Justice Administrative CommissionOverview

Alton L. “Rip” Colvin, Jr.

Executive Director

JAC Overview – Objectives

Provide an overview of JAC and its mission

Describe the history of JAC

Define JAC’s role in Justice Administration

Discuss Clerk and JAC Collaborative Issues

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JAC is . . . .

authorized by s. 43.16, F.S., to maintain:

a central state office for administrative services and assistance when possible to and on behalf of the state attorneys and public defenders of Florida, the capital collateral regional counsel of Florida, the criminal conflict and civil regional counsel, and the Guardian Ad Litem Program.

serves as a liaison between the agencies served and the Governor’s Office, Department of Financial Services, Department of Management Services, etc.

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The Commission

The “Justice Administrative Commission” is led by two State Attorneys, appointed by the Florida Prosecuting Attorneys Association, and two Public Defenders, appointed by the Florida Public Defender Association.

Honorable Brad King, Chair Honorable Diamond Litty

State Attorney, 5th Circuit Public Defender, 19th Circuit

Honorable Brian Haas Honorable Kathleen Smith

State Attorney, 10th Circuit Public Defender, 20th Circuit

The Commission meets regularly with the Executive Director along with other JAC staff to provide guidance and direction on a myriad of issues.

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Justice Administrative Commission (JAC)

JAC’s Vision: To be a model of exemplary state government and provide unparalleled services.

JAC’s Mission: To support the entities we serve and Florida’s judicial system with fiscal controls, best practices, and exemplary service.

JAC's Core Values: We take great pride in exemplary service, adaptability, honesty, integrity, and diversity, as well as respectful and ethical conduct.

JAC's Core Competencies: Administrative Service, Communication and Collaboration, Prompt-Payment, Fiscal Accountability, and Continuous Improvement and Innovation.

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History The Justice Administrative Commission (JAC) was created in 1965, shortly

after the U.S. Supreme Court’s decision in Gideon vs. Wainwright (1963).

Early on, JAC provided administrative services to the state courts, state attorneys, public defenders, and court reporters.

In 1984, services provided to the state courts were transferred to the Office of the State Courts Administrator (OSCA). That same year, JAC began providing services to the Capital Collateral Representative, which later became the Offices of Capital Collateral Regional Counsel.

In 2003, the Statewide Guardian ad Litem Office was transferred from OSCA to JAC.

In 2004, JAC began contracting and paying private court-appointed counsel and related vendors, consolidating this function from 67 counties to one state agency.

In 2007, JAC began providing administrative services to the newly created Offices of Criminal Conflict and Civil Regional Counsel.

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Justice Administration Base Budget 2016-17 - $896.03 Million

Justice Administrative Commission, $6.25 (0.70%)

JAC Pass-Thru,$101.42 (11.32%)

Guardian ad Litem, $46.90 (5.23%)

State Attorneys, $445.98 (49.77%)

Public Defenders,$224.82 (25.09%)

Public Defender Appellate,

$16.80 (1.88%)

Capital Collateral Regional Counsels,

$10.43 (1.16%)

Regional Counsels, $43.43 (4.85%)

Amounts above reflect millions of dollars.

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Agencies Administratively Served by theJustice Administrative Commission

• 20 Offices of State Attorney• 20 Offices of Public Defender• 5 Offices of Criminal Conflict & Civil Regional Counsel• 3 Offices of Capital Collateral Regional Counsel• Statewide Guardian ad Litem Program

Accounting BudgetFinancial Services

Human Resources

JAC Accomplishments –Fiscal Year 2015–16 Processed 285,217 accounting transactions and

66,366 court-appointed attorney and due process vendor invoices (Total: 351,583)

Percent of invoices processed within prompt payment requirements = 97.31% (Legislative performance standard is 95%) – Best Ever!!

Processed 68,164 payroll and human resources transactions

Performed 11,367 budgetary transactions

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JAC Accomplishments –Fiscal Year 2015–16 – Continued

Fulfilled 465 public records requests

Attended approximately 1,150 hearings related to court-appointed cases

Responded to approximately 13,650 legal motions related to court-appointed cases

Answered approximately 21,000 phone calls

Responded to approximately 12,000 JAC Help Desk inquiries

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JAC accomplishes

all this and more with

85 staff!

