FINANCE, PROPERTY AND ADMINISTRATION

49. FINANCE, PROPERTY AND ADMINISTRATION
All matters of finance property and general administration will be governed by the Cabinet and approved by the SRC.
50. Sources of SONIT Revenue
Sources of SONIT funds shall be;

1. Membership subscriptions collected during registration process of students in each semester or as may be agreed between the Organization and the Institute Management
   
2. Donation and Gifts from appropriate sources.
   
3. Any revenue from SONIT-Main campus investment.
   
4. Any subvention from Management.
   
5. Any SONIT Project.
   

51. Payment of Revenue to SONIT

1. a)  All such revenue save the Institute's grant to SONIT shall be paid to SONIT
   through the Finance and Planning Ministry, the provided that receipt shall be issued
   and quoted in the cash book.
   
2. b)  TheNITgrantstoSONITshallbepaidtotheSONITaccountdirectly.
   
3. c)  All revenue generated from various projects shall be deposited immediately with
   the custodian in a period not exceeding twenty four (24) hours provided that the custodian shall be the Minister for finance and planning.
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52. Budget Estimates
The SONIT Minister for finance shall prepare the budget estimates for the following year and present it to the SRC for approval during the same time as other Institute organs prepare their budget estimates provided that the SONIT Budget estimates:-

(i). (ii). (iii). (iv). (v).

Shall include budget estimates prepared by SONIT government. Shall make its copy be available to all students’ notice boards.
The government shall not use above 5% before the estimated budget.
Vouchers to be written in writing or type written form shall support all payments.
All payments requests shall be made in writings to the President through Minister for Finance and Prime Minister.

53. Payment of allowances
    
    1. a)  Any member of the Organization shall perform his/her obligations under this Constitution
       on voluntary basis for the best interests of all members of the Organization.
       
    2. b)  No member of the Organization who shall be paid salary for activities done in the name of the Organization.
       
    3. c)  The SRC shall consider proposal from the Government and fix rates of allowances to be payable for various activities of the Organization.
       
54. Types of allowances
    

There shall be payment of the following allowances;

1. a)  Monthly allowances to top SONIT Cabinet officials
   
2. b)  Sittingallowancesforofficialmeetings.
   
3. c)  Up-keeping allowance for Speaker, Deputy Speaker, Chairperson of Arbitration Board and Secretary of Arbitration Board
   
4. d)  Facilitationallowancesforanytaskorassignedduties. 41
   

5. e)  Top officials of SONIT Cabinet who shall be paid monthly allowance as determined from time to time by the SRC shall be;
   
   1. (i).  President
      
   2. (ii).  Vice President.
      
   3. (iii).  Prime Minister.
      
   4. (iv).  General Secretary
      
6. f)  The rates for all allowances shall be prepared by the Cabinet and shall be tabled before the SRC for approval after taking into account the resources of the Organization and the need to do other things for the interests of the Organization.
   
7. g)  The budget for allowances shall be part of the annual budget presented by the government to the SRC.
   
8. h)  Any proposed increase in allowances shall take effect upon approval by the SRC after 6 months from when the proposed increase was approved by the SRC and a proposal to raise such allowances shall not be considered even for mere deliberations by the SRC at least after the lapse of three years since the last changes were made.
   
9. i)  For avoidance of doubt any facilitation allowance whose rate is not specifically approved by the SRC but which is payable to a person for any special task or assignment shall be approved by the president and their report shall form part of the expenditure of the SONIT Cabinet.
   
10. j)  Any matter not covered under this provision shall be prescribed under the financial regulations.
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54. Signatories
The signatories of SONIT Bank accounts shall be in two categories, Category A shall either be the President or the Vice President, and Category B shall either be the Minister for Finance or the Prime Minister provided that the record of all transactions shall be kept by the Minister for Finance or such other person as may be assigned by the President.
55. Auditing of the Accounts of the Organization
a) The SRC Financial Committee may recommend to the SRC for auditing of the funds of the Organization.

(i).
(ii).
(iii).

