Procedures & Policies for Montclair, CA 05/29/03 Document ID: 06-00009 Revision: __1__ I have reviewed the procedures and policies in this document and I approve them as specified I require amendments as indicated Kevin Piper, Police Captain Printed Name of Montclair Project Lead June 2, 2003 Signature of Montclair Project Lead Date This document is complete and compatible with available systems and processes. It is the controlling document for Montclair, California processing effective May 2, 2003. Project Manager Date Nestor Traffic Systems, Inc. Corporate Headquarters: Regional Office: Nestor Traffic Systems, Inc. Nestor Traffic Systems, Inc. 400 Massasoit Avenue, Suite 200 737 Pearl Street, Suite 102 East Providence, RI 02914 La Jolla, CA 92037 (401) 434-5522 phone (858) 454-4527 phone (401) 434-5809 fax (858) 454-2648 fax http://www.nestor.com Table of Contents: 1 Purpose 5 2 Scope 5 3 References 5 4 Review Instructions 5 5 Definitions 6 5.1 Abbreviations 6 5.2 Discard Categories and Definitions 6 6 Responsibilities 7 7 Specifications 8 7.1 Citation 8 Form 8 Notice of Violation 8 Notice to Appear 8 Citation Number 8 Mailing 8 7.1.1 Dates 8 Date of Violation / Date of Offense 8 Time of Violation/Offense 8 Date Issued 8 Mailing Date / Notification Date 8 Payment Due / Court Date (Arraignment) 8 7.1.2 Amount 9 Bail Amount / Amount Due 9 7.1.3 Violation Information 9 Violation Location 9 Officer Name 9 Code 9 Time After Red 9 7.2 Issuance Criteria 9 7.2.1 Violation Criteria 9 Grace Period 9 Position of vehicle when light turns red 9 Signal State 9 7.2.2 Evidence 9 Images 9 Limit Line Image 10 Signal Image Quality 10 Vehicle in Intersection Image 10 Vehicle Front or Rear 10 License Plate Image Quality 10 Driver Image Quality 10 7.2.3 Emergency and City Vehicles, Dealer Plates 10 Emergency Vehicles 10 City/Government Vehicles 10 Dealer Plates 10 7.2.4 Tractor Trailer License Plates 10 License Plate Selection 10 7.2.5 Out-of-State 10 Out-of-State registration 10 Out-of-State Driver Implicated 10 7.3 Discard Criteria 11 Discard Process 11 Discard Review 11 7.4 Reports 11 Disposition reports 11 Monthly billing statement 11 Performance Reports 11 Violations Sorted by Time Report 11 Red Time Report 12 Collision Avoidance Report 12 7.5 Other Documents 12 Certificate of Mailing 12 8 Procedures 12 8.1 DMV 12 DMV Data Retrieval 12 Single Owner, Driver Information Available and Matches 12 Multiple Owners, Driver Information Available for All 12 No Matching Driver 12 No Driver's License Number / No Matching Driver 12 Rental/Leased Vehicles 12 Vehicles Registered to a Business 13 Plate Type 13 Make/Model/Vehicle Type 13 8.2 Citation Approval 13 Violation Process 13 Officer Approval 13 Citation Issuance 13 8.3 Citation Processing 13 8.3.1 Mailing 13 Frequency of Mailings 13 Undeliverable Mail 13 No Response 13 8.3.2 Warnings to Citations 13 Conversion from Warnings to Citations 13 8.3.3 Affidavit of Non-Liability 14 Form 14 Submission Date 14 Affidavit return address 14 Submitted at Court 14 Submitted at Police Department 14 Officer Review 14 Re-Issue Mailing Date 14 Re-Issue Court Date 15 Required Information 15 Affidavit and Related Document Storage 15 Notification 15 Status Information 15 Cancellation Requests 15 8.3.4 Notice to Appear 15 Race 15 Officer Names / Signatures 16 8.4 Court 16 Court Training 16 Courtesy Notices 16 Data Input to Court 16 Evidence for Trial 16 Court Docket 16 Data Update from Court/Police Department 16 8.5 Juveniles 17 Age 17 Court 17 8.6 Data Integrity 17 Security 17 Backups 17 Archival 17 8.7 Purge Procedures 17 Discarded Violations 17 Dismissed Citations 17 Complete Citations 18 Purge Method 18 8.8 Information Services 18 Operation Log 18 Procedural Information for Accused Violators 18 Scheduling Appointments to View Violation Video 18 Status/Disposition Information for Violators 19 Searches/Queries 19 Viewing Citations/Viewing Video 19 8.9 Payments 19 Address 19 NTS 19 Police Department 19 Late payments 19 8.10 Collision Avoidance 20 Collision Avoidance 20 Revision History: Revision Date Name Description 1 Purpose This document specifies the parameters, criteria and procedures that define the requirements for the operation of an installation of a Nestor Traffic Systems, Inc. (NTS) CrossingGuard(tm) system to manage the automated enforcement of red light violations in Montclair, CA. These policies and procedures are authorized by and expanded from the operating contract. 