Governmental/Public Affairs Randy Long, Director, Legislative and Government Affairs Beth Allman, Sr. Manager Cyndi Andrews, Court Services Specialist Sean Hudson, Clerk Operations Specialist Alex Nicholas, Manager Sara Sanders, Legislative Analyst

Governmental/Public Affairs Best Practices Statutory Reporting Distribution and Workflow Member Information Program Chief Deputy and Legal Counsel Roundtable Advisories, E-News, Alerts and Surveys Association Websites and Public Information Information Clearinghouse

Best Practices The reason for Best Practices A best practice is the method or process by which an organization evaluates the programs and services it manages to determine the best or optimum manner to deliver them to the public. It is intended to improve efficiency, reduce and/or control costs, and increase levels of services and productivity. The Clerks have always shared best practices amongst themselves. Whether at quarterly seminars and regional workshops, Clerks historically benefited from sharing their procedures and experiences with each other. A best practice typically begins with a need to improve a process or to address new requirements and responsibilities as a result of legislation or court rules.

Best Practices The Process: Clerks’ staff, various Clerks’ committees and workgroups make their suggestions to the Best Practices Committee. The suggestions are reviewed to determine applicability for a best practice process and are prioritized. The Committee requests a Clerk’s office to volunteer to take the lead in drafting the best practice. Depending on the subject matter, experts and workgroups assist during the development process. A draft practice is circulated among Clerks’ offices before it is approved by the Committee. The FCCC Executive Committee approves the best practice for distribution among the Clerks’ offices. The best practice is posted on the FCCC Intranet website for easy access by all offices.

Best Practices Adopting a best practice in your office: A “best practice” is a procedure or office operation that is not required to be followed, but it is a process recommended by the FCCC Executive Committee. Each best practice is designed for use by all Clerks’ offices, from the smallest office to the largest office. You can use the best practice a number of ways. Clerks may incorporate the detailed steps into their operations or they may incorporate less detailed steps, depending on their organizational needs. Where applicable, forms are attached to be used in the practice area. After downloading, Clerks may modify them to fit your county and office needs. A summary checklist is also included with the best practice for easy reference. Clerks may conduct an assessment of their office using the check list or Clerks can contact FCCC for assistance.

Statutory Reporting More than 50 court-related reports are prepared by Clerks monthly, quarterly or annually for various state agencies, the legislature and the Courts. Key report areas Offender Based Tracking System (OBTS) – Florida Department of Law Enforcement, the Courts Traffic Citation Records Data - TCATS – Department of Highway Safety and Motor Vehicles Vital Statistics – Adoption, Birth, Death and Marriage Monthly Child Support IV-D Federal Cost Reimbursement Invoice Juvenile and Probate Reports Summary Reporting System – the Courts

Statutory Reporting Important legislative reports used to track court assessments and collections and Public Records Modernization Trust Fund Expenditures. Annual Assessments and Collections Report – What judges assess and what Clerks collect Public Records Modernization Trust Fund Reports (2) – How Clerks spend trust fund dollars to update and maintain public records systems ($1.50) and court-related technology ($1.90)

Distribution and Workflow Section , F.S., provides that: Monies collected the previous month must be sent to the state by the 10th day of the month. Monies must be sent using a remittance form provided by the Department of Revenue detailing the specific amounts due to each fund. All moneys collected by the Clerks for remittance to any entity must be distributed pursuant to the law in effect at the time of collection.

Distribution and Workflow s , F.S., provides that: The Clerks, through their association and in consultation with the Office of the State Courts Administrator, shall prepare and disseminate a manual of filing fees, service charges, costs, and fines, by July 1 of each year.

Distribution Chart Department of Revenue’s (DOR) Clerk of Court Revenue Remittance Website Daily, monthly reports Provide liaison between DOR and Clerks’ offices

Member Information Program Chief Deputy and Legal Counsel Roundtables

Member Information Program Advisories E-News Alerts Surveys Videos Websites: Publications Intranet – media tools Public Information

Information Clearinghouse Assistance to Clerks’ offices — both for the elected Clerk and Clerk’s staff Assistance to the Governor’s Office General Calls — agencies, attorneys, citizens