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2011 Nonprofit Organization Packet

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					                                                                     LANDER HALF MARATHON & 5-K CHALLENGE FOR CHARITIES




             WELCOME to the first annual
Lander Half Marathon & 5-K Challenge for Charities
               Sponsored by the Lander Community Foundation


                          2011 Nonprofit Organization Packet
This packet of information is for nonprofit organizations interested in participating in a proven
model of community-wide fundraising. The Lander Community Foundation is eager to support
Lander’s nonprofit community and spotlight the tremendous work of our nonprofit sector. Our
nonprofit organizations reach all sectors of our community and deserve our attention.

Don’t miss this opportunity to educate our community about your unique work. To be included
in key promotional materials, organizations must submit applications no later than March 21,
2011.

Applications can be found at www.landercommunityfoundation.org. If you have questions or
want to discuss your application, please contact Lander Community Foundation Board Member
Michelle Escudero at 307-332-7248 or michelle_escudero@q.com.

This packet contains the following information:
    Event Overview
    Eligibility Requirements
    Application Processes
    Donations
    Matching Grant Structure
    Marketing Materials
    Volunteer Opportunities
    Event Administration and Cost
    Grant Report
    Rules and Procedure
    Important Dates and Deadlines
    History of the Lander Half Marathon & 5-K Challenge for Charities
    About the Lander Community Foundation
    Frequently Asked Questions
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                                         Event Overview

Although the event culminates on July 4th, when more than 400 people come together for a
celebration of community spirit and support, the real power of this fundraising model comes through
the leadership provided by the Lander Community Foundation and participating nonprofits.

The Lander Half Marathon & 5-K Challenge for Charities event day will incorporate a competitive
half marathon and a competitive and recreational 5-K run/walk. Race participants from the local
community and a far-reaching competitive running community will be naturally attracted to register
to participate in this event. There will also be an awards celebration, entertainment, food and prizes
and much more.


Following is a general overview of how the event will work (details to follow in this packet).

    1. Nonprofits complete an Organization Application—a simple, online form is available at
       www.landercommunityfoundation.org.
    2. The Lander Community Foundation will review applications and determine eligibility.
    3. The Foundation will oversee marketing and administration of the event.
    4. Nonprofits accepted to participate will receive a packet of marketing materials, including
       event brochures, donor forms and a sample solicitation letter.
    5. Nonprofits independently solicit donations from their donors.
    6. The Lander Community Foundation will work with local donors, called Community
       Challengers, to raise matching fund contributions that enhance the impact of every donation.
    7. All donors will make donations directly to the Lander Community Foundation and designate
       funds to the participating nonprofit(s) of their choice. The Foundation will send each donor a
       tax-deductible receipt and thank-you letter. Periodically updated donation lists will be
       provided to participating nonprofit organizations.
    8. Nonprofits will receive 100% of donations designated to them.
    9. Donations will be matched at a ratio* based on the money raised by the Foundation and
       Community Challengers.

        * The Foundation has set a target of 30-50% for the matching funds. This means for every
          dollar raised through this fundraiser, approved nonprofits will receive $.30-.50 more!

Marketing materials will be designed to raise awareness of local nonprofits’ work and promote a
philanthropic, engaged community. Although this is a single-day event, its impact is felt throughout
the year as the participating nonprofits put donations to work.




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                                     Eligibility Requirements
To be eligible to participate in the Lander Half Marathon & 5-K Challenge for Charities, organizations
must provide programs or services to Lander area residents.
Organization must also be one of the following:
       Public nonprofit organization with an IRS 501(c)(3) determination. A copy of the IRS
        determination letter must be submitted with the Organization Application.
       Fiscally sponsored nonprofit. An organization or group that is not listed above may be
        fiscally sponsored by a qualifying organization. Written approval from the sponsoring
        organization must be submitted with the Organization Application.
       Faith-based organization. All funds raised—both donations and match—must be used
        entirely for non-religious public outreach programming such as emergency assistance,
        youth outreach, public health programs or cultural programs. Funds cannot be used for any
        part of a physical building.
       Service club. All funds raised—both donations and match—must be used for charitable
        purposes such as public outreach in the form of emergency assistance, youth outreach,
        scholarships, public health programs or cultural programs. Funds cannot be used for any
        part of a physical building.
       Government entity. A town or county resolution authorizing participation in the event
        must be submitted with the Organization Application.
       Public school program. Each program must have participation approval by the school
        board submitted with the Organization Application, and each program must submit a
        separate Organization Application. School programs are eligible for a single matching grant
        of up to $10,000 given to the school programs as a whole. Funds cannot be used for any
        part of a physical building.
       Related entities must complete a separate Organization Application. Related entities are
        eligible for a single matching grant of up to $10,000 given to the related entities as a whole.
        Funds cannot be used for any part of a physical building.

