Correspondence with Ministers October 2006 to April 2007 - European Union Committee Contents


CITIZENS FOR EUROPE (8154/05)

Letter from the Chairman to Shaun Woodward MP, Minister for Creative Industries and Tourism, Department for Culture, Media and Sport

  Thank you for your letter dated 29 September 2006[119] which was considered by Sub-Committee G on 26 October.

  We note that a Common Position was adopted at the Competitiveness Council on 25 September and that final adoption is expected this month, following approval by the European Parliament.

  We also note that you abstained from voting in favour of the Proposal when political agreement was reached at the Education, Youth and Culture Council meeting on 18 May and again when a Common Position was adopted at the Council on 25 September. Abstention was clearly the proper course at both Council meetings, since the scrutiny reserve continued to apply. But we are very concerned about your failure to notify us that political agreement was expected to be considered at the May Council.

  We accept that the sudden and unexpected decision of the Finnish Presidency to press for a Common Position at the September Competitiveness Council put you in a difficult position. But we are very surprised by the statement in your letter that your officials were unable to contact the Clerk on 21 and 22 September. Our office was staffed on both these days. In addition your officials may wish to be reminded that our officials can always be contacted in emergency during Recesses through the House of Lords Duty Clerk (020 7219 3000).

  While we welcome your apology, I must say that we find the Department's failure to reply to my letter dated 28 June 2005[120] for over 15 months quite unacceptable, especially since several reminders were sent to your officials during that time about the need to report progress to the Committee. We are therefore glad to know that you have asked your officials to review their procedures for dealing with scrutiny correspondence and hope that this review will lead to a marked improvement in the standards of efficiency and courtesy which the Committee should be entitled to expect. Our officials stand ready to assist and advise yours during this review.

  On the substance, you say that you continued to press for the Commission's interim evaluation which was originally requested in my letter to you dated 28 June 2005 and that it is now apparently expected "very shortly". We are very disturbed that the Commission should have failed to produce the requested evaluation after all this time and are bound to wonder how hard the Government have been pressing them for it.

  You will see from my letter dated 28 June 2005 to your Secretary of State this evaluation was requested because the Commission had failed to justify the proposed doubling of the annual expenditure. Yet we see from your letter that the Government apparently believes that the Programme is beneficial. We find it difficult to understand to see how the Government has been able to reach that conclusion in the absence of the evaluation.

  Your letter adds that you and your officials will continue to address the concerns which we have raised. But we question how much scope you might have to do so now that the Common Position has been adopted and the budget has presumably been approved. This seems to fall far short of the robust approach which my letter of 28 June 2005 urged the Government to take in Council negotiations with the aim of securing more clearly articulated and imaginative proposals than the Commission had given and a convincing analysis of the likely impact of those proposals.

  My letter also asked the Government to ensure that the proposed activities avoided duplication of effort and action at Community level which could be taken more appropriately or effective at more local level. Your letter fails to address that request.

  We are also surprised and disappointed that your letter makes no reference whatsoever to the concerns about the proposed legal base which were raised in my letter dated 28 June 2005. It is deeply unsatisfactory that the Proposal should have been adopted while that important question apparently remains unanswered.

  We will continue to hold the document under scrutiny and will expect you to report as soon as possible on whether the Proposal has now been adopted by Council and whether the promised evaluation has been received. If so, we will expect to see the Department's assessment of that evaluation without delay. We will also want to have a full and satisfactory answer to all the other points raised above and in my letter dated 28 June 2005. Given our doubts about the programme, we will also want to know how the Government intends to monitor its effectiveness.

30 October 2006


Letter from Shaun Woodward MP to the Chairman

  The Commission have now informally provided a copy of their external evaluation of the active European citizenship programme (2004-06). We are now in a position to respond fully to all your Committee's concerns.

EVALUATION OF THE "ACTIVE EUROPEAN CITIZENSHIP" PROGRAMME

  The final report on the evaluation of the Community action programme to promote active European citizenship is largely positive about the programme. The evaluation has found there is a strong need for the Active Citizenship programme and makes several recommendations for the improvement of future programmes many of which have already been implemented.