2 Scope The procedures and policies detailed in this document apply to the following intersections located in Montclair, CA: Central & Holt Central & Moreno 3 References 3.1 Request for Proposal Automated Speed Enforcement (Red Light Camera) Proposal RFP 3.2 An Automated Photo Red Light Enforcement System 3.3 NTS, Inc. City of Montclair Traffic Signal Violation Photo Monitoring System Agreement, September 4, 2001 3.4 Software versions - CrossingGuard 4.5 and CitationComposer 5.0 4 Review Instructions In order to ensure that NTS is operating in accordance with customer expectations, as authorized by the contract, it is important that the customer review and validate the operating version of this document. The latest version of this document should be signed and dated by both the customer and the NTS Project Manager. NTS' copy of this document will be maintained as a reference for persons operating CrossingGuard. NTS will operate according to the last approved version of this document. Any subsequent change in parameters, procedure, or criteria must be authorized in writing. Approved changes will be implemented as soon as practical and the customer will be notified of the date on which the change will take effect. This document will be updated to reflect the changes after review and approval. A copy of this document will be returned to the customer after approval. The customer is requested to review each section and indicate acceptance of the specifications by a check mark (() in the box to the right of the item. If the item is not acceptable, the customer is requested to mark with an "X" in the box to the right and provide notations to indicate the required correction. If there are changes required, NTS will resubmit the document for approval, requiring review of only those sections that have changed. NTS will mark unchanged sections with a check mark (() before resubmitting for final approval. The customer is requested to initial the bottom of each page reviewed, even if corrections are requested, and to sign the cover page. If corrections require additional pages, please number any additional pages beginning with the next number after the last page of this document and number the notations sequentially, beginning with 1. Refer to the page and note number within the body of this document. If there are additions that do not relate to an existing section of the document, please enter a reference to them on the last page of this document. The customer is also requested to initial each additional page adjacent to the last note on that page. 5 Definitions 5.1 Abbreviations NTS Nestor Traffic Systems, Inc CG CrossingGuard(tm) CGCC CrossingGuard CitationComposer PD (Montclair) Police Department 5.2 Discard Categories and Definitions This list is for internal use and is included as customer information. It does not require customer approval. It is, however requested that the customer read the descriptions and initial the pages to indicate that this information was reviewed. Not a Violation The vehicle did not violate the law or was too close to call, e.g. fading yellow at night. Emergency Vehicle An emergency vehicle was the violator and its emergency lights were active. No License Plate The vehicle had no license plate visible and the video showed a clear view of the vehicle. Vehicle Obstructed Enough of the view of the vehicle was obstructed so that the evidence was deemed unacceptable. This is usually at the limit line. Plate Obstructed The plate cannot be read due to an obstruction, such as pickup tailgate, trailer hitch or cargo. Plate Framing Due to the framing of the image, it was not possible to get a single image showing the entire plate. This may be due to camera position, recorder timing or vehicle out of lane. Plate Illegible The plate was visible, but it was not possible to discern one or more of the characters in the plate number. State Illegible It was not possible to identify the state, although the plate number was readable. DMV Mismatch The DMV request for the license plate did not return registered owner information, or the vehicle type did not match the violating vehicle. Rental Vehicle The vehicle is owned by a rental company. Funeral Procession The vehicle is part of a funeral procession. Officer Directing Traffic An officer was directing traffic in the intersection when the violation was recorded. Signal Head Unreadable A required signal head was not visible or it was not possible to discern the color of a controlling signal. May be caused by appearance that red and yellow are both active. Lease Vehicle The vehicle is owned by a leasing company. Out of State Vehicle The vehicle is registered outside of the state where the red light program is being deployed. Violation Missing Required Element(s) The recorded video was missing required segments, including missing signal/limit