                                        Application Process
Organization’s participation in the Lander Half Marathon & 5-K Challenge for Charities is contingent
upon the following requirements:
    1. Submission of a completed Organization Application. See Important dates later in this packet.
    2. Review and acceptance by the Lander Community Foundation. Notification will be emailed to the
       organization’s primary contact. Allow at least two weeks following submission of the application
       to receive a formal acceptance.
    3. An active email account for the organization’s contact person. Email is how the Lander
       Community Foundation will assure timely communication regarding the event.
    4. Commitment of 20 volunteer hours toward organization of this event. See Volunteer
       Opportunities later in this packet.
    5. Compliance with all event Rules and Procedures.
    6. Completed Grant Report by March 1, 2012 for all organizations that receive matching funds. The
       Grant Report is available at www.landercommunityfoundation.org. Failure to complete a report
       will jeopardize ability to participate in subsequent Challenge for Charities events.
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                                               Donations

Organizations are responsible for soliciting donations on their own behalf. The unique aspect of the
Lander Half Marathon & 5-K Challenge for Charities is that donors can make donations on behalf of
several organizations with only one check and thus receive a single tax receipt. Further, donations made
to the Lander Half Marathon & 5-K Challenge for Charities will be eligible for the matching grant,
allowing organizations to increase the impact of donations from between 30-50%.


Donation Timeline
Donations to the Lander Half Marathon & 5-K Challenge for Charities will be accepted April 1 through
July 8, 2011. Donations received before or after these dates will not be eligible for matching grant. funds.

Eligible Donations
       Checks: Must be made out to the Lander Community Foundation, accompanied by a donation
        form completed by the donor, and mailed to P.O. Box 113, Lander, WY 82520.
       Cash: Although the Foundation discourages cash donations, specific arrangements will be made.
       Credit Card: Online credit card donations can be made through the Lander Community
        Foundation’s secure online donation system at www.landercommunityfoundation.org.
       Gifts of Stock: Donors wishing to give stock gifts should contact the Lander Community
        Foundation Board Member Bryan Neely at jneely@wyoming.com or 307-335-8853.
       Corporate Matching Gift Programs: Matching portions must be received by July 8, 2011 to be
        eligible for the matching grant.

Ineligible Donations
       Event Proceeds: Funds raised through raffles, collections, drawings, auctions, dinners or other
        events
       Fees: Participation, teams gallery, event, uniform or any other type of non tax-deductible fee
       Membership Dues or Tuition
       Pledge Payments: donations in fulfillment of an existing pledge agreement to an organization
       Gifts made outside of the event donation timeline: April 1, 2011 – July 8, 2011

Donation Reports
The Lander Community Foundation will provide Donation Reports to participating organizations through
a web-based, donor database a few weeks prior to July 4th race and again prior to the Awards Celebration
on August 1, 2011. If updates are required more often or more detailed information is needed, contact
Deb Kaufman at debkaufman@wyoming.com, 307-349-4558.




