The New York State Program for the Conservation and ... · for the Conservation and Preservation of Library Research Materials. ELIGIBILITY Eligible agencies include those that have

Barbara LilleyBarbara LilleyLibrary Development Specialist IIDivision of Library Development

Room 10B41, Cultural Education CenterAlbany, NY 12230

Phone: (518) 486-4864Fax: (518) 486-5254

e-mail: [email protected]

Web Site: http://www.nysl.nysed.gov/libdev

The New York State Program The New York State Program for the Conservation and Preservation for the Conservation and Preservation

of Library Research Materialsof Library Research Materials

ELIGIBILITYEligible agencies include those that have been:

chartered by the Board of Regents of the State of New York; ORaccepted by the Board of Regents for filing under not-for-profit sections (section 216) of the EducationLaw; ORregistered with the office of Charities of the New York State Department of State; ORgranted not-for-profit status under section 501(c)(3) of the United States Internal Revenue code.

The 11 designated comprehensive research librariesInstitutions wholly or in part under the control ofdirection of any religious denomination, in which any denominational tenet of doctrine is taught, are constitutionally ineligible to receive State financial assistance. New York State agencies and collections which are part of State agencies, including New York State Historic Sites. However, State University of New York(SUNY) colleges are eligible to receive discretionarygrant funds.

NOT ELIGIBLE

personnel costsservice and consultant contractssupplies and equipment for project activities, or other activities

Expenditures may include::

All expenditures of discretionary grant funds, whether for personnel, contracted services, supplies, equipment, or others, must be for preservation activities described under FUNDABLE ACTIVITIES

Eligible ExpendituresEligible Expenditures

General operating expenses, indirect costs or overhead chargesthe acquisition of library research materials in any format, either to add to the collection or to replace deteriorated materials by purchase of reprints or microformscapital expenditures for building construction or modificationproviding standard library shelvingphysical processingbasic disaster planningmicroform readerscomputer equipmentbasic security measures such as burglar alarms, locks, fire extinguishers, etc.salaries and/or benefits for existing personnel

Funds will not be awarded for activities or expenditures judged to be the ordinary responsibility of the institution. These activities include (among others):

Ineligible ExpendituresIneligible Expenditures

FUNDABLE ACTIVITIESFUNDABLE ACTIVITIES

Planning & Screening

Includes:General conservation surveysConsultanciesSelection of materials

Does NOT include:initial preservation planning


Environmental Controls & StorageEnvironmental Controls & Storage

Includes:Upgrading mechanical HVAC systemsSpecial shelving or storage furnishings

Does NOT include:Stop-gap measuresStandard library shelving


Reformatting Reformatting ---- MicroformsMicroforms

Includes:Preservation quality microfilmPreservation quality microficheColor microforms

Does NOT include:Microform readers or reader/printers


Reformatting Reformatting ---- NonNon--microformsmicroforms

Includes:Photographic negative duplicationCopy prints of photographic imagesSound recordingsPhotocopying (sometimes)

Does NOT include:DigitizationVideo tapesCassette tapesPhotocopying (usually)


Physical TreatmentPhysical Treatment

Includes:Collection cleaning projectsProtective enclosuresRebinding, minor repairs & mendingMajor conservation treatments

Does NOT include:Basic housekeepingPhysical processingLearning-by-doing projects

Includes:

Limited to 10% of the grant award

Only when closely connected to preservation work itself


Bibliographic Activities


Other Fundable ActivitiesOther Fundable Activities

Includes:Disaster recoveryResearchSpecialized trainingPreservation informational materials

Does NOT include:Preparing disaster plansPurchasing emergency suppliesExhibitionsPublishing guides or catalogs

APPLICATION

• Conservation/Preservation Discretionary Applications are now online

http://eservices.nysed.gov/LDGrants/index.jsp

• You must have a NYSDS username and password to login!

http://eservices.nysed.gov/LDGrants/ldgext/discRegister.jsp


http://eservices.nysed.gov/LDGrants/ldgext/discRegister.jsp

Register for username and password

• Fill out your name, contact information, and institution information.

