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November 13, 2020 at 6:00 PM - Regular Meeting

Agenda
1. Call to Order at 6:00 P.M.
2. Roll Call
3. Listening Session
Description:  All speakers are asked to complete the Listening Session Sign-in Form including as much detail as possible and including a printed / written copy of your presentation if one is available. This is an opportunity for the Board to listen, the Board will not engage in dialogue. As a general rule, the Board will not comment on or respond to any comments made by speakers. Please do not include names of Greenbush Middle River employees or representatives, their title, or location in your remarks for your own legal protection and the legal rights of staff.

Each speaker will have five (5) minutes to speak: speakers may not roll their time to another speaker. Speakers will be timed and are asked to complete their comments in this time frame. Board members may ask questions if needed.  Please begin your presentation by stating your name and topic only.
In the spirit of fairness to all participants, we request that you respect the format above. Thank you for taking the time today to attend this meeting and share your concerns and suggestions.

Due to the COVID-19 outbreak, members of the public may wish to email Board communication(s) to <info@greenbush.k12.mn.us>
4. Recommendation to add items to the agenda from Board members or School Administrators
5. Approval of Agenda
5.1. A motion was made by  ____________________, seconded by ____________________ to approve the agenda of the November Regular Board Meeting as presented/amended.
6. Minutes
6.1. A motion was made by  ____________________, seconded by ____________________ to approve the minutes of the preceding regular meeting of October 19, 2020.
Attachments: (1)
6.2. A motion was made by __________, seconded by ________________ to approve the minutes of the Special School Board Work Session held on October 19, 2020 at 6:30 pm.
Attachments: (1)
7. Business Services
7.1. A motion was made by  ____________________, seconded by ____________________ to approve the payment of bills check #37632 through #37708 for a total of $147,333.17 and Purchasing Card electronic payments dated October 10, 2020 and Electronic Funds Transfers as submitted.
Attachments: (3)
7.2. Treasurer's Report
Description:  attached
Attachments: (1)
7.3. Greenbush Middle River School District Budget to Actual Expenditure Report  (as previously requested by board member to provide on monthly basis).
Description:  As requested by board member, document will be provided on monthly basis.

Budget consists of 6 fund balances:

o  01 General Fund
o  02 Food Service
o  04 Community Services
o  07 Debt Redemption
o  08 Scholarships
o  09 Student Activities
• *see attached
Attachments: (1)
8. Significant School Events and Communication:
Description:  -  Special Thank You to Polaris Industries on Nov. 4, 2020 recognizing the
   staff at the GMR School as essential workers.


Notice of contribution:  An official from Hereim Township recently   
   contacted the Supt. Office and indicated Hereim Township's desire to
   forward funds from  its Coronavirus Relief Fund (CRF) Aid to
   Counties/Townships to the GMR School.  The funds have a restricted
   use in that the funds much be used to support distance education
   programing.
9. Old Business
9.1. Instructional model(s) during within coronavirus pandemic
Description:  In mid-August, the GMR School posted it's back-to-school planning guide called RETURN TO LEARN in 2020-2021.  The planning guide provided three (3) learning models as required by the MN Dept. of Education:  (1) in-person learning, (2) hybrid learning; and (3) Distance Learning.

Because of the physical size of the school and number of K-12 students, the District's in-person and hybrid models look much the same.  

From the start of the school year (Sept. 8) through October 30 the GMR School has been has been utilizing an in-person/hybrid learning model.

From Nov. 2 through Nov. 13, the GMR School has had students in grades K-8 utilizing an in-person/hybrid learning model and students in grades 9-12 in a distance learning model.  This model was implemented after discussion with representatives from the MN Dept. of Health, MN Dept. of Education, Roseau County Emergency Servies, Roseau Public Health, and the NW Service Cooperative on Wednesday, October 28. 

The reason for the change:  a number of GMR school district employees were unable to perform their duties due to contracting COVID-19 or needing to quarantine after close contact with someone who is positive for COVID-19. Because there were not enough substitutes to staff school programming needs, particularly in the High School, grades 9-12 moved to distance learning.

Principal Schultz will provide a report on the number of quarantine and isolation cases in the school.



