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Item 9.4 - Attachment 3 |
Penalty Infringement
Review process |
ATTACHMENT 3
Penalty Infringement Review Process
Administrative role
1. Letter of
representation received from customer via Trim to Service Manager
2. Acknowledgment
letter sent to customer advising that their letter has been received and the
circumstances presented will be reviewed
3. Supervisor
or Service Manager access electronic Pin database to obtain copy of Pin,
photographs and officer notes
4. A penalty
notice review form is completed which includes customer details, date of issue,
penalty notice number, name of issuing officer, details of representation, a
copy of the penalty notice and any photographs.
5. Representation
is entered into the log book with the customers name, penalty notice number,
date received and offence title
6. The
review form inclusive of all attachments are forwarded to the issuing officer
for their comments
Issuing Officer
7. Issuing
officer to provide details of offence and any additional information they may
be able to provide such as official notebook entries.
Administrative role
8. Once the
officer has completed the review form it is then forwarded to the review panel for review by each party.
Review panel (three)
9. Each
review panel member completes the review form as to wether they believe the
penalty should stand, that the circumstances justify a caution in lieu of the
penalty or the penalty notice should be withdrawn.
Administrative role
10. Further
information may be required from the customer or the officer by the review
panel and the administrative person is required to organise additional
information by contacting the customer or officer.
11. Meetings
of the panel members are organised by the administrative person.
12. Once the
review is complete a reply letter is prepared and sent to the customer advising
them of the outcome of the review.
13. An email
is sent to the State Debt Recovery Office advising them that council has
undertaken a review on behalf of the customer and the outcome/findings
14. The
findings are then entered into the log book and the electronic spreadsheet data
base.
15. All review
documentation is saved into the Trim document management system
16. All hard
copy information relating to the review is then filed
17. The review
is finalised
After the review
period there may be further contact from the customer if they are not satisfied
with the findings. This contact may be through correspondence or by
telephone. This is managed through the
administrative role, Unit Manager and Service Manager.