line, intersection, front or rear segments or skipped frames at critical times. Cannot Determine If Violation Exists The recorded video was insufficient to provide evidence of the violation: the front or rear video wasn't recorded or the vehicle never appeared in the video segment. Other The discard reason is known, but not provided as a separate category. A description is provided. Right turn on red The vehicle turned right on a red light. Lane Change The vehicle changed lanes after entering the intersection. Officer no longer active The officer who reviewed the violation is no longer active and the Citation cannot be pursued further. This reason is not used by NTS, but may be used by the local police department. 6 Responsibilities Party Responsibilities Nestor Traffic Systems, Inc. _X_ Maintenance of equipment _X_ Collection and processing of violation data _X_ Acquiring DMV data (utilizing approved DMV/Police Department requestor code) _X_ DMV data entry _X_ Review of DMV data _X_ Providing citation data to Police Department laptop for review, court hearings, and violation viewing appointments _X_ Printing and mailing of citations _X_ Printing of Certificates of Mailing _X_ Mailing of citations _X_ Providing violator support services utilizing a toll free number to answer questions _X_ Process Affidavit of Non-Liability requests _X_ Process undeliverable mail _X_ Mailing second notices, if applicable _X_ Scheduling video viewing appointments at PD _X_ Generating court evidence packets _X_ Providing expert witness testimony as reasonably required Montclair, CA Police Department _X_ Review violations/Approval of citations _X_ Host video viewing appointments at Police Department _X_ Input court hearing dates into CitationComposer San Bernardino Superior Court _X_ Provide electronic interface for Red Light Camera citations _X_ Handle delinquent citations _X_ Forwarding citation status/disposition/payment info to NTS monthly via an electronic interface Note that NTS may designate third parties to provide some of the services specified as NTS services. 7 Specifications 7.1 Citation Form A citation has two components: a "Notice to Appear" and a "Notice of Violation" Notice of Violation The portion of the citation containing the images and other information about the violation and the accused shall be called a "Notice of Violation." It shall have a detachable component labeled "Affidavit of Non-Liability". Notice to Appear The Judicial Council of California dictates the format of the Notice to Appear. The Montclair Notice to Appear format was approved by the Judicial Council of California on xx/xx/xxxx. Citation Number a) Each event will have a preliminary citation number that reflects the date and sequence number of the event. b) When a police officer approves issuance of a citation, a number conforming to the requirements of the San Bernardino County Superior Court - Rancho Cucamonga District replaces the preliminary citation number. c) The Citation number shall have 8 characters. The first six characters shall be a sequential number, incremented each time a police officer approves a citation. The next two characters shall be "M". The last character for new citations will be the letter "A". When re-issued due to an Affidavit of Non-Liability, the last character shall be "B" and will be incremented each time the citation is re-issued. Mailing The initial citation mailing must be no later than 11 calendar days from the Date of Violation. 7.1.1 Dates Date of Violation / Date of Offense The date the violation actually occurred. This date is printed on the Notice of Violation and on the Notice to Appear as Date of Violation. Time of Violation/Offense The time the violation actually occurred. This time is provided as military time. This is printed on the Notice of Violation as Time of Violation and on the Notice to Appear as Time. Date Issued The date a Police Officer reviewed and approved a Citation for mailing. This is not printed on the Citation. Mailing Date / Notification Date The date the citation was mailed. This date is printed on the Citation/Notice of Violation as Mailing Date. Payment Due / Court Date (Arraignment) The first business day (not Friday, Saturday, Sunday or a court holiday) that is at least 60 days from the Mailing Date. The date is printed on the Notice of Violation as Payment Due and on the Notice to Appear as Court Date. 7.1.2 Amount Bail Amount / Amount Due The amount printed on the citation is always See Courtesy Notice. It appears as Bail Amount on the Notice to Appear and as Amount Due on the Notice of Violation. Montclair's Red Light Fine is $331.00, prior assessments are included so this fine may be higher or lower. 