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HomeMy WebLinkAboutCOM 0156.000 2012-2014 ;Mtv,us M�h '. William P.Kenoi _ Lj;'° Nancy E. Crawford Mayor • . ,,p Director Deanna S. Sako Deputy Director County of Hawaii Finance Department 25 Aupuni Street,Suite 2103 • Hilo,Hawai`i 96720 (808)961-8234 • Fax(808)961-8569 February 21, 2013 J Yoshimoto, Council Chair and Members of the Hawaii County Council Hawaii County Council 25 Aupuni Street Hilo, Hawaii 96720 '-a Re: Resolution Creating Positions Senate Bill 2506, S.D. 2. H.D. 1 was signed into law under Act 310 which consolidates the driver's license and civil identification programs for the State of Hawai`i, under the Department of Transportation. The issuance of Hawaii State Identification (SID) cards has been delegated however, to the counties. The Finance Department's Vehicle Registration and Licensing (VRL) Division has been utilizing two Driver License Examiner I positions (00-02310 for the Hilo branch, and 00-04816 for the Kona branch), temporarily reallocated to Clerk positions to perform this function and meet the January 1, 2013 deadline to implement this program. We are now requesting to establish two new, permanent VRL Clerk II positions which will be funded by the State, in order to issue the SID cards as well as to perform other driver license and vehicle registration duties. Enclosed is a resolution which creates two VRL Clerk II positions for the Department of Finance. If there are any questions, please do not hesitate to call Deanna Sako, Deputy Director of the Finance Department at 961-8971. 14141 lit/61461P - Nancy Crawford Director of Finance Enc. cc: VRL Comm. No. / s0 Hawaii County is an Equal Opportunity Provider and Employer Ref.To:To L �� ► �o1w ��j Ref. Date FEE 2 1 2013 Form #: B-52 7/18/91 DEPARTMENT OF FINANCE REQUEST FOR COUNCIL ACTION DEPARTMENT: Finance DATE: 02/15/13 STAFF CONTACT: Erin Nacis PHONE: 961-8233 A. REQUEST: To expedite the filling of the positions in order to meet the January 1, 2013 deadline, we temporarily reallocated two Driver License Examiner I positions (00-02310, Hilo; 00-04816, Kona) to clerks and filled the positions. We are now requesting to establish two new permanent VRL Clerk II positions (one for Hilo and one for Kona). In addition to issuing SID cards, the positions will perform driver license and vehicle registration duties. B. BACKGROUND AND JUSTIFICATION (USE ADDITIONAL SHEETS AS NEEDED): Senate Bill 2506, S.D. 2. H.D. 1 was signed into law under Act 310 which consolidates the driver's license and civil identification programs for the State of Hawaii, under the State Department of Transportation. The issuance of SID cards have been delegated to counties. These positions are required to take over the issuance of SID cards from the State. The takeover was effective January 1, 2013. The positions will be funded by the State Department of Transportation. SIGNED: DATE: x( 13-43 Department ad REQUEST FOR ORGANIZATIONAL CHANGES AND/OR POSITION ACTIONS TO: MANAGING DIRECTOR DATE: January 29, 2013 FROM: DEPARTMENT: Finance DIVISION/BRANCH: Vehicle Registration & Licensing (VRL), S. Hilo and N. Kona REQUEST: ® NEW POSITION VRL Clerk II (2 positions) SR-13 TITLE PAY GRADE E REALLOCATION POS.NO. CURRENT TITLE PAY GRADE PROPOSED TITLE PAY GRADE Ill OTHER (change in FTE,transfer,etc.) POS.NO. CURRENT TITLE PAY GRADE COMMENTS: Senate Bill 2506, S.D. 2. H.D. 1 was signed into law under Act 310 which consolidates the driver's license and civil identification (SID) programs for the State of Hawaii, under the State Department of Transportation. The issuance of SID cards have been delegated to the counties. The takeover was effective January 1, 2013. The positions will be funded by the State Department of Transportation. To expedite the filling of the positions in order to meet the January deadline, we temporarily reallocated two Driver License Examiner I positions (00-02310, Hilo; 00-04816, Kona) to clerks and filled the positions. We are now requesting to establish two new permanent VRL Clerk II positions (one for Hilo and one for Kona) and temporarily reallocate the positions to Clerk III for recruitment purposes. In addition to issuing SID cards, the positions will perform driver license and vehicle registration duties. We plan to reallocate the existing positions (00-02310, 00-04816) back to Driver License Examiner I and request to fill the positions. Your favorable consideration of this request is appreciated. C_ DATE DEPARTMENT AD ❑APPROVED ❑ DISAPPROVED .2-1/4/ 13 MANAGING DIRECTOR DATE DHR CP-005(2/93)(11/93)(7/01)(10/03)(12/06) 3-lawai'i County is an Equal Opportunity Provider and Employer. NEW POSITION INFORMATION FORM Department: Finance Date: 01/29/13 Division/Branch: Property Management # of Similar Pay Fund Pos. in Class Title Grade Salary Source Dept. Vehicle Registration and Licensing SR-13 $2601/ State 8 Clerk II, 2 positions (1 Hilo, 1 Kona) month 1 . Give reasons how new duties arose (statutes enacted, ordinances, newly authorized programs, basis for increased workloads, etc.): Senate Bill 2506, S.D. 2. H.D. 1 was signed into law under Act 310 which consolidates the driver's license (DL) and civil identification (SID) programs for the State of Hawaii, under the State Department of Transportation. The issuance of SID cards has been delegated to the counties. These positions are required to take over the issuance of SID cards from the State. The takeover was effective January 1, 2013. The positions will be funded by the State Department of Transportation. 