Financial Statements (Unaudited) 2013-2014

Statement of Management Responsibility Including Internal Control Over Financial Reporting

Responsibility for the integrity and objectivity of the accompanying financial statements for the year ended March 31, 2014 and all information contained in these statements rests with the management of the Parole Board of Canada (PBC). These financial statements have been prepared by management using the Government’s accounting policies, which are based on Canadian public sector accounting standards.

Management is responsible for the integrity and objectivity of the information in these financial statements. Some of the information in the financial statements is based on management’s best estimates and judgment, and gives due consideration to materiality. To fulfill its accounting and reporting responsibilities, management maintains a set of accounts that provides a centralized record of the PBC’s financial transactions. Financial information submitted in the preparation of the Public Accounts of Canada, and included in the PBC’s Departmental Performance Report, is consistent with these financial statements.

Management is also responsible for maintaining an effective system of internal control over financial reporting (ICFR) designed to provide reasonable assurance that financial information is reliable, that assets are safeguarded and that transactions are properly authorized and recorded in accordance with the Financial Administration Actand other applicable legislation, regulations, authorities and policies.

Management seeks to ensure the objectivity and integrity of data in its financial statements through careful selection, training and development of qualified staff; through organizational arrangements that provide appropriate divisions of responsibility; and through communication programs aimed at ensuring that regulations, policies, standards and managerial authorities are understood throughout the PBC and through conducting an annual risk-based assessment of the effectiveness of the system of ICFR.

The system of ICFR is designed to mitigate risks to a reasonable level based on an on-going process to identify key risks, to assess effectiveness of associated key controls, and to make any necessary adjustments.

The PBC is subject to periodic Core Control Audits performed by the Office of the Comptroller General and uses the results of such audits to comply with the Treasury Board Policy on Internal Control.

A Core Control Audit was performed in 2011-2012 by the Office of the Comptroller General of Canada (OCG). The Audit Report and related Management Action Plan are posted on the PBC website at http://www.pbc-clcc.gc.ca/rprts/rprt-eng.shtml.
The financial statements of the PBC have not been audited.

Harvey Cenaiko
Chairperson

Cathy Gaudet, CPA, CA
Chief Financial Officer

Ottawa, Canada
August 13, 2014


Statement of Financial Position (Unaudited)
As of March 31

(in thousands of dollars) 2014 2013
  Restated
(note 10)
Liabilities
Accounts payable and accrued liabilities (note 4) $ 3,330 $ 2,372
Vacation pay and compensatory leave 1,659 1,629
Employee future benefits (note 5) 1,718 1,928
Total liabilities 6,707 5,929
 
Financial assets
Due from Consolidated Revenue Fund 3,322 2,372
Accounts receivable and advances (note 6) 635 117
Total gross financial assets 3,957 2,489
 
Financial assets held on behalf of Government
Accounts receivable and advances (note 6) (242) (62)
Total financial assets held on behalf of Government (242) (62)
Total net financial assets 3,715 2,427
Departmental net debt 2,992 3,502
 
Non-financial assets
Prepaid expenses 116 263
Tangible capital assets (note 7) 1,631 1,273
Total non-financial assets 1,747 1,536
Departmental net financial position $ (1,245) $ (1,966)

The accompanying notes form an integral part of these financial statements.

Harvey Cenaiko
Chairperson

Cathy Gaudet, CPA, CA
Chief Financial Officer

Ottawa, Canada
August 13, 2014


Statement of Operations and Departmental Net Financial Position (Unaudited)
For the Year Ended March 31

(in thousands of dollars) 2013
2013 2012
  Planned Results
Expenses
Conditional release decisions 46,022 39,434 40,879
Conditional release openness and accountability 7,559 6,041 7,549
Record suspension decisions and clemency recommendations 6,116 6,455 3,687
Internal services 5,931 5,157 6,015
Total expenses 65,628 57,087 58,130
 
Revenues
Regulatory fees 7,578 7,261 3,148
Miscellaneous revenues 7 45
Revenues earned on behalf of Government - (1,861) (844)
Total Revenues 7,578 5,407 2,349
Net cost of operations before government funding and transfers 58,050 51,680 55,781
 
Government funding and transfers
Net cash provided by Government   45,560 52,343
Change in due from Consolidated Revenue Fund   671 (12)
Services provided without charge by
other government departments (note 9)
  6,991 6,799
Transfer of capital assets to other government departments   (305) (31)
Net cost of operations after government funding and transfers   (1,237) (3,318)
PBC net financial position – Beginning of year   (2,187) (5,505)
PBC net financial position – End of year   (950) (2,187)

Segmented Information (note 9)

The accompanying notes form an integral part of these financial statements.