7.1.3 Violation Information Violation Location The intersection location where the violation actually occurred. (e.g. "Central @ Moreno WB") Officer Name The name of the Police Officer who gave final approval to issue the Citation WILL NOT appear on the Notice of Violation. The name WILL appear on the Notice to Appear as the Declarant, formatted as first initial and last name, along with the officer's ID number. Code The citation shall reference the California Vehicle Code section as "21453(a) CVC" for through red light violations and "21453(c) CVC" for left turn red light violations. Time After Red The number of seconds from the time the red light became active until the vehicle reached the limit line. It appears as "Crossed Limit Line x.xx Seconds After Red" on the Notice of Violation. 7.2 Issuance Criteria 7.2.1 Violation Criteria Grace Period The period of time after the light turns red during which violations are not recorded shall be 0 seconds (no grace period). Position of vehicle when light turns red The front of the vehicle must be behind the limit line marked on the pavement. When a crosswalk serves as a limit line, the vehicle must not have entered the crosswalk. Signal State The controller signal(s) must be solid red. 7.2.2 Evidence Images The following images are provided: a) An image showing the vehicle behind the limit line with the signal(s) showing red. b) An image showing that the car proceeded into the intersection. c) An image showing a view of the entire license plate. d) An image showing the driver of the vehicle (passenger(s) will not be displayed on the printed citation). e) An image showing the license plate and enough of the vehicle to prove the license plate was attached to the vehicle in violation. Limit Line Image The limit line image must clearly show: (1) some portion of the limit line in front of the vehicle, and (2) the traffic signal clearly red. Signal Image Quality At least one signal head must be visible in the limit line image and the intersection image shown on the Citation. It must be clear that: * at least one controlling light must be active * any active controlling light is red * no controlling yellow light may appear to be active Vehicle in Intersection Image The intersection image must clearly show the rear of the vehicle beyond the limit line. When a crosswalk serves as a limit line, the front of the vehicle must have passed through the crosswalk. Vehicle Front or Rear The vehicle front or rear image shall show the license plate on the front or rear of the vehicle. License Plate Image Quality The entire license plate number must be visible and readable. Driver Image Quality If the gender of the driver cannot be determined, the violation will be discarded, citing "driver not visible" as the reason. Driver of the vehicle must be identifiable. 7.2.3 Emergency and City Vehicles, Dealer Plates Emergency Vehicles Violations involving emergency vehicles will be sent to the Montclair Police Department for review. City/Government Vehicles Violations involving City of Montclair vehicles, or vehicles from any other government agency, are not non-exempt. Dealer Plates NTS is unable to process violations for vehicles with dealer/temporary plates since it is not possible to retrieve DMV data. 7.2.4 Tractor Trailer License Plates License Plate Selection The license plate must be read from the tractor. The plate from the trailer will not be used. If the plate is not captured from the tractor, the violation will be discarded. 7.2.5 Out-of-State Out-of-State registration Vehicles with non-California license plates will not be cited. Out-of-State Driver Implicated If an accused violator from California submits an Affidavit of Non-Liability implicating a non-California driver, the affidavit will be entered and submitted to the police for review. If the affidavit is accepted, a Request to Void Citation will be printed. The officer may then either re-issue the citation to the implicated driver or discard the citation. 7.3 Discard Criteria Discard Process Violations that fail to meet the City issuance criteria will be assigned to a discard category by an NTS operator. Each violation is labeled with a discard criterion that is accessible to the City. The system allows for text descriptions for some non-specific criteria. When there are multiple discard reasons for an event, the event will be categorized as follows: 1. If there is a root problem, such as lack of video that causes inability to meet other criteria, e.g. image of license plate, the root problem will be cited. 