  The report recommends an increase to the total budget to bring it more in line with the wide remit of the programme. There has been an increase in the budget for the new Europe for Citizens programme which is in line with the recommendations of the evaluation and also reflects the even wider scope of the new programme. However, the agreed budget is €215 million for the period 2007-13. This is less than the Commission's earlier proposals and, along with the redirecting of resources to Action 1, was welcomed by the UK.

  The evaluation also recommends the fostering of links with national programmes, through improving contacts with national bodies. This will help to avoid a duplication of action at Community level which could be more appropriately taken at local level.

  A copy of the Executive Summary of the evaluation, including the recommendations made, is enclosed for ease of reference. A copy of the full evaluation has been forwarded to the Clerk of your Committee.

  Although the UK continued to raise the importance of evaluation, the Commission were unable to consider an evaluation of the former programme prior to the negotiations for a replacement programme due to the timescales involved.

  The Commission issued a public open tender for the evaluation of the active European citizenship programme which was awarded towards the end of 2005. This meant that the evaluation report was not completed until late in 2006 and was made available to the department just before the Christmas period.

  An increase in provision for evaluation and the inclusion of SMART targets in the preamble of the programme has been incorporated into the new Europe for Citizens programme in line with suggestions made by the UK following the Scrutiny Committees' comments.

  The Government considers that the new programme respects the principle of subsidiarity. The programme will complement activities carried out at national level, but will achieve goals which the Government does not consider could be achieved effectively at national level; the programme must by its nature be operated at a pan-European level.

LEGAL BASE

  The Commission proposed that the Decision for the new programme be based on a dual legal base: Article 151 regarding culture, and the residual legal base provided by Article 308.

  Regarding the use of Article 151, the Government considered it clear that this was an appropriate base to empower the Community to pursue such objectives of the programme as bringing people from different European communities together to share and exchange experiences, and promoting and celebrating Europe's values and achievements.

  The Commission considered that there were elements of the programme which did not fall within the cultural aims of Article 151, being those which came under the objective of fostering action, debate and reflection related to European citizenship through cooperation between civil society organisations, to be attained through various actions for supporting civil society and encouraging citizens' participation in public life and in decision-making. The Commission proposed Article 308 as being necessary to cover these elements of the programme, as it considered that no other specific Treaty provision conferred powers on the EC institutions to act in pursuant of these aims.

  The Government accepted that Article 151 was not adequate to cover these elements, and accepted that no other specific Treaty article was adequate to provide an alternative base. The Government had considered whether a base might be found in Part 3 of the Treaty on citizenship of the Union (Articles 17 to 22), but considered that none of these Articles provided powers for the Community to take actions as proposed in the programme for the promotion and support of civil society. In regard to the use of Article 308, the Government considers that the phrase "to attain, in the course of the common market, one of the objectives of the Community" does not require that every proposal using it as its legal base should relate, in a narrowly understood sense, the operation of the common market. The Government considered that the use of Article 308 was justified. The Government took the view that the civic participation aspects of the programme went to obtaining various Community objectives laid out in Articles 2 and 3 of the Treaty, such as solidarity amongst Member States and the strengthening of economic and social cohesion. The Government considered that the proposed programme was necessary in order to obtain these objectives, through actions designed to encourage EU nationals to understand, appreciate and benefit from their citizenship of the Union.

  Some Member States had expressed concern about whether Articles 151 and 308 were compatible. The question was discussed in detail at the Council Working Group meetings during the UK Presidency and Member States reached a consensus that Articles 151 and 308 would be used.

  The Government accepted that, since the procedures under both Articles 151 and 308 required the Council to act unanimously, the Articles could be combined to form a joint legal base. The proposal required a Decision of both the Parliament and the Council acting in accordance with the procedure laid down in Article 251 of the Treaty. Article 151 requires that the Council act unanimously throughout the Article 251 procedure. Article 308 also requires that the Council act unanimously. Accordingly, the Government considered that the two procedures required under the two bases were compatible; ie, co-decision on the basis of unanimity in both the Council and the Parliament.

REGULATORY IMPACT ASSESSMENT

  In our Explanatory Memorandum dated 8 June 2005, we stated that a Regulatory Impact Assessment would be to follow if an assessment was required. Following advice from Cabinet Office officials, DCMS considered whether this proposal would necessitate an RIA. As the proposal does not impose new burdens on business, charities or the voluntary sector, an RIA was not necessary on this occasion.