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               The Challenge for Charities Matching Grant Structure
The Lander Half Marathon & 5-K Challenge for Charities Matching Grant structure ensures that
participating organizations benefit fairly.
Matching Grant Cap
       Organizations receive 100% of all donations specifically designated to their organization.
       All eligible organizations receive a matching grant up to the first $10,000 raised.
       Related entities are eligible for a combined matching grant, up to $10,000 raised as a whole.
       The match percentage, announced at the Awards Party on August 1, 2011, depends on the ratio of
        the total amount raised from the Foundation’s Community Challengers relative to the designated
        funds received by each of the participating organizations. The Lander Community Foundation
        has targeted the matching fund to approximate 30-50% or $.30 - $.50 on every dollar raised!
        Funds will be distributed to nonprofits at the Awards Celebration.
Use of Matching Funds
       Matching funds are restricted to the guidelines in the Rules and Procedures later in this packet.
       Matching funds are restricted for current use and may not be placed in an endowment account.
       Matching funds cannot be given to another participating organization.

                                       Marketing Materials
In an effort to promote a cohesive marketing approach for the Lander Half Marathon & 5-K Challenge for
Charities, and to help donors associate organizations with the Community Challenger Matching Grant
opportunity, the Lander Community Foundation will provide accepted organizations with event
brochures, donation forms and a sample solicitation letter.

Logo Use
The Lander Half Marathon & 5-K Challenge for Charities’ logo may be used in black & white or color. If
used in color, the original colors must be preserved; no color substitutions are allowed. The logo may not
be altered in any fashion, and must always appear upright. The logo will be emailed to the contact person,
along with the approval letter. The logo can be found at www.landercommunityfoundation.org.

The Lander Half Marathon & 5-K Challenge for Charities’ logo can be used in a variety of applications,
including, but not limited to:
     Newspaper and periodical advertisements
     TV advertisements
     Newsletters, postcards, brochures and solicitation letters
Event Name Use
Acceptable references to the Lander Half Marathon & 5-K Challenge for Charities include:
     Annual Lander Half Marathon & 5-K Challenge for Charities
     Lander Half Marathon & 5-K Challenge for Charities
     Lander Half Marathon for Charities
     Lander Community Challenge for Charities
    Challenge for Charities
Unacceptable references include, but are not limited to:
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       LHM
       Lander Fun Run
       Fun Run.
                                      Volunteer Opportunities
The Lander Half Marathon & 5-K Challenge for Charities offers citizens an opportunity to get involved in
a great cause that benefits Lander’s nonprofits. This event is completely volunteer-organized. Each
participating nonprofit must commit to 20 hours of volunteer service toward this event. Event committee
teams are listed below. Sign-up for specific volunteer opportunities will be arranged through Lander
Community Foundation Board Member Lisa Lowham at llowham@bresnan.net.
Volunteer Opportunities: Pre-Event
       Promotional Materials: obtain, hang, and remove event banners and posters
       Race Packets: assemble event packets
       Donation and Information: provide information and take donations at pre-registration venue
       Food: acquire and transport food for the event
       Signs: distribute posters, brochures, and route notices before the event
Volunteer Opportunities: Day-of-Event
       Donation & Information: provide information and take donations at the pre-registration venue
       Entertainment: organize music and entertainment and event MC
       Food Prep: prepare and serve food the day of the event
       Photography: photograph the event
       Setup & Cleanup: garbage, recycling, help set up work areas, and clean up park at end of event
       Registration: register participants and take donations
       Timing & Results: set up start and finish area, track finish, coordinate posting of times, assist with
        awards
       Route & Traffic Control and Communications: set race-course markers, keep runners away from
        vehicular traffic at key traffic intersections, clear race-course of participants and trash
       Aid Stations: staff 1 of the 5 aid stations

                                Event Administration and Cost
The costs associated with marketing, event management, and administration of the Lander Half Marathon
& 5-K Challenge for Charities will be significant for Lander Community Foundation, notwithstanding the
generous amount of volunteer time. The good news is, by having one entity responsible for the overall
administration of the event, everyone benefits from lower fundraising costs.

To support more nonprofits, the Lander Community Foundation will put aside 5% of the Community
Challenger matching funds to be used in a new competitive grant program. This competitive grant
program will create an additional opportunity for any Lander-area nonprofit organization to apply
competitively for grant funding. Applications for this grant will be available September 1, 2011 and will
be due December 1, 2011. Awards for this grant will be announced by December 31, 2011.

