Rotary District 7150 Foundation -Grants 11/19/17 ... · Management Seminar GMS 11/20/17 15. TheFoundation is a not-for-profit corporation supported solely by voluntary contributions

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1 Welcome to District 7150 Foundation Committee’s GMS. Introductions: My name’s Kuki Haines, this is my second year of three-year term, as District Grants Coordinator. Unfortunately, Mark Matt, Chair of our District Foundation Committee had to be elsewhere on Rotary business.

11/19/17Rotary District 7150 Foundation - Grants Management Seminar GMS

First a very important announcement before GMS begins: The ANNUAL District Foundation GalaFebruary 10, 2018, Saturday – next slide for more information

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This will be up at end of seminar as well. Continuing to GMS…

Rotary District 7150 Foundation - Grants Management Seminar GMS

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Who are the District 7150 Foundation Committee people involved with your Grants?

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HANDOUTSFor submitting your District Grant 2019 application /request , need four Qualifying Documents, indicated by QD in the heading .Make sure to go through the handouts:

Memorandum of Understanding (MOU)*(QD)Memorandum of Understanding (MOU) Addendum*(QD)Grant Guidelines*(QD) – The information here is spread out – the Projects

District Grans CAN fun is in the Application part; Timeline is under Timeline part of GMS.

Application + Budget (*QD).

read all the QDs to know your RC is agreeing to, especially the Documentation Retention and Conflict of Interest.


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What’s Rotary Foundation All About?The Rotary Foundation IS ALL ABOUT – PEOPLE IN ACTION!The Rotary Foundation is all about transforming your gifts into service projects that change lives both close to home and around the world.The Rotary Foundation is how we get things done.How? Through The Rotary Foundation District and Global Grants.

"...our Rotary Foundation is invisible in our clubs in the same way the foundation of a building is invisible when you're in it: Just because you don't see it doesn't mean it's not holding you up.”-- Ian H.S. Riseley, President 2017-18 (Presidential Message, 2017 November)

District Grants help us support these projects, and are regulated through Club qualification.


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Doing grant-funded community projects are excellent way to reach out to the community (think Public Image, PR) and excite potential members (membership).

PICTURES showing community projects funded by District 7150 Foundation District Grants, clockwise top left to right:Oriskany Rotary Club, 2017: Madison Lake Park Bicentennial; Chittenango Rotary Club: Teamwork is important when building walls the old-fashion way…Chittenango Landing Canal Boat Museum Archival Storage Office.Oswego Rotary Club Breitbeck playground rehab; DeWitt Rotary Club in partner with Syracuse Inner City RC for 2nd

Annual Health Wellness Outreach that Syracuse Inner City helps with;Oriskany Falls Rotary Club – Rotarian fixing up the bath house at Madison Lake Park;Fulton Rotary Club – Great Bear Springs Recreational Park - Fulton Rotary is applying for a Matching District Grant to fund a larger more visible sign at the entrance and having interpretative panels mounted on angled posts.


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District Grants are Administered and regulated by Rotary District7150 Foundation Committee – Grants Subcommittee.

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This is what we’ll cover.Note that QD refers to District Grant documents that must be submitted by March 31, 2018.

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District Grant Basics:1. Purpose of GMS2. What are District and Global Grants and the community-

service projects they support?3. Funding 4. Club Qualifications


All projects and activities funded by District Grants must relate to the mission of The Rotary Foundation, which is to enable Rotarians to advance world understanding, goodwill, and peace through the improvement of health, the support of education, and the alleviation of poverty.

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Global Grants require community assessment.

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Here’s another slide to help with distinguishing between the two grant types, we have a summary chart that highlights the differences between the grant types..From rotary.org > The Rotary Foundation tab along the top > District Grants > on the right side “ Rotary Grants – Presentation” which is downloaded to your computer.


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Let’s put this into practice…next slide – example.

SOURCE: week 41, From THE ROTARY FOUNDATION WEEKLY MESSAGES (By Rotarians for Rotarians) February 2014, http://directory-online.com/Rotary/accounts/6910/Pages/uPages/Foundation/documents/TRF_52_Week_Message_Updated_February_2014.pdf.


