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1 oopi~'o ~-r~m LI,~ Ir,,: ]?!{ CO OC] "~',u t:',?:i~9 Underprovisions;cf~;tate docurr;,~:r~t,a [:"iy of it~ r.'. the cnti~.y ~nd cvi:;r8:;.~:;:: : L (~i.:i ~ : ~,:,i, ~~~ sk[l [d this report isa public i ': ~)r} ] O[; t~
2 H O USIN G A UTH ORITY OF TIlE TO W N OF OLLA OLIA,LO UISIA NA * The O lla llousing A uthority is chartered as a public corporation for tile purpose of adm inistering housing program sforlow incom e tam ilies. U nderthe U nited StatesH ousing A ctof 1937,asam ended,the U.S.D epartm entof Ilousing and Urban Development(ttUD)hasdirectresponsibility foradministering low-income housing programsin tl~e United States. A ccordingly, H U D has entered into a contract w ith the O lla Itousing A uthnrity to m ake annual contributions(subsidies)forthe purpose offunding itsprogram sforlow-incom e fam ilies.
3 H O USIN G A UTH ORITY OF TttE TOW N OF OL1A OL~A.LO UISIA NA TA BLE O F C O N TEN TS EXHIBIT PAG E Accountant's Cornpilatien Reporton FinancialStatem ents ndependentaccountant's Reporton Applying Agreed-Upon Procedures Com bined Balance Sheet Com bining Statem ento[revenue,expenditures and C.hanges in Fund Balance - June Com bining StaternentofRevenue,Expenditures and Changes in Fund Balance - Budget(GAAP)Basis -June 30,2000 Notes to FinancialStatem ents M anagem entlettercom m ents Schedule ofprioryearfindings Statem entand C ertification ofactualm odernization C ost Louisiana Attestation Q uestionnaire G raphs A B
4 JO H N R.VERCH ER PC Certfied Pub(icAccountant P.O.Box 1608 Jena,Louisiana Teh (318) Fax:(318) A C C O U N TA N T 'S C O M PILA TIO N R EPO R T O N l~nal-d ofc onm lissioners ]lousing Authority ofthe Tow n ofo lla P,t 1 Box 108 W ashiugton St. O lla.la have com piled the generalpurpose financialstatem ents,supplem entalstatem ents and graphs of the ltousiug A udlorily of the Tow n of O lla, as of and for the 3,ear ended June 30, 2000, as listed in tlle table of coutcnts, il accordance w ith Statem ents of Standards for A ccounting and Review Services issued by the A m erican Institute of C crtified Public A cc~:m utants. A com pilation is lim ited to presenting in the form of financialstatem ents inforlnation thatistile representation of lalageulenl. Ihave notaudited orreview ed the accom panying financialstatem entsand,accordingly,do notexpress au opiuiou oraly otherform ofassurance on them. In accordance v,ith the Louisiana G overnm entalauditg uide and the provisions of stale law,ihave issued a leportdated July 25,2000,on the resultsof ouragreed-upon procedures,.luly 25,2000.]eua.Louisiana,,~ /~ R ',"P'~d e,~ MEMBER _ AMERICAN INSTITUTE OF CERTIFIED PUBLIC ACCOUNTANTS SOCIETY OF LOUISIANA CERTIFIED PUBLIC ACCOUNTANTS
5 JO H N R.VERCH ER PC Certfied PubficAccountant P.O.Box 1608 Jena,Louisiana 'el:(318) Fax:(318) Bnard ofcom nfissioncrs IIousing Authority ofthe Tow n ofo lla Rk 1 Box 108 W ashington St. O lla.i,a have perform ed tile procedures included in the l.,ouisiana G overm nenta uditg uide and enum erated below, which w ere agreed to by the m anagem entof H ousing A uthority of the Tow n of O lla and tile Legislative A uditor,state of1,ouisiana,solely to assistthe users in evaluating m anagem ent'sassertionsabout}lousing Authority of the Town of ()lla'scom pliance w ilh certain law sand regulationsduring the yearended June 30,2000 included in the accom panying l,ouisiaua Attestation Questionnaire. This agreed-upon procedures engagement was perform ed in accordance with slandardsestablished by the A m erican Institute of C ertified Public A ccountants. The sufficiency of these procedures is solely the responsibility of the specified users of the report. Consequently,I m ake no representation regarding the suficiency