2. If one category is more descriptive of the underlying failure, that category will be used. 3. If one failure is less frequent than another, the less frequent failure will be noted so that it is not hidden behind the more frequent problem. Discard Review The Police Department will be provided with access to all discarded violations for evaluation and review. 7.4 Reports Disposition reports NTS will receive a monthly report via automated court interface that will include the final disposition of cases. There are no disposition reports during the warning period. Monthly billing statement The monthly billing statement will be sent to: Montclair Police Dept. PO Box 2308 5111 Benito Street Montclair, CA 91763 Attn: Accounting Performance Reports Performance reports may be generated at the Police Department using CitationComposer. These include: * Number of violations detected * Number of exempt violations (e.g. emergency vehicles) * Number of non-exempt violations * Number of non-exempt violations having sufficient evidence to cite * Percentage of non-exempt violations with sufficient evidence to cite * Number of violations that could not be cited due to CrossingGuard performance * Number of violations that could not be cited due to issues outside of NTS' control * Number of Notices of Violation (citations) mailed Violations Sorted by Time Report Violation counts per intersection are reported in time-of-day hourly intervals. Red Time Report Violation counts occurring at each intersection immediately after the light turns red and at every10 millisecond interval up to 5 seconds into the red cycle. Collision Avoidance Report The Collision Avoidance Report specifies the total number of collision-avoidance activations, if applicable. 7.5 Other Documents Certificate of Mailing a) When a batch of citations is printed, one or more Certificate(s) of Mailing, approved for use by the Post Offices at which they are mailed, will be printed automatically. b) This form will be taken to the post office and signed by a postal employee. c) The signed Certificates of Mailing will be retained by NTS. d) When requested by the Police Department, a Certificate of Mailing will be mailed to the Police Department. e) Certificates of Mailing will be retained as per the approved purge procedures. 8 Procedures 8.1 DMV DMV Data Retrieval NTS will retrieve data from the California DMV on behalf of the Police Department for the City of Montclair. Single Owner, Driver Information Available and Matches The registered owner's CA DMV information must be consistent with the appearance of the driver in order to process a violation for POLICE review. The Register Owner's address must match the CDL address in order to obtain the required DOB and CDL information. Multiple Owners, Driver Information Available for All If all apparent driver characteristics (gender, hair color, height, weight and/or age) from the driver image are consistent with the driver information for one owner, that person will be identified as the driver. No Matching Driver If none of the driver or registered owner information matches the driver image and the vehicle is not a rental/leasing or business vehicle, the violation will be discarded, citing "no licensed driver matches video" as the reason. No Driver's License Number / No Matching Driver The COURT requires that Driver's License information be included on all red light camera citations with the exception of vehicles registered to businesses, rental and leasing companies. If driver's license information is not available, the violation will be discarded, citing "no licensed driver matches video." Rental/Leased Vehicles A citation will be issued to the rental/leasing company if approved by the Police Department. The company must file an Affidavit of Non-Liability to implicate the driver. Vehicles Registered to a Business A citation will be issued to the registered owner if approved by the Police Department. The owner must file an Affidavit of Non-Liability to implicate the driver. Plate Type The NTS reviewer will determine the plate type from the license plate image. Plate type information is required for CADMV queries. Make/Model/Vehicle Type The NTS reviewer will verify that the make and model of the vehicle are consistent with the vehicle registration data received from CADMV. If the vehicle registration information is clearly inconsistent with the vehicle image, the violation will be discarded, citing "DMV Mismatch". 