CCOC REPORTS AND CLERK WORKLOAD
STATUS REVIEW OF CURRENT CCOC REPORTING REQUIREMENTS FOR THE
FLORIDA CLERKS OF THE CIRCUIT COURT
F L O R I D A C L E R K S O F C O U R T O P E R A T I O N S C O R P O R A T I O N
2 5 6 0 - 1 0 2 B A R R I N G T O N C I R C L E T A L L A H A S S E E , F L O R I D A 3 2 3 0 8
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TABLE OF CONTENTS
Table of Contents ................................................................................................................................................... 2
Introduction ............................................................................................................................................................ 3
Changes in Reporting Requirements from SFY 2010-11 to SFY 2011-12 ................................................... 3
Collaborative Process............................................................................................................................................. 3
Current List of Reports ......................................................................................................................................... 4
Use of Centralized Systems ................................................................................................................................... 8
Summaries and Recommendations ..................................................................................................................... 9
Attachments ............................................................................................................................................................ 11
Attachment A: Letter from The Honorable Richard Weiss
Attachment B: Technology Expense (TE) Report
Attachment C: Foreclosure Expenditure and Case Disposition Report
Attachment D: August 22, 2011, Email from John Dew to Numerous Stakeholders
Attachment E: Sample Collections Report
Attachment F: Chapter 28.35, Florida Statutes
Attachment G: Sample Timeliness Report
Attachment H: Sample Jurors Report
Attachment I: . Sample Cases Report
Attachment J: . Sample Fiscal Management Report
Attachment K: Sample Correction Action Plan
Attachment L: Sample Expenditure and Collections Report
Attachment M: Sample Chapter 2008-111 Report
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INTROD UCTION
The Honorable Richard Weiss, Chair of the Executive Council for the Clerks of Court Operations Corporation (CCOC) directed CCOC staff to conduct a review of all reports currently submitted to the CCOC from the local clerks of the circuit court.
On August 13, 2011, Mr. Weiss wrote to all clerks regarding this review and outlined the goal of the review. A copy of this letter is provided as Attachment A. Specifically, the goal is to “review the list of reports and/or data currently required to be sent from Clerks to the CCOC and make recommendations on any that can be eliminated, revised, and/or obtained from other centralized systems (for example CCIS) to help create less workload for each Clerk’s office.”1
This report is submitted to meet the specific goal outlined by Mr. Weiss. Prior to addressing this goal, a summary of changes in the reporting requirements from SFY 2010-11 to SFY 2011-12 and a description of the collaborative process utilized for the development of this report are provided.
CHANGES IN REPORTING REQUIREMENTS FROM SFY 2010-11 TO SFY 2011-12
Chapter 2009-61, Florida Laws, provides, “Until July 1, 2011, each clerk shall submit a summary of all new hardware and software purchases in excess of $25,000 to the Florida Clerks of Court Operations Corporation on a monthly basis….”2
Chapter 2010-162, Florida Laws, provides, “The sum of $3,600,000 of nonrecurring funds from the Clerks of Court Trust Fund is appropriated to the Florida Clerks of Court Operations Corporation to be distributed to the clerks of court…for workload associated with foreclosure and economic recovery.”
This reporting requirement was operationalized through the use of the CCOC Technology Expense (TE) Report. A copy of the TE report is provided as Attachment B. Given the Legislature did not renew this reporting requirement during the 2011 Regular Legislative session, the TE report will no longer be required to be submitted during SFY 2011-12.
3
The discontinued use of these two reports was approved by the Finance and Budget Committee at their July 28, 2011, meeting. The elimination of these two reports reduced the total number of CCOC report from 12 to 10. This represents a 17 percent reduction in the number of reports necessary for SFY 2011-12 compared to SFY 2010-11.
As part of the implementation of this appropriation, the Foreclosure Expenditure and Case Disposition Report was established. A copy of this report is provided as Attachment C. Since the foreclosure funds were nonrecurring and not appropriated for SFY 2011-12, the associated foreclosure report is also no longer necessary.
COLLABORATIVE PROCESS
As CCOC staff initiated the review as directed by Mr. Weiss, conscious efforts were taken to engage in a collaborative process between the relevant stakeholders. Stakeholders contacted for
1 Weiss, Richard. Letter to Florida Clerks of the Circuit Court. 13 Aug. 2011. 2 Ch. 2009-61, § 19, at 17, Laws of Fla. (2009). 3 Ch. 2010-162, § 40, at 30, Laws of Fla. (2010).
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input include the local 67 clerks, Florida Association of Court Clerks and Comptrollers, Department of Revenue, Office of Economic and Demographic Research, Governor’s Office, Legislative staff, Office of the State Courts Administrator, Department of Financial Services, Auditor General, Justice Administrative Commission, and others. Among other email and telephonic communications associated with this collaborative process is the August 22, 2011, email from John Dew provided as Attachment D.
