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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
Website: https:\\www.justiceadmin.org
(850) 488-2415