If the recommendations are supported by simple majority of members of the SRC, the Speaker shall write to the Chief Internal Auditor of the Institute who, or a person appointed by him, shall; Audit the annual accounts of the organization;
Make available the annual audit report to the Financial Committee through the Speaker and the report shall be presented before the SRC by the Chairperson of the Financial Committee.
The SRC may take any such necessary action, where necessary, on the audit report presented before it and where possible may ask the Speaker to consult the Institute Management for assistance in the implementation of some of its resolutions.

2. b)  Foravoidanceofdoubt,noAuditreportshallbetabledforscrutinyoractionbytheSRC if it concerns the SONIT Government that was there prior to the SRC which received the report unless such report is tabled for noting only.
   
3. c)  It shall be the primary responsibility of SONIT Government to manage funds and other properties of the Organization on behalf of the members of the Organization.
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56. Custody of Financial records of the Organization

a)
b)
c)
d)
e) f)
g)

The Minister responsible for finance shall be the Principal Custodian of all financial records of the Organization.
The Minister responsible for finance shall deposit and administer all funds of the Organization in the Organization Bank Account.
The Minister Responsible for Finance shall keep the Bank Account Cheque Book of the Organization.
The Minister for finance shall prepare and present before the SRC a financial report once per each semester provided that such report must first be submitted to the Prime Minister, the President then discussed by all members of the Cabinet and what will be agreed thereafter will be tabled before the SRC.
All receipts books, tickets, accounting documents including vouchers the Minister for Finance shall account for requisitions on behalf of SONIT.
The Minister for Finance shall maintain one main cash book showing all deposits and withdrawals provided that the balance in cash book shall be reconciled with bank balance by comparing with bank statements.
Separate ledger book shall be opened for various SONIT projects so as to show financial position at any given time and the Prime Minister shall inspect these books once in every week and prepare a summary of the findings and shall convene an emergency meeting-of the Cabinet if he funds discrepancy during inspection.

57. Inventory of office stationeries

1. a)  There shall be GRN document (Good Received Note) so as to prove the purchase and-actual receipt of the goods (stationery) in the office.
   
2. b)  The GRN shall also apply to SONIT projects stocks to control all purchase of items. The Prime Minister shall keep all GRN.
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58 Imprests and Loans

a) b) c)

An office bearer may be provided with Imprest fund when it is necessary for him to make payment on SONIT account.
Application for Imprest shall be made on the relevant form used in the Institute's Accounting System.
The office bearer shall carry a direct responsibility of the imprest payment paid to him, and shall be required to account for this Imprest to the Prime Minister in 'writing the relevant form titled Retirement of Imprest.

59. Loans to SONIT Members

1. a)  A Loan to SONIT members shall have to be supported by an agreement, which shall stipulate the reason for it, the security bond, and the dates of repayments.
   
2. b)  All loans or grants shall be approved by-the Prime Minister or any other officer acting on his behalf when he/she is away.
   
3. c)  Provided that Cabinet meeting shall have ratified the loan or grant.
   
4. d)  Donations to Institutions other than SONIT organs shall be approved and ratified in the
   same manner as loans or grants.
   

60. Discipline
Disciplinary action for violating these regulations shall at minimum take the following patterns:

1. (i).  On occurrence of any loss of SONIT funds or property of whatsoever cause, an immediate report shall be made to the Prime Minister in a time not exceeding four (4) days.
   
2. (ii).  The Prime Minister on obtaining a report on loss shall inform the Dean of students or police station or both of the matter provided that he shall convene an emergency SONIT Government meeting to handle the issue.
   
3. (iii).  The SONIT Government shall have the power to make a ruling requiring the Defaulter to refund the money or to pay the replacement cost of property from the defaulters allowance if the defaulter fails to refund the money or property.
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4. (iv).  In case the defaulters allowances are inadequate to offset the loss, relevant procedures shall be followed to inform his Head of Department and the Registrar to withhold his examination results and /or his diploma or any course certificate until the loss is recovered.
   
5. (v).  Once in every term the Prime Minister shall cause to hold an inspection to ensure that all equipment and inventory are present as stated in the ledger, provided that a report of the findings shall be presented for discussion by the cabinet and a copy shall be available to Dean of Students.
   