• Your account will have access to C/P Discretionary grants only for the institution you specify.

• Account information will be sent via email within 48 hours.

Register Early!!!!!

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Choose a Grant Program

Links to cooperating applications

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Guidelines

Navigating the Online Application

Initial Application FormsFinal Report Forms

CHECKLIST

Initial Application Checklist

Final Report Checklist

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COVERSHEET

Coversheet

Institution information is pulled from SEDREF

database

Your username/ password is associated with an institution

Religious Affiliation and Institutional Eligibility

Type Summary Description here…..

Project Manager Information

Project Title

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NARRATIVES

Type narrative here…..

Links to each of the Project Narrative categories

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I. Description of InstitutionI. Description of Institutionor Agencyor Agency

A. Size of the institution’s operation

TopicsTopics

Annual budget

FTE staff

I. Description of InstitutionI. Description of Institutionor Agencyor Agency

B. The agency’s total collection of library research materials

TopicsTopics

Quantity of materialsTypes of materialsCollecting policyNumber of items acquired & amount

expended in the last yearOther relevant background information

II. Institutional Commitment ToII. Institutional Commitment ToConservation/PreservationConservation/Preservation

A. Institutional conservation/preservation activities

TopicsTopicsCurrent and long-range preservation

plansSurveys?Institutional funding for preservationOther sources of funding


B. Environmental conditions in which preserved materials will be stored

Extent of existing controls

Possibility or plans for improvement

TopicsTopics


C. Preparations for disaster

Written disaster plan?

Available resources

TopicsTopics


D. Security arrangements for protecting the collection

TopicsTopics

Theft

Mutilation

Inappropriate use


E. Participation in cooperative or regionalconservation/preservation activities

TopicsTopics

Cooperative projectsShared cons/pres staff or facilitiesBibliographic databasesParticipation in regional preservation

activities

III. Accessibility of Collections III. Accessibility of Collections to the Publicto the Public

A. Access policies and practices of the institution

TopicsTopicsHours Open

Number of patrons

Items loaned or used on site

Cooperative access programs


B. Cataloging or other forms ofbibliographic control

TopicsTopics

Type of cataloging or arrangement

Use of regional or national databases

Use of other standard bibliographic resources


C. Ownership of materials

Owned by institutionCopy of deposit agreement

TopicsTopics

IV. Research Value of Materials IV. Research Value of Materials To Be PreservedTo Be Preserved

A. Description of materials to be preserved with grant funds

TopicsTopicsSubject area or contentFormat (books, mss, photos, maps, etc.)Quantity of materialsCondition and specific preservation problemsType of research for which materials are likely

to be used

IV. Research Value of Materials IV. Research Value of Materials To Be PreservedTo Be Preserved

B. Significance of materials for research

Relevance to the institution’s collectionsDemand for the materials by researchersShort-term topical interest?Long-term historic interest?Scope of interest -- local, regional, national, or

internationalInformational value or artifactual value, or both?Similar collections elsewhere?Institutional priorities

TopicsTopics

V. V. Plan of WorkPlan of Work

A. The timetable for the project

Beginning dateHiring date and duration of work for

new personnelSchedules for existing staffContractual work schedulesSchedule for all other significant project

activities

TopicsTopics


B. Conservation/preservation activities to be carried out during the project

Work to be performed

Materials and techniques to be used

Vendor proposals and cost estimates

TopicsTopics


C. Personnel and vendors involved in the project

Project managerPersonnel to be hiredExisting staff to be usedConsultantsVendorsQualifications

TopicsTopics

VI. Institutional Contribution VI. Institutional Contribution to the Projectto the Project

A. Contributions of staff time

Time existing staff will spend directly on project activities

TopicsTopics

VI. Institutional Contribution VI. Institutional Contribution to the Projectto the Project

B. Financial contribution towards overall project costs

Portion of total project budget to be provided by the institution

TopicsTopics

VII. Education PreVII. Education Pre--PlanningPlanning

A. Need for the proposed Training

Have institutions committed to sending staff?