The information contained in this report was developed with this spirit of collaboration at the forefront of our efforts. Thanks to all those whose cooperation was instrumental to the development of the information contained in this report.
CURRENT LIST OF REPORTS
A list of the CCOC reports required for SFY 2011-12 is provided below. Included under each report is a summary of the history of the report and a summary of any stakeholder input related to the report. Where applicable, samples of the current reporting forms are provided as attachments.
Collections Report
The collection report (see sample as Attachment E) is an outcomes report developed and
certified by the CCOC Executive Council as part of the “uniform system of performance measures and applicable performance standards” required under section 28.35(2)(d), Florida Statutes.4
(A copy of chapter 28.35, Florida Statutes is provided as Attachment F.) The report was approved for use during the county fiscal year 2005-06 and has been in continuous use since that fiscal year. The report is submitted on a quarterly basis.
Timeliness Report The timeliness report (see sample as Attachment G) is an outcomes report developed and
certified by the CCOC Executive Council as part of the “uniform system of performance measures and applicable performance standards” required under section 28.35(2)(d), Florida Statutes.5
The report was approved for use during the county fiscal year 2005-06 and has been in continuous use since that fiscal year. The report is currently submitted on a quarterly basis but has also been submitted on a semi-annual basis in previous years.
A suggestion to reduce local clerk workload was received regarding the timeliness report from a local clerk staff member. Specifically, the suggestion was to return to a semi-annual submission for the timeliness report. The local clerk staff member indicated this change would “reduce staff time required to Q/A the data contained in the reports and prepare Corrective Action plans.”6
Jurors Report The jurors report (see sample as Attachment H) is an outcomes report developed and certified
by the CCOC Executive Council as part of the “uniform system of performance measures and
4 § 28.35(2)(d), Fla. Stat. (2011). 5 Ibid. 6 "Response to August 13th Letter from CCOC Chairman Weiss." Message to John Dew. 19 Sept. 2011. E-mail.
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applicable performance standards” required under section 28.35(2)(d), Florida Statutes.7
The report was approved for use during the county fiscal year 2007-08 and has been in continuous use since that fiscal year. The report is currently submitted on a quarterly basis but has also been submitted on a semi-annual basis in previous years.
A suggestion to reduce local clerk workload was received regarding the jurors report from a local clerk staff member. Specifically, the suggestion was to return to a semi-annual submission for the jurors report. The local clerk staff member indicated this change would “reduce staff time required to Q/A the data contained in the reports and prepare Corrective Action plans.”8
Cases (Outputs) Report The cases (outputs) report (see sample as Attachment I) is an outputs report developed and
certified by the CCOC Executive Council as part of the “uniform system of performance measures and applicable performance standards” required under section 28.35(2)(d), Florida Statutes.9
The report was approved for use during the county fiscal year 2004-05 and has been in continuous use since that fiscal year. The report is currently submitted on a monthly basis but has also been submitted on a quarterly and semi-annual basis in previous years.
The cases report has taken on significant importance since the change to unit costing in state fiscal year 2009-10. Both the cases and reopens data submitted in the cases report have been defined as part of the “service units” as referenced in section 28.36(4), Florida Statute.10
An additional service unit, “prior year clerk activity” was added in SFY 2010-11. The data for this service unit is captured as part of the budgeting process and is not reported on the cases report.
In addition to the use of the cases and reopens data in the unit costing efforts, this data is also utilized in the estimating of revenues. The cases data serves as a lead indicator for current and future revenues.
Financial Receipts
Financial receipts represents an outputs report developed and certified by the CCOC Executive
Council as part of the “uniform system of performance measures and applicable performance standards” required under section 28.35(2)(d), Florida Statutes.11
The data is collected as part of the cases (outputs) report and was approved for use during the county fiscal year 2007-08 and has been in continuous use since that fiscal year. The purpose of this report is to help explain o the Legislature and the public the workload clerks handle each year. The data is submitted on an annual basis.
Fiscal Management Report The fiscal management report (see sample as Attachment J) is an outcomes report developed and
certified by the CCOC Executive Council as part of the “uniform system of performance measures and applicable performance standards” required under section 28.35(2)(d), Florida Statutes.12
7 Ibid., p. 4.
The
8 Ibid., p. 4. 9 Ibid., p. 4. 10 § 28.36(4), Fla. Stat. (2011). 11 Ibid., p.4. 12 Ibid., p.4.
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report was approved for use during the county fiscal year 2006-07 and has been in continuous use since that fiscal year. The report is submitted on an annual basis.