UPDATE ON THE CURRENT POSITION OF THE EUROPE FOR CITIZENS PROGRAMME

  In my letter of 29 September 2006, I informed the Committee that the Council adopted its common position at the Competitiveness Council on 25 September. The European Parliament second reading took place on 25 October 2006. The Commission accepted the four amendments proposed by the European Parliament. A number of informal contacts took place between the Council, the European Parliament and the Commission in order to reach an agreement on the dossier. The amendments adopted correspond to what was agreed between the three institutions.

  The first amendment introduces the word tolerance in addition to enhancing mutual understanding between European citizens respecting and promoting cultural and linguistic diversity, while contributing to intercultural dialogue.

  The second amendment reduces the number of days between the publication of the Decision in the Official Journal and its entry into force, from twenty to just one, which has speeded up the implementation of the programme.

  Finally, the third and fourth amendments involved a reallocation of 2% of the total budget from Action 1 (citizens projects) to Action 2 (projects initiated by civil society organisations).

  The UK supported these amendments. The proposal was adopted on 11 December 2006 and the programme was implemented on 1 January 2007.

  I apologise again for the gross delay in updating your Committee on this proposal. This was due to the department's Scrutiny Coordinator post being vacant for a period of five months at the beginning of 2006. Unfortunately this led to the scrutiny reservation being overlooked by officials. It was certainty not the intention of the department to appear discourteous to you and your Committee. Following an internal review by officials, systems have now been put in to place to ensure that this does not happen in the future.

  I hope this information will allow you to complete your consideration of this proposal.

30 January 2007

Annex A

EXECUTIVE SUMMARY

THE COMMUNITY ACTION PROGRAMME TO PROMOTE ACTIVE EUROPEAN CITIZENSHIP

  The Community action programme to promote active European citizenship (civic participation) was established by the Council in January 2004, for a period of three years ending in December 2006. The overarching aims of the programme were to reinforce an open dialogue with civil society on the principles of transparency and democratic control and to intensify links between citizens of different countries.

  The programme had a budget of €80 million and a specific remit to co-fund, through an operating grant, organisations pursuing an aim of general European interest in the field of active European Citizenship (organisations promoting European ideas and debate and organisations and "think tanks" promoting European values and objectives) and actions initiated by civil society organizations (actions by nongovermnental organisations, associations and federations of European interest or cross-industry trade unions and town twinning projects). In total over 30 organisations received an operating grant, whereas around 250 NGOs, associations and federations and trade union projects received funding between 2004 and 2005. Over 2,800 town twinning projects received funding during the same period.

PURPOSE OF THE EVALUATION

  The overall and objectives of this ex-post evaluation were:

    1.   To evaluate the impact of the activities carried out under the Community action programme to promote active European citizenship (civic participation) and;

    2. To learn lessons for the implementation of the future "Europe for Citizens" programme (2007-13).

  The specific objective was to provide an external, independent evaluation of the current (2004-06) programme, with a focus on projects/activities launched in 2004 and 2005. The evaluation focused in particular on the relevance, effectiveness and efficiency of the programme and its coherence with other interventions supporting the development of European citizenship and civil society.

  To fulfil these aims the evaluation employed desk-based research, an online survey of programme beneficiaries under its different strands, 54 in-depth interviews with beneficiaries and Commission staff and seven case-studies to illustrate good practice.

  This executive summary presents the main findings and recommendations of the evaluation.

MAIN FINDINGS

  The evaluation found that there is a strong need for the Active Citizenship programme. Increasing concerns about the distance between the EU and its citizens and a growing perception of a "democratic deficit" have led the European institutions to increase the emphasis to be place on "civic dialogue". Moreover, the specific programme objectives and activities of the programme are in general coherent with its overall objectives and the policy context. The internal coherence between the different strands of the programme is still to be improved since the programme only recently brought together different budgetary lines under one single unit. Yet, this has already proved a positive step that has increased the coherence between these previously different budgetary lines and provided horizontal priorities across them. A second point for improvement under the programme is the weak coherence between the modest programme budget and the breath of its stated aims; whilst the remit of the programme is challenging and very wide, its resources are in comparison limited. This puts the programme under risk of having a large gap between its aims and what it can actually deliver. The programme has a wide range of target groups but they were clearly defined. In terms of the coherence of the programme design with the policy environment, NGOs expressed the view that partnerships between old and new Member States should be encouraged further.