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Here’s an example – Funding for District Grants 2019, i.e.,next Rotary year 2018-2019, what this seminar is for.

SOURCE: week 41, From THE ROTARY FOUNDATION WEEKLY MESSAGES (By Rotarians for Rotarians) February 2014, http://directory-online.com/Rotary/accounts/6910/Pages/uPages/Foundation/documents/TRF_52_Week_Message_Updated_February_2014.pdf.


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WHAT IS THE ROTARY FOUNDATION’S FUNDING CYCLE? The Rotary Foundation has a unique funding cycle that utilizes contributions for programs three years after they are received. The three year cycle gives districts time for program planning and participant selections, and allows The Rotary Foundation to invest the contributions. The earnings from those investments help pay for administration, program operations and fund development costs. Your contribution in Rotary year 2013-14 will be invested in Rotary year 2014-15, and projects will be selected in Rotary year 2015-16, with the funds actually spent in Rotary year 2016-17. week 41,From THE ROTARY FOUNDATION WEEKLY MESSAGES (By Rotarians for Rotarians) February 2014, http://directory-online.com/Rotary/accounts/6910/Pages/uPages/Foundation/documents/TRF_52_Week_Message_Updated_February_2014.pdf.

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District Grants– allows up to 25% of funding given three years ago through Annual Fund – SHARE to do projects that fall within the mission. Almost any type of project can be done and local clubs work with their districts to figure out what projects and activities are nearest and dearest to their hearts. From THE ROTARY FOUNDATION WEEKLY MESSAGES (By Rotarians for Rotarians) February 2014, http://directory-online.com/Rotary/accounts/6910/Pages/uPages/Foundation/documents/TRF_52_Week_Message_Updated_February_2014.pdf.

WHAT IS THE ROTARY FOUNDATION’S “DISTRICT DESIGNATED FUND”? At the end of every contribution year, each Rotary district’s contributions to the Annual Fund are divided into two funds. 50 percent is credited to the District Designated Fund (DDF). The District Designated Fund is allocated by the District to fund the Rotary Foundation programs in which it chooses to participate, such as District Grants, Global Grants or Polio! DDF even receives a 100% match from our Foundation when used in a Global Grant. Week 38, From THE ROTARY FOUNDATION WEEKLY MESSAGES (By Rotarians for Rotarians) February 2014, http://directory-online.com/Rotary/accounts/6910/Pages/uPages/Foundation/documents/TRF_52_Week_Message_Updated_February_2014.pdf

Annual Fund-SHARE and the District Designated Fund (DDF) The Annual Fund-SHARE is the primary source of funding for a broad range of local and international activities made possible through The Rotary Foundation. Funds are invested in the year given and for two more Rotary years (July-June). The earnings are used to support the administrative costs of the Foundation and in year four the entire amount donated is split with 50% going to the World Fund and 50% to the district via the District Designated Fund (DDF). The World Fund is used by the Foundation to pay for the worldwide grant and program opportunities available to all Rotary districts. DDF supporting a Global Grant (see item below) is matched dollar for dollar, and cash contributions are matched 50


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cents on the dollar by the World Fund. Each district uses its DDF to fund grants and Rotary Foundation programs of its choice. Up to one-half of the DDF may be used for District Grants (see item below). Every Rotarian is encouraged to give to the Annual Fund every year.

For the Rotary year 2019, TRF takes earnings from the 3yrs for operations, a model for fiduciary responsibility

2016 raised $76,862.50 50% of Share Total to District Designated Fund (DDF) :

38,431.25 raised half of the DDF for District Grants: $19, 215

To find out what your club and your club members have given to The Rotary Foundation Annual Fund, have either your President or Foundation Chair go on line and print the report from The Rotary Foundation website. Even though the application for the 2017 –2018 year is made before the end of the 2016- 2017 year, you will have a good idea of what your limits are by running a report before you make your application. We have a print out of those club totals available here today, so during the break, ask and we’ll let you know.

What contributions count? Ones that are given to the Annual SHARE Fund

How are District Grants funded? able Annual Fund-SHARE is the primary source of funding for a broad range of local and international Rotary Foundation activities. Every Rotarian, Every Year (EREY) is the fundraising initiative designed to encourage support for the Foundation’s Annual Fund. Financial resources available for any project will be limited.