Corrective Action Plans
Corrective action plans (CAP) (see sample as Attachment K) are developed and certified by the
CCOC Executive Council as part of the “uniform system of performance measures and applicable performance standards” required under section 28.35(2)(d), Florida Statutes.13
The plans were approved for use during the county fiscal year 2006-07 and have been in continuous use since that fiscal year. The plans are submitted as needed on a quarterly basis.
A number of possible administrative changes related to the CAP have been discussed internally among CCOC staff. These possible administrative changes would reduce the number of CAP issues and therefore reduce workload for local clerk staff. These administrative changes would require approval by the CCOC Executive Council and in some cases may require consultation with the Legislature and the Supreme Court per section 28.35(2)(d). Summary for these possible administrative changes are listed below.
1) Rounding Percentages
Currently, CAP are issued even if the performance rate is within .5 percent of the standard. For example, if the standard is 90 percent and a county’s performance rate is 89.5 percent, a CAP will be issued. One possible administrative change would be to allow for rounding percentages to the whole number. Therefore, in the example provided a performance rate of 89.5 percent would be rounded to 90 percent and a CAP would not be issued. By rounding percentages in this fashion, the number of CAP issued would be reduced. For example, in one quarter in SFY 2010-11 this administrative change would have reduced the number of CAP issued by 16.
2) Decrease Civil Traffic Collection Standard The current standard for civil traffic collection is 90 percent. When originally established, there was insufficient data to determine the effectiveness of this standard. Now that ample historic data is available, it is apparent this standard may not be viable. Decreasing the standard from 90 percent to 85 percent would both provide for a more realistic goal for clerks to strive toward and would reduce the number of ineffective CAP.
3) Eliminate Prisoner Cases from Circuit Criminal Collections Currently, the measure of performance in the collections of assessments for the Circuit Criminal division includes assessments for defendants sentenced to prison. These prison sentences can easily exceed the five quarter (i.e., 15 month) period used to measure performance. Since the collection of an assessment against a defendant in prison may not be a valid measure of performance, one possible administrative change would be to eliminate the assessments against these “prisoner cases” from the pool against which performance is measured. This change would not only generate a more valid measure of performance but would also reduce the number of unnecessary CAP given the adjustment to the denominator (i.e., assessments) in the calculation of performance rate for the Circuit Criminal division.
13 Ibid., p. 4.
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4) Change CAP Issuance Schedule Currently, CAP are issued on a quarterly schedule for all noncompliance with collections, timeliness, and juror performance standards. Some consideration may be given to changing the issuance of these CAP to a semi-annual or annual basis. While this change alone may reduce the number of CAP issued, the total number of items to address via the CAP over the course of a year may remain the same.
Budgets While not technically a report, budgets are required to be prepare, summarized, and submitted by
each clerk in a “manner and form” prescribed by the corporation as outlined in section 28.36(1), Florida Statutes.14
Budget forms were approved for use during the county fiscal year 2004-05 and have been in continuous use since that fiscal year. Budgets are submitted on an annual basis.
Recent efforts have been made to reduce the dependence on the use of cumbersome Excel forms, reduce unnecessary calculations, and eliminate redundant data entry with regard to the SFY 2012-13 budget forms. In some regards these efforts have been successful, but additional work is needed in this regard.
Expenditure and Collections Report
The expenditure and collections report (see sample as Attachment L) is both an outputs report
developed and certified by the CCOC Executive Council as part of the “uniform system of performance measures and applicable performance standards” required under section 28.35(2)(d), Florida Statutes and a means to collect the basic data for the corporation to fulfill its obligation under section 28.36(6), Florida Statute.15
The report was originally known as the revenue and expenditure report. The original revenue and expenditure report was approved for use during the county fiscal year 2004-05. The report changed to the expenditure and collections report during state fiscal year 2009-10 due to statutorily mandated budgetary changes. The report is currently submitted on a monthly basis.
Chapter 2008-111 (New Revenues) Report The chapter 2008-111 or new revenues report (see sample as Attachment M) captures data
associated with increases in certain fines, fees, service charges, and/or court costs delineated in chapter 2008-111, Florida Laws. The report form was originally approved by the CCOC Executive Council on September 17, 2008 as part of the CCOC’s contractual requirements with the Department of Financial Services. The form was subsequently amended to reduce the number of items required for local clerks to report. The report is currently submitted on a monthly basis but has also been submitted on a quarterly basis in previous years.
There is currently no statutory or contractual requirement for the CCOC to collect the chapter
2008-111 report. However, based on correspondence with staff at both the Office of Economic and Demographic Research and the Governor’s Office, the data collected in this report is helpful in the revenue forecasting efforts.
14 § 28.36(1), Fla. Stat. (2011). 15 Ibid., p. 4.