2. Can new duties be assigned to existing positions or handled in other way such as short term contracts, etc. Current staff workload has increased as the processing of DL is more complex with the implementation of federal and state requirements of real identification/legal presence. With the addition of processing SID cards, the current staffing is inadequate. 3. How will new position increase the efficiency/effectiveness of operations? (Use productivity measurements where possible.): Currently waiting/processing time for DL and SID cards is two to four hours. With the additional positions, waiting/processing time would decrease and more DL and SID cards can be processed. New Position Form Page 2 4. Alternatives that were considered in lieu of new position. (Have technological changes been considered?) The processing of DL and SID cards require intense verification that must be done by staff. They may use state and federal data base to research documentation, but this still requires positions to get the verifications done. 5. Why were manpower needs not planned through budgetary process? The real identification/legal presence requirements and processing of SID cards are new programs. 6. List other rationale or pertinent statements and data: To expedite the filling of the positions in order to meet the January 1, 2013 deadline, we temporarily reallocated two Driver License Examiner I positions (00-02310, Hilo; 00-04816, Kona) to clerks and filled the positions. We are now requesting to establish two new permanent VRL Clerk II positions (one for Hilo and one for Kona). In addition to issuing SID cards, the positions will perform driver license and vehicle registration duties. We plan to reallocate the existing positions (00-02310, 00-04816) back to Driver License Examiner I and request to fill the positions. DHR CP-002(2/93)(12/06) 3fawai'i County is an Equal-Opportunity Provider and Employer. SOURCE OF FUNDS FOR NEW POSITION/REALLOCATION/CHANGE IN FTE/TRANSFER 1. COMPUTATION OF FUNDS REQUIRED FOR POSITION NO. 2 New (If no position number indicate"new".) a) New monthly salary $ 2,601 b) Present monthly salary specifically included in FY 12-13 budget (If NOT BUDGETED, INDICATE-0-) $ 0 (State to fund) c) Net funds required (Item "a" minus Item "b") $ 2,601 d) Remaining number of months in current fiscal year 4 e) Funds required in remainder of fiscal year (Items "c"x Item "d") $ 1 0,404 x 2 = 20,808 2. AVAILABILITY OF FUNDS a) What is the position's fund source (county, state, federal)? State b) Position's home department (RC) number is: 2257 c) Position's salaries and wages (S&W) account number: 5127.21 d) If funds not available in S&W account, identify account that funds are available in: NA e) For reallocation, request that funds be transferred: From: 010-911-5911.70-341 Provision for Reallocation $ NA I certify that the information is correct and funds are available, and that the funds may be used for the classification action as requested. � a Departmen Head u Date DHR CP-004(3/08) Jfawai'i County is cm EquaC Opportunity Provider and Employer. DEPARTMENT OF HUMAN RESOURCES LOCATION COUNTY OF HAWAII Dept. Finance 1. Position No. New Div. or Bur. Veh Reg & Licensing POSITION DESCRIPTION FORM Section Driver License Type: Civil Service ® Exempt ❑ Geog. Loc S. Hilo Permanent ® Temporary ❑ Council Dist. 1-9 Full-Time ® Part-Time ❑ 2. FOR HUMAN RESOURCES USE ONLY Allocation Class Salary Range Effective Date Approved: Date By: Authority Date Director of Human Resources 3. DUTIES OF THE POSITION List each duty assigned to the position separately.Arrange these duties in logical order beginning with those performed most frequently and followed by those performed occasionally. Be clear,complete,and concise.Stick to statements of fact;avoid the use of vague of general terms.Give an estimate of the average amount of time spent in performing each major duty. If more space is needed,use a blank sheet and attach to this form. Duties Summary: Under the combined supervision of the Motor Vehicle Financial Responsibility Clerk II Show and the Motor Vehicle Registration Clerk II, the Vehicle Registration and Licensing Clerk II is responsible for performing motor vehicle registration and licensing work, including issuing of initial, renewal, and