6. (vi).  In case of a discrepancy or loss the user of the equipment shall report to the Prime Minister who shall in turn inform the Dean of Students who shall then report the matter to the police station and the Prime Minister shall convene an emergency cabinet meeting to discuss the matter,
   
7. (vii).  If the culprits found to be a student, disciplinary action shall follow.
   

61. Morals and Ethics of SONIT

a) b)
c)
d)

SONIT shall obey the freedom of any religious groups provided that they do not interfere with the main goals of SONIT and regulation thereof.
SONIT shall not allow any tribal group/association, racism or any other movement that may intend or result into tribal or racial discrimination in that it will endanger the unity and peace among the members of the student's community or society at large.
Any decision reached by any authority concerning matters of interest to students without SONIT awareness will not be valid.
SONIT shall not adhere any decision made by any authority upon any leader personally, if the leader is working for the interest of SONIT.

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CHAPTER FOUR. AMENDMENTS OF THE CONSTITUTION
62. Amendments of the Constitution.
a) This Constitution may be repealed or amended by a special Resolution provided that;

1. (i).  The President, shall form a Committee of not more than 10 members; three of whom must be from the Government to prepare a draft document to amend or repeal the provisions of this Constitution or the enactment of the new Constitution.
   
2. (ii).  The President shall not form a Committee to prepare a draft new Constitution which intends to repeal the entire existing Constitution unless the Speaker has issued a 7 days public notice to all members of SONIT to show the intention of the SRC of enacting a new Constitution or amending it and call for objections or representations by way of petitions which shall be filed to the Arbitration Board.
   
3. (iii).  The Arbitration Board shall rule on such Objections or representations and shall inform the Speaker of the ruling or any directive on whether to proceed with the process or otherwise.
   
4. (iv).  New amendments or new Constitution shall take effect upon being approved by the Governing Council.
   

b) AmotiontoamendorrepealthisConstitutionshallbemovedby;

1. (i).  Any member of the SRC but who must be supported by 1/3 of all members of SRC by way of a signed petition indicating the extent of amendment or the reasons for repealing this Constitution
   
2. (ii).  The Government which shall not need a support of 1/3 of members of the SRC for the motion to be filed by the Secretary of SRC provided that such motion
   47
   

originated from the Cabinet meeting and is supported with the minutes of the particular meeting
c) Upon receiving a motion to amend or repeal this Constitution, the Secretary of SRC shall call for an extra-ordinary SRC meeting after consultation with the Speaker.

4. d)  If the motion, after being presented to a duly constituted SRC meeting, is supported by at least 2/3 of the members, the President shall form a Committee to prepare the draft of a new Constitution or amendments there for and present such draft within 40 days.
   
5. e)  The Committee shall be facilitated by the SONIT Cabinet in the execution of its duties provided that the budget for this Committee shall be approved by the Prime Minister
   
6. f)  The General Secretary shall notify members of the Organization of the names of the Committee members and ask them to consult the Committee for any opinion in relation to ongoing reforms.
   
7. g)  The SRC shall vote for a proposed draft and it shall be taken to have been approved if it is supported by 2/3 of all members of the SRC in a dully constituted meeting.
   

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CHAPTER FIVE. ELECTION
63. Election

1. (i).  There shall be free and fair general election and by-election of the Organization.
   
2. (ii).  The general election shall be conducted once per year from when the last general election was conducted and shall be supervised by the electoral committee, elected by the SRC from amongst SONIT members.
   
3. (iii).  The general election shall be conducted to fill the vacancies of representatives of the SRC and the outgoing Government
   
4. (iv).  No final year student shall be eligible to contest for any post of the President and Vice-President in any election.
   
5. (v).  The election period shall start approximately in six weeks before the end of the second semester during which the electoral committee shall meet following a call by the Chairperson of Electoral Committee.
   
6. (vi).  All posts to be contested in this election shall be filled in accordance with the time schedule that will be stipulated by the electoral Committee provided that the election of the President and Vice-President shall be done on the same date and shall be the last election as per the schedule issued.
   