Were local institutions surveyed on theirpreservation education needs?

TopicsTopics


B. Training objectives

What information should the attendees leave the training with?

Are there activities they will conduct After the workshop?

TopicsTopics


C. Publicity

Will listservs, mailing lists, newslettersbe used?

How will wide publicity to all eligible institutions be achieved?

TopicsTopics


D. Information dissemination

Will a publication be created?Will the training materials be shared

on a web site?

TopicsTopics

Documents/ Attachments•Bids•Resumes•Institutional Authorization Form•Final Report Signoff•Microform Guidelines Form•Cooperative Agreement Form

Choose a document to upload to the

database

BUDGET

Conservation/Preservation Discretionary Grant Program

BUDGETBUDGET

Column AColumn A Column BColumn B Column CColumn C

Project Total Institutional Grant RequestContribution

Navigating the 5 Budget Tabs

Add Record

Budget Totals

Budget Tabs

Jane Doe Director $24,525 0.12 $2,943$2,000 $943$2,943

$2,943 $2,000 $943

0.09 $264

$0 $264

$264 $264$0

consultant Adam Advice 2 days @ $300$600 $300 $300

contract Microfilming Inc. 400 pieces$4000 $4000$0

1000 folders 0.15 $150 Gaylord$150

boxes200 $3.00 $600 Hollinger$600$0

$0

Travel to vendor Finalize contract$0 $500

Institutional Authorization Form

Print and Sign this Form

Submit the Application

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Confirm Submission

Warnings for incomplete narratives

Save/ Print application

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FS 10

Local Agency Information

Funding Source:

Contact Person:

Agency Name:

Mailing Address:

Telephone #: County:

E-Mail Address:

Project Operation Dates:

T h e U n i v e r s i t y o f t h e S t a t e o f N e w Y o r k P R O P O S E D B U D G E T F O R AT H E S T A T E E D U C A T I O N D E P A R T M E N T F E D E R A L O R S T A T E P R O J E C T N e w Y o r k S t a t e L i b r a r y F S - 1 0 ( 5 / 9 8 )D i v i s i o n o f L i b r a r y D e v e l o p m e n t , R o o m 1 0 B 4 1 C E C A l b a n y , N Y 1 2 2 3 0

C/P Discretionary Grant Program

Beatrice Bibliophile, Director

Booktown Public Library

111 Library Lane

Booktown, NY 00001

(518) 111-1111 County

July 1, 2006 June 30, 2007

[email protected]

S A L A R I E S F O R P R O F E S S I O N A L S T A F F : C o d e 1 5

I n c l u d e o n l y s t a f f t h a t a r e e m p l o y e e s o f t h e a g e n c y . D o n o t i n c l u d ec o n s u l t a n t s o r p e r d i e m s t a f f . D o n o t i n c l u d e c e n t r a l a d m i n i s t r a t i v es t a f f t h a t a r e c o n s i d e r e d t o b e i n d i r e c t c o s t s , e . g . , b u s i n e s s o f f i c es t a f f . O n e f u l l - t i m e e q u i v a l e n t ( F T E ) e q u a l s o n e p e r s o n w o r k i n g a ne n t i r e w e e k e a c h w e e k o f t h e p r o j e c t . E x p r e s s p a r t i a l F T E ' s i nd e c i m a l s , e . g . , a t e a c h e r w o r k i n g o n e d a y p e r w e e k e q u a l s . 2 F T E .