8.2 Citation Approval Violation Process Violations are processed by NTS for officer review. The process includes violation verification, plus retrieval and review of CADMV data. Violations that match the City issuance criteria are forwarded to the Police Department computer for officer review. Violations that fail to meet the City issuance criteria will be assigned to a discard category. Each discarded violation is labeled with a discard criterion and is accessible to the City. Officer Approval Completed violations, including the violation video, the images extracted from the video, and CADMV information, are individually reviewed by a Montclair Police Officer, who may discard a violation or issue a Citation to the violator. No citation will be issued that has not been reviewed and approved by a Montclair Police Officer. Citation Issuance Montclair approved Citations are printed and mailed by NTS. 8.3 Citation Processing 8.3.1 Mailing Frequency of Mailings Citations will be mailed daily Monday through Friday except holidays. Undeliverable Mail If a citation is returned as undeliverable, under the direction of the POLICE, NTS will submit the completion and request to void for review by the POLICE. No Response NTS is not required to take any further action for citations with no response. 8.3.2 Warnings to Citations Conversion from Warnings to Citations a) There will be a one day delay to complete the final warning processing before beginning to process citations. b) All warnings will remain in the database as "Complete/Uncollectable." c) It will not be possible to reprint warnings after starting to issue citations. 8.3.3 Affidavit of Non-Liability Form An Affidavit of Non-Liability (40518CVC) is provided on the back of the citation to allow the accused to identify the driver captured in the violation. Submission Date A violator may submit an Affidavit of Non-Liability at any time up to and including the Court Date. Affidavits filed close to the Court Date may not be processed prior to the Court Date. Affidavit return address Affidavits of Non-Liability will be addressed to NTS. Automated Red Light P.O. Box 737 La Jolla, CA 92038-0737 Submitted at Court If an affidavit is submitted at COURT, the COURT will forward it to NTS on a weekly basis. Automated Red Light P.O. Box 737 La Jolla, CA 92038-0737. Submitted at Police Department For all affidavits submitted to the Police Department, the police will mail the original (keeping a copy for their records) to NTS on a weekly basis. Automated Red Light P.O. Box 737 La Jolla, CA 92038-0737. Officer Review Affidavits will be forwarded to the Police Department for review if: * The officer that approved the original citation, as well as any other officer authorized to use Citation Composer is permitted to review Affidavits of Non-Liability for acceptance/rejection. * If driver information is retrieved from the CADMV for the implicated driver, it will be presented along with the data entered by NTS. * If driver information is not retrieved from the CADMV (no match or ambiguous return) for the implicated driver, the officer may choose to attempt to retrieve the data and enter it manually AFTER accepting the affidavit. Re-Issue Mailing Date a) The requirement to issue a citation within 11 days of the violation does not apply to citations issued to a driver implicated by an Affidavit of Non-Liability. b) The Mailing Date will be set to the date the re-issued citation is mailed. Re-Issue Court Date The Court Date (payment due date) on a citation re-issued as a result of an accepted Affidavit of Non-Liability is the first business day, excluding Fridays, that is at least 60 days after the Mailing Date. Required Information Name, full address, driver license and date of birth of the implicated driver constitute sufficient information to submit the affidavit for review. For rented/leased vehicles, a rental/lease agreement is requested, but not required in order to enter the affidavit. Affidavit and Related Document Storage After processing, all Affidavits of Non-Liability and related forms, including rental contracts, will be stored by NTS. When requested, NTS will mail the original Affidavit of Non-Liability and related forms to the Montclair Police Department. Notification a) If an incomplete Affidavit of Non-Liability is submitted, NTS will return the affidavit to the violator with a request that all information be completed before the affidavit is resubmitted. (A notation will be entered in CitationComposer in the Comments section that this has occurred, noting the date and reason for the return.) b) The Police Department will notify the accused of rejection of an Affidavit of Non-Liability with an Affidavit Rejection Letter. c) The violator will not be identified if the Affidavit of Non-Liability is accepted. Status Information Accused violators must contact the court for information regarding their citation status. Cancellation Requests a) When a police officer accepts an Affidavit of Non-Liability, a Request to Void Citation is printed. The officer has the option to print multiple copies. b) The police are responsible for delivery of these letters to the court. Requests to Void Citations may not be printed on-demand apart from the above "Affidavit Review" process. 