 
Attachments: (1)
9.1.a. Review implementation of 9-12 distance learning and School Administration recommendation to return to 9-12 in-person/hybrid learning model.
Description:  excerpt from Supt. Communication to GMR Parents on Oct. 28, 2020..."Because there are not enough substitutes to staff school programming needs, particularly in the High School, the GMR School will begin Distance Learning for students in grades 9 through 12 effective Monday, November 2 through Friday November 13. The desired plan is to return to in-person learning for students in grades 9 through 12 on Monday, November 16. The voluntary decision on the part of the GMR School was made following GMR school administration consultation with the MN Dept. of Education, MN Dept. of Health, Regional Support Team in Thief River Falls and Roseau County Emergency Management. 

Based on current staffing availability...  the recommendation is for the GMR School to return 9 through 12 grade students to in-person learning/hybrid model effective Monday, November 16, 2020.


A motion was made by __________________, seconded by ________________ to approve the return of 9 through 12 grade students to in-person learning/hybrid model effective Monday, November 16, 2020.
 
Attachments: (1)
9.1.b. Review implementation of early dismissal of students at the end of the school week and recommendation to extend Teacher Support Days (early student dismissal)
Description:  excerpt from Supt. Communication to GMR Parents on Oct. 20, 2020...

..."In consideration of teachers having to prepare and provide instruction for in-person learning and a growing number of distance learners all at the same time, the School Board approved a modification of the weekly student and staff calendar. Students and staff will continue with in-person learning Monday through Friday, however the school will have an early out for students on Fridays from Oct. 23rd through Nov. 6 on a trial basis. On Fridays, students will be released from school shortly after lunch with buses leaving at 12:30 pm. The early dismissal of students will give the teachers the opportunity to conference with distance learners, visit with parents, and plan and prepare for both in-person and distance learning. The GMR school board will review this change in student and staff schedules during a scheduled November 9 regular board meeting."

The Nov. 9 meeting was changed to Nov. 13, 2020.

The school adminstration recommends the continuation of early dismissal of K-8 students (Buses leave at 12:30 p.m.) at the end of each school week through December 2020.

Note:  Early dismissal will be in compliance of Governor Walz's November 5, 2020 Executive Order 20-94.  [See Agenda item 9.1.d]

A motion was made by __________________, seconded by ________________ to approve to extend early dismissal (Buses leave at 12:30 pm) of K-12 students at the end of each school week through December 2020.

 
9.1.c. Conditions which may lead to transition to full (K-12) Distance Learning 
Description:  Media reports indicate to-date, COVID-19 cases in the U.S., State of MN and regionally are at there highest since the outbreak began in December 2019.  High case counts are expected to continue.  With the holidays coming up, there is the risk of numbers going up even more and with the flu season soon to arrive, school families should be prepared in the event that the school would move everybody to distance learning.

We want to give our students an opportunity for in-person learning as long as possible, but the number of students and staff in quarantine, along with a spike of COVID-19 cases in the county and in particular signs of spread within the school may lead to full K-12 distance learning.

When / if a decision is made there will be no classes for two (2) days to allow staff to prepare for the switch to distance learning.  Winter sports, which are scheduled to begin in the next two weeks will likely not be allowed to start in-person.  Other school activities that are currently taking place virtually can continue to do so, if possible. However, there should be no in-person meetings at school or anywhere else.

While the district is in distance learning, child care will still be offered to families of essential workers, and families can still participate in the free lunch program.

We are thankful that we were able to make it through the first quarter grading period.   Right now, we really need the help of the community in not attending large group gatherings and by also taking increased safety precautions so students can be in school.
9.1.d. Governor Walz Emergency Executive Order 20-94 providing new guidance for Schools during coronavirus pandemic
Description:  On November 5, 2020 MN Governor Tim Walz signed Emergency Executive Order 20-94 providing new guidance for Schools during the coronavirus pandemic. 

Many questions and concerns arose shortly after the Executive Order was released.  Two in particular:  Paragraph 7 of the Order states:

School districts and charter schools are strongly encouraged to create a teaching and learning environment that allows teachers to provide asynchronous instruction to students who are in-person and learning remotely. School districts and charter schools may consider other models of hybrid learning schedules that allow teachers to most effectively meet the needs of students both in person and remotely.