7. (vii).  For the avoidance of doubt, the posts which shall be contested for are
   

a) b) c)

Presidential and Vice-Presidential posts. Programs Representative post.
Any such Post which may be designated by the SRC because of any such need that might arise because of any changes in the Institution Structure and which in the opinion of the SRC such post cannot be left to be filled by the appointment of the President.
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64. The Students Electoral Committee (SEC)
    
    1. a)  There shall be the Electoral Committee elected by the SRC from SONIT Member and shall not be part of outgoing Cabinet and SRC. At least 14 days before the day set for a general election and which shall have not more than (10) competent members headed by the Chairperson who shall become from management and the Secretary who shall be elected by the SRC.
       
    2. b)  Subject to provisions of Article 64 (a), a member of the electoral committee shall not be part of the newly formed SONIT Cabinet.
       
    3. c)  There shall be observers one from Management who shall be Dean of Students, One from Arbitration Board, Two members from religious Affiliations, One from Muslim and one from Christian.
       
    8. h)  The electoral Committee shall announce the posts to be contested for and the minimum qualifications and shall screen all the applicants for all posts and remain with not more than three applicants for each post.
       
    9. i)  The screening process and announcement of contestants must be done within 7days since the Committee was elected by the SRC.
       
65. Responsibilities of electoral committee:
    
    1. a)  Members of the Electoral Committee shall not be allowed to contest for any Electoral post.
       
    2. b)  Prescribetheformstobeusedinthegeneralelections
       
    3. c)  Screen the candidate aspiring for the various electoral posts
       
    4. d)  Determinewhenandhowcampaignsshouldbeconducted
       
    5. e)  Determine the procedures on voting and counting of votes
       
    6. f)  Announce the election results, and
       
    7. g)  Perform such other function as may be required in order to further the successful running
       

of the elections.

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h) Unless the electoral committee decides to the contrary all elections shall be conducted through a secret ballot.

66. Electoral Committee Meeting Proceedings:
    
    1. a)  Twenty four (24) hours’ notice must be given for all committee meetings and to all
       persons required.
       
    2. b)  The quorum for any meeting shall be at least 75% of the members provided that the chairperson or his/her representative shall be among them.
       
    3. c)  All decisions shall be by a simple majority of the members present and voting at the meeting.
       
    4. d)  Minutes of the electoral committee meetings shall be kept for evidence Purposes up to at least when the General Assembly ratifies the results of the Elections during its meeting discussing the handing over in ordinary or other time as the case may be.
       
    5. e)  The electoral committee shall have powers to make by laws governing the Conduct of elections subject by the SRC’s ratifications.
       
    6. f)  The function electoral committee will cease after president swooning
       
67. By-Elections:
    

a) If a post remains unfilled or becomes vacant, a by-election shall be called. The chairperson shall have the function to call a by- election.
b) A by-election shall be advertised a few days after the close of nominations and at least within fourteen (14) days of the post falling vacant provided that for unfilled posts candidates may be obtained before the campaign's opening day.
68. Qualifications of Contestants
a) All contestants of any post in the general election must have the following general
qualifications or attributes;

1. (i).  Should be persons of good character and acceptable to other members of SONIT.
   
2. (ii).  Should be ready to safeguard the common interests of members of SONIT.
   51
   

(iii). Should have good record of academic progress.
b) Notwithstanding any other provision of this Constitution, the minimum qualifications of any member to be eligible to hold the posts of the President, the Vice President, Prime Minister, Speaker or Deputy Speaker shall be;

(i).
(ii).
(iii). (iv).

Academic performance with an average GPA of not less than 3.5 points in previous year or Years of studies and proven ability to sustain a leadership responsibilities without impairing academic performance.
Clean studentship record without any implications in disorderliness or infractions of Institution rules and regulations.
Being held in high esteem by SONIT members.
Not a holder of an office in any political party or even engaging in active Political Parties activities before or while in the SONIT Office or using SONIT name or resources.

c) The Electoral Committee shall request for a proof of any academic qualification needed for a person to stand in an election in such posts which the Committee shall determine.