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JAC at a Glance

Executive

Court Appointed

Accounting Budget Human Resources

Financial Services

Information Technology

Operations

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Executive

Oversees agency Operations, Strategic Planning, and robust Internal Controls

Serves as Agency Lobbyist before Executive and Legislative Branches

Monitors key legislative developments

Responds to Legislative Bill Analyses Requests

Provides Legal Services to Director and Commission

Serves as Public Records Custodian and Records Management Coordinator

Publishes and distributes mission-related newsletters and surveys

Coordinates juror costs distributions to the Court Clerks and Comptrollers in Florida’s 67 counties.

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JAC Responsibilities for Court Appointed Counsel

Contract with 1,700 Attorneys and 800 Vendors

Audit 66,000+ Billings for Attorney

Fees and Costs

Participate in 1,100+ Hearings

when Objecting to Fees or Costs

Monitor Budgetary Needs for Court

Appointed Counsel Appropriations

Report on Various Aspects of this

Program

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Three-Tiered Indigent CriminalDefense Model

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Court Appointed Counsel

Regional Counsel

Public Defender

Two-Tiered Indigent Civil Representation Model

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Court Appointed Counsel

Regional Counsel

Civil Representation Model Children with Special Needs

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Court Appointed Counsel

Clerk and JAC Collaborative Issues

Gregory J. Cowan

Senior Management Analyst

Budget and Operations

Budget Issue – Juror Cost Initiative– Governing language for SFY 2016-17

• Ch. 2016-66, s. 4, L.O.F. (HB 5001)

• Ch. 2016-62, s. 66, L.O.F. (HB 5003)

– JAC policies and procedures

– Clerk certification letter

Operations Issues– Process Improvement

– Collaboration in Emergencies

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Juror Cost Initiative – Governing Language Ch. 2016-66, s. 4, L.O.F. (HB 5001)

– Includes specific appropriation 772a related to juries

– General revenue funding of $11.7 million included in JAC budget

– Note: The general revenue funding is recurring based on conference offer dated February 28, 2016

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Juror Cost Initiative – Governing Language – Continued Ch. 2016-62, s. 66, L.O.F. (HB 5003)

– JAC shall provide funding to the clerks for

• Compensation to jurors

• Meals or lodging provided to jurors

• Jury-related personnel costs

• Note: Juror-related operational costs added based on request by CCOC and conversations with legislative staff

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Juror Cost Initiative – Governing Language – Continued Ch. 2016-62, s. 66, L.O.F. (HB 5003)

– Each clerk and/or the CCOC shall forward to the JAC quarterly estimates of future needs (advance not reimbursement)

– JAC shall “endorse” the amount deemed necessary for payment to the clerks

– JAC shall submit a request for payment to the chief financial officer

– Clerks are responsible for any costs that exceed the funding provided in the GAA

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Juror Cost Initiative – JAC Policies and Procedures Guidance regarding submission of quarterly

estimates from the clerks/CCOC to the JAC Guidance regarding the consideration of any

unexpended amounts of previously provided distributions

Implementation of the quarterly certification letter Definition regarding JAC requirement to “endorse”

clerk estimates Guidance regarding the quarterly release of the

annual appropriation Documentation of the goal for all clerks to receive

their distributions via direct bank deposit

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Juror Cost Initiative – Clerk Certification Letter

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Process Improvement Efforts

March 14, 2016 and December 5, 2016 letters to Mr. Kent from Mr. Colvin– Duplicative and unnecessary hardcopy and electronic

submissions– Distribution of funds via direct deposit

Positive responses from numerous clerks and clerk staff

Positive response from Mr. Kent and FCCC staff –Including the January 13, 2017 letter from Mr. Kent to Mr. Colvin

Monitoring and continuous process improvement underway

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Collaboration in Emergencies

Consider our common mission essential functions

– First appearances

– Shelter hearings

– Petitions for domestic violence protection

– Others…

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Collaboration in Emergencies –Continued National Center for State Courts key elements

of court emergency management– Address leadership issues

– Dedicate staff

– Build and strengthen collaborative relationships

– Develop redundant communications

– Develop a self-sufficient workforce

– Write the plans

– Test, exercise, and maintain

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Contact Info

rip.colvin@justiceadmin.org

greg.cowan@justiceadmin.org

Website: https:\\www.justiceadmin.org

(850) 488-2415