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USE OF CENTRALIZED SYSTEMS
Based on the August 13 letter from Mr. Weiss (see Attachment A), CCOC staff sought input to determine if data captured in a number of centralized systems could provide a valid and reliable alternative to the data collected via the CCOC reports. A summary of this input and related issues is provided below. The systems included below should not be considered an all-inclusive list. Comprehensive Case Information System
CCOC staff contacted staff with the Florida Association of Court Clerks and Comptrollers
(FACC) to determine if the data in the Comprehensive Case Information System (CCIS) could provide a valid and reliable alternative to data collected via any CCOC reports. An initial staff meeting occurred on September 29, 2011. Based on this initial meeting, FACC staff agreed to review and/or update a previously developed FACC report related to the use of CCIS as a data source for the CCOC.
FACC is continuing to update the FACC report, the issue was discussed by the appropriate
FACC committee during their November 3, 2011 meeting. During these discussions, the FACC committee confirmed CCIS does not capture detailed data on timeliness and financial data. Issues related to data associated with other performance measure are under review with the FACC workgroup.
The FACC committee suggested FACC staff will begin an effort to compare the CCIS cases data
to the cases data provided to the CCOC from clerks and FACC staff will follow-up to address any issues with the CCIS data.
Based on the FACC committee discussions, CCIS may be a system that could be used in the
future for case data.16
Clerk of Court Revenue Remittance System Based on input from David Ellspermann, Marion County Clerk of the Circuit Court and local
clerk staff, CCOC staff contacted staff with both the FACC and Department of Revenue (DOR) to determine if additional lines could be added to the Clerk of Court Revenue Remittance System to collect the data reported in the chapter 2008-111 report. Collecting the data via these additional lines would eliminate the need for the chapter 2008-111 report while still providing the data for use in revenue forecasting efforts as described above.
Based on input from staff with the DOR, it currently appears unfeasible to add these additional
lines to the Clerk of Court Revenue Remittance System. However, the addition of these lines should be further pursued in the months that follow.
Additionally, some consideration was given to using the data on the Clerk of Court Revenue
Remittance System as an alternative to the data collected via the CCOC Expenditure and Collections report. However, after consideration it was determined the data in the Clerk of Court Revenue Remittance System does not provide a valid and reliable alternative to the data reported in the CCOC Expenditure and Collections report. Reasons for this conclusion include:
16 "CCIS and Report." Message from John Dew. 7 Nov. 2011. E-mail.
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1. The data captured in the Clerk of Court Revenue Remittance System is not all-inclusive of the data captured in the CCOC Expenditure and Collections report. Therefore, either some version of the CCOC Expenditure and Collections report would need to continue to be reported or a significant lose in data would be necessary.
2. Data currently captured in the CCOC Expenditure and Collections report serves as an indispensible resource in reconciliation efforts guaranteeing proper remittances into the Clerks of Court Trust Fund. Without the collections data reported via the CCOC Expenditure and Collections report, this reconciliation effort would not be possible.
Other Centralized Systems
There are additional centralized systems currently utilizing data provided by the clerks. These
centralized systems include the Offender Based Tracking System (OBTS), the Summary Reporting System (SRS), the Judicial Inquiry System (JIS), the Traffic Citation Accounting Transmittal System (TCATS), and numerous other systems.
To adequately determine if any of the data contained in these other centralized systems could
provide a valid and reliable alternative to the data collected via the CCOC reports will require a more thorough review with input from clerks and clerk staff.
SUMMARIES AND RECOMMENDATIONS
As per directions from Mr. Weiss, CCOC staff has developed the following summaries and recommendations for consideration by the CCOC Executive Council. The summaries and recommendations focus on efforts to reduce the workload for each clerk’s office.
Summary/Recommendation One
With the incorporation of changes in reporting brought about by the Finance and Budget Committee’s July 28, 2011 decisions, each clerk’s office has seen a 17 percent reduction in CCOC reporting requirements for SFY 2011-10 compared to SFY 2010-11.
Summary/Recommendation Two
Based on input from the FACC committee, CCIS data is not currently a valid and reliable alternative to any data collected via any CCOC reports.
Summary/Recommendation Three
Based on discussions with staff at the DOR and the FACC, it is currently not feasible to implement the suggestion from Mr. Ellspermann related to adding lines to the Clerk of Court Revenue Remittance System to collect the data currently reported in the chapter 2008-111 report. However, it is recommended the addition of these lines on the DOR website be pursued with DOR and FACC staff for implementation by SFY 2012-13.
Summary/Recommendation Four
Numerous administrative changes resulting in reduced workload on local clerks and local clerk staff associated with the Corrective Action Plans (CAP) are presented in this report. One administrative change would be to allow for rounding percentages to the whole number. Details regarding this change are provided in the section above. It is recommended this administrative
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change associated with rounding percentages to the whole number be adopted by the CCOC Executive Council.