of the proceduresdescribed below eitherforthe purpose forwhich thisreporthasbeen requested orforany ()tilerpurpose. Public BM Law 1. Selectallexpendituresm adeduring the yearform aterialand suppliesexceeding $5,000,orpublic worksexceeding $50,000,and determ ine whethersuch purchaseswere m ade in accordance with LSA-RS 38: (the public bid klw ). * M y review ofexpendituresfound no amountsform aterialsand suppliesexceeding $5,000 orpublic works exceeding $50, O btain from m anagem enta listof the im m ediate fam ily m em bers of each board m em ber as defined by LSA RS 42: ('thecode ofethics),and a listofoutside businessinterestsofallboard m embersand employees,aswell astheirim m ediate fam ilies. * M anagem entprovided m e w ith the required listincluding the noted inform ation 3. O btain from m anagem enta listing ofallem ployeespaid during the period underexanfiuation * M anagem entprovided m e w ith the required list 4. Determ ine whether any of those em ployees iucluded in the listil~g obtained from m anagem ent in agreed-upon procedure (3)were also included on the listing obtained from m anagem entin agreed-upon procedure (2)asiunnediate fam ily lnem bers. * None ofthe employees included on the listofemployeesprovided by m anagem ent[agreed-upon procedure (3)]appeared on the listprovided by m anagem entin agreed-upon procedure (2). _ MEMBER AMERICAN INSTITUTE OF CERTIFIED PUBLIC ACCOUNTANTS SOCIETY OF LOUISIANA CERTIFIED PUBLIC ACCOUNTANTS 2
6 Budgeting 5. O btained a copy of tile legally adopted budgetand allam endm ents * 1obtained ~ copy of tile budget 6. Trace tile budgetadoption and am endm entsto the m inute book * The board approved the budgetin the m inutes 7. Com pare tile revenues and expenditures of the final budget to actual revenues and expenditures to determ in e if actualrevenuesorexpendituresexceed budgeted am ountsby m ore than 5 %. * Actualrevenuesorexpendituresdid notexceed budgeted am ountsby m ore than 5 % A ccounting and Reporting 8. Random ly select6 disbursem entsm ade during the period underexam ination and (a)trace paym ents o supporting docum entation asto properam ountand payee; * Iexam ined supporting docum entation foreach of tile six selected disbursem ents and found thatpaym entw as forthe properanlouutand m ade to tile correctpayee. (b)determ ineifpaym entswere properly coded to tile correctfund and generalledgeraccount;and * A llof the paym entsw ere properly coded to tile correctfund and generalledgeraccoun (c)determ ine whetherpaym entsreceived approvalfrom properauthorities * Inspection of docum entation supporting each of the six selected disbursem ents i~dicated approvals from the executive directorand the chairm an of the Board of C om m issioners. M eetings 9. Exam ine evidence:indicating thatagendas for m eetings recorded in the m inute book w ere posted or advertised as required by LSA-RS 42:1through 42:12 (the open meetingslaw). * The Itousing Authority posts itsm eetings D ebt 10. Exam ine bank deposits for tile period under exam ination and determ ine w hether any such deposits appear to be proceedsofbanks loans,bonds,or like indebtedness. * 1inspected allbank depositentriesin the booksforthe period underexam ination and noted no depositswhich appeared to Ix:proceedsofbank loans,bonds,orlike indebtedness. Advances attd Bonuses ll. Exam ine payroll records and m inutes for the year to determ ine whether any paym ents have been lnade to em ployeesw hich m ay constitute bonuses,advance,orgifts. * A reading ofthe m inutes of the authority for tile year indicated no approvalfu r the paym ents noted. Ialso inspected payroll records for the year and noted no instances w hich w ould indicate paym ents to em ployees w hich w ould constitute bonuses,advances,orgifts.