  With regards to the complementarity and synergies between Active Citizenship and other European programmes (such as Youth or Socrates) the evaluation revealed a good degree of complementarity, although links between programmes need to be developed, as it also happens with the few national programmes identified in the area of European Active Citizenship.

  Each objective of the programme was addressed by a large number of beneficiaries reflecting a good balance in terms of the interest of projects. Achievement of the different programme objectives, however, was found to vary by strand of activity. Most beneficiaries reported being successful in intensifying links with citizens and promoting the values of the EU. Fewer beneficiaries reported success in stimulating initiatives by bodies engaged in the promotion of active citizenship, bringing citizens closer to the EU and involving citizens in reflections and discussion about the construction of the EU. Bottom-up approaches, therefore, in which citizens from different countries are brought together, seem to have worked better than top-down approaches that try to link citizens directly with European institutions, although this conclusion is based mainly on the views of town twinning projects which made up the largest group of programme beneficiaries and survey respondents.

  The activities undertaken to try to deliver the programme objectives were very diverse. They included exchanges between towns, families and schools, the organisation of debates and capacity building activities, organisation of events, such as congresses, fairs or seminars, production of learning and promotion materials, publication of books and audiovisual materials, as well as design and maintenance of websites, amongst others. This flexibility of the programme and the considerable freedom it allowed in selecting the core activities for delivery as well as the diversity of target groups it addressed were key features of the programme that were reported to bring benefits to its beneficiaries. Some beneficiaries felt that other activities could have usefully been included in the programme, including more exploitation of mass-media and media tools as means of reaching citizens. Other beneficiaries advocated a higher cross-sectoral approach to projects, whereby civil society organisations would work with other institutions, such as local authorities and businesses, in order to become more effective and achieve greater impacts. In these respects, the challenge now faced by the programme is the need to maintain its flexible character whilst at the same time ensuring the continuity of the core range of activities undertaken within its framework during its first three years.

  The main results derived from the activities and outputs presented above included tangible products (such as publications), methodological learning, experiences and knowledge, policy lessons and legislative changes and greater European cooperation and awareness raising about citizenship issues and other cultures. The programme also obtained important results in terms of capacity building for its beneficiaries.

  Although there are some caveats in the information available on impact, it is nonetheless possible to highlight some strong impacts achieved through programme activities. These have included legislative changes and better understanding of EU debates by citizens in the areas covered by the programme, and the development of new activities in these areas, consolidation or creation of networks, improved access to institutions/ development of civic dialogue, greater organisational visibility and beneficiary empowerment. In addition to the impact on direct beneficiaries the programme has had an impact on indirect beneficiaries (eg individuals and organisations that have not received funding from the EU) and structures (eg through legislative changes).

  In terms of the efficiency of the management of the programme, given its small size and budget, the programme was managed by the European Commission. Overall, beneficiaries were satisfied with the management of the programme. The main points for improvement in respect to the implementation of projects and project support refer to some noted delays in the payment of money from the Commission and a relative lack in terms of feedback on the degree of satisfaction of the Commission on the quality of outputs produced, lack of support to find partners and a need for more information, advice and guidance on the operations of the programme. Many of these problems are already being addressed by the Commission.

  In relation to the size of the grant received by projects, the majority of beneficiaries felt that the limits to grant levels had been established at an appropriate level, across all types of activity. The tension is always present between financing either a relatively large number of small projects but in large amounts or a lower number of larger projects. Small projects such as those financed by the programme were often closer to the citizen and provided very tangible outputs and outcomes for those involved, and also gave the opportunity for more organisations to get involved, aspects that are highly valued by beneficiaries of the programme. Yet, for the programme to have visibility at European level and improve its impact, larger projects may be needed.

  In terms of dissemination, this took the form of events, publications, links with policy-makers, websites, leaflets, brochures and posters, press releases and media coverage. The European Commission did not undertake many activities for the promotion of the call for proposals. An example of these activities was the distribution of information through national associations of local authorities in Member States about town twinning projects. The main tool for promotion of the programme is a dedicated programme website although, at the time of the evaluation, many of the links provided in it were not functional, which is detrimental to the image of the programme and to its dissemination. The evaluation found significant differences between the organisations in terms of their dissemination and exploitation potential. Some organisations participating in the programme were predominantly focused on dissemination of European values and information through visits and educational activities, whereas others have a very high exploitation potential, both at EU and local levels because of the representation of their members in European institutions or specifically targeted services towards their members. Examples of exploitation of the results of the activities of the organisations receiving Active Citizenship operating grant funding included: using the policy research produced through the programme in consultations and in the design of new policies or in improving existing ones and the development of training and capacity building.

