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Proposal for Parking Citation Services City of Santa Ana — November 5, 2008 <br />The data is recorded in the database listing the name, address, and date of review/ <br />hearing, disposition, notes and outcome of the disposition. The hearing results will <br />automatically produce a review or hearing disposition. <br />Initially, the violator would be instructed to request a review within 21 days of the citation <br />or by the due date of the notice (14 days). The request for Administrative Review would <br />be mailed directly PHOENIX GROUP to begin the process. Upon receipt of the request <br />for "Administrative Review ", PHOENIX GROUP will create an administrative record that <br />will identify the stage as a Review, and suspend all processing. No further processing <br />would take place until the disposition is received. The request would be "date- stamped" <br />to verify the receipt date, any correspondence would be collected and forwarded to <br />CITY pending the review. At this level the disposition should be a very black and white <br />issue that follows the procedures set forth in the CVC hand book (40215) and approved <br />by the governing body of CITY. <br />CITY would notify the violator of the disposition or may contract Phoenix Group to <br />generate letters to reply with the disposition of the citation. The letters and the contents <br />may be customized to meet the needs of CITY. Additionally each letter will have the <br />ability for specific customization as needed due to the depth or situation of the citation. <br />The letter program allows our clients to remotely request the type of letter, enter specific <br />details and the letters are generated and mailed by Phoenix Group. <br />CITY will be provided with monthly report to outline the details of the process. <br />Phoenix Group is prepared to assist in any way to improve on the Review process. <br />2.26 Hearinq Examiner Review - Level two procedures <br />Upon final outcome of the review (level one), if the citation is upheld the violator has the <br />option to request a hearing within 21 days of the mailing of the review disposition. The <br />instructions from the review would provide the violator with the information of how to <br />proceed. The instructions should also include procedures for indigent cases. Upon <br />receipt of the hearing request, PHOENIX GROUP will suspend the processing and <br />44 <br />