7 Iwasnotengaged to,and did not,perform an examination,theobjectiveofwhich would betheexpressionof an opinion on m anagem ent's assertions. A ccordingly,1did notexpress such an opinion, llad Iperform ed additional procedures,otherm altersm ighthave com e to m y attention thatw ould have been reported to you. This reportis intended solely for the use ofm anagem entof H ousing A uthority of the Tow n of O lla and the I.egislative Auditor,State of l.ouisiana,and should notbe used by those w ho have notagreed to the procedures and taken responsibility forthe sufficiency of the procedures fortheirpurposes. H owever,thisreportis a m atterof public lccord and itsdistribution isnotlim ited. Jcn~t,I,ouisiana July 25,2000
8 EX lllb1t A lto USIN G A U TH OR ITY OF 77tE TOW N OF OI.I,A OLIA.LO UISIA NA COM BIN E1) BA LA N CE SH EET June30,2000 Annuaf ContributionsContractFW ASSETS G enera Fund Capital Projects G enera Fixed A ssets Total (Mem orandum Only) (?.ash Investm ents Deferred Charges Prepaid Insurance [and,structures,& Equipm ent $ - o- $ -o O- -O- -O ,6,51,891 TOTA L ASSETS $ 121,317 $ -O- $ 1,651,891 $ 1,773,208 tla BILITIES Accounts Payable ]enants'security Deposits Acctued Pilot ; 754 3, :~8.9. $ -O , "[OTA L LIA BILITIES 8,189 - O Fund Balance hwestmentsinfixedass~ls "[OTAL LIABILITIES ANI) SURPLUS 113,128 $ 121,317. $ -0-._$ _,= 1,651,8 = 91 = 113,128 1,65~1,89~1!.,~5.~1+,891 $ 1,773,208 "See Accountant's Report" The notes are an integralpartofthis statem ent.
9 EXHIBIT B IIO USIN G A U TI]OR ITY OF 3"1115TO W N O F O I.LA OLLA.LO UISIA NA COM BIN IN G STA TEM EN T OF R EVEN UES, EXPEN D ITUR ES A N D CEIA N GES IN FUN D BA LA N CE TwelveM onthsended June30,2000 Annuaf Contri~utionsContractFW O perating Revenue Dw e ling Rental Intereston G eneralfund Investm ents O lherincom e HUD O perating Subsidy Intergovernm entalrevenue G eneral Fund 52,359 4,556 5,803 45,735 Capital Proje~ts ~ ,322 Tota 52,359 4,556 5,803 45,735 6~322 l"otalo perating R evenue O perating Expenditures Adm inistration Utilities O rdinary M aintenance & O peration G eneralexpenditures CapitalExpenditures Fees/Costs 37,088 11,465 20,585 29,775 3, $ ,250 37,160 11,465 20,585 29,775 3, TotalO perating Expenditures $ 102,577 $ 6,p2;I $ EXC ESS O F REVENUES O V ER EXPEND ITUR ES FUND BALANCE.BEG INNING FUND BA LA NC E,ENDING 5, $ 113, ,876 ~p $ -0- $ 113,128 "See A ccountant's Report" The notes are an integralpartofthis statem ent 6
10 EXHIBIT C [lo USIN G A U TH OR ITY OF Till:.TO W N 01"OLLA OLLA.LO UISIA NA COM BIN ED STA TEM EN T OF RE VEN UES,EXPEN D 17"UR ES AND CHANGESIN FUND BALANCE - BUDGET (GAAP)BASIS TwelveM onthsen~eac]une30,2000 A nnuaf Contribl#ionsContractFW O perating Revenue Dw elling Rental Intereston Generalf:und Investm ents O therincom e HLID O perating Subsidy Inlergovernm entalrevenue G eneralfund _ E~udget Actual $ 53,000 $ 52,359 4,550 5,810 45,735 - o- 4,556 5,803 45,735 T.0 -..~. Variance F:avorable CapitalProjects 99 ClA P L.A 48P Variance Favorable (U_nfav~ Budg_et ~ _ Actual (Unfavorable] (641) $ 6 (7) - O- -0- $ -0-6,322 - O- * O- 1olalO perating Revenue.. $_.1_ $ $ (~42)_. _$ 6,32~2 $ 6,322 $ O poraling Expenditures Adm inistration Utilities O rdinary M aintenance & O peratior~ G eneralexpenditures CapitalExpenditures f:eos/costs $ 38,620 11,560 20,360 30,100 3,670 $ 37, ,585 29,775 3,664 1,532 $ 95 (225) O- - O* * 0- ]otalo perating [xpenditures $ ~04,310..$. 102 _ 577 $.1733 $ 6,322 $ 6,322 $ :0- EXCESS O F REVENUES O VER EXPENDITURES 4,785 5,876 1,091 FUND BALANCE.BEG INNING lqz.2)2 107_252 FUND BALANCE,ENDING $ 112,037 $ 113,128 * 0- - O- $ 1,ogl $ -o- $ -o- $ -o- "See A ccountant's Report" The notes are an integralpartofthis statem ent