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Year 1: Rotarians contribute to Annual SHARE Fund.Years 2: Your contributions are invested. Earnings are used for administrative costs.Year 3: Funds are distributed to Districts: 50% to District Designated Fund (DDF) and 50% to World Fund, Global Funds, Peace Fellows, and Polio Plus funds.The District Designated Funds is divided 50/50: 50 for District Grants, 50 for Global Grants.The whole idea of District Grants is to allow each Club an opportunity to do smaller projects with less administrativeprocedures than larger Global Grants. These grants have tremendous flexibility and can be used for local or international projects across a wide range.

Talk of how Foundation Grants is a great segue to…November is Foundation Month!


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The Foundation is a not-for-profit corporation supported solely by voluntary contributions from Rotary members and friends of the Foundation who share its vision of creating a better world. This support is essential to make possible projects, funded with Foundation grants, that bring sustainable improvement to communities in needYour donation makes a difference to those who need our help most. More than 90 percent of donations go directly to supporting our service projects around the world.The Foundation is a not-for-profit corporation supported solely by voluntary contributions from Rotary members and friends of the Foundation who share its vision of creating a better world. This support is essential to make possible projects, funded with Foundation grants, that bring sustainable improvement to communities in need (source: https://www.rotarygbi.org/about-us/rotary-foundation/)Foundation grants empower Rotarians to approach challenges such as poverty, illiteracy, and malnutrition with sustainable

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solutions that leave a lasting impact.

http://www.seattlerotary.org/service-foundation/how-to-apply-for-a-grant


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The last topic under Basics is the Rotary Club Qualification .

Club Qualification is valid for one Rotary year: To participate in Rotary grants, your club must agree to implement the financial and stewardship requirements of the Memorandum of Understanding (MOU) provided by The Rotary Foundation (TRF) and to send at least one club member to the district’s grant management seminar each year. The District may also establish additional requirements for club qualification and/or require its clubs to be qualified in order to participate in Rotary Foundation district grants. By completing these requirements, the club becomes qualified and eligible to participate in the TRF grant program. From RI “Club Qualific MOU Worksheet”: Qualification is the process that your club establishes to ensure compliance with Foundation policies, avoid misuse and mismanagement of grant funds, and ensure that their members have the appropriate training and resources. These measures establish proper stewardship


controls and enable clubs to maintain qualified status. Clubs that fail to comply risk losing the ability to participate in the Foundation grants program.

Districts need to become qualified to apply for District Grants. Districts must become qualified in order to receive grant funding from The Rotary Foundation. Clubs that want to apply for global grants must also be qualified.

The qualification process helps ensure that your district or club understands your financial responsibilities, including stewardship, and is prepared to take them on. Qualification must be completed each year.


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Next, we’ll talk about the actual Grant Management Process. Just going to cover the sections seem to have the most difficulty.

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http://www.seattlerotary.org/service-foundation/how-to-apply-for-a-grant

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There were an amazing number of wonderful grants that supported our local communities and the larger world. When you are thinking about what to do for this year, think about some of the things you have done in the past and also ask other Clubs what they have done. There is a wealth of knowledge in this room and throughout the District. And to access it, all you have to do is ask.

Please refer to the District Grants document “2018-2019 DISTRICT GRANT GUIDELINES *(QD) (4pp)”for Under the Rotary New Grant Model Guidelines, District Grants CAN Fund: And District Grant Restrictions, i.e., District Grants CANNOT fund: Also good time to find Rotary Clubs to partner with- with your Club as the primary RC or as secondary.If your Club is primary on one District Grant, that Club could still

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partner with another Club as secondary. But a RC could be Primary on only one District Grant project.Guidelines for District Grant Awards Rotary District Grants may support a wide variety of humanitarian and educational activities in local communities and in other countries. During the District Grant Application evaluation, the District Grants Selection Committee will take into consideration the scope of impact of the proposed project and RC partnerships with RCs as to fairly distribute grant funds for qualifying projects.