4. d)  The original or certified copy of the academic progress duly signed by relevant authorities within the department shall be a sufficient proof of the academic record of the particular contestant.
   
5. e)  No academic record shall be taken into consideration by the Electoral Committee unless such record contains results which passed and declared at least at the level of the department board.
   

69. Nominations and Manifestos
Subject to SONIT- constitution, the posts to be contested of shall be determined by the electoral committee provided that, the posts of President and Vice President shall be among them.
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70. Candidates to be members of SONIT
All candidates and their proposers, seconders and supporters shall be bona fide members of SONIT.
71. Procedure of nominations and Manifestos
a) All nominations and manifestos shall be submitted according to the time set by electoral committee.
b) All manifestos shall be typed by SONIT headquarters to standard specifications given by the electoral committee to include a name and course of the candidate, and the Proposers, Seconders and post being stood for provided that no any additional material shall be typed by the candidate once they have been produced.
c) Candidates may refer to any SONIT post held by them previously or currently in their manifestos or other campaign posters.
d) Nomination forms, ballot papers shall not contain the name of any SONIT post held by candidates,
72. Campaign
Campaign opening meeting provision:

1. (i).  The campaign opening meeting shall be held at a time to be decided by the electoral committee and shall be chaired by the chairperson.
   
2. (ii).  The electoral committee members shall attend the campaign opening meetings.
   
3. (iii).  All candidates shall attend the campaign opening meetings
   

73. Procedures of the campaign opening meeting:
a) The Ex-SONIT President shall preside together with the Chairperson of the Electoral
Committee at such meetings. For each post, there shall be a proposing speech by the past President followed by the campaign speech by each candidate.
b) Every candidate shall be required to respond to a maximum of three questions asked by any attending at the campaign meeting provided that the electoral committee members shall not be eligible to ask any questions.
53

c) The presiding officer shall have the power to object to any question, which he/she considers unnecessary, scandalous, vexatious, offensive, and abusive or which May end up into prejudicing or embarrass any candidate or delay the fair campaign opening meeting.
d) Timetobetakenbyproposingandcampaignspeechesandtimetoanswerquestionsshall be limited to such a time as may be determined by the electoral committee.
e) The presiding officer shall have the power to order the removal of any person attending the campaign-opening meeting after a warning for persistent interruptions or unbecoming behavior.
74. Individual Campaign
a) Immediately after the campaign, candidates shall be allowed by the presiding officer to
carry out their own campaigns provided that no candidate shall make use of money or use of abusive or scandalous language against another candidate. Any candidate or campaigner who shall destroy another candidate's publications or campaign speech shall be discontinued from the race.
b) No candidate shall be allowed to withdraw from elections after the delivery of his campaign speech unless he has sufficient grounds for his/her withdrawal to the satisfaction of the electoral committee.
75. Ballot Papers and Boxes,
a) All elections of office bearers shall be supervised by the electoral committee and shall be
by secret ballot.
b) The Chairperson in the manner and design to be decided by the electoral committee shall
print all ballot papers.
76. Procedures on Polling:
a) A voter shall before voting read the instructions by the chairperson and the voter shall
follow them in the process of voting.
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b) Ballot boxes shall during polling be locked at the previously agreed upon stations.
c) Candidates or their supporter or observers may be present at the time of starting voting at any of the voting stations to satisfy themselves that no forgery papers are in ballot boxes before voting starts and thereafter one observer for each candidate shall ascertain that no irregularities have been done against him provided that the absence of the observer shall not mean that the voting proceeding is invalid.
d) Election officers shall advise voters on matters of voting procedures and shall observe impartiality on candidates.
77. Abiding to Rules
All candidates shall abide to the following rules:

1. a)  Candidates shall be nominated and requires providing manifestos as mentioned in article 69 and 71
   
2. b)  Any material that is displayed in an area restricted for posters or any other material shall be reserved following an instruction of the chairperson to remove such materials.
   
3. c)  Any other regulations provided by this Constitution.
   