8.3.4 Notice to Appear Race The race of the driver must be provided on the Notice to Appear due to court requirement. This information is not available in the California DMV database. The NTS reviewer will select a race designation for all citations using the following designations: * "W" - White * "B" - Black * "A" - Asian * "H" - Hispanic" * "O" - Other * "X" - Unknown Drivers will not be further distinguished by ethnic groups. Officer Names / Signatures The approving officer's name, as entered in the officer profile in Citation Composer, will be printed on the Notice to Appear as the Declarant. Format: First name initial, last name. 8.4 Court Court Training Montclair Police Department will provide general overview training to the San Bernardino Superior Court if requested. Courtesy Notices The San Bernardino Superior Court, Rancho Cucamonga District, will send out Courtesy Notices with more detailed explanations of payment procedures. Data Input to Court The San Bernardino Superior Court, Rancho Cucamonga District, does have an electronic data-filing interface. NTS will electronically notify the San Bernardino Superior Court, Rancho Cucamonga District, of mailings of Notices To Appear via the electronic data-filing interface. Juvenile Notice to Appear will be manually delivered to Juvenile Traffic Division 9567 Arrow Highway Suite E Building 1 Rancho Cucamonga, CA 91730 Evidence for Trial a) Duplicate Citations may be printed by the Police Department on-demand. b) Laptop computer must be on-line the day before the court date in order to have the data exported automatically. Court Docket The Police Department enters the court date when scheduled by the court. The violation record is automatically exported to the laptop in time for the court appearance. Data Update from Court/Police Department a) NTS will receive a monthly report from the court that includes the final disposition of cases on the first Monday of every month. b) The monthly disposition report will include the following: * Citation number * Case status * Amount paid * Disposition date * Disposition code 8.5 Juveniles Age A "juvenile" is a person less than 18 years old. An "adult" is a person 18 years old or older. Court a) Cases for juveniles who are red light violators are heard in a different court as that for adults. Juvenile Traffic Division 9567 Arrow Highway Suite E Building 1 Rancho Cucamonga, CA 91730 b) When juveniles appear in court, they must bring their current CDL and be accompanied by a parent or guardian c) Juvenile notices to appear are not transmitted via automated court interface and will be hand delivered to Juvenile Traffic Division. 8.6 Data Integrity Security a) Workstations with access to the customer database and California DMV data are password protected. b) The customer database is protected by an additional password. c) Remote access is via a frame relay link or via Virtual Private Networking with encrypted passwords. d) The office containing the customer's server, on which the database resides, is physically secured when not occupied. Backups a) A process will be run weekly to discard non-violation events and backup the database to disk. b) The backup files will be periodically copied to tape and stored off-site. Archival Monthly archival of citations with a Court Date and/or Payment Due Date over one year old. Status records will remain in the database, but videos and citation images will be stored outside the database. The full record may be made available with a one week advanced notice. 8.7 Purge Procedures Discarded Violations Red light violations that do not meet initial issuance criteria, and are subsequently discarded, shall be purged from the electronic database within sixty (60) days from the date of discard. Dismissed Citations All Data contained in red light citations that are initially issued and later dismissed by the COURT (unless pending appeal), shall be destroyed within sixty (60) days from the date of dismissal. Complete Citations All Data contained in red light citations in which the citation is paid, bail is forfeited, or after trial, shall be retained for a period of three years from the date of issuance and then destroyed within six (6) months of the end of such three year period. Purge Method The method of