/or Building Staff shall not be responsible for any personal property left in the vehicle or non-standard equipment (including but not limited to special wheels, wheel wire covers, cell phones, CB radios, antennae, stereos, etc.);

31 that the Garage Attendant Staff, Management Staff, Association, Board of Directors, and/or Building Staff shall not be responsible for mechanical damage or failure resulting from garage services provided at no cost (including but not limited to battery charges, tire inflation, etc.); that the Garage Attendant Staff, Management Staff, Association, Board of Directors, and/or Building Staff shall not be responsible for any damage to vehicles parked or retrieved by anyone other than garage employees; that the Garage Attendant Staff, Management Staff, Association, Board of Directors, and/or Building Staff shall not be responsible for paint chips or damage to any part of the vehicle, including parts made of molded plastic; that if I fail to pay fees timely, the Garage Attendant Staff and/or Management Staff will remove (tow) the vehicle from the premises at my expense; that in the event of default under the terms of this agreement, this matter is referred to an independent third party for collection, and that I shall be responsible for all costs associated with such collection action including but not limited to attorney fees and court costs; that the Garage Attendant Staff, Management Staff, Association, Board of Directors, and/or Building Staff may set the hours and days during which all vehicles are allowed to be parked, and all parkers are obligated to abide by these hours and days; that I may not allow guests, relatives, or anyone other than myself to park their vehicle in my assigned space. The Staff takes reasonable precautions to protect your vehicle while it is parked in the garage, but accidents can occur anywhere. If you believe your vehicle was damaged in the garage, you must report the damage in writing by filling out a Damage Report, available from the Garage Attendant Staff, before you leave the garage. If the damage is approved, the Staff will ask that you take it to one of several repair shops that have a Standard Parking/SPPlus account. Such repair shop will bill Standard Parking/SPPlus directly. If you wish to have the work done elsewhere, the Staff reserves the right to request two (2) estimates. Standard Parking/SPPlus will approve the lowest estimate. The prevailing rates for monthly parking are based upon continuous occupancy. No credits or pro-rations will be allowed for any absence from the garage. Signature: Date: OFFICE USE ONLY: RESIDENT RATE $150/mo. MOTORCYCLE $95/mo. DAY RATE $105/mo. OUTSIDE RATE $95/mo. FLOATER SPACE PERMANENT SPACE APPROVED APPLICATION DENIED APPLICATION State Registration Insurance Administrative Fee Effective Date: Space: Decal:

32 CSVCAII BIKE ROOM REGISTRATION FORM Name: Unit #/Bldg: Bike Description (model, color, type, speed, etc): 2017 ANNUAL FEE $30.00 FOR RENTERS, PAYMENT CAN BE BILLED TO OWNER S ASSESSMENT ACCOUNT WITH WRITTEN AUTHORIZATION. OWNERS MUST ALSO GIVE WRITTEN AUTHORIZATION FOR RENTERS TO REGISTER AND STORE THEIR BIKES ON ASSOCIATION PROPERTY. IMMEDIATE PAYMENT REQUIRED VIA CHECK IN THE ABSENCE OF WRITTEN PERMISSION TO CHARGE THE OWNER. Changes must be done with the Management Office. Don t forget: affix the sticker to your bicycle immediately. Audits will be conducted periodically. Please sign below and return to the management office. Signature: For office use: Bike Room: Date: Bike Stall: Sticker Number:

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