Statement of Change in Net Debt (Unaudited)
For the Year Ended March 31

(in thousands of dollars 2014 2014 2013
  Planned Results   Restated (note 10)
Expenses
Conditional release decisions $ 41,463 $ 41,075 $ 39,413
Conditional release openness and accountability 6,940 6,290 6,040
Record suspension decisions and clemency recommendations 9,006 8,186 6,460
Internal services 6,557 6,268 5,315
Total expenses 63,966 61,819 57,228
 
Revenues
Regulatory fees 7,578 6,053 7,261
Miscellaneous revenues - 7 7
Revenues earned on behalf of Government (1,933) (1,556) (1,861)
Total revenues 5,645 4,504 5,407
Net cost of operations before government funding and transfers 58,321 57,315 51,821
 
Government funding and transfers
Net cash provided by Government $ 51,867 49,731 45,560
Change in due from Consolidated Revenue Fund - 950 671
Services provided without charge by other government departments (note 8a) 6,947 7,355 6,991
Transfer of capital assets to other government departments - - (305)
Net cost of operations after government funding and transfers (492) (721) (1,096)
Departmental net financial position – Beginning of year (713) (1,966) (3,062)
Departmental net financial position – End of year $ (221) $ (1,245) $ (1,966)

Segmented information (note 9)

The accompanying notes form an integral part of these financial statements.


Statement of Change in Departmental Net Debt (Unaudited)
For the Year Ended March 31

(in thousands of dollars) 2014 2014 2013
  Planned Results   Restated (note 10)
Net cost of operations after government funding and transfers $ (492) $ (721) $ (1,096)
Change due to tangible capital assets
Acquisition of tangible capital assets 986 814 569
Amortization of tangible capital assets (456) (456) (325)
Proceeds from disposal of tangible capital assets - (7) (6)
Net gain (loss) on disposal of tangible capital assets including adjustments - 7 -
Transfer to other government departments - - (305)
Total change due to tangible capital assets 530 358 (67)
Change due to prepaid expenses (94) (147) 63
Net increase (decrease) in departmental net debt (56) (510) (1,100)
Departmental net debt – Beginning of year 3,317 3,502 4,602
Departmental net debt – End of year $ 3,261 $ 2,992 $ 3,502


Statement of Cash Flow (Unaudited)
For the Year Ended March 31

(in thousands of dollars) 2014 2013
  Restated
(note 10)
Operating activities
Net cost of operations before government funding and transfers $ 57,315 $ 51,821
Non cash items:
Services provided without charge by other government departments (note 8a) (7,355) (6,991)
Amortization of tangible capital assets (456) (325)
Gain (Loss) on disposal of tangible capital assets 7 -
Variations in Statement of Financial Position:
Increase (decrease) in net accounts receivable and advances 338 (287)
Increase (decrease) in prepaid expenses (147) 63
Decrease (increase) in accounts payable and accrued liabilities (958) (660)
Decrease (increase) in vacation pay and compensatory leave (30) 134
Decrease (increase) in employee future benefits 210 1,242
Cash used in operating activities 48,924 44,997
Capital investing activities
Acquisitions of tangible capital assets 814 569
Proceeds from disposal of tangible capital assets (7) (6)
Cash used in capital investing activities 807 563
Net cash provided by Government of Canada $ 49,731 $ 45,560

The accompanying notes form an integral part of these financial statements

1. Authority and Objectives

The Parole Board of Canada (PBC or “the Board”) is an agency within the Public Safety Portfolio, which also includes the Royal Canadian Mounted Police (RCMP), the Canadian Security Intelligence Service (CSIS), the Canada Border Services Agency (CBSA) and the Correctional Service of Canada (CSC).