Summary/Recommendation Five
The budget forms and instructions were redesigned in SFY 2012-13 to help reduce the dependence on the use of cumbersome Excel forms, reduce unnecessary calculations, and eliminate redundant data entry. While some gains in reducing clerk workload were achieved through the redesign of the forms, it is recommended additional improvements in the method and form of these budget forms be pursued.
Summary/Recommendation Six
In addition to the above recommendations, it is further recommended a workgroup of local clerk and CCOC staff be convened to both oversee the implementation of the above recommendations and to pursue the development of further options for reducing local clerk workload associated with CCOC reporting issues.
Attachment A
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Attachment B
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Attachment C
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Attachment D
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Attachment E
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Attachment F
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Attachment G
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Attachment H
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Attachment I
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Attachment J
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Attachment K
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Attachment L
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Attachment M
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Clerks’ Court-Related and Other Mandatory Reports as of 09/30/14
Final Clerks_Court_Related_Other_Mandatory_Reports_093014 Page 1
This document is a listing of statutorily required reports. However, it may not contain all reports Clerks produce for external entities.
The listing is set up by categories determined by a Florida Court Clerks & Comptrollers (FCCC) workgroup. This listing is updated as
required by the association and published on the Clerks website on the Publications webpage at: www.flclerks.com . If you have any
questions, comments or corrections, please contact Alex Nicholas at the association: 850-921-0808 or email to [email protected]
Red Text Underline = Updates Strike Out = Deletions
CATEGORY, REPORT
NAME
OR PROVIDED DATA
AUTHORITY/
REFERENCES RECIPIENT
CLERK
INTERNAL
COLLECTION
METHOD
FREQ. DUE DATE TRANSMISSION MEDIUM/
COMMENTS
A. PERFORMANCE
1. Report of Payment of Court
Related Fines, Fees, Service
Charges (a/k/a Annual
Assessments and Collections
Report) FS 28.246(1)
FCCC submits
to Legislature
and CCOC N/A Annually
11/03 to
FCCC. Final
Legislature
January 2nd
of each year.
Clerks email forms to FCCC. FCCC
provides CD of Consolidated
Summary Report and each Clerk’s
report to Legislature and CCOC
(complimentary copy to OSCA).
2. Corrective Action Plan
(after performance shortfall if
necessary) FS 28.35(2)(d) CCOC N/A Quarterly
10/20
01/20
04/20
07/20 Email Attachment
3. Collections Report FS 28.35(2)(d) CCOC N/A Quarterly
10/20
01/20
04/20
07/20 Email Attachment
4. CCOC Outputs Monthly
Report Form (AKA:
Timeliness Performance
Measurement Report. FS 28.35(2)(d) CCOC N/A Monthly 20th Email Attachment
Clerks’ Court-Related and Other Mandatory Reports as of 09/30/14
Final Clerks_Court_Related_Other_Mandatory_Reports_093014 Page 2
CATEGORY, REPORT
NAME
OR PROVIDED DATA
AUTHORITY/
REFERENCES RECIPIENT
CLERK
INTERNAL
COLLECTION
METHOD
FREQ. DUE DATE TRANSMISSION MEDIUM/
COMMENTS
5. Financial Receipts (Annual
figure is entered in to CCOC
Outputs Monthly Report
above)
FS 28.246(1) CCOC N/A Annually 9/20 Email Attachment
6. Public Records
Modernization Trust Fund
Report ($1.50 report) & Court
Technology Trust Fund Report
($1.90). Clerks report data to
FCCC. (Last report was
December 1, 2011; next report
due December 1, 2015.) FS 28.24(12)(d)
FCCC collect
from Clerks
each report and
submits
Summary
Report to
Legislature N/A
Every
4 years.
Last
report was
due Dec.
1, 2011
Late Oct. due
FCCC for
Dec. 1st,
every 4 yrs.
due Leg.
Late October Clerks send both reports
to FCCC. On December 1st FCCC
submits reports to Legislature of each
year immediately preceding the year
during which the Public records Mod.
Trust Fund is scheduled for legislative
review under s. 19(f)(2), Art. III of
the State Constitution.
Information Note: New
Clerk reporting for the
PRMTF to FCCC and the
Legislature is no longer
required. However, the
associated statutes still require
Clerk compliance. It is
possible the Legislature may
again begin to review the
PRMTF and require Clerks to
report.