AGAIN,(slide10) All projects and activities funded by District Grants must relate to the mission of The Rotary Foundation, which is to enable Rotarians to advance world understanding, goodwill, and peace through the improvement of health, the support of education, and the alleviation of poverty.


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As explained earlier, This is directly from Grants Guidelines*(QD) –do you see this in your handouts or the electronic version that is found at District website? – There’s information on project restrictions, i.e., what Rotary District Grants will not fund. Please do read the Grant Guidelines. Because of time constraints, cannot go over them here.

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Please refer to the District Grants document “2018-2019 DISTRICT GRANT GUIDELINES *(QD) (4pp)”for Under the Rotary New Grant Model Guidelines, District Grants CANFund: And District Grant Restrictions, i.e., District Grants CANNOT fund:

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Please refer to the District Grants document “2018-2019 DISTRICT GRANT GUIDELINES *(QD) (4pp)”for Under the Rotary New Grant Model Guidelines, District Grants CAN Fund:

*** three asterisks = increases chances of District Grant funding if include in application/proposalOnly fund activities that have been reviewed and approved before their implementation. Grants will not be approved to reimburse clubs or districts for projects already completed or projects already in progress at time of grant application. Planning for grant activities ahead of approval is allowed and encouraged, but expenses may not be incurred prior to grant approval

Keep copies of ALL your receipts and checks (front & back), fill out your completion report and that’s it!

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New, The Rotary Foundation now allows you to use District Grant money for RYLA and Youth Exchange.


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We strongly encourage Rotary Clubs to partner with other RCs. All Primary/Lead Rotary Clubs must be qualified to apply for District / Global Grants.Your Club could be the Primary RC and/or secondary.If your Club is Primary on a District Grant, your Club could still partner with another Club as secondary. But a RC could be Primary on only one District Grant project.If a RC is not qualified, you could serve as secondary RC to assist a Primary RC.

D6640:What you see on the screen is a representation of all of the grants we funded this year. Scholarships, food pantries, coats, and kids featured heavily in the grants. We have local grants and

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international grants. There were an amazing number of wonderful grants that supported our local communities and the larger world.

When you are thinking about what to do for this year, think about some of the things you have done in the past and also ask other clubs what they have done. There is a wealth of knowledge in this room and throughout the District. And to access it, all you have to do is ask.


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No financial purchases can be made until we, i.e. District 7150 Foundation Committee,have received final approval from Rotary International, and you have been notified of their approval from District 7150 Foundation Committee.

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Now that you’ve picked a topic, and perhaps a partner, and no purchases made for your proposed project, Finally, we are ready answer: How do we apply for Foundation District Grants? In short, the District Grant Qualifying Documents - indicated by (QD) – look for them on the documents.Next slide Questions?

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Tallked about the last step in Plan, about Qualifying Documents(QDs) …leads us to the next step –How do you apply for District Grants?Now you have the QDs, let’s find out why we need them signed, sealed, and delivered…

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Where to find the District Grant Qualifying Documents : You can find the District Grant Qualifying Documents at http://rotary7150.org/ > Foundation along the top > from Drop Down menu, choose “District and Global Grants”

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The Memorandum of Understanding*(QD) three pages… outlines Terms and Conditions.club_qualification_mou_resources_en.pdf from rotary.org, downloaded to your computer (does not open in website):The Club Memorandum of Understanding (MOU) outlines the requirements that your Club must demonstrate in order to qualify for Rotary grants .

This Memorandum of Understanding basically tells us who is responsible for what: Who’s the Club’s Foundation Chair, Club’s President-Elect, and so on.

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Another document for Terms and Conditions, is this, the official Addendum to The Rotary Foundation (TRF) Club Memorandum of Understanding (MOU). This Addendum is for Rotary International District 7150, (D7150) for Clubs participating in the Future Vision Global and District grants. It is an agreement between the Club and the District, explaining what measures the Club will undertake to ensure proper implementation of Rotary Foundation grant activities. By signing this document, the Club agrees that it will comply with all TRF and D7150 requirements.