of time duplicate driver's and related licenses and permits and civil identification (State Identification); independent processing of applications for initial and renewal registration and licensing of motor vehicles, reviewing and examining various supporting documents in connection therewith, performs other related duties as required. Duties: Driver Licensing: 55% Explains to applicants the procedural and legal requirements regarding issuance of driver license and civil identification. Reviews all documents as to compliance with applicable provisions of statutes and ordinances and determines qualifications for driver licenses/permits and civil identification. Processes applications and issues initial, renewal or duplicate class 1-4 driver license and civil identification. Conducts computer inquiries to determine eligibility for a Hawaii Driver's License using the National Driver's Register Problem Driver Pointer System (PDPS) and Commercial Driver License Information System (CDLIS) or other recognized national data system in effect at the time. Verifies applicants with licenses from other jurisdictions. Inputs required information into computer system to update or create new driver's record and/or civil identification record. Administers and corrects written tests. Administers eye examinations. Checks testing room as needed. (1,2) Composes routine correspondence and letters of acknowledgement, types and sends notices to applicants requesting clarification of information found discrepant, prepares letters of verification of license/permit status as requested by applicant or government entities. Responds to all internet email correspondence regarding Hawaii County Driver License and civil identification inquiries. Provides response to court subpoenas, notice of trial/hearing; prepares affidavits. Types letters, memoranda, reports, specifications, statements, forms and other materials in final form from rough or corrected copy. Composes correspondence to request applicant clear license status from state of record found as a result of a delayed search. Suspends/revokes/denies licenses not in compliance with terms of correspondence. Cancels licenses of applicants who have surrendered their Hawaii driver license to other states. (1,2) (Continued) 1. The performance of this function is the reason that this job exists. 2. The number of other employees available to perform this function is limited. 3. This function is highly specialized,and employee is hired for special expertise or ability to perform this function. 4. Other evidence. 4. SUPERVISION RECEIVED Give the position no. and title of immediate supervisor of this position. Position Number 00-02312/00-00044 Title MV Financial Responsibility Clerk II/MV Registration Clerk II 5• SUPERVISORY RESPONSIBILITIES OF THE POSITION List must coincide with the official organization chart Position No. Title Nature of Supervision Hawai'i County is an Equal Opportunity Provider and Employer DHR CP-001 rev.05/08 6. Present Class Pay Grade 1 7. REQUESTED ACTION New Position-Initial Allocation®Change in Duties and Responsibilities-Reallocation ❑ Redescription—Review❑ Effective Date / / Requested Class Allocation Vehicle Registration and Licensing Clerk II Pay Grade SR-13 8. CERTIFICATION OF EMPLOYEE The duties&responsibilities described above are accurate and complete. Employee's Name (Print) Vacant Employee's Signature Date 9. STATEMENT OF IMMEDIATE SUPERVISOR a. Describe the nature and extent of supervision, which you exercise over this position. General b. Indicate the qualifications absolutely necessary to perform the duties of the position. Keep in mind the position itself and the qualifications a new employee must bring to the position rather than the qualifications of the employee who now occupies it. Education—General Basic Qualifications Necessary for Work Performance (Circle highest year) (Elementary and High School) 1 2 3 4 5 6 7 8 9 1 0 1 1 ( 1 2 ) Special or Professional: (College) 1 2 3 4 I 1 2 3 4 Kind: Work Experience-Kind Training and Experience: A combination of education and experience substantially equivalent to and length in years graduation from high school and four(4) years of clerical experience, two (2) years of which shall have been in vehicle registration and regulatory driver licensing activities, which shall have included the processing of permits/licenses for all classes of motor vehicle driver licenses (Classes 1-4 and CDL, Classes A-C). Knowledge skills and Knowledge of: laws, ordinances and regulations governing the vehicle registration and licensing, abilities: and driver licenses; of the Motor Vehicle Safety Responsibility Act; traffic laws and ordinances; sources of information relating to motor vehicle registration and title practices; vehicle characteristics and descriptions; purposes, uses and requirements of common legal and business documents; office practices and