$1.50 – Public
Records Reporting
• s. 28.222, F.S.,
Clerk to be County
Recorder
• s. 28.2222, F.S.,
Public Records
Capital
Improvement Plan
• s.28.24, F.S.,
Service Charges
• s. 29.008, F.S.,
County Funding for
Public Records Modernization Trust
Fund is no longer scheduled for
review by the Legislature.
Clerks’ Court-Related and Other Mandatory Reports as of 09/30/14
Final Clerks_Court_Related_Other_Mandatory_Reports_093014 Page 3
CATEGORY, REPORT
NAME
OR PROVIDED DATA
AUTHORITY/
REFERENCES RECIPIENT
CLERK
INTERNAL
COLLECTION
METHOD
FREQ. DUE DATE TRANSMISSION MEDIUM/
COMMENTS
Court-related
Functions
$1.90 – Court-
Related Technology
Reporting
• s. 29.008(1)(f)2.,
F.S., Equipment
•s.29.008(1)(h),F.S.,
Maintenance
•ss.29.008(1)(f)2.
and 29.008(1)(h),
F.S., Support Staff
7. CCOC Timeliness
Quarterly Report FS 28.35(2)(d) CCOC N/A Quarterly
10/20
01/20
04/20
07/20
Email Attachment
8. Fiscal Management
Performance Measure Report
FS 28.246(1)
FS 28.35(2)(d)
CCOC N/A Annually 7/20 Email Attachment
9. Foreclosure Backlog
Report
Supreme Court
Order AOSC13-28
OSCA From Clerks’
Case
Maintenance
Systems or
Every two
weeks
Every two
weeks
E-mail attachment or via electronic
transmission from CCIS
Clerks’ Court-Related and Other Mandatory Reports as of 09/30/14
Final Clerks_Court_Related_Other_Mandatory_Reports_093014 Page 4
CATEGORY, REPORT
NAME
OR PROVIDED DATA
AUTHORITY/
REFERENCES RECIPIENT
CLERK
INTERNAL
COLLECTION
METHOD
FREQ. DUE DATE TRANSMISSION MEDIUM/
COMMENTS
CCIS
B. JURY
1. Juror Report of Address
Changes FS 98.093(2)(b)
DOS Division
of Elections
Court
Attendance Monthly Not specified E-mail attachment
2. Jurors Performance
Measures Report FS 28.246(1) CCOC
Court
Attendance Quarterly
10/20
01/20
04/20
07/20 Email Attachment
3. Witnesses Quarterly
Accounting & Payment FS 40.355 JAC Finance Quarterly 14th Hard Copy
4. Estimate of Funds
Necessary for Witness
Compensation (Requisition) FS 40.29(1) JAC Finance Quarterly 14th State Form - Hard Copy, faxed
5. Jury Management Report AOC 06-13 OSCA
Court
Attendance Monthly 15th Email Attachment
6. Annual Statewide Grand
Jury Submission -
https://StatewideGrandJurySub
mission.flcourts.org FS 905.37(1) OSCA
Court
Attendance Annually 2/15
Electronic: Some Clerks submit on
website, but statutes require chief
judge to report to OSCA.
C. CIRCUIT CIVIL
N/A
Clerks’ Court-Related and Other Mandatory Reports as of 09/30/14
Final Clerks_Court_Related_Other_Mandatory_Reports_093014 Page 5
CATEGORY, REPORT
NAME
OR PROVIDED DATA
AUTHORITY/
REFERENCES RECIPIENT
CLERK
INTERNAL
COLLECTION
METHOD
FREQ. DUE DATE TRANSMISSION MEDIUM/
COMMENTS
D. FINANCE
1. Annual Budget (Court
Related Functions) FS 28.36(3)(a)
CCOC &
Legislature Finance Annually June 1st
Email Attachment - not a report, or
use CCOC on-line budget form or
PABS.
2. Annual Report of Property
Presumed Abandoned FS 717.117 DFS Finance Annually 4/30 Electronically
3. Annual Report of Registry
Unclaimed Funds FS 43.19 DFS N/A Annually 12/1
Hard Copy: Statute requires the court
to direct the money be deposited with
the CFO.
4. Mediation Fee Report
(State Courts Revenue Trust
Fund Report) FS 44.108(2)
Chief Judge &
OSCA N/A Quarterly
30 days after
the end of
quarter
OSCA gets via CCIS reporting from
FCCC.
5. Remission of Fines, Fees,
etc. FS 28.37(2) DOR N/A Monthly 1/10
Electronic state form, not a report, but
transmission of funds.
6. Court Expenditure and
Clerk's Trust Fund Collections
Tracking Report (a.k.a. EC
Report) FS 28.35(2)(d) CCOC N/A Monthly 20th Email Attachment
7. Monthly Detail Revenue
Reporting (SB 1790/Ch.2008-
111)
FS 28.35(2)(d)
FS 28.241
FS 316.193
FS 318.18(18) CCOC N/A Monthly 20th
Email Attachment.