The Board is an independent administrative tribunal that has exclusive jurisdiction and absolute discretion under the Corrections and Conditional Release Act (CCRA)to grant, cancel, terminate or revoke day parole and full parole. The PBC may also order (on referral by CSC) that certain offenders be held in custody until the end of their sentence. This is called detention during the period of statutory release. Further, the Board has the authority to terminate or revoke a period of statutory release. In addition, the Board makes conditional release decisions for offenders in provinces and territories that do not have their own parole boards. Only the provinces of Ontario and Quebec currently have their own parole boards, which make parole decisions for offenders serving sentences of less than two years.

The Board has legislated responsibilities related to openness and accountability, which are the provision of information and assistance to victims of crime, observers at hearings, access to the PBC’s decision registry, and delivery of a program of public information.

The Board has exclusive jurisdiction and absolute discretion to order, refuse to order or revoke a record suspension under the Criminal Records Act (CRA). In addition, the PBC is authorized to investigate Royal Prerogative of Mercy (RPM) requests under Section 110 of the CCRA. The Board makes clemency recommendations to the Minister of Public Safety.

The Board has one strategic outcome: Conditional release and record suspension decisions and decision processes that safeguard Canadian communities. This strategic outcome is the cornerstone of the Board’s public accountability and reporting of results.

The Board has four programs: Conditional Release Decisions, Conditional Release Openness and Accountability, Record Suspension Decisions/Clemency Recommendations and Internal Services.

Further details on the Board’s authority, mandate and programs may be found in the PBC’s Departmental Performance Report.

2. Summary of Significant Accounting Policies

These financial statements have been prepared using the Government’s accounting policies stated below, which are based on Canadian Public Sector accounting standards. The presentation and results using the stated accounting policies do not result in any significant differences from Canadian public sector accounting standards.

Significant accounting policies are as follows:

  1. Parliamentary authorities – the Board is financed by the Government of Canada through parliamentary authorities. Financial reporting of authorities provided to the Board do not parallel financial reporting according to generally accepted accounting principles since authorities are primarily based on cash flow requirements. Consequently, items recognized in the Statement of Operations and Departmental Net Financial Position and the Statement of Financial Position are not necessarily the same as those provided through authorities from Parliament. Note 3 provides a reconciliation between the bases of reporting. The planned results amounts in the Statement of Operations and Departmental Net Financial Position are the amounts reported in the future-oriented financial statements included in the 2013-14 Report on Plans and Priorities.
  1. Net Cash Provided by Government – The Board operates within the Consolidated Revenue Fund (CRF), which is administered by the Receiver General for Canada. All cash received by the Board is deposited to the CRF and all cash disbursements made by the Board are paid from the CRF. The net cash provided by Government is the difference between all cash receipts and all cash disbursements including transactions between departments of the Government.
  1. Amounts due from or to the CRF are the result of timing differences at year-end between when a transaction affects authorities and when it is processed through the CRF. Amounts due from the CRF represent the net amount of cash that the Board is entitled to draw from the CRF without further authorities to discharge its liabilities.
  1. Revenues – Revenues are recorded on an accrual basis:

Revenues from regulatory fees are recognized in the accounts based on the services provided in the year.

Other revenues are accounted for in the period in which the underlying transaction or event that gave rise to the revenue takes place.

Revenues that are non-respendable are not available to discharge the Board’s liabilities. While the Chairperson as Deputy Head is expected to maintain accounting control, he has no authority regarding the disposition of non-respendable revenues. As a result, non-respendable revenues are considered to be earned on behalf of the Government of Canada and are therefore presented in reduction of the entity’s gross revenues.

  1. Expenses – Expenses are recorded on the accrual basis:

Vacation pay and compensatory leave are accrued as the benefits are earned by employees under their respective terms of employment.


Services provided without charge by other government departments for accommodation, employer contributions to the health and dental insurance plans, legal services and workers’ compensation are recorded as operating expenses at their estimated cost.