Paragraph 9 of the Order states:

...as soon as is practicable but no later than November 30, 2020, a school district or charter school must count 30 minutes per day for teacher preparation to provide instruction to students in distance learning or a distance learning or hybrid learning model, as instructional time toward meeting the minimum hours required by Minnesota Statutes 2019, section 120A.41. This teacher preparation time is for students receiving instruction in distance learning or a distance learning or hybrid model. This time is in addition to a school district’s or charter school’s teacher preparation time established under Minnesota Statutes 2019, section 122A.50.

NOTE:  The districts early dismissal of students on Fridays appear to satisfy this change.

Other items within Executive Order 20-94 included clarification relating to School Age Child Care and Instructional programing for Special Education students within distance learning.

MSBA sent a recent communication indicating a focus on resolving the issues surrounding additional preparation time and other matters arising from the Executive Orders.


 
10. New Business:
10.1. 2019-2020 Fiscal Year Financial Audit
Description:  Mr. Brian Stavenger of the accounting firm of Eide Bailly (Fargo, N.D.) will provide the Independent Audit Report of the Greenbush Middle River School District Fiscal Year 2019-2020.

School Districts are required, by statute, to have an annual independent audit of their financial affairs.  A representative of the accounting firm of Eide Bailly will present the GMR financial audit for the 2019-2020 school year.

attachments here

A motion was made by ______________, seconded by, to approve the Greenbush Middle River School District 2019-2020 Financial Audit as presented by Eide Bailly. 
Attachments: (3)
10.2. Resolution Authorizing Transfer of Funds for Emergency in accordance with
Minnesota Laws 2020, Chapter 116/House File 4415, Article 3 Section 8
Description:  The coronavirus pandemic began in December 2019.  The 2020 MN Legislature recognized the costs to contend with the pandemic can put a strain in school finances.  The legislature passed a law permitting School Board's to make one-time financial transfers for FY 20 and FY 21.  The recommendation is to approve a transfer of $120,000 in the school district's Community Education / Early Childhood Family Education fund to the unrestricted General Fund.   see attached Request for Fund Transfer

Suggested Resolution:  Member ____________________ introduced the following Resolution and moved its adoption.

Resolution Relating to the Transfer of Funds in Fiscal Year 2019-2020
BE IT RESOLVED, by the School Board of Independent School District No. 2683, as follows: 
         WHEREAS, the coronavirus pandemic resulted in all Minnesota School Districts implementing a Distance Learning Model March 2020 through May 2020; and
         WHEREAS, addressing the coronavirus in 2019-2020 placed an unprecedented strain on school budgets; and
         WHEREAS, in accordance with Minnesota Laws 2020, Chapter 116/House File 4415, Article 3 Section 8, subd. 1, the school board deems it necessary to transfer funds for fiscal year 2020; and
         WHEREAS, the transfer of funds request was reviewed by the District’s Independent Financial Auditor; and
WHEREAS, the transfer will not interfere with the equitable delivery of distance learning or social distancing models; and

        WHEREAS, the transfer will not increase state aid obligations to the school district or result in additional property tax authority for the school district.

THEREFORE, BE IT RESOLVED, by the School Board of Independent School District No. 2683 to transfer $120,000 from the District’s 04 (ECFE) Fund to its 01 Unrestricted General Fund in accordance with Minnesota Laws 2020, Chapter 116/House File 4415, Article 3 Section 8.

 The motion for the adoption of the foregoing resolution was duly seconded by Member
__________________________________ and upon vote being taken thereon, the following


voted in favor thereof:

and the following voted against the same:

whereupon said resolution was declared duly passed and adopted / failed.


 
Attachments: (1)
10.3. Resolution Canvassing Ballots of votes of School Board election held on
November 3, 2020  
 
Description:   As per MN Election rules as they relate School Elections, the School Board is required to canvass the results of the School Election between November 6, 2020 and November 13, 2020 (between the 3rd and 10th day following the election) and notify the County Auditor of each county in which the school district is located in whole or in part of the results of the election.

Board member ______________ introduced the following resolution,

RESOLUTION CANVASSING RETURNS OF VOTES OF SCHOOL DISTRICT GENERAL ELECTION

BE IT RESOLVED by the School Board of Independent School District No.2683, as follows:

1. It is hereby found, determined and declared that the general election of the voters of the district held on November 3, 2020, was in all respects duly and legally called and held.