S p e c i f i c P o s i t i o nT i t l e

F u l l - T i m eE q u i v a l e n t

A n n u a l i z e d R a t eo f P a y

P r o j e c tS a l a r y

S u b t o t a l - C o d e 1 5

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S A L A R I E S F O R S U P P O R T S T A F F : C o d e 1 6 I n c l u d e s a l a r i e s f o r t e a c h e r a i d e s , s e c r e t a r i a l a n d c l e r i c a l a s s i s t a n c e ,a n d f o r p e r s o n n e l i n p u p i l t r a n s p o r t a t i o n a n d b u i l d i n g o p e r a t i o n a n dm a i n t e n a n c e . D o n o t i n c l u d e c e n t r a l a d m i n i s t r a t i v e s t a f f t h a t a r ec o n s i d e r e d t o b e i n d i r e c t c o s t s , e . g . , a c c o u n t c l e r k s .

S p e c i f i c P o s i t i o nT i t l e

F u l l - T i m eE q u i v a l e n t

A n n u a l i z e d R a t eo f P a y

P r o j e c tS a l a r y

C o n s e r v a t i o nT e c h n i c i a n

$ 5 , 0 0 0

S u b t o t a l - C o d e 1 6 $ 5 , 0 0 0

P U R C H A S E D S E R V I C E S : C o d e 4 0I n c l u d e c o n s u l t a n t s ( i n d i c a t e p e r d i e m r a t e ) , r e n t a l s , t u i t i o n , a n d o t h e rc o n t r a c t u a l s e r v i c e s . C o p i e s o f c o n t r a c t s m a y b e r e q u e s t e d b y t h e S t a t eE d u c a t i o n D e p a r t m e n t . P u r c h a s e d S e r v i c e s f r o m a B O C E S , i f o t h e r t h a na p p l i c a n t a g e n c y , s h o u l d b e b u d g e t e d u n d e r P u r c h a s e d S e r v i c e s w i t hB O C E S , C o d e 4 9 .

D e s c r i p t i o n o fI t e m

P r o v i d e r o fS e r v i c e s

C a l c u l a t i o no f C o s t

P r o p o s e dE x p e n d i t u r e

M i c r o f i l m i n gS e r v i c e s , I n c .

$ 4 , 0 0 0

S u b t o t a l - C o d e 4 0 $ 4 , 0 0 0

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S U P P L I E S A N D M A T E R I A L S : C o d e 4 5

I n c l u d e c o m p u t e r s o f t w a r e , l i b r a r y b o o k s a n d e q u i p m e n t i t e m s u n d e r $ 5 , 0 0 0 p e r u n i t .

D e s c r i p t i o n o f I t e m Q u a n t i t y U n i t C o s t P r o p o s e d E x p e n d i t u r e

A r c h i v a l d o c u m e n t b o x e s P h o t o n e g a t i v e e n v e l o p e s N e u t r a l p H p h o t o s t o r a g e b o x e s p H a s e b o x m a k e r

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$ 6 0 0 $ 1 5 0 $ 6 0 0 $ 7 0 0


$ 2 , 0 5 0

T R A V E L E X P E N S E S : C o d e 4 6 I n c l u d e p u p i l t r a n s p o r t a t i o n , c o n f e r e n c e c o s t s a n d t r a v e l o f s t a f fb e t w e e n i n s t r u c t i o n a l s i t e s . S p e c i f y a g e n c y a p p r o v e d m i l e a g e r a t ef o r t r a v e l b y p e r s o n a l c a r o r s c h o o l - o w n e d v e h i c l e .

P o s i t i o n o fT r a v e l e r

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C a l c u l a t i o no f C o s t

P r o p o s e dE x p e n d i t u r e s


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E M P L O Y E E B E N E F I T S : C o d e 8 0 R a t e s u s e d f o r p r o j e c t p e r s o n n e l m u s t b e t h e s a m e a s t h o s e u s e d f o ro t h e r a g e n c y p e r s o n n e l .

