NEW CLERK ACADEMY. Florida Clerk of Court Operations Corporation (CCOC) Overview. Presented by: JOHN DEW EXECUTIVE DIRECTOR

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1 NEW CLERK ACADEMY Florida Clerk of Court Operations Corporation (CCOC) Overview Presented by: T H E H O N O R A B L E S H A R O N R. B O C K, E S Q. C H A I R, CCOC C L E R K & C O M P T R O L L E R, PA L M B E A C H C O U N T Y JOHN DEW EXECUTIVE DIRECTOR FLORIDA CLERK of COURT OPERATIONS CORPORATION

2 Presentation Overview - WHY WAS CCOC ESTABLISHED? - CCOC STRUCTURE, COUNCIL, & STAFF - COMMITTEES & WORKGROUPS - RESPONSIBILITIES - WHY YOU SHOULD GET INVOLVED - QUESTIONS

3 Clerk Organizations CCOC Clerk of Court Operation Corporation. Clerks established in Florida Constitution FCCC Florida Court Clerks & Comptrollers FACC Services Group Florida Association of Court Clerks

4 Why was CCOC Established Florida citizens in 1998 approved a revision to Article V of the Constitution. Purpose was to provide a uniform funding system and justice for all Floridians in the state s court system. Impact was to the Courts, State Attorneys, Public Defender, and Clerk funding process. Language approved related to Clerks. All funding for the offices of the clerks of the circuit and county courts performing court-related functions, except as otherwise provided in this subsection and subsection (c), shall be provided by adequate and appropriate filing fees for judicial proceedings and service charges and costs for performing court related functions as required by law. The courts, state attorneys, and public defenders received mainly general revenue funds and their staff were to become state employees. Clerks, due to local funding, did not become part of the state funding process and therefore the Legislature needed another entity to oversee the funding process. Implementation Date: July 1, 2004

5 CCOC Structure Florida s Elected Court Clerks & Comptrollers CCOC Per F.S Executive Council & Staff Per F.S Contract Services Committees & Workgroups

6 Executive Council

7 CCOC Staff John Dew Executive Director Joe Boyd General Counsel Jason Harrell Budget Director Leonard Carper Budget Manager I Johnna Kauffman Budget Manager I Doug Isabelle Deputy Executive Director Mary Baker Executive Assistant Lisa Daws Information and Technology Resources Director Justin Young Data Analyst I Vacant Database Administrator

8 Governance Source CCOC 28.35, F.S. CCOC Establishes the Council 28.36, F.S. Budget Procedure 28.37, F.S. Fines, fees Establishes the clerk s court-related budget procedure Clerks required to consult with CCOC before submitting excess funds at the end of the FY and , F.S. Indigent Status (13)(a) (3)(b), F.S. Traffic 11.45(2)(f), Auditor General Duties 11.90(6)(c), F.S. Legislative Budget Commission CCOC develops the indigency application form for civil and criminal and submits to the Supreme Court for approval CCOC develops form related to $ collected for court facilities The Auditor General must conduct an operation audit of the CCOC at least every 3 years. The Legislative Budget Commission shall have the power and duty to review, approve, disapprove or amend and approve the CCOC budget.

9 Responsibilities Review, certify and recommend court-related budgets Develop a uniform system of workload measures Recommend to the legislature changes in courtrelated fines, fees, charges Fund clerk education program

10 Structure CCOC organization budget: $1.6 million 9 FTE s to perform all statutory requirements Revenue sources $5 of the first $55 for each civil filing fee

11 Committees & Workgroups Executive Budget Legislative Performance Improvement & Efficiency (PIE) Plan of Operations Review Technology Funding Terms & Limits 2 year staggered No term limits

12 Board 8 Clerks From counties of varying population size 3 Appointees House Speaker Appointee Senate President Appointee Chief Justice Appointee Selection 2 year staggered

13 Budget The CCOC is required to review, certify and recommend proposed budgets using the methodology set forth in law The CCOC is required to submit its proposed budget to the Legislative Budget Commission, along with the information described in Section 28.35(2)(f), Florida Statute, & proposed budgets for each Clerk of Court. The CCOC Budget Committee shall develop budget forms and instructions for Clerks; inform and educate Clerks on the budget process; request Clerks to submit a budget; develop budgetary evaluation criteria; review Clerks proposed budgets consistent with the evaluation criteria; recommend to the Council a proposed budget for all Clerks and; recommend such amendments to existing or proposed budgets as may be required. The FCCC funded Phase 1 of the North Highlands Study, which looked at whether a drop in case filings meant a drop in workload, while CCOC funded Phase 2 of the study, which looked at what impacts Clerk revenues and expenditures.