11 Housing Authorit~ oj tfletownoj Ofa Ofa,Louisiana N otesto tilefinanciaf Statem ents ll) SUM M ARY O F O RGANIZATION AND SIGNIFICANT ACCO UNTING POLICIES A. O rganization - The entity is chartered as a public corporation for the purpose of adm inistering housing program s for low ncom e fam ilies. U nder tile U niled States H ousing A ct of 1937, as am ended, the U.S. I)el)artm ent of H ousing and Urban l)eveloplncm (ItUD)has directresponsibility for adm inistering low-incom e housing program s in the United States. Accordingly,tIUD hasentered into acontractwith the entity to make annualcontributions(subsidies)forthe purpose offunding itsprogram s forlow -incom e fam ilies. IL FinancialR eporting - 1. l~t ~ nrtiug entity. This reportincludes allfunds and accounts w hich are controlled by the entity's governing body. Uonlrolw as deternfined on the basis of budget adoption,authority to issue debt,authority to execute conlracts and ~.Icneraloversightresponsibility. The board is appointed by the Tow n of O lla,louisiana and is considercd a related organization to that body. Itow ever, the O lla H ousiug A uthority is a legally separate entity and these financial statem entscontain only tile financialactivity of the entity. 2. Fund accounting The accountsofthe O la PtIA (Public ltousing Authority)are organized on the basisoffunds a~d on accountgroups,each of w hich isconsidered a separate accounting entity. The fund and the accountgroup arc leporled by generic fire d type iltile financialstatem ents O V I~.RN M EN TA L FUN D TY PE GeneralFund The generalfund is the generaloperating fund of the PH A and is used to accountfor all financial resources c~ccptforthose required to be accounted for in anotherfund. AC C O U N T G R O U P GeneralFixed A ssets A ccountgroup This accountgroup is established to accountfor allfixed assets of the PH A,exceptthose accounted for in the ~cncralfund. 3. Basis of accounting. Basis of accounting refers to the tim e atw hich revenues and expenditures or expenses are recognized in the accounts and reported in the financialstatem ents. Basis of accounting :related to the tim ing of the n~casurem entm ade,regardlessofthe m easurem entfocusapplied. G ovel'ilulenlalfuuds These funds are accounted forusing the m odified accrualbasis of accounting. Their revenues are recognized ;vhen they becom e m easurable and available asnetcurrentassets.
12 HousinqAutfiority of thetownoj:ofla Ofa.Louisiana N otesto tilefinanciaf Statem ents (Continued) SUM M A R Y O F O R G A NIZA TIO N A N D SIG N IFIC A NT A C C O U N TIN G PO I,1C IES - (C O NT Gnvernm enlalfunds-k o ' Expenditures are generally recognized under the m odified accrualbasis of accounting w hen the related fund ability isincurred. C. TotalC ohm m son Slalenlenls- The totalcolum nson tile statem entsare captioned M em orandum O nly to indicate thatthey are presented only to facilitate financial analysis. D ata in these colum ns do not present financial position or results of operations in con/brm ity w ith generally accepted accounting principles. N eitherissuch data com parable to a consolidation. (2) CAS]IAND INVESTM ENTS D eposits Itis tile A uthority's policy fordeposits to be 100% secured by collateralatlnarketorpar,w hichever is low er, less the i:llnounlof lhc FederalD epositinsurance Corporation insurance. The A utbority's deposits are categorized In give an indication of the levelof risk assm ned by the D istrictatyear-end. The categoriesare describesasfollow s: ~ Category 1 - Insured orcollateralized w ith securitiesheld by tile D istrictorby its agentin tile A uthority's nalrae. ~ Category 2 - Collateralized w ith securitiesheld by the pledging financialinstitution'strustdepartm entor agentin the A uthority'snam e. * C.ategory 3 - U ncollateralized Book Balance 06130/2000 C ash on H and Unreconciled Cash in Bank TotalUnreconciled Cash Secured as Follow s: FDIC (Category- 1) 50,000FederalHome Bank(Category -2) 7o lal $ , $ 100,000 49,338 $