2. As specified in the attached Abstract and Return of Votes Cast, a total of voters of the district voted at said election on the election of three school board members for four year term vacancies on the board caused by expiration of term on the first Monday in January next following the general election as follows:

Brandon Ignaszweski
Brandon Kuznia
Joseph Melby
Laurie Stromsodt

3. Brandon Ignaszweski, Brandon Kuznia, and Joseph Melby, having received the highest number of votes, are elected to four year terms beginning the first Monday in January 4, 2021 .

4. The school district clerk is hereby authorized to certify the results of the election to the county auditor of each county in which the school district is located in whole or in part.

The motion for the adoption of the foregoing resolution was duly seconded by Member _____________________

Upon vote, the following voted in favor of:

and the following voted in opposition of:

Thereby the resolution passed / failed.

(Attach: Abstract and Return of Votes Cast)
10.4. Resolution authorizing issuance of Certificates of Election 
 
Description:  Member ____________________ introduced the following Resolution and moved its adoption.

RESOLUTION AUTHORIZING ISSUANCE OF CERTIFICATES OF ELECTION AND DIRECTING SCHOOL DISTRICT CLERK TO PERFORM OTHER ELECTION RELATED DUTIES

WHEREAS, the board has canvassed the general election for school board members held on November 3, 2020 .

NOW THEREFORE, BE IT RESOLVED by the School Board of Independent School District No. 2683 , State of Minnesota, as follows:

1. The chair and clerk are hereby authorized to execute certificates of election on behalf of the school board of Independent School District No. 2683 to the following candidates:

Brandon Ignaszweski
Brandon Kuznia
Joseph Melby

who have received a sufficiently large number of votes to be elected to fill vacancies on the board caused by expiration of term on the first Monday in January next following the election, based on the results of the canvass.

2. The certificate of election form is attached hereto.

3. After the time for contesting the election has passed and the candidate has filed all campaign financial reports required by Minnesota Statutes, Chapter 211A, the clerk of the school board is hereby directed to deliver the certificates to the persons entitled thereto personally or by certified mail.

4. The clerk is hereby directed to enclose with the certificate of acceptance of office an oath of office form attached hereto.

The motion for the adoption of the foregoing resolution was duly seconded by Member _____________________

Upon vote, the following voted in favor of:

and the following voted in opposition of:

Thereby the resolution passed / failed.
Attachments: (2)
10.5. Resolution Canvassing Ballots of votes of School Special Election Ballot Question (Revoke & Replace Operating Referendum) held on November 3, 2020  
 
Description:  Member ____________________ introduced the following Resolution and moved its adoption.

RESOLUTION CANVASSING RETURNS OF VOTES OF SCHOOL DISTRICT SPECIAL ELECTION

BE IT RESOLVED by the School Board of Independent School District No.2683, as follows:

1. It is hereby found, determined and declared that the special election of the voters of this district held on November 3, 2020, was in all respects duly and legally called and held.

2. As specified in the attached Abstract and Return of Votes Cast, a total of 2,127 voters of the district voted at said election on the question to revoke and replace and existing operating referendum,:   
The board of Independent School District No. 2683 (Greenbush-Middle River) has proposed to revoke the school district’s existing referendum revenue authorization of $506.05 per pupil and to replace that authorization with a new authorization of $1,306.05 per pupil.  The proposed referendum revenue authorization would increase each year by the rate of inflation, and be applicable for ten years, commencing with taxes payable in 2021, unless otherwise revoked or reduced as provided by law.

of which 689 voted in favor, 866 voted against the same.

3. Said proposition, having not received the approval of at least a majority of such votes, is hereby declared to have carried failed.

* 4. The school district clerk is hereby directed to certify the results of the election to the county auditor of each county in which the school district is located in whole or in part.

The motion for the adoption of the foregoing resolution was duly seconded by Member _____________________

Upon vote, the following voted in favor of:

and the following voted in opposition of:

Thereby the resolution passed.

(Attach Abstract and Return of Votes Cast)

* NOTE: The results of referendum levy elections must also be reported to the Commissioner of Education not more than 15 days after the results of the election have been certified by the school board. 
10.6. Post-Election presentation by Superintendent
Description:  Post-Election presentation by Superintendent is attached.
Attachments: (1)
10.7. [Annual] Resolution to Combine Polling Places as required by law passed during the 2017 Legislative Session.
 