  In relation to the added value of programme activities, this concerned mainly the "European" dimension of the activities funded by the programme and the possibility for direct involvement of European citizens, regardless of their background. EU funding and being supported by Commission grants is reported by beneficiaries to have contributed greatly to increasing the credibility and visibility of their activities. Only one in five beneficiaries reported that they could have obtained financing elsewhere for their activities and declared that this would have resulted in lost advantages in terms of nature/coverage of their activities.

  Several aspects in relation to sustainability were explored during the evaluation. In relation to partnerships that operated within the programme, many of these intend to continue to work together, in particular those led by organisations funded through an operating grant. With regards to the sustainability of activities beyond the Active Citizenship funding period, slightly under half the respondents have planned to continue their work through EU funding; many organisations preferred to integrate their Active Citizenship projects within the wider work of their organisations to deliver the activity later on a self-funded basis, or are looking for alternative funding sources from the European Commission. Finally, in relation to sustainability in the use of results, this has been greatest in relation to the use of results within the programme beneficiaries (eg use of own products/results) than outside participating organisations. Around two thirds of respondents to the evaluation survey reported that they were using or planned to continue using the results they had produced through their involvement in the programme in their organisation. By contrast, only around a quarter of respondents expected that their results will continue to be used by other organisations.

RECOMMENDATIONS

  Following on from the conclusions presented in the previous chapter, the evaluator provided 31 recommendations in relation to the main topics covered in the evaluation, including that:

Relevance

    —  When designing the aims and objectives of the new programme, the Commission continues to pay particular attention to the direct involvement of citizens in the design of the new programme.

    —  In the new programming period a greater focus on partnerships and cross-sectoral perspectives that bring together civil society, policy-makers and businesses is explored.

Coherence and complementarity

    —  The Commission promotes synergies and networking between the various strands of activities and different types of organisations funded through the programme, in particular using ICT, to enhance their impact and strengthen the European dimension of projects, for instance through virtual communities or partnership networks.

    —  The introduction of new approaches to "bring citizens closer to the EU" through alternative activities to those currently in operation in the programme be explored.

    —  Partnerships between new and old Member States be actively encouraged for NGO projects.

    —  The introduction of greater time-scales for the delivery of trade union projects be explored to enhance the quality of their outcomes.

    —  Further links between European programmes in the area of active citizenship are developed, in terms of awareness of other programmes and use of their outputs.

    —  Links with national programmes in the area of active citizenship are fostered, through improving contacts with national bodies responsible for civic participation.

Effectiveness

    —  The total budget of the programme be increased to bring it more in line with its remit or that conversely, the remit of the programme be narrowed.

    —  The use of external assessors of proposals is maintained and applied to all the strands of the programmes to ensure impartiality and that these are appropriately supported and guided by the Commission to minimise the effect of individual interpretations.

    —  Financial forms are made available in Excel format for easier completion and other procedures for the simplification of administrative procedures are adopted.

    —  Further information is provided in relation to the process of selection in terms of selection criteria and feedback on how applications ranked against them.

    —  The possibility of incorporating some of factors identified in this report as capable of maximising projects' impact (eg whether there have been previous consultations with stakeholder prior to the submission of applications) as selection criteria for projects is explored.

    —  In order to ensure a balanced geographical distribution, weaker applications might be accept from some countries, provided they are given support to improve their project.

    —  The possibility of putting in place a personalised point of continuous support at the Commission/Executive Agency for projects throughout their lifetime is explored.

    —  The focus on output quality of the programme is enhanced, and that more resources are devoted to this task, including the consideration of onsite monitoring visits to selected projects.

    —  The possibility of creating a centralised management system of information regarding potential partners for "partner matching" is explored.

    —  The Commission studies the possibility of introducing structured templates for project reports. This will facilitate the analysis of outputs produced through the programme, which is a gap in the monitoring of the programme so far.