                                             Grant Report
All organizations that received matching funds though the Matching Grant Program must complete a
Grant Report by March 1, 2012. The Grant Report can be found at www.landercommunityfoundation.org.
The report is used to confirm that organizations used the grant funds in accordance with the Rules and

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Procedures. The Grant Report is also used to demonstrate the community impact of Lander Half Marathon
& 5-K Challenge for Charities to the public, donors and media.

Organizations failing to submit a Grant Report will not be eligible for the following year’s Lander Half
Marathon & 5-K Challenge for Charities.




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                                          Rules and Procedures
Important rules and procedures govern participation in this event. Rules make the Lander Half Marathon & 5-K
Challenge for Charities accessible and fair for all accepted organizations. Procedures guide organizations through
the logistics of preparing for the Lander Half Marathon & 5-K Challenge for Charities. Failure to follow any of
the rules and procedures will result in penalties up to and including disqualification from the Lander Half
Marathon & 5-K Challenge for Charities event and may affect future participation. The Lander Community
Foundation reserves the right to verify compliance with all rules and procedures.
    Rules
    1. All organizations are to operate within the spirit of the Lander Half Marathon & 5-K Challenge for
       Charities and to function ethically and honestly with mutual respect in order to promote community
       harmony.
    2. Faith-based organizations and service clubs may use donations and matching funds raised in the Lander
       Half Marathon & 5-K Challenge for Charities only for non-religious, public outreach programming.
       Funds cannot be used for any part of a physical building.
    3. Matching funds are restricted for current use and may not be placed in an endowment account. Matching
       funds cannot be given to another participating organization.
    4. No event entry fees, organizational or membership fees, tuitions, existing pledges, or other non tax-
       deductible expenses may be channeled through the Lander Half Marathon & 5-K Challenge for Charities
    5. Organizations participating in the Lander Half Marathon & 5-K Challenge for Charities must commit 20
       volunteer hours toward organization of the event.
    6. Lander Community Foundation will provide accepted organizations with promotional materials to be
       used for soliciting donations.
    7. In compliance with the matching grant guidelines, funds may not be used for religious activities, debt
       retirement, political activity or campaigns, tickets or benefits, telephone solicitations or lobbying.

    Procedures
1. All contributions received as part of the Lander Half Marathon & 5-K Challenge Charities are subject to the
    variance power of the Lander Community Foundation. Variance power: The Lander Community Foundation
    Board of Directors shall have the power to modify or eliminate any restriction, condition, limitation or trust
    imposed with respect to any funds or property the title to which has become vested in the foundation if, in the
    sole judgment of the Board of Directors, such restriction, condition, limitation or trust becomes unnecessary,
    incapable of fulfillment or inconsistent with the charitable needs of the community or area served
2. Accepted organizations must not provide a tax receipt for donations made through the Lander Half Marathon
    & 5-K Challenge for Charities, because all donations are made to the Lander Community Foundation. The
    foundation has the fiduciary responsibility to provide tax receipts to donors. Organizations are encouraged to
    acknowledge contributions made on their behalf with thank-you acknowledgement letters.
3. Organizations must not provide any goods or services in exchange for donations made through the Lander
    Half Marathon & 5-K Challenge for Charities.
4. Organizations must not collect contributions to be pooled and delivered or mailed to the Lander Community
    Foundation. Donors must mail or deliver their donations directly to the Lander Community Foundation.
5. Only original donor forms and/or entry forms are allowed. Organizations must not, in any way, reproduce
    entry forms or donor forms in solicitation letters, newsletters, etc.
6. Door-to-door solicitations as well as “cold-calling” telephone solicitations are prohibited.
7. Selling products, goods or services at the Lander Half Marathon & 5-K Challenge for Charities is prohibited.
8. To establish a connection with the event, nonprofits are encouraged to use the Lander Half Marathon & 5-K
    Challenge for Charities logo in their advertising.
9. Participation does not guarantee that organizations will receive funds from the event. Organizations will
    receive 100% of funds donated on their behalf, plus the matching grant based on the match percentage.
10. The match percentage will be announced and final award checks distributed at the August 1, 2011, 6:00 p.m.
    Awards Party at the Best Western Inn at Lander, 260 Grand View.