B e n e f i t P r o p o s e d E x p e n d i t u r eS o c i a l S e c u r i t y

N e w Y o r k S t a t e T e a c h e r sN e w Y o r k S t a t e E m p l o y e e sR e t i r e m e n tO t h e r

H e a l t h I n s u r a n c eW o r k e r ' s C o m p e n s a t i o nU n e m p l o y m e n t I n s u r a n c eO t h e r ( I d e n t i f y )

S u b t o t a l – C o d e 8 0

I N D I R E C T C O S T : C o d e 9 0

P U R C H A S E D S E R V I C E S W I T H B O C E S : C o d e 4 9

D e s c r i p t i o n o f S e r v i c e s N a m e o f B O C E SC a l c u l a t i o n

o f C o s tP r o p o s e d

E x p e n d i t u r e


M I N O R R E M O D E L I N G : C o d e 3 0 A l l o w a b l e c o s t s i n c l u d e s a l a r i e s , a s s o c i a t e d e m p l o y e e b e n e f i t s ,p u r c h a s e d s e r v i c e s , a n d s u p p l i e s a n d m a t e r i a l s r e l a t e d t o a l t e r a t i o n s t oe x i s t i n g s i t e s .

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P r o p o s e dE x p e n d i t u r e


A . D i r e c t C o s t B a s e - S u m o f a l l p r e c e d i n g s u b t o t a l s ( c o d e s 1 5 , 1 6 , 4 0 , 4 5 , 4 6 a n d 8 0 ) .B . A p p r o v e d R e s t r i c t e d I n d i r e c t C o s t R a t e

C . ( A ) x ( B ) = T o t a l I n d i r e c t C o s t S u b t o t a l - C o d e 9 0

( A )

( B )

( C )

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E Q U I P M E N T : C o d e 2 0

A l l e q u i p m e n t t o b e p u r c h a s e d i n s u p p o r t o f t h i s p r o j e c t w i t h a u n i t c o s t o f $ 5 , 0 0 0 o r m o r e s h o u l d b e i t e m i z e d i n t h i s c a t e g o r y . E q u i p m e n t i t e m s u n d e r 5 , 0 0 0 s h o u l d b e b u d g e t e d u n d e r S u p p l i e s a n d M a t e r i a l s , C o d e 4 5 . R e p a i r s o f e q u i p m e n t s h o u l d b e b u d g e t e d u n d e r P u r c h a s e d S e r v i c e s , C o d e 4 0 .

D e s c r i p t i o n o f I t e m Q u a n t i t y U n i t C o s t

P r o p o s e d E x p e n d i t u r e


FS-10 Page 6

H E L P F U L R E M I N D E R S

C h e c k f o r t h e r e q u i r e d n u m b e r o f c o p i e s t o b e s u b m i t t e d , i n c l u d i n g t h e n u m b e r o f o r i g i n a l s i g n a t u r e c o p i e s . T e n u m b e r o f c o p i e s m a y v a r y f r o m p r o g r a m t o p r o g r a m . I f u n s u r e , c o n t a c t t h e S t a t e E d u c a t i o n D e p a r t m e n t o f f i c e r e s p o n s i b l e f o r t h e p r o g r a m f o r w h i c h y o u a r e a p p l y i n g .

A n a p p r o v e d c o p y o f t h e F S - 1 0 w i l l b e r e t u r n e d t o t h e c o n t a c t p e r s o n a t t h e a d d r e s s

c o m p l e t e d o n p a g e 1 . A w i n d o w e n v e l o p e w i l l b e u s e d f o r t h e r e t u r n m a i l i n g ; p l e a s e m a k e s u r e t h a t t h e c o n t a c t i n f o r m a t i o n i s a c c u r a t e , l e g i b l e , a n d c o n f i n e d t o t h e a d d r e s s f i e l d .