As authorized by TRF, D7150 has set up the following qualification plan, terms and conditions, and guidelines for qualifying its member Clubs, provided they meet TRF minimum requirements:1. The club agrees to and signs the Club MOU as provided by TRF by

March 31, 2018.2. The club agrees to and signs this Addendum to the Club MOU as

provided by D7150 by March 31, 2018.3. No separate bank account will be required for District Grants. However,

all aspects of this section shall remain in effect for Global Grants & Package Grants.

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This document is the official Addendum to The Rotary Foundation (TRF) Club Memorandum of Understanding (MOU) for Rotary International District 7150, (D7150) for Clubs participating in the Future Vision Global and District grants. It is an agreement between the Club and the District, explaining what measures the Club will undertake to ensure proper implementation of Rotary Foundation grant activities. By signing this document, the Club agrees that it will comply with all TRF and D7150 requirements.

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Next is filling out the actual District Grants Application+Budget

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Going to cover sections of the Application that gives people difficulties.

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As mentioned earlier during One Rotary Summit (ORS),People In Action- Rotary Internat’l Public Image /PR campaign recently adopted. We need to enhance the public’s image of Rotary and its awareness of our service and activities. Pictures show People In Action. Take pictures of before, during, and after the project.It will help club public relations chairs and other interested Rotary members to increase membership, expand community partnerships, improve fundraising opportunities, and promote involvement in club projects. Doing grant-funded community projects are excellent way to achieve both PR and membership.

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Another major part of the District Grant Application, and the last topic under Apply, is the Budget section.There are two types of budgets:Single Project/Single Club , for projects that have only one Rotary Club in charge; andSingle Project / Multiple Clubs – for projects that have a Primary/Lead Rotary Club, partnered with other Rotary Clubs.Both have the same budget/ financing information.Here highlighted are what I’ve seen RCs missed -

2018-2019 District Grant Budget – Single Project/Single ClubThis budget is to be submitted with your District Grant Application, due on March 31, 2018.Maximum District Match $2,500p MUST SHOW SOURCE(S) FROM WHOM QUOTES WERE OBTAINED (WEBSITES, VENDOR QUOTE, ETC) p

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TAKE A SCREEN SHOT OF THE ITEM, ITS PRICE, ITS SOURCE, AND THE DATE – MAKE SURE IT’S THE MOST RECENT QUOTE HENCE NEED THE DATE INCLUDED.


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2017-2018 District Grant Budget EXAMPLE -- Single Project/ Multiple Club Partnerships.Maximum District Match $3,750Add your budget itemsOne line for each itemThe Rotary District 7150 Select Committee reviews each RC application and budget carefully – see if the quote prices are realistic.p MUST SHOW SOURCE(S) FROM WHOM QUOTES WERE OBTAINED (WEBSITES, VENDOR QUOTE, ETC) p

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[[slide 20]]GRANT PROCESS:PLANAPPLY SIGNASK FOR HELP

Review all the information you have compiled for your project application and budget. This is the best place to go to review your entire application to ensure that everything is there and you are not missing any information. IF you are missing, something, go back to that section and fill it in.

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If you have followed all of these steps, then you have successfully completed your grant application!!!!

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District Grants 2019 documents – all must be signed by current Club President, Club President-Elect:

1. Application / Proposal, with Budget2. Guidelines3. TRF Memorandum of Understanding4. District Memorandum of Understanding

Rotary Clubs are strongly encouraged to submittheir District Grant Applicationsprior to the March 31st deadline.

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The Timeline is in the Grants Guidelines*(QD) document that must be signed and submitted by March 31 2018.


Mentioned earlier, some of the information from Grants Guidelines*(QD) is spread around to fit the GMS. Here’s another one – Timeline – that’s in your Grants Guidelines*(QD).

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Back at slide 20 – Grant Process: Submit Interim Progress / Final Reports.Here is when you have to complete them, seal, and deliver.

Interim Progress and Final Reports are on the District 7150 Foundation website, http://rotary7150.org/sitepage/district-and-global-grants.

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If you have followed all of these steps, then you have successfully completed your District Grant application!!!!

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Thank you Rotarians for helping your Rotary Club qualify for Rotary Foundation grants!

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Next : District Foundation Gala announcement again

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Go sit down and have a glass of wine and some chocolate. You deserve it!

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