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                  Important Dates and Application Deadlines

March 7th, 6:00 p.m.: Orientation meeting at the Best Western Inn at Lander

March 21st: Organization Application deadline to be included in Lander Half Marathon & 5-
          K Challenge for Charities marketing materials

April 1st: Event brochures available at Lander Community Foundation and local banks,
           businesses and nonprofits

April 1st – July 8th: Donations accepted to the Lander Community Foundation online secure
            donation service or mail to P.O. Box 1131, Lander, WY 82520

May 15th: Banners and posters distributed

June 3rd:   Final deadline for organizational participation in the Lander Half Marathon & 5-
            K Challenge for Charities. These nonprofits will not be included in marketing
            materials

June 6th: Final date for volunteer sign-up. Contact Lisa Lowham at llowham@brenan.net,
          307-349-2289

July 2nd & 3rd, 10:00 am – 9 pm: Race packet pick up and donation center at Gannet Peak
           Sports, 351 Main Street, 307-332-2926

July 4th, 5:15 a.m.: Race packet pick up and donation center at Centennial Park, 200 block
            Main Street

July 4th Event starting times:

            Half Marathon walkers begin: 6:00 a.m.
            Half Marathon runners begin: 6:30 a.m.
            5k competitive run/walk: 7:30 a.m.
            5k recreational run/walk: 7:45 a.m.
            Free participant breakfast (non-participants can buy breakfast): 8 – 9:30 a.m.
            Results and awards: 9:30 a.m.

   August 1st, 6:00 p.m. Awards Party! Best Western Inn at Lander, 260 Grand View Dr.

   March 1st, 2012: Matching Grant Report due for all organizations who received
    matching funds




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         History of Lander Half Marathon & 5-K Challenge for Charities
In 2011, the Lander Community Foundation assumed administration of the existing Lander Half
Marathon and added a 5-K competitive and recreational race. Most importantly, the Lander Community
Foundation incorporated into the event a community community-wide fundraiser for Lander-area
nonprofits.

The Lander Half Marathon has taken place every year since 1980—32 years—on July 4th, 2011. This
volunteer-run event was founded and organized by Lander residents and avid runners Carolyn and Phil
Gilbertson. The event has gained a reputation for community fun as well as a physical challenge.
Originally, the event was sponsored for local running enthusiasts and as a way to raise funds for a few
nonprofits supported by the Gilbertson Family. The Lander Community Foundation intends to continue
with the original spirit of the event with an even broader the impact on our community.


                        About the Lander Community Foundation
The Lander Community Foundation is a local philanthropic foundation whose mission is to promote
philanthropy and create a stronger community by encouraging and supporting effective giving and by
providing leadership on issues that are important to our community. We support all charitable
organizations, offer donors easy and effective ways to give and build resources to meet future charitable
needs in our community.

We are a resource to donors in the community in a variety of ways. Donors may use their gifts to
contribute to the foundation’s unrestricted funds, knowing their money will be available in perpetuity to
meet the most pressing community needs or they may choose to set up donor advised funds.

The foundation strives to be a catalyst in the community. Our goal is to help strengthen nonprofit groups,
by helping them to build capacity and by providing technical assistance. Our programs include
presentations on topics such as event planning, board-development, and business partnerships.

The Foundation’s major event is the annual Lander Half Marathon & 5-K Challenge for Charities, held on
July 4th.

Lander Community Foundation Board of Directors
Lander Community Foundation board members are available to answer your questions. Please contact a
board member with any questions, concerns or feedback that you may have.
          * Cale Case ccase@wyoming.com
          * Leslie Calkins leslie@lesliecalkins.com
          * Michelle Escudero michelle_escudero@q.com
          * Rick Fagnant rickf@mmfcpa.com, Board Member Emeritus
          * Andy Gramlich agraml@wyoming.com
          * Deborah Kaufman debkaufman@wyoming.com
          * Lisa Lowham llowham@bresnan.net
          * Bryan Neely jneely@wyoming.com
          * Sky Phifer skyphifer@yahoo.com
          * Bill Sniffin bsniffin@wyoming.com