13 Housing Aut(writyo~ thetownoj Ofa O(fa,Louisiana N otesto thefinanciaf Statem ents (Continued) (3) FIXEI)ASSETS A llfixed assetsare stated atcost. Changesin fixed assetsare asfollow s tand & Land Im provelnenls Buildings Equipm ent Tota Beginning OfPeriod $ 365,876 2,111, ,459 A dditions - O- 3:6.u 64.. $ 2,580,051 $ 3,664 Deletions $ (324,576) (504,789) (~~~A~ ) End of Period 41,300 1,606,927 3,~64..$. :Ḷ931,.,824)._ $ 1,651,891 A llland and buildings are encum bered by a D eclaration of Trustin favor of the U nited States ofa m erica as security forobligationsguaranteed by the governm entand to protectother interestsof the governm ent. (4) BUt)GETS The follow ing sum m arizesthe budgetactivitiesofthe H ousing A uthority during the yearended June 30, 2(X)0 The llousing A uthority adopted a budgetforthe G eneralfund 2. The budgetisprepm ed on the m odified accrualbasisofaccounting. A llappropriationslapse atyearend 3. Fa~cum brances are not recognized w ithin the accounting recordsforbudgetary controlpurposes 4. Form albudgetintegration (within theaccounting record)isemployed asa m anagementcontroldevice 5. The executive director isautlm rized to transfer am ounts between line item s w ithin any fund,w ith the exception of salaries,provided such doesnotchange the totalof any function. H owever,w hen actualrevenues w ithin a fund failto m eet budgeted revenues by fiw : per cent or m ore and/or actual expenditures w ithin a fund exceed budgeted expendituresby fiw :percentor ruore,a budgetaureudm entis adopted by the H ousing A uthority in an open lneeting. Budget am ounts included in the accom panying financial statem ents include the original adopted budget and all subsequentanlendm erds. The budgetforthe yearw asam ended. 6. IIU I) approvesallbudgetsadopted by the H ousing A uthority (5) CONTINGENCIES The entity issultjectto possible exam inationsm ade by federalregulatorswho determ ine compliance with terms, conditions,law sand regulationsgoverning grantsgiven to the entity in the currentand prioryears. These exam inations m ay resultin required refundsby the entity to federalgrantorsand/orprogram beneficiaries. 10
14 /lousing Autfwrity of thetownoof O~fa Ofa.LouisiaNa N otesto t~efinanciaf Statem ents (Continued) (6) ~OM M ISSIONERS Nam e Title =Sa!~lry _ C urtis C.Richardson Carriece Duke M ichaelduke RechaelTatum Sendy Carraw ay Chairm an Com m issioner Com m issioner Com m issioner Com m issioner $ (7) I,ITIG ATION TheAuthorily had no outstanding judgmentsorpending litigation asofjune30,2000 (8) RETIREM EN'F PI,ANS TheAuthority providesasimplified employerpension (SEP)to itsemployees.theauthority pays8% ofthe Cmlfleyee'ssalary into thefund each year. Totalcostto the PHA forthe yearwas$2, (9) USE O F ESTIM ATES "I]m preparation of financial statem ents in conform ity w ith generally accepted accounting principles requires nanagem en!lo m ake eslim,alesand assum ptions thataffectthe reported am ountsof assetsand liabilities and disclosure ~f contingentassets and liabilities at the date of the financial statem ents and the reported am ounts of revenues and expensesduring die reporting period. A ctualresultscould differfrom those estim ates. (10) ENCUM BRANCFS The Authority doesnotutilize encum brance accounting
15 HousingAutfiorityo~ tfie]'owno~ Ofa M anagem entlettercom m ents ForTheYearEnded June30,2000 There w ere no nlal~agelllentletterco l'lllellts 12
16 Housinf A ut~oritf oj t~etownoj Ofa O fa.louisiana Scheduleof PriorYearFindings ForTheYearEnaCed June30,2000 There w ere 11o prioryear findings orm anagem entlettercom m ents