Changed to a monthly submission by
CCOC Executive Council August 23,
2010.
Clerks’ Court-Related and Other Mandatory Reports as of 09/30/14
Final Clerks_Court_Related_Other_Mandatory_Reports_093014 Page 6
CATEGORY, REPORT
NAME
OR PROVIDED DATA
AUTHORITY/
REFERENCES RECIPIENT
CLERK
INTERNAL
COLLECTION
METHOD
FREQ. DUE DATE TRANSMISSION MEDIUM/
COMMENTS
8. New: Additional Court
Cost Report FS. 318.18 CCOC N/A Quarterly 30th Email Attachment
9. New Annual Independent
External Audit report (AFR –
Annual Financial Statement) FS 28.35(5) CCOC N/A Annual June 30th Email attachment
E. HUMAN
RESOURCES
1. New Hire Report (for
offices with more than 250
employees) FS 409.2576
State Directory
of New Hires N/A Biweekly
Within 20
days Electronically
2. Retirement Report FS 121.051(4)
Florida
Retirement
System HR Monthly
End of
Month Electronically
3. Unemployment
Compensation and Tax Report
FS 443.163 DOR HR Quarterly N/A Electronically
F. CRIMINAL
1. OBTS (Monthly
OBTS/LOGAN submission
including sealed & expunged) FS 943.052(2)
FDLE
(OSCA/DOC) Criminal Monthly 15th
Electronically via FDLE LOGAN
System
2. Drug Alcohol Conviction
Report FS 322.055(5) DHSMV Criminal Monthly Not specified
Hard Copy or electronic submitted.
Not a report, but submitted upon each
"conviction".
Clerks’ Court-Related and Other Mandatory Reports as of 09/30/14
Final Clerks_Court_Related_Other_Mandatory_Reports_093014 Page 7
CATEGORY, REPORT
NAME
OR PROVIDED DATA
AUTHORITY/
REFERENCES RECIPIENT
CLERK
INTERNAL
COLLECTION
METHOD
FREQ. DUE DATE TRANSMISSION MEDIUM/
COMMENTS
3. Report of Mental
Competency FS 790.065 FDLE Civil/Criminal Monthly 15th Electronically - not a report, but data
4. TCATS (reported to FCCC
and then DHSMV; OSCA
receives data from DHSMV) FS 318.18(8)(a)
DHSMV
(OSCA)
Court
Attendance &
Traffic Daily
Within 10
days Electronically - not a report, but data
5. Sexual Predator designation FS 775.21(5) FDLE Criminal Daily
Due Within
48 Hours
Hard Copy - not a report, statute says
clerk must transmit copy of order
6. Dispositions to Florida
Wildlife Commission (FWC) FS 327.74(10) FWCC N/A Varies
Within 10
days
Hard Copy - FWC checks CCIS
online for these; not a report, but data
like TCATS
G. DOMESTIC
RELATIONS
1. Dissolution of Marriage
Report FS 382.023
DOH Office of
Vital Statistics,
DOR Civil Monthly 10th
Form prescribed by DOH, Electronic
submission of accounting of funds
remitted to DOR.
2. FDLE Name Change
Report
FS 68.07(6)
FDLE
Civil
Monthly 10th
Hard Copy forms furnished by the
department.
3. Vital Stats Name Change
Report FS 68.07(5)
DOH Office of
Vital Statistics
Civil
Monthly 10th
Hard Copy forms furnished by the
department.
4. Delayed Birth Certificate FS 382.0195
DOH Office of
Vital Statistics
Civil
Varies
Within 10
days
Hard Copy - not a report, statute says
clerks must mail the original to the
department
Clerks’ Court-Related and Other Mandatory Reports as of 09/30/14
Final Clerks_Court_Related_Other_Mandatory_Reports_093014 Page 8
CATEGORY, REPORT
NAME
OR PROVIDED DATA
AUTHORITY/
REFERENCES RECIPIENT
CLERK
INTERNAL
COLLECTION
METHOD
FREQ. DUE DATE TRANSMISSION MEDIUM/
COMMENTS
5. Certified Statement of Final
Decree of Adoption
(Application of new birth
records) FS 63.152
DOH Office of
Vital Statistics Civil Varies
Within 30
days Hard Copy - department form
6. Adoption, annulment of an
adoption, affirmation of
parental status, or
determination of paternity FS 382.015
DOH Office of
Vital Statistics Civil Monthly 10th
Hard Copy - not a report, certified
copies of court orders
7. Marriage License Report FS 382.021
DOH Office of
Vital Statistics Monthly 5th
Hard Copy form furnished by
department
H. CHILD SUPPORT
1. RMS (Random Moment
Sampling)
FS 61.1826(4) &
DOR Contract DOR Civil
Semi-
Monthly 1st & 16th
Faxed or electronic depending on
Clerk agreement with DOR.