14 Workload Measures & Performance The CCOC is required too develop and certify a uniform system of workload measures and applicable workload standards for court-related functions. CCOC shall ensure that these workload measures and workload performance standards are designed to facilitate an objective determination of the performance of each clerk in accordance with minimum standards for fiscal management, operational efficiency, and effective collection of fines, fees, service charges, and court costs. CCOC shall develop the workload measures and workload performance standards in consultation with the Legislature. CCOC shall ensure that when a clerk has not met the workload performance standards, that they identify the nature of each deficiency and any corrective action recommended and taken by the affected clerk. CCOC shall notify the Legislature of any clerk not meeting workload performance standards and provide a copy of any corrective action plans.

15 Legislation Sole source of budget and performance numbers to the Legislature and stakeholders Recommend to the Legislature changes in the amounts of the various court-related service charges, fines, fees and costs established by law to ensure reasonable & adequate funding of Clerks for court-related functions. The CCOC Budget Committee is responsible for presenting the budget before the Legislature, Governor or staff & identifying legislative problems and solutions and recommending them to the CCOC Legislative Committee. The CCOC Legislative Committee shall review Legislative priorities, monitor committee hearings, bills, and other issues as they relate to Clerks and CCOC activities and act on behalf of the Council to provide analysis & recommendations to the Legislature. Obtain input on legislative initiatives from FCCC Legislative Committee. The Corporation Chair & Executive Director shall meet with the FCCC President & Executive Director regularly to coordinate efforts relating to budget and legislative issues.

16 Education The CCOC Budget Committee must educate Clerks on the budget process The CCOC shall help carry out the statutory duties of developing and conducting clerk education programs. The CCOC can and does contract with FCCC for developing & conducting of some specific education programs which may be based on the following: Certification Training development, implementation, and administration of a program of training and education as required by s , F.S. (Supreme Court Certified Clerks), and delineated in the Florida Supreme Court A.O. 11/18/96. Budgetary Training development, implementation, and administration of training requirements deemed necessary by the Council for the effective ongoing implementation and administration of the Clerk of Court budgetary and reporting process.

17 Committees & Workgroups Executive - Manage contractual and other administrative issues as needed to prepare recommendations to the full council. Budget - Review submitted budgets, Legislative Budget requests, and amendments to approved budgets. Also reviews procedures to improve budget process. Legislative - Review Legislative priorities, committee hearings, bills etc. as they relate to Clerk and CCOC activities. Performance Improvement & Efficiency (PIE)- Review and recommend performance measure changes as well as reporting needs for the CCOC as a whole. Plan of Operations Review - Review and recommend Plan of Operations changes for the CCOC as a whole. Technology Funding - Review Clerk Technology Funding issues.

18 Reporting Requirements Reports Frequency Due Date Performance Reports and Corrective Action Plans (s (2) (d) F.S.) Collections Report* Quarterly 20th of January, April, July & October Timeliness Report (part of monthly Outputs)* Quarterly 20th of January, April, July & October Juror Payment Report* Quarterly 20th of January, April, July & October Fiscal Management Report Annually July 20th Workload Outputs Report Monthly 20th of subsequent month Financial receipts (incl. outputs report) Annually October 20th Collection Agent Report Annually December 1st Continuing Case Workload Report Annually December 1st Financial Expenditures and Collections (aka EC Report) Monthly 20th of subsequent month Ch LOF Revenues Monthly 20th of subsequent month Jury Management Costs Estimate and Signed Clerk s Certification Quarterly 20th of November, February, May & August Jury Management Actual Costs Quarterly 20th of January, April, July & October Forfeit Contraband (S.B. 1044) Quarterly 20th of January, April, July & October S (13) F.S. Additional Court Costs** Quarterly End of the month Annual Financial Audit (s (5) F.S.)** Annually Completed by June 30th and sent to CCOC by July 20th Court-Related Budget (s F.S.)** Annually June 1st *Action Plans are either included within the form itself or as an extra tab within the applicable reports. ** Statutorily Required

19 Other Business Contact CCOC with any questions or concerns. Check out the CCOC website at Participate or become a committee member.

20 Questions

21 What is the CCOC governed by that FCCC is not? S U N S H I N E A N D P U B L I C R E C O R D L A W S A B C D E F G H I J K L M N O P Q R S T U V W X Y Z A B C D E F G H I J K L M N O P Q R S T U V W X Y Z