17 ItO USIN G A U771OR H T OF TttE TOW N OF OLLA OI,LA.LO UISIA NA STA 'IEM EN T A N D CER TIFICA TION OF A CTUA L M OD ER N IZA TIO N COST June30,2000 A nnuaf Contri~ntionsContract2200 The A ctualm odernization C osts are as follow s k Project ~unds Approved Funds Expended t!xcess offunds A pproved $ 6, $ -0 [unds Advanced Funds Expended Excess offunds Advanced 6, "See Accountant's Report" The notes are an integralpartofthis statem ent 14
18 LOUISIANA ATTESTATION QUESTIONNAIRE John R.Vercher(Auditor) In connection with ),ourcompilation ofourfinancialstatementsasof[date]and forthe yearthen ended,and asrequired by Louisiana Revised Statute 24:513 and the Louisiana Governm entalauditguide,w e m ake the follow ing representationsto yuu. W e acceptfullresponsibility forourcom pliance w ith the follow ing law sand regulation and the internalcontrolsow ~rcom pliauce w ith such law sand regulations. W e have evaluated ourcom pliance w ith the 1011ow ing law sand regulationspriorto m aking these representations. These representationsarc based on the inform ation available to usasofjuly 25,2000 (date of COml~letion/representations). I'ublic Bid Law Itistrue thatwe have COlnplied w ith the public bid law,lsa -RS Title 38:2212,and,w here applicable,tile regulations ofthe l)ivision ofadm inistration,state Purchasing O ffice.. Yes[x ] No [ ] Code of Ethics for Public O fficials and Public Em ployees Itistrue thatno em ployeesorofficialshave accepted anything of value,w hetberin the form of a service,loan,or l,rom ise,from anyoue thaiw ould constitute a violation of LSA -RS 42: Yeslx ] No l ] Itistrue thatno m em berof tile im m ediate fam ily of any m em lx:rofthe governing authority,orthe chiefexecutive of tile governm entalentity,hasbeen em ployed by the governm entalentity aftera pril1,1980,undercircum stancesthat w ould constitute a violation of LSA -RS 42:1119. Yes[x ] No [ ] Budgeting W chavecomplied with tilestate budgeting requirementsofthe LocalGovernm entbudgetact(lsa-rs 39: )or the budgetrequirem entsoflsa -RS 39:34. Yes[x ] N o I ] Accountiug and R eporting A llnon-exem ptgovernm entalrecordsare available as a public record and have been retained foratleastthree years,as lequired hy LSA -R S,14:1,44:7,,44:31,and 44:36. Yeslx ] No l ] W c have fled ourannualfinancialstatelnents in accordance w ith LSA -RS 24:514,33:463,and/or39:92,asapplicable. Yes[x ]No [ ] W e have had ourfinancialstatem entsaudited orcom piled in accordance w ith LSA -RS 24:513. Yes[x ]No l ] M eeliugs W e have com plied w ith the provisionsof the O pen M eetingslaw,provided in RS 42:1through 42:12 Yeslx ] No I ]
19 D ebt Itistrue w e have notincurred any indebtedness,otherth an creditfor90 daysorlessto m ake purchasesin the ordinary course ofadm inistration,norhave we entered into any lease-purchase agreem ents,w ithout,the approvalof the State Bond Com m ission,asprovided by A rticle V II,Section 8 of the 1974 Louisiana Constitution,A rticle V I,Section 33 of the 1974 Louisiana Coi,stitution,and LSA -RS 39: (}.65. Yes[x ] No [ ] A dvances and Bonuses Itistrue we have notadvanced w agesorsalariesto em ployeeso1"paid bonusesin violation of A rticle V II,Section 14 of the 1974 Louisiana Constitution,IASA -RS 14:138,and A G opinion Yes[x] No [ ] W e have disclosed to you allknow n noncom pliance of th e foregoing law sand regulations,asw ellasany contradictions to the foregoing representations. W e have m ade available to you docum entation relating to th e foregoing law sand regulations. W e have provided you w ith any com m unicationsfrom regulatory agenciesoroth ersourcesconcerning any possible noncom pliance w ith th e furegoing law sand regulations,including any com m unicationsreceived betw een the end ofthe period underexam ination and the issuance of thisreport. W e acknow ledge ourresponsibility to disclose to you any know n noncom pliance w hich m ay occur subsequentto the issuance of your report. Secretary, Treasurer D ate D ate President S~_.-fl~~"O0 Date
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