procedures; uses of standard office machines and equipment. Ability to: deal tactfully and effectively with the public; listen to the needs of the customer and demonstrate courtesy and patience in customer relations; appraise situations, make appropriate decisions, and resolve disputes as required; understand and apply provisions to pertinent laws, ordinances and regulations; keep records and maintain files; makes arithmetical computations and compare names and numbers accurately; input and retrieve data from a computerized system; operate a typewriter and other standard office machines and equipment. Physical Requirements: Persons seeking appointment to positions in this class must meet the health and physical condition standards deemed necessary and proper to perform the essential functions of the position with or without reasonable accommodations. Physical Effort Group: Light Licenses or Certificates required: Ability to travel independently to various geographic locations. This requirement may be fulfilled by the possession of a valid State of Hawai'i driver license (Class 3), a valid comparable driver license, or use of other means of transportation that meets position needs. 10. CERTIFICATION OF IMMEDIATE SUPE OR I certify that the above statements are accurate and complete. Immediate Supervisor's Signature aft 2. - 0!3 Date 11. CERTIFICATION OF DIVISION HEAD I certify that the above statements are accurate and complete. Division Head's Signature Date 12. CERTIFICATION OF DEPARTMENT HEAD I certify t .t the .sove statements are accurate and complete. Department Head's Signature Date Distribution: Original—Human Resources; 1st copy— Department; 2nd Copy— Employee DHR CP-001 Attachment New Position, VRL Clerk II, S. Hilo Duties (Continued) Driver Licensing (Continued) Processes initial, renewal or duplicate taxicab driver permit. Provides driver with application form to complete and collects required documentation such as traffic and criminal abstract. Reviews abstracts and verifies driver's eligibility to obtain a taxicab driver permit as outlined in current rules. Administers and scores written tests as required. (1,2) Vehicle Registration and Licensing 25% Determines motor vehicle ownership for registration and titling purposes by examining registration ownership certificates and other documents necessary to establish proof of ownership for acceptability and validity. Refers to source materials and manuals to ascertain the title and registration of other states and jurisdictions, and determines which documents and instruments are necessary for establishing or verifying ownership, title, and identification. Explains procedural and legal requirements regarding registration and licensing of motor vehicles. Processes initial and renewal registration and licensing of vehicles; transfer of ownership; and issues duplicate certificates of ownership and registration. Receives and processes orders for special plates, notifies applicants of receipt or rejections, and provides instructions for further processing as required. (1,2) Both Programs 15% Greets the public and assists them with answers to questions; determines and collects fees based upon type of license and type of tests administered and license or civil identification issued. Performs final audit of forms to ensure applicant meets requirements for permit, license or civil identification being issued. Assumes responsibilities for all revenue received; tallies and balances cash and all receipts, records pertinent data on report at the end of each workday for all transactions. Checks forms, records, reports, applications and other documents for accuracy, completion and conformance to established requirements. Receives address change information and updates database as indicated on request. Operates computer and related equipment to input a variety of information and make inquiries, transmit and update vehicle registration, driver license and civil identification records. Prints forms as needed; answers telephone and written inquiries; and performs document management, which may require filing or scanning of documents. Prepares various statistical reports for both programs as needed; keeps abreast of motor vehicle, driver licensing and civil identification requirements and statutory requirements in the State of Hawaii. (1,2) Other 5% Assists and serves as back-up in preparing payroll forms to include timesheets, leave forms, TA papers, etc., for semi-monthly payroll; monitors daily attendance records and keeps a running balance of vacation, sick leave, and CTO credits for section's employees; batches timesheets and payroll related forms for submittal. (1,2) Explains legal requirements and processes applications for business, dog, and bicycle licenses. Travels to other districts or satellite offices to provide services as assigned. (2) Performs other related duties such as, but not limited to attending