2. IV-D Delinquent Case
Report to DOR (Provided by
FCCC to DOR via CLERC
System) FS 61.181 DOR N/A Monthly Not specified Electronically - by FCCC
3. Monthly IV-D Non
assistance filings (Monthly
Child Support Federal Cost
Reimbursement Invoice)
FS 61.1826(4)(f) &
DOR Contract DOR & FCCC N/A Monthly 20th Electronically via email
I. JUVENILE
Clerks’ Court-Related and Other Mandatory Reports as of 09/30/14
Final Clerks_Court_Related_Other_Mandatory_Reports_093014 Page 9
CATEGORY, REPORT
NAME
OR PROVIDED DATA
AUTHORITY/
REFERENCES RECIPIENT
CLERK
INTERNAL
COLLECTION
METHOD
FREQ. DUE DATE TRANSMISSION MEDIUM/
COMMENTS
1. Juvenile Delinquency
Report to Superintendent of
Schools FS 1006.08(2)
Superintendent
of School N/A Varies
Within 48
hours
Statute requires court to provide; local
liaison gets via judicial website.
2. Juvenile OBTS (Included in
OBTS/LOGAN monthly
submission) FS 943.052(2)
OSCA, FDLE
& DOC
Court
Attendance Monthly
Began
7/2008
Electronically – FDLE/LOGAN
submission
3. Drug Alcohol Conviction
Report FS 322.056 DHSMV
Court
Attendance Monthly Not specified
Hard Copy or submitted
electronically. Not a report,
submitted upon each "conviction".
J. PROBATE
1. Notification of
Adjudication of Mental
Incapacity FS 98.093(2)(b)
DOS Division
of Elections
Civil-Criminal
Admin
Monthly Not specified Hard Copy
2. Probate New Estate Listing
(Monthly Preliminary Report) FS 198.30 DOR & AHCA
Civil-Criminal
Admin Monthly 10th
Hard Copy - have judge sign. Statute
requires court to provide.
K. STATISTICS
1. Involuntary Civil
Commitment of Sexually
Violent Predators (f/k/a Jimmy
Ryce) AOS 00-16 OSCA Civil Monthly 15th Hard Copy to court
2. Parental Notice of Abortion
Report In Re: Reporting of
Proceedings for OSCA Civil Monthly 15th Hard Copy to court
Clerks’ Court-Related and Other Mandatory Reports as of 09/30/14
Final Clerks_Court_Related_Other_Mandatory_Reports_093014 Page 10
CATEGORY, REPORT
NAME
OR PROVIDED DATA
AUTHORITY/
REFERENCES RECIPIENT
CLERK
INTERNAL
COLLECTION
METHOD
FREQ. DUE DATE TRANSMISSION MEDIUM/
COMMENTS
judicial waiver of
parental notice
FS 390.01114(6)
3. Quarterly Pending
Caseload Report
SRS Manual, Rule
of Judicial Adm.
2.245(b)
?Rule 2.245? OSCA
OSCA; See:
Rule 2.250 Quarterly 15th Email with attachment to OSCA
4. Uniform Case Reporting
(SRS, including sealed cases)
FS 25.075, Rule of
Judicial Adm. 2.245 OSCA Civil Monthly 15ht Email with attachment to OSCA
5. Complex Case Report
FL Rules of Judicial
Adm., 2.245; Fl
Rules of Civil
Procedure, Form
1.999 as amended
by SC 08-1141 OSCA Civil Quarterly 15th Electronic/Excel/ XML
6. Record of Unsatisfied
Judgment (Upon written
request of the creditor or
his/her attorney) FS 324.111 DHSMV N/A
Upon
request of
judgment
creditor After 30 days
Hard Copy - not a report, but certified
judgments per statute.
L. REPORTS CLERKS
CANNOT COMPLY
1. Felony Conviction Report FS 893.111 Agency Heads Criminal
Upon
conviction Not specified Clerks cannot comply because in their
ministerial role they have no way to
Clerks’ Court-Related and Other Mandatory Reports as of 09/30/14
Final Clerks_Court_Related_Other_Mandatory_Reports_093014 Page 11
CATEGORY, REPORT
NAME
OR PROVIDED DATA
AUTHORITY/
REFERENCES RECIPIENT
CLERK
INTERNAL
COLLECTION
METHOD
FREQ. DUE DATE TRANSMISSION MEDIUM/
COMMENTS
determine the license, permit or
certificate information of a defendant.
Notice should be provided by the
State Attorney to the Clerk.