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S i m p l e m a t h e m a t i c a l e r r o r s o f t e n r e q u i r e t h e G r a n t s F i n a n c e U n i t t o c o n t a c t b o t h t h e l o c a l a g e n c y a n d o t h e r S t a t e E d u c a t i o n D e p a r t m e n t o f f i c e s , r e s u l t i n g i n u n n e c e s s a r y d e l a y s i n p r o g r a m a p p r o v a l . A n d r e m e m b e r , u s e w h o l e d o l l a r s o n l y .

O n l y e q u i p m e n t i t e m s w i t h a u n i t c o s t o f $ 5 , 0 0 0 o r m o r e s h o u l d b e i n c l u d e d u n d e r

E q u i p m e n t , C o d e 2 0 . B e s u r e t o c o m p l e t e t h e A g e n c y C o d e o n P a g e 8 a s w e l l a s t h e P r o j e c t # , i f p r e - a s s i g n e d .

F o r S p e c i a l L e g i s l a t i v e p r o j e c t s , p l e a s e e n t e r t h e T r a c k i n g / C o n t r a c t # .

F o r e a s e o f d a t a e n t r y a t t h e S t a t e E d u c a t i o n D e p a r t m e n t , p l e a s e m a k e s u r e t h a t P a g e 8 f a c e s o u t .

S u b m i t f o r m s t o t h e S t a t e E d u c a t i o n D e p a r t m e n t a s f o l l o w s :

A p p l i c a t i o n , F S - 1 0 , F S - 1 0 - A , F S - 1 0 - F – P r o g r a m O f f i c e

S U B T O T A L C O D E P R O J E C T C O S T SP r o f e s s i o n a l S a l a r i e s 1 5S u p p o r t S t a f f S a l a r i e s 1 6 $ 5 , 0 0 0P u r c h a s e d S e r v i c e s 4 0 $ 4 , 0 0 0S u p p l i e s a n d M a t e r i a l s 4 5 $ 2 , 0 5 0T r a v e l E x p e n s e s 4 6E m p l o y e e B e n e f i t s 8 0I n d i r e c t C o s t 9 0B O C E S S e r v i c e s 4 9M i n o r R e m o d e l i n g 3 0E q u i p m e n t 2 0

G r a n d T o t a l $ 1 1 , 0 5 0

C H I E F A D M I N I S T R A T O R ' S C E R T I F I C A T I O N

I h e r e b y c e r t i f y t h a t t h e r e q u e s t e d b u d g e t a m o u n t s a r en e c e s s a r y f o r t h e i m p l e m e n t a t i o n o f t h i s p r o j e c t a n d t h a tt h i s a g e n c y i s i n c o m p l i a n c e w i t h a p p l i c a b l e F e d e r a l a n dS t a t e l a w s a n d r e g u l a t i o n s .

_ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ D a t e S i g n a t u r e

_ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ N a m e a n d T i t l e o f C h i e f A d m i n i s t r a t i v e O f f i c e r

BUDGET SUMMARYFS-10 Page 8

A g e n c y C o d e : 0 0 0 0 0 0 0 0 0 0 0 0 P r o j e c t # : 0 3 0 5 - 0 7 - 0 0 0 0 ( I f p r e - a s s i g n e d ) T r a c k i n g / C o n t r a c t # : ( S p e c i a l l e g i s l a t i v e p r o j e c t s o n l y ) F e d e r a l E m p l o y e r I D # : ( N e w n o n - m u n i c i p a l a g e n c i e s o n l y ) A g e n c y N a m e : B o o k t o w n P u b l i c L i b r a r y

F O R D E P A R T M E N T U S E O N L Y F u n d i n g D a t e s : J u l y 1 , 2 0 0 6 J u n e 3 0 , 2 0 0 7 F r o m T o P r o g r a m A p p r o v a l : _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ D a t e : _ _ _ _ _ _ _ _ _ F i s c a l Y e a r A m o u n t B u d g e t e d F i r s t P a y m e n t

_ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _

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_ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ V o u c h e r # F i r s t P a y m e n t F i n a n c e : L o g A p p r o v e d M I R

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