CCOC REPORTS AND CLERK WORKLOAD

FLORIDA CLERKS OF COURT OPERATIONS CORPORATION CCOC REPORTS AND CLERK WORKLOAD STATUS REVIEW OF CURRENT CCOC REPORTING REQUIREMENTS FOR THE FLORIDA CLERKS OF THE CIRCUIT COURT 2560-102 BARRINGTON CIRCLE TALLAHASSEE, FLORIDA 32308

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 2 P age

INTRODUCTION 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 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. 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. 3 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. 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. 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). 3 P age

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. 4 P age

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 The 7 Ibid., p. 4. 8 Ibid., p. 4. 9 Ibid., p. 4. 10 28.36(4), Fla. Stat. (2011). 11 Ibid., p.4. 12 Ibid., p.4. 5 P age

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. 6 P age

Budgets 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. 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. 7 P age

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. 8 P age

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 9 P age

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. 10 P age

Attachment A 11 P age

Attachment B 12 P age

Attachment C 13 P age

Attachment D 14 P age

Attachment E 15 P age

Attachment F 16 P age

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Attachment G 18 P a g e

Attachment H 19 P age

Attachment I 20 P age

Attachment J 21 P a g e

Attachment K 22 P age

Attachment L 23 P age

Attachment M 24 P age

Clerks Court-Related and Other Mandatory Reports as of 09/30/14 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 anicholas@flclerks.com 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 2 nd 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 3. Collections Report FS 28.35(2)(d) CCOC N/A Quarterly 10/20 01/20 04/20 07/20 Email Attachment 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 20 th Email Attachment Final Clerks_Court_Related_Other_Mandatory_Reports_093014 Page 1

Clerks Court-Related and Other Mandatory Reports as of 09/30/14 CATEGORY, REPORT NAME OR PROVIDED DATA 5. Financial Receipts (Annual figure is entered in to CCOC Outputs Monthly Report above) 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.) 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. AUTHORITY/ REFERENCES RECIPIENT CLERK INTERNAL COLLECTION METHOD FREQ. DUE DATE FS 28.246(1) CCOC N/A Annually 9/20 Email Attachment FS 28.24(12)(d) $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 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. 1 st, every 4 yrs. due Leg. TRANSMISSION MEDIUM/ COMMENTS Late October Clerks send both reports to FCCC. On December 1 st 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. Public Records Modernization Trust Fund is no longer scheduled for review by the Legislature. Final Clerks_Court_Related_Other_Mandatory_Reports_093014 Page 2

Clerks Court-Related and Other Mandatory Reports as of 09/30/14 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 8. Fiscal Management Performance Measure Report 9. Foreclosure Backlog Report FS 28.246(1) FS 28.35(2)(d) Supreme Court Order AOSC13-28 Final Clerks_Court_Related_Other_Mandatory_Reports_093014 Page 3 10/20 01/20 04/20 07/20 Email Attachment CCOC N/A Annually 7/20 Email Attachment 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 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 2. Jurors Performance Measures Report FS 28.246(1) CCOC Court Attendance Monthly Not specified E-mail attachment Court Attendance Quarterly 10/20 01/20 04/20 07/20 Email Attachment 3. Witnesses Quarterly Accounting & Payment FS 40.355 JAC Finance Quarterly 14 th 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 6. Annual Statewide Grand Jury Submission - https://statewidegrandjurysub mission.flcourts.org FS 905.37(1) OSCA Court Attendance Monthly 15th Email Attachment 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 Final Clerks_Court_Related_Other_Mandatory_Reports_093014 Page 4

Clerks Court-Related and Other Mandatory Reports as of 09/30/14 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 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 Hard Copy: Statute requires the court to direct the money be deposited with the CFO. OSCA gets via CCIS reporting from FCCC. 5. Remission of Fines, Fees, etc. FS 28.37(2) DOR N/A Monthly 1/10 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 20 th 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 20 th Electronic state form, not a report, but transmission of funds. Email Attachment. Changed to a monthly submission by CCOC Executive Council August 23, 2010. Final Clerks_Court_Related_Other_Mandatory_Reports_093014 Page 5

Clerks Court-Related and Other Mandatory Reports as of 09/30/14 CATEGORY, REPORT NAME OR PROVIDED DATA AUTHORITY/ REFERENCES RECIPIENT CLERK INTERNAL COLLECTION METHOD FREQ. DUE DATE 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 2. Retirement Report FS 121.051(4) 3. Unemployment Compensation and Tax Report F. CRIMINAL 1. OBTS (Monthly OBTS/LOGAN submission including sealed & expunged) FS 943.052(2) State Directory of New Hires N/A Biweekly Florida Retirement System HR Monthly Within 20 days End of Month TRANSMISSION MEDIUM/ COMMENTS Electronically Electronically FS 443.163 DOR HR Quarterly N/A Electronically FDLE Electronically via FDLE LOGAN (OSCA/DOC) Criminal Monthly 15 th 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". Final Clerks_Court_Related_Other_Mandatory_Reports_093014 Page 6