meetings, and training; taking notes; assisting in County and departmental special assignments/projects. DEPARTMENT OF HUMAN RESOURCES LOCATION COUNTY OF HAWAII Dept. Finance 1. Position No. New Div. or Bur. Veh Reg& Licensing POSITION DESCRIPTION FORM Section Driver License Type: Civil Service ® Exempt ❑ Geog. Loc N. Kona Permanent ® Temporary ❑ Council Dist. 6, 7, 8, 9 Full-Time ® Part-Time ❑ 2. FOR HUMAN RESOURCES USE ONLY Allocation Class Salary Range Effective Date Approved: Date By: Authority Date Director of Human Resources 3. DUTIES OF THE POSITION List each duty assigned to the position separately.Arrange these duties in logical order beginning with those performed most frequently and followed by those performed occasionally. Be clear,complete,and concise.Stick to statements of fact;avoid the use of vague of general terms.Give an estimate of the average amount of time spent in performing each major duty. If more space is needed,use a blank sheet and attach to this form. Duties Summary: Under the combined supervision of the Motor Vehicle Financial Responsibility Clerk II Show and the Motor Vehicle Registration Clerk II, the Vehicle Registration and Licensing Clerk II is responsible for performing motor vehicle registration and licensing work, including issuing of initial, renewal, and of time duplicate driver's and related licenses and permits and civil identification (State Identification); independent processing of applications for initial and renewal registration and licensing of motor vehicles, reviewing and examining various supporting documents in connection therewith, performs other related duties as required. Duties: Driver Licensing: 55% Explains to applicants the procedural and legal requirements regarding issuance of driver license and civil identification. Reviews all documents as to compliance with applicable provisions of statutes and ordinances and determines qualifications for driver licenses/permits and civil identification. Processes applications and issues initial, renewal or duplicate class 1-4 driver license and civil identification. Conducts computer inquiries to determine eligibility for a Hawaii Driver's License using the National Driver's Register Problem Driver Pointer System (PDPS) and Commercial Driver License Information System (CDLIS) or other recognized national data system in effect at the time. Verifies applicants with licenses from other jurisdictions. Inputs required information into computer system to update or create new driver's record and/or civil identification record. Administers and corrects written tests. Administers eye examinations. Checks testing room as needed. (1,2) Composes routine correspondence and letters of acknowledgement, types and sends notices to applicants requesting clarification of information found discrepant, prepares letters of verification of license/permit status as requested by applicant or government entities. Types letters, memoranda, reports, specifications, statements, forms and other materials in final form from rough or corrected copy. Composes correspondence to request applicant clear license status from state of record found as a result of a delayed search. Suspends/revokes/denies licenses not in compliance with terms of correspondence. Cancels licenses of applicants who have surrendered their Hawaii driver license to other states. (1,2) (Continued) 1. The performance of this function is the reason that this job exists. 2. The number of other employees available to perform this function is limited. 3. This function is highly specialized,and employee is hired for special expertise or ability to perform this function. 4. Other evidence. 4. SUPERVISION RECEIVED Give the position no. and title of immediate supervisor of this position. Position Number 00-00921/00-03234 Title Supervising Driver License Examiner/MV Registration Clerk II 5• SUPERVISORY RESPONSIBILITIES OF THE POSITION List must coincide with the official organization chart Position No. Title Nature of Supervision Hawai'i County is an Equal Opportunity Provider and Employer DHR CP-001 rev.05/08 6. Present Class Pay Grade 7. REQUESTED ACTION New Position-Initial Allocation®Change in Duties and Responsibilities-Reallocation D Redescription—Review❑ Effective Date / / Requested Class Allocation Vehicle Registration and Licensing Clerk II (N. Kona) Pay Grade SR-13 8. CERTIFICATION OF EMPLOYEE The duties&responsibilities described above are accurate and complete. Employee's Name(Print) Vacant Employee's Signature Date 9. STATEMENT OF IMMEDIATE SUPERVISOR a. Describe the nature and extent of supervision, which you exercise over this position. General b. Indicate the qualifications absolutely necessary to perform the duties of the position. Keep in mind the position itself and the qualifications a new employee must bring to the position rather than the qualifications of the employee who now occupies it. Education—General