  1. Employee future benefits:
    1. Pension benefits: Eligible employees participate in the Public Service Superannuation Plan, a multiemployer pension plan administered by the Government. The Board’s contributions to the Plan are charged to expenses in the year incurred and represent the total departmental obligation to the Plan. The Board’s responsibility with regard to the Plan is limited to its contributions. Actuarial surpluses or deficiencies are recognized in the financial statements of the Government of Canada, as the Plan’s sponsor.
    1. Severance benefits: Employees entitled to severance benefits under labour contracts or conditions of employment earn these benefits as services necessary to earn them are rendered. The obligation relating to the benefits earned by employees is calculated using information derived from the results of the actuarially determined liability for employee severance benefits for the Government as a whole.
  1. Accounts receivable are stated at the lower of cost and net recoverable value. A valuation allowance is recorded for accounts receivable where recovery is considered uncertain
  1. Contingent liabilities – Contingent liabilities are potential liabilities that may become actual liabilities when one or more future events occur or fail to occur. To the extent that the future event is likely to occur or fail to occur, and a reasonable estimate of the loss can be made, an estimated liability is accrued and an expense recorded. If the likelihood is not determinable or if an amount cannot be reasonably estimated, the contingency is disclosed in the notes to the financial statements.
  1. Tangible capital assets – All tangible capital assets and leasehold improvements having an initial cost of $5,000 or more are recorded at their acquisition cost. The Board does not capitalize intangibles, works of art and historical treasures that have cultural, aesthetic or historical value, assets located on Indian Reserves and museum collections. Amortization of tangible capital assets is done on a straight-line basis over the estimated useful life of the asset as follows:
Asset Class Amortization period
Machinery and equipment 3 to 5 years
Other equipment (including furniture) 15 years
Motor vehicles 7 years
Leasehold Improvements Lesser of the remaining term of lease or useful life of the improvement
  1. Measurement uncertainty –– The preparation of these financial statements requires management to make estimates and assumptions that affect the reported amounts of assets, liabilities, revenues and expenses reported in the financial statements. At the time of preparation of these statements, management believes the estimates and assumptions to be reasonable. The most significant items where estimates are used are the liability for employee future benefits and the useful life of tangible capital assets. Actual results could significantly differ from those estimated. Management’s estimates are reviewed periodically and, as adjustments become necessary, they are recorded in the financial statements in the year they become known.

3. Parliamentary authorities

The Board receives most of its funding through annual parliamentary authorities. Items recognized in the Statement of Operations and Departmental Net Financial Position and the Statement of Financial Position in one year may be funded through parliamentary authorities in prior, current or future years. Accordingly, the Board has different net results of operations for the year on a government funding basis than on an accrual accounting basis. The differences are reconciled in the following tables:

a) Reconciliation of net cost of operations to current year authorities used
 (in thousands of dollars) 2014 2013
  Restated
(note 10)
Net cost of operations before government funding and transfers $ 57,315 $ 51,821
Adjustments for items affecting net cost of operations but not affecting authorities:
Services provided without charge by other government departments (7,355) (6,991)
Decrease in employee future benefits 210 1,162
Amortization of tangible capital assets (456) (325)
Prepaid expenses previously charged to authorities (227) (100)
Decrease (Increase) in vacation pay and compensatory leave (30) 134
Gain (Loss) on disposal of tangible capital assets 7 -
Refunds of prior years’ expenditures 57 86
Other 3 (1)
Total items affecting net cost of operations but not affecting authorities (7,791) (6,035)
Adjustments for items not affecting net cost of operations but affecting authorities:
Acquisitions of tangible capital assets 814 569
Proceeds from disposal of tangible capital assets (7) (6)
Increase in prepaid expenses 80 163
Total items not affecting net cost of operations but affecting authorities 887 726
Current year authorities used $ 50,411 $ 46,512


b) Authorities provided and used
 (in thousands of dollars) 2014 2013
Authorities provided
Vote 35 - Program expenditures $ 45,801 $ 48,838
Statutory amounts 6,697 6,337
Less:
Authorities available for future years (7) (6)
Lapsed: Program expenditures (2,080) (8,657)
Current year authorities used $ 50,411 $ 46,512

4. Accounts payable and accrued liabilities

The following table presents details of Board’s accounts payable and accrued liabilities:

(in thousands of dollars) 2014 2013
Accounts payable - Other government departments and agencies 1,578 675
Total accounts payable 1,578 675
Accrued liabilities 1,752 1,697
Total Accounts Payable and Accrued Liabilities $ 3,330 $ 2,372

5. Employee future benefits

  1. Pension benefits: The Board’s employees participate in the Public Service Pension Plan (the Plan) which is sponsored and administered by the Government of Canada. Pension benefits accrue up to a maximum period of 35 years at a rate of 2 percent per year of pensionable service, times the average of the best five consecutive years of earnings. The benefits are integrated with Canada/Quebec Pension Plans benefits and they are indexed to inflation.