78. Disqualification of candidates and disciplinary procedures: Disqualification procedures:

1. (i).  A candidate shall be disqualified at any stage of the elections for breaking one or more of the regulations provided in this Constitution.
   
2. (ii).  The case for disqualification shall be presented to the meeting of the electoral committee by the chairperson Officer in which case the committee shall determine its proceedings to the point of making a ruling provided that the petitioner and the defaulter may be called to give their explanations.
   
3. (iii).  Witness may be called and cross-examined by the elections committee the defaulter or the petitioner.
   
4. (iv).  The decision to disqualify a candidate shall be taken by a secret ballot and the majority votes of the members present and voting shall be used.
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79. Appeal against electoral committee decisions:
a) Any candidate aggrieved by the electoral committee in the screening process may appeal
to the Arbitration Board. At least two (2) days after the electoral committee has declares results of the screening process.
b) Any candidate aggrieved by the electoral committee, following the announcement of election result may appeal to the Arbitration Board, within two (2) days. Since the time announcement of result. If the candidate is dis-satisfied with decision of the Arbitration Board May appeal to the institute Management.
c) All appeals shall be submitted in writing stating the grounds for dissatisfaction.
80. Disciplinary procedures:
Any candidate, SONIT member or Institute staff who is in the opinion of the electoral committee has negatively affected the elections in any irregular manner shall be subjected to the disciplinary actions on the grounds of bringing SONIT into disrepute.
81. Announcement of Results:

1. a)  The Chairperson shall examine the results of all candidates for every post and if there is a candidate who has- polled the highest number of votes and exceeding 50% of the total votes cast then the Chairperson shall declare the candidate as elected.
   
2. b)  If there happens to be a tie up for a post, then-the candidates with the first two highest numbers of votes shall contest in the re-election in a manner to be determined by the electoral committee.
   

82. Handing over and Inauguration.
The outgoing office bearers shall handover powers to incoming office bearers during the last day of the term of holding SONIT Government in the following manner: -
(i). There shall he an agenda in such a meeting to discuss the handing over: The ex-ministers, prime minister, Vice President and the President shall respectively submit the annual handing over reports to their counter parts.
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(ii). The ex-ministers, prime minister, Vice President and the President shall respectively submit the annual handing over reports to their counter parts.
83. Oath.

1. a)  The two top leaders of SONIT are President and Vice President shall take oath before assuming their offices that they will perform their duties within that powers vested to them SONIT society.
   
2. b)  TheOathshallbetakenbeforetheRectorinthepresenceofGeneralSONITsociety.
   
3. c)  The Prime Minister, ministers and Secretaries shall together take oath before the President in the presence of SRC and General SONIT society after being appointed. The concerned person shall be sworn in/affirmed as follows: I (NAME) swear/affirm in front of you that I shall work within the powers vested in me as (TITLE) by the Constitution of SONIT in executing my daily duties and I shall never act against the guidelines provided to me by the constitution. God Help Me,
   
4. d)  When taking oath the Concerned must hold the SONIT constitution and either be Qur'an or Bible depending on his or her belief or otherwise.
   

84. Staff
A scheme of duties of the accounting staff -shall be drawn jointly by the Bursar's office and the Prime Minister of SONIT provided that such scheme of duties shall be performed in conjunction with financial regulations.
85. MISCELLANOUS
Protection of SONIT Members and Office bearers.
a) No student or group of students or any other person may use the title of SONIT without
the consent in writing of the Prime Minister.
b) A record and portraits of past office bearers of SONIT shall be kept in SONIT offices.
c) Nothing done by any member or officer of SONIT -shall if done bona fide in the
execution or purported execution of the functions conferred upon such officer by this constitution or by Regulations, render such member or officer personally liable for such matter or thing.
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ADOPTION
Amended and adopted by the Special Students General Assembly on the..............Day of.............................year.............................
Signed on behalf of the SGA By;
Chairman of constitution amendment committee Speaker of Students General Assembly. .................................................... .....................................................
President of NIT students’ organization .......................................................................
Chairman of NIT Governing Council ................................................................... 

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Filed Under: news on Wednesday, February 7, 2018