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                                   Frequently Asked Questions
How do nonprofits sign up to be a part of the Lander Half Marathon & 5-K Challenge for
Charities?
Nonprofit organizations serving in the Lander area and residents are invited to participate in the Lander
Half Marathon & 5-K Challenge for Charities. To be eligible, organizations must attend the orientation
meeting on March 7, 2011 6:00 p.m., at the Best Western Inn of Lander and review and complete the
Organization Application. The Lander Community Foundation will review applications to ensure
organizations’ eligibility. An application acceptance letter will be sent to the contact person of all eligible
nonprofits. There is no cost to apply.

How do nonprofits raise funds through the Lander Half Marathon & 5-K Challenge for Charities?
Accepted organizations solicit donors to give to the Lander Half Marathon & 5-K Challenge Charities
through the Lander Community Foundation. Donors must designate funds to go to the organization(s) of
their choice in the list of accepted charities on the donor form or online. Donations must be made payable
to the Lander Community Foundation and received between April 1st and July 8th. The Lander
Community Foundation must receive all donations and donor forms, and will acknowledge all donors
with a tax receipt, and record the gifts in funds named for the beneficiary organization. A big selling point
to donors is the Matching Fund that the Lander Community Foundation awards each accepted nonprofit.

What are the Lander Community Foundation’s responsibilities?
The Lander Community Foundation will:
    Organize the Lander Half Marathon & 5-K Challenge for Charities with the help of community
       volunteers
    Receive and process all race registrations and donations to the Lander Half Marathon & 5-K
       Challenge Charities, and provide donor tax-receipts
    Provide promotional materials and a marketing presence for the Lander Half Marathon & 5-K
       Challenge Charities
    Solicit Community Challengers to build the Matching Fund
    Provide accepted nonprofits with a list of donors and donations designated to their organization

How can people in the community get involved?
This is a community-wide, volunteer-run event. There are MANY volunteer opportunities prior to, during
and following the event. Nonprofits must provide a total of at least 20 hours of volunteer service for the
event. Community members may also register to participate in the event, make a donation, and/or help
staff a nonprofit’s volunteer assignment. To volunteer, please contact Lisa Lowham at
llowham@brenan.net or call 307-349-2289.

What happens on event day?
Participants run or walk the half-marathon or 5-K in competitive or recreational categories. There is a free
breakfast for the participants and non-participants can buy breakfast. There is music, entertainment, and
an awards ceremony. All members of the community are welcome to attend.

Who provides the matching funds?
The Lander Community Foundation raises matching funds from individuals, businesses and organizations
in the community, referred to as Community Challengers. These donations are specifically designated to
the matching fund.
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What is the match percentage and how is it determined?
When all the donations have been recorded (donations close July 8, 2011) and acknowledged—
approximately three weeks after the run—the Lander Community Foundation will calculate the match
percentage based on the total amount of match money raised from Community Challengers and the total
amount raised by accepted organizations (up to the $10,000 cap). All accepted organizations receive the
same percentage match on the funds they raise up to the cap. The match percentage will be announced
and checks will be distributed at the Awards Party on August 1, 2011, 6:00 p.m. at the Best Western Inn
at Lander. Organizations will receive 100% of funds designated to their organization. The Lander
Community Foundation has set a target of 30-50% for the matching funds or $.30-$.50 per dollar raised.

How are the funds distributed?
One hundred percent of all designated donor contributions are passed on to participating organizations.
Organizations receive the money donated to their organization plus a match percentage of up to the first
$10,000 raised. The match percentage is announced, and funds will be distributed at the Awards Party on
August 1, 2011 6:00 p.m. at the Best Western Inn at Lander. Additional grant money will be made
available to all nonprofits through the foundation’s competitive grant program. The Lander Community
Foundation puts aside 5% of the funds raised through the Community Challenger program, to be used for
the Foundation’s community-wide competitive grant program. Grant applications will be available on
September 1st and applications are due December 1st, 2011. Grant awards will be announced by
December 31, 2011.




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