    Both the employees and the Board contribute to the cost of the Plan. Due to the amendment of the Public Service Superannuation Act following the implementation of provisions related to Canada’s Economic Action Plan 2012, employee contributors have been divided into two groups – Group 1 relates to existing plan members as of December 31, 2012 and Group 2 relates to members joining the plan as of January 1st, 2013. Each group has a distinct contribution rate.

    The 2013-14 expense amounts to $4,686,133 ($4,480,889 in 2012-13). For Group 1 members, the expense represents approximately 1.6 times (1.7 times in 2012-13) the employee contributions and, for Group 2 members, approximately 1.5 times (1.6 times in 2012-13) the employee contributions.

    The Board’s responsibility with regard to the Plan is limited to its contributions. Actuarial surpluses or deficiencies are recognized in the financial statements of the Government of Canada, as the Plan’s sponsor.
  1. Severance benefits: The Board provides severance benefits to its employees based on eligibility, years of service and salary at termination of employment. These severance benefits are not pre-funded. Benefits will be paid from future authorities.

    As part of collective agreement negotiations with certain employee groups, and changes to conditions of employment for executives and certain non-represented employees, the accumulation of severance benefits under the employee severance pay program ceased for these employees commencing in 2012. Employees subject to these changes have been given the option to be immediately paid the full or partial value of benefits earned to date or collect the full or remaining value of benefits on termination from the public service.  These changes have been reflected in the calculation of the outstanding severance benefit obligation.

    Information about the severance benefits measured as at March 31, is as follows:

 

(in thousands of dollars) 2014 2013
Accrued benefit obligation, beginning of year 1,928 3,170
Expense for the year 225 (525)
Benefits paid during the year (435) (714)
Accrued benefit obligation, end of year 1,718 1,928

6. Accounts receivable and advances

The following table presents details of the Board’s accounts receivable and advances balances:

(in thousands of dollars) 2014 2013
Receivables – Other government departments and agencies 575 77
Receivable – External parties 56 35
Petty cash advances 4 5
Gross accounts receivable 635 117
Accounts receivable held on behalf of Government 242 62
Net accounts receivable 393 55

7. Tangible Capital Assets

(in thousands of dollars)
Cost Accumulated
Amortization
Net Book Value
Capital
Asset
Class
Open-ing bal-
ance
Acqui-
sitions
Dis-
posal and write-offs
Clos-ing bal-ance Open-ing Balance
(note 10)
Amorti-zation Dis-
posal and write-offs
Clos-
ing balance
2014 2013
Restated
(note 10)
Machinery & equipment 106 - - 106 60 13 - 73 33 46
Other equipment 412 12 - 424 226 25 - 251 173 186
Motor vehicles 758 - - 730 352 104 28 428 19 406
Leasehold improve-ments 1,222 802 28 2,024 587 314 - 901 302 635
Total 2,498 814 28 3,284 1,225 456 28 1,653 1,631 1,273

(1) Adjustments are transfers of assets to Correctional Services Canada and Shared Services Canada.

8. Related party transactions

The Board is related as a result of common ownership to all Government departments, agencies and Crown Corporations. The Board enters into transactions with these entities in the normal course of business and on normal trade terms. During the year, the Board received common services which were obtained without charge from other government departments as disclosed below.

  1. Common services provided without charge by other government departments

During the year, the Board received services without charge from certain common service organizations related to accommodation, legal services, the employer’s contribution to the health and dental insurance plans and workers' compensation coverage. These services provided without charge have been recorded in the Board's Statement of Operations and Net Financial Position as follows:

 

(in thousands of dollars) 2014 2013
Accommodation 4,019 3,706
Employer's contribution to the health and dental insurance plans 3,016 2,995
Legal services 318 288
Worker's compensation 2 2
Total 7,355 6,991

The Government has centralized some of its administrative activities for efficiency, cost-effectiveness purposes and economic delivery of programs to the public. As a result, the Government uses central agencies and common service organizations so that one department performs services for all other departments and agencies without charge. The costs of these services, such as payroll and cheque issuance services provided by Public Works and Government Services Canada and audit services provided by the Office of the Auditor General are not included in the Board's Statement of Operations and Departmental Net Financial Position.