Basic Qualifications Necessary for Work Performance (Circle highest year) (Elementary and High School) 1 2 3 4 5 6 7 8 9 1 0 1 1 ( 1 2 ) Special or Professional: (College) 1 2 3 4 1 2 3 4 Kind: Work Experience-Kind Training and Experience: A combination of education and experience substantially equivalent to and length in years graduation from high school and four(4) years of clerical experience, two(2) years of which shall have been in vehicle registration and regulatory driver licensing activities, which shall have included the processing of permits/licenses for all classes of motor vehicle driver licenses (Classes 1-4 and CDL, Classes A-C). Knowledge skills and Knowledge of: laws, ordinances and regulations governing the vehicle registration and licensing, abilities: and driver licenses; of the Motor Vehicle Safety Responsibility Act; traffic laws and ordinances; sources of information relating to motor vehicle registration and title practices; vehicle characteristics and descriptions; purposes, uses and requirements of common legal and business documents; office practices and procedures; uses of standard office machines and equipment. Ability to: deal tactfully and effectively with the public; listen to the needs of the customer and demonstrate courtesy and patience in customer relations; appraise situations, make appropriate decisions, and resolve disputes as required; understand and apply provisions to pertinent laws, ordinances and regulations; keep records and maintain files; makes arithmetical computations and compare names and numbers accurately; input and retrieve data from a computerized system; operate a typewriter and other standard office machines and equipment. Physical Requirements: Persons seeking appointment to positions in this class must meet the health and physical condition standards deemed necessary and proper to perform the essential functions of the position with or without reasonable accommodations. Physical Effort Group:Light Licenses or Certificates required: Ability to travel independently to various geographic locations. This requirement may be fulfilled by the possession of a valid State of Hawai'i driver license (Class 3), a valid comparable driver license, or use of other means of transportation that meets position needs. 10. CERTIFICATION OF IMMEDIATE SUPER OR I certify that the above statements are accurate and complete. • t Immediate Supervisor's Signature -2_ 1. actor Date 11. CERTIFICATION OF DIVISION HEAD I certify that the above statements are accurate and complete. Division Head's Signature Date 12. CERTIFICATION OF DEPARTMENT HEAD I c ify hat the ab ve s:atements are accurate and complete. Department Head's Signature 11/4/P1 �p 9 Date Distribution: Original—Human Resources; 1st copy—Department; 2" Copy— Employee DHR CP-001 Attachment New, VRL Clerk II, N. Kona Duties (Continued) Driver Licensing (Continued) Processes initial, renewal or duplicate taxicab driver permit. Provides driver with application form to complete and collects required documentation such as traffic and criminal abstract. Reviews abstracts and verifies driver's eligibility to obtain a taxicab driver permit as outlined in current rules. Administers and scores written tests as required. (1,2) Vehicle Registration and Licensing 25% Determines motor vehicle ownership for registration and titling purposes by examining registration ownership certificates and other documents necessary to establish proof of ownership for acceptability and validity. Refers to source materials and manuals to ascertain the title and registration of other states and jurisdictions, and determines which documents and instruments are necessary for establishing or verifying ownership, title, and identification. Advises applicants of the need for procuring indemnity bonds when documentary evidence regarding ownership is lacking and determines sufficiency of such bonds upon presentation. Explains procedural and legal requirements regarding registration and licensing of motor vehicles. Processes initial and renewal registration and licensing of vehicles; transfer of ownership; and issues duplicate certificates of ownership and registration. Receives and processes orders for special plates, notifies applicants of receipt or rejections, and provides instructions for further processing as required. (1,2) Both Programs 15% Greets the public and assists them with answers to questions; determines and collects fees based upon type of license and type of tests administered and license or civil identification issued. Performs final audit of forms to ensure applicant meets requirements for permit, license or civil identification being issued. Assumes responsibilities for all revenue received; tallies and balances cash and all receipts, records pertinent data on report at the end of each workday for all transactions. 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