Clerks Court-Related and Other Mandatory Reports as of 09/30/14 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 15 th 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 Final Clerks_Court_Related_Other_Mandatory_Reports_093014 Page 7 Daily 5. Sexual Predator designation FS 775.21(5) FDLE Criminal Daily 6. Dispositions to Florida Wildlife Commission (FWC) FS 327.74(10) FWCC N/A Varies G. DOMESTIC RELATIONS 1. Dissolution of Marriage Report FS 382.023 2. FDLE Name Change Report FS 68.07(6) FDLE 3. Vital Stats Name Change Report FS 68.07(5) 4. Delayed Birth Certificate FS 382.0195 Within 10 days Due Within 48 Hours Within 10 days DOH Office of Vital Statistics, DOR Civil Monthly 10 th DOH Office of Vital Statistics DOH Office of Vital Statistics Civil Civil Civil Electronically - not a report, but data Hard Copy - not a report, statute says clerk must transmit copy of order Hard Copy - FWC checks CCIS online for these; not a report, but data like TCATS Form prescribed by DOH, Electronic submission of accounting of funds remitted to DOR. Monthly 10 th department. Hard Copy forms furnished by the Monthly 10 th department. Hard Copy forms furnished by the 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 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 7. Marriage License Report FS 382.021 DOH Office of Hard Copy - not a report, certified Vital Statistics Civil Monthly 10 th copies of court orders DOH Office of Hard Copy form furnished by Vital Statistics Monthly 5 th 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) I. JUVENILE FS 61.1826(4)(f) & DOR Contract DOR & FCCC N/A Monthly 20 th Electronically via email Final Clerks_Court_Related_Other_Mandatory_Reports_093014 Page 8

Clerks Court-Related and Other Mandatory Reports as of 09/30/14 CATEGORY, REPORT NAME OR PROVIDED DATA AUTHORITY/ REFERENCES 1. Juvenile Delinquency Report to Superintendent of Schools FS 1006.08(2) 2. Juvenile OBTS (Included in OBTS/LOGAN monthly submission) FS 943.052(2) RECIPIENT CLERK INTERNAL COLLECTION METHOD FREQ. Superintendent of School N/A Varies OSCA, FDLE & DOC 3. Drug Alcohol Conviction Report FS 322.056 DHSMV Court Attendance Monthly DUE DATE Within 48 hours Began 7/2008 Court Attendance Monthly Not specified TRANSMISSION MEDIUM/ COMMENTS Statute requires court to provide; local liaison gets via judicial website. Electronically FDLE/LOGAN submission 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 2. Probate New Estate Listing (Monthly Preliminary Report) FS 198.30 DOR & AHCA Civil-Criminal Admin Monthly Not specified Hard Copy Civil-Criminal Hard Copy - have judge sign. Statute Admin Monthly 10 th 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 15 th Hard Copy to court 2. Parental Notice of Abortion Report In Re: Reporting of Proceedings for OSCA Civil Monthly 15th Hard Copy to court Final Clerks_Court_Related_Other_Mandatory_Reports_093014 Page 9

Clerks Court-Related and Other Mandatory Reports as of 09/30/14 CATEGORY, REPORT NAME OR PROVIDED DATA 3. Quarterly Pending Caseload Report 4. Uniform Case Reporting (SRS, including sealed cases) 5. Complex Case Report AUTHORITY/ REFERENCES judicial waiver of parental notice FS 390.01114(6) SRS Manual, Rule of Judicial Adm. 2.245(b)?Rule 2.245? RECIPIENT OSCA CLERK INTERNAL COLLECTION METHOD FREQ. DUE DATE TRANSMISSION MEDIUM/ COMMENTS OSCA; See: Rule 2.250 Quarterly 15 th Email with attachment to OSCA FS 25.075, Rule of Judicial Adm. 2.245 OSCA Civil Monthly 15ht Email with attachment to OSCA 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 Final Clerks_Court_Related_Other_Mandatory_Reports_093014 Page 10

Clerks Court-Related and Other Mandatory Reports as of 09/30/14 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. Final Clerks_Court_Related_Other_Mandatory_Reports_093014 Page 11