Description:  If the Board chooses to run an election (eg:  operating referendum) in 2021, the School District is responsible for all cost aspects (process, election equipment, election judges, protocol) of the election. 

Board Member _______________ introduced the following resolution and moved its adoption:

RESOLUTION ESTABLISHING COMBINED POLLING PLACES FOR MULTIPLE PRECINCTS AND DESIGNATING HOURS DURING WHICH THE POLLING PLACES WILL REMAIN OPEN FOR VOTING FOR SCHOOL DISTRICT ELECTIONS NOT HELD ON THE DAY OF A STATEWIDE ELECTION      

BE IT RESOLVED by the School Board of Independent School District No.2683, State of Minnesota, as follows:      
 
1. Pursuant to Minnesota Statutes, Section 205A.11, the precincts and polling places for school district elections are those precincts or parts of precincts located within the boundaries of the school district which have been established by the cities or towns located in whole or in part within the school district. The board hereby confirms those precincts and polling places so established by those municipalities.      

 2. Pursuant to Minnesota Statutes, Section 205A.11, the board may establish a combined polling place for several precincts for school district elections not held on the day of a statewide election. Each combined polling place must be a polling place that has been designated for use as a polling place by a county or municipality.The following combined polling places are established to serve the precincts specified for all school district special and general elections not held on the same day as a statewide election in the calendar year following the adoption of this resolution: (Set forth each combined polling place explaining which precincts are being served, such as:)  
     
Combined Polling Place:                                                                                                      
Greenbush Community Center           Middle River Community Center                     
244 Main St N                                     250 Hill Ave
Greenbush, MN  56726                       Middle River, MN  56737

Greenbush Community Center
244 Main St N
Greenbush, MN  56726

This combined polling place shall serve all territory in Independent School District #2683 located in the following Precincts within Roseau and Kittson Counties located in Minnesota: 

·    Kittson: CARIBOU TWP
·    Kittson: KLONDIKE UNORG
·    Kittson: PEATLAND UNORG
·    Kittson: PELAN TWP
·    Roseau: BARNETT TOWNSHIP
·    Roseau: BARTO TOWNSHIP
·    Roseau: DEER TOWNSHIP
·    Roseau: DEWEY TOWNSHIP
·    Roseau: GREENBUSH
·    Roseau: HEREIM TOWNSHIP
·    Roseau: HUSS TOWNSHIP
·    Roseau: LIND TOWNSHIP
·    Roseau: MOOSE TOWNSHIP
·    Roseau: JUNEBERRY/BLOOMING VALLEY UNORG 
·    Roseau: PALMVILLE TOWNSHIP
·    Roseau: POHLITZ TOWNSHIP
·    Roseau: POLONIA TOWNSHIP
·    Roseau: POPLAR GROVE TOWNSHIP
·    Roseau: SKAGEN TOWNSHIP
·    Roseau: SOLER TOWNSHIP
·    Roseau: STRATHCONA 

Middle River Community Center
250 Hill Ave
Middle River, MN  56737

This combined polling place shall serve all territory in Independent School District #2683 located in the following Precincts within Marshall County located in Minnesota:

·    Marshall: CEDAR TWP
·    Marshall: COMO TWP
·    Marshall: EAST PARK TWP
·    Marshall: EAST VALLEY TWP
·    Marshall: HOLT TWP
·    Marshall: HUNTLY TWP
·    Marshall: MIDDLE RIVER 
·    Marshall: MOOSE RIVER TWP
·    Marshall: ROLLIS TWP
·    Marshall: SPRUCE VALLEY TWP
·    Marshall: THIEF LAKE TWP
·    Marshall: WHITEFORD TWP
located in Marshall County, Minnesota.

Note: See Section 2.3.2 of the Election Manual regarding changing polling places in the case of an emergency or if the polling place is no longer available.     
  
*3. Pursuant to Minnesota Statutes, Section 205A.09, the polling places will remain open for voting for school district elections not held on the same day as a statewide election between the hours of 7:00 o'clock a.m. and 8:00 o'clock p.m.       
Note: See Section 3.6 of the Election Manual regarding certain restrictions on voting hours.  
     
4. The clerk is directed to file a certified copy of this resolution with the county auditors of each of the counties in which the school district is located, in whole or in part, within thirty (30) days after its adoption.     
 