destruction of all citation Data should be in a manner such that it cannot be reproduced or identified in any physical or electronic form. 8.8 Information Services Operation Log A system operation log file is automatically produced at the roadside computer and accessible via the CitationComposer laptop. A new file is created each day and the previous day's file is automatically transferred to the database. Each message in the log file is stamped with a date and time. Among other things, the log file shows: a) Sequencing of the monitored traffic signals. b) Violation predictions and the eventual outcome, including: * Confirmed, including the name of the files produced and when they were delivered to the database server. * Aborted, along with an explanation. c) Any detected errors in system operation. d) Any startup/shutdown of the system e) Automated maintenance functions Procedural Information for Accused Violators A toll-free telephone number for violators to call is required for this installation. The toll-free telephone number is 866 443-2019. Callers will be able to select and hear recorded information at any time. They will also be able to speak with an operator equipped to answer general questions between 8:00 AM and 5:00 PM PST. Information available includes general payment instructions, the court address, the court and police department phone numbers, instructions on scheduling appointments to view video evidence, information about the automated enforcement program, and procedures for contesting violations. Scheduling Appointments to View Violation Video a) The Montclair Police Department will be available on Wednesdays 1:30 PM to 3:30 PM to show violators their violation videos. NTS recommends 15-20 minutes be allocated for each appointment. b) If the volume of appointment requests results in scheduling appointments more than two weeks from the date of the request, NTS will contact the police department to request additional time. c) Violators may call the toll free customer service number, as provided on the citations (866-443-2019) in order to schedule an appointment to view video. d) NTS will enter violation video viewing appointments into CitationComposer. e) The Police Department will be notified weekly of their appointment schedule. f) At least 48 hours advanced notice is required to ensure that the video is transferred to the laptop at the Police Department in time for the scheduled appointments. (If a violator calls, and requests to view the video "tomorrow", this will not be possible; the next viable viewing date, according to the Police Department calendar schedule, will be assigned instead). Status/Disposition Information for Violators Current citation status information may only be obtained by contacting the court. Searches/Queries The Police Department will be able to search the CitationComposer database using the Citation ID, the violator's last name or license plate. Access has been provided to the Master Database both with and without video. There are no user-defined queries or user-defined reports. Viewing Citations/Viewing Video a) To view a copy of the Citation, the images and data must be retrieved from the database at NTS. All Citations requiring Police Department review are sent automatically from the NTS database to the Police Department computer overnight. b) To view the violation video, using the Master Database, the access retrieval time varies. c) Scheduled viewing appointments and COURT dates will be transferred to the local Database on the laptop in advance as long as the laptop is connected at least one day prior to the appointment. 8.9 Payments Address Checks or money orders are payable to "Superior Court". Payment may be made in person or by mail to: San Bernardino Superior Court Rancho Cucamonga District 8303 Haven Avenue Rancho Cucamonga, CA 91730 Credit card payments (MasterCard, Visa, and Discover are accepted via phone at 909 481-4228 or through the Web at www.epay-it.com. Payments may be made at any time up to and including the court date. NTS NTS has no payment processing responsibility. Police Department Payments may not be made at, or by mail to, the Police Department. Late payments If a payment does not arrive prior to the court date, the COURT will determine the appropriate action. Violators may call the COURT to request an extension. No action is required of NTS. 8.10 Collision Avoidance Collision Avoidance NTS has committed to installing collision avoidance by August 1, 2003. CrossingGuard Procedures and Policies Montclair, CA Document ID: 06-00009 12/4/2005 Nestor Confidential iv 12/4/2005 Nestor Confidential 20 12/4/2005 Nestor Confidential