    —  A programme logo is introduced that could be included on the outputs funded through the programme, and that projects are required in their application to include visibility actions through the use of media.

    —  The dissemination of results from projects is enhanced, for instance through the creation of an online repository and the production of case-studies and good practice guides. This will also enhance mutual learning and programmme efficiency.

Efficiency

    —  The Commission studies some reallocation in the programme budget between town twinning projects and other actions and activities in the programme, and/or develops more structured activities with stronger multiplier effects within town twinning projects and related support measures.

    —  European activities for the promotion of the programme are expanded.

    —  Additional guidance is provided in relation to the submission of applications and eligibility criteria for selected strands of the programme.

    —  Systems are put in place to improve the financial management of the programme, in particular to ensure faster disbursement of funds to beneficiaries and simplify financial reporting procedures.

    —  Benchmarks and indicators against which to measure the success of projects, and the programme as a whole, are introduced for project monitoring and evaluation.

    —  The Commission provides guidance to projects on the data to be collected in individual evaluations to enable beneficiaries to monitor their efficiency and effectiveness better and enhance the possible contribution of these reports to the overall evaluation of the programme.

    —  The collection of e-mail addresses of indirect (non-funded) beneficiaries by direct beneficiaries is ensured for monitoring and evaluation purposes.

    —  Time/funds, are allocated for the analysis of projects' final reports by Commission staff or during external evaluations, in order to enhance monitoring arrangements.

    —  In those instances where cost-benefit analysis of particular strands of the programme are undertaken, consideration is given to using their results to guide future allocation of funds.

Sustainability

    —  A database of potential projects or partners is made available online and that links to information about the results obtained through the different strands of activity of the programme are established.

    —  The external use of results from programme activities is incentivised (for instance by recognising plans for external use as a selection criterion).

Letter from the Chairman to Shaun Woodward MP

  Thank you for your letter of 30 January. This was considered by Sub-Committee G on 22 February.

  We regret that your Department's problems with the administration of scrutiny procedures has led to a number of delays in the handling of this document and, ultimately, resulted in your override of our scrutiny reserve when the document was adopted at the 11-12 December 2006 Council meeting.

  We very much welcome your review of the DCMS arrangements for handling scrutiny correspondence and in my letter of 8 February 2007[121] to David Lammy, I suggested that Simon Burton (Clerk to the EU Select Committee) and Barry Werner (Clerk to EU Sub-Committee G) should visit DCMS to speak to your scrutiny team about the House of Lords scrutiny process.

  While the information you provide in your letter satisfactorily addresses the questions and issues we raised in my letter of 30 October 2006, we are most concerned about both the content and the timing of Commission's Evaluation report of the 2004-06 Active Citizenship programme. The content of this seems to amount to little more than a description of what was done in the programme. It provides scant information about the effectiveness of the programme in achieving its aim of increasing awareness among citizens of EU activities and projects; and there is no attempt at all to interrelate the outcomes generated by the programme with its costs.

  Moreover, we do find it entirely unacceptable that the Evaluation was not produced by the Commission until December 2006. For the assessment of the evidence it provided to be used for the thoughtful formulation of a 2007-13 programme starting on 1 January 2007, this was obviously far too late.

  We therefore ask you to make the Commission aware of our view of the weakness of content and the lateness of timing of the Evaluation Report. Please would you urge them to ensure that, when evaluations such as this are needed in the future, they include more clear cut information for assessing the benefits of the outcomes achieved by the programme against its costs; and that the reports are produced to a timetable which makes them of practical use as an input to the development of subsequent programmes. We would be grateful if could let us know what undertakings the Commission makes as a result of your representations to them on this issue.

  A final point is that we wonder why the Government has done so little to promote the activities undertaken under the 2004-06 programme in the UK as originating from the EU. If indeed benefits for active European citizenship have been achieved in the UK, it would appear that few, if any, members of the public are aware of the EU origin of the activities undertaken, even if they have been involved in them.

  We will list this item in our Progress of Scrutiny document as a case of scrutiny override.

26 January 2007




119   Correspondence with Ministers, 40th Report of Session 2006-07, HL Paper 187, p 469. Back

120   Correspondence with Ministers, 45th Report of Session 2005-06, HL Paper 243, pp 564-565. Back

121   Refer to Culture Programme 2007-2013 (11572/04). Back


 
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