  1. Other transactions with related parties:
(in thousands of dollars) 2014 2013
Expenses – Other government departments and agencies 9,826 9,208

Expenses disclosed in (b) exclude common services provided without charge, which are already disclosed in (a).

9. Segmented Information

Presentation by segment is based on the Parole Board of Canada program alignment architecture. The presentation by segment is based on the same accounting policies as described in the Summary of Significant Accounting Policies in note 2. The following table presents the expenses incurred and revenues generated for the main programs, by major object of expense and by major type of revenue. The segment results for the period are as follows:

(in thousands of dollars)
Operating expenses
 (in thousands of dollars)
Conditional Release Decisions Conditional Release Openness & Accountability Record Suspension Decisions & Clemency Recommendation Internal Services 2014 2013 Restated (note 10)
Salaries and employee benefits $ 33,246 5,085 $ 6,813 $ 4,493 $ 49,637 $ 45,344
Accommodation 2,786 426 734 383 4,329 3,822
Professional and special services 1,960 621 417 439 3,437 3,517
Travel 1,511 113 29 92 1,745 1,797
Utilities, materials and supplies 460 - 3 449 912 964
Amortization of tangible capital assets 273 2 - 181 456 325
Relocation 166 - - - 166 359
Communication services 208 9 10 134 361 333
Information services 113 25 48 28 214 296
Postage, freight, express, and cartage 140 2 95 43 280 249
Rentals 86 7 33 26 152 132
Tenant Services 83 - - - 83 -
Other 43 - 4 - 47 90
Total Expenses 41,075 6,290 8,186 6,268 61,819 57,228
Regulatory fees - - 6,053 - 6,053 7,261
Miscellaneous revenues 7 - - - 7 7
Revenues earned on behalf of Government (7) - (1,549) - (1,556) (1,861)
Total revenues - - 4,504 - 4,504 5,407
Net cost of operations before government funding and transfers $ 41,075 6,290 $ 3,682 $ 6,268 $ 57,315 $ 51,821

10. Accounting Changes

During 2013-14, the Board decided to increase the threshold value for the recording of tangible capital assets from $1,000 to those with an initial cost exceeding $5,000. This was done to more appropriately reflect materiality. Acquisitions from $1,000 to 5,000 are now recorded as an expense in the year acquired instead of being amortized over a number of years. These changes have been applied retroactively, and comparative information for 2012-13 has been restated. The effect of this change is a decrease of $1,015,717 in net book value of tangible capital assets. The significant changes to the Board’s financial statements are described below.

(in thousands of dollars)
 (in thousands of dollars) 2013   2013
  As
previously
stated
Effect of
Change
Restated
Statement of Financial Position
Tangible capital assets (note 7) $ 2,289 $ (1,016) $ 1,273
Total non-financial assets 2,552 (1,016) 1,536
Departmental net financial position (950) (1,016) (1,966)

Statement of Operations and Departmental Net Financial Position

Expenses
Conditional release decisions
$ 39,434 $ (21) $ 39,413
  Conditional release openness and    accountability 6,041 (1) 6,040
  Record suspension decisions and clemency  recommendations 6,455 5 6,460
  Internal services 5,157 158 5,315
Total expenses 57,087 141 57,228

Net cost of operations before government funding and transfers
51,680 141 51,821
Net cost of operations after government funding and transfers (1,237) 141 (1,096)
Departmental net financial position – Beginning of year (2,187) (875) (3,062)
Departmental net financial position –
End of year
(950) (1,016) (1,966)

Statement of Change in Departmental Net Debt

Net cost of operations after government funding and transfers
$ (1,237) $ 141 $ (1,096)
Change due to tangible capital assets
Acquisition of tangible capital assets 810 (241) 569
Amortization of tangible capital assets (425) 100 (325)
Total change due to tangible capital assets 74 (141) (67)


(in thousands of dollars) 2013   2013
  As
previously
stated
Effect of
Change
Restated
Statement of Cash Flow
Operating Activities
Net cost of operations before government
funding and transfers
$ 51,680 141 $ 51,821
Non cash items:
  Amortization of tangible capital assets (425) 100 (325)
Cash used in operating activities 44,756 241 44,997
Capital investing activities
Acquisition of tangible capital assets
810 (241) 569
Cash used in capital investing activities 804 (241) 563
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