5. As required by Minnesota Statutes, Section 204B.16, Subdivision 1a, the clerk is hereby authorized and directed to give written notice of new polling place locations to each affected household with at least one registered voter in the school district whose school district polling place location has been changed.  The notice must be a nonforwardable notice mailed at least twenty-five (25) days before the date of the first election to which it will apply. A notice that is returned as undeliverable must be forwarded immediately to the appropriate county auditor, who shall change the registrant’s status to "challenged" in the statewide registration system. (If a combined polling place is changed, the change must be adopted at least ninety (90) days prior to the first election where it will be used unless that polling place has become unavailable for use.)  This date is August 1, 2021, for an election on November 2, 2021. 

Note: A resolution similar to this model resolution must be adopted by December 31 of each year, and the combined polling places specified shall be the combined polling places for the following calendar year. 

The motion for the adoption of the foregoing resolution was duly seconded by Board Member _____________ and upon vote being taken thereon, the following voted in favor thereof:
        

and the following voted against the same: 

whereupon said resolution was declared duly Passed and Adopted / or Failed.
10.8. Minnesota State High School League Foundation Application for Grant for Student Participation
Description:  The Primary goal of the Foundation is to award grants that assist, recognize, promote, and fund extra-curricular participation.

Grants are awarded based upon gender balance, school size and geographic location to the extent possible.  Suggested Board Action:  Attached Resolution as provided by the MN State High School League.

 
Attachments: (1)
10.9. Area residents donate directly to Greenbush Middle River School District
Description:  Voters said "no" to the GMR School District's operating referendum on Election day which would have levied a property tax increase to address the District' budget deficit.  55% of voters refused the ballot measure with 45% of voters saying "yes."  For a house valued at $100,000, a "yes" vote would increase school taxes by $21 per month.

Frustrated at the "no" vote results, some residents of the GMR Community have reached out and asked to donate to the school.  From a school administration point of view, we appreciate the support from people who are disappointed, like we are in the fact that the referendum didn’t pass. We respect the community’s decision at this point in time, but we also want to honor and respect the sentiment of people who still do want to provide support.

While the district is not involved in what may be considered a fund-raising effort, we are appreciative and welcome donations, which would go towards replacement of computer technology related to distance learning, for example, replacing the school's wireless network system.  The existing wireless system is 11 years old.  Current distance learning requirements strain the existing wireless system.  Replacement of the wireless network will improve in-person and distance learning instruction for years to come.

The first check submitted to the district was by Mr. Ryan Bergeron in the amount of $253.00

A motion was made by _______________________, seconded by _________________ to accept and dedicate donated funds for replacement of the school district's computer technology related to in-person and distance learning.


 
11. Reports:
11.1. Superintendent
11.1.a. Free Meals for K-12 Students Extended for the Entire School Year
Description:  On October 9, the U.S. Secretary of Agriculture announced the U.S. Department of Agriculture (USDA) is extending it free meals program to continue to be available to all school children throughout the entire 2020-2021 school year.
This unprecedented move is part of USDA’s commitment to ensure all children across America have access to nutritious food as the nation recovers from the COVID-19 pandemic.   During the pandemic, the USDA wants to ensure that children continue to receive the nutritious breakfasts and lunches they count on during the school year wherever they are and however they are learning.

Information Source:  
https://www.fns.usda.gov/news-item/usda-040120

 
11.1.b. Greenbush Middle River School District K-12 enrollment (as of November 1, 2020)
Attachments: (1)
11.2. Principal Report
11.2.a. Student Activities 
12. Adjournment
Description: 
Motion by__________________        Second by ____________________ to ADJOURN
13. Communications
Description: 
                
 
  • VIRTUAL MREA State Conference Nov. 15-19
  • AMERICAN EDUCATION WEEK Nov. 16-20
American Education Week presents everyone with an opportunity to celebrate public education and honor individuals who are making a difference in ensuring that every student receives a quality education.
  • Regular December School Board Meeting - December 21, 2020 @ 7:30 p.m. in GMR School Cafeteria
  • State MSBA Conference January 14-15, 2021.  As of today's date the conference will be held at the Mpls. Convention Center, however, depending on the COVID-19 pandemic, the conference may be held in a VIRTUAL manner.

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