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Summary
to the Office
Manatee
County Clerk
of the Circuit Court
The
citizens of Manatee County elect the Clerk of the Circuit Court
to a term of four years. R.B. “Chips” Shore has served as Manatee
County’s Clerk since 1976 and oversees a staff of almost 260 in
a variety of functions which include circuit court official, county
auditor, recorder and clerk accountant for the Board of County Commissioners.
The
Clerk of the Circuit Court is a constitutionally elected officer
whose responsibility as Clerk of the Court and Clerk to the Board
of County Commissioners is established in Article V, Section 16
of the Florida Constitution.
As
an officer of a court of justice, the Clerk keeps the court records
and seal, issues process, enters judgments and orders, gives certified
copies from the record and performs other similar duties. The Clerk
of the Circuit Court’s authority as an elected county officer with
responsibility as auditor and custodian and chief financial officer
of all county funds allows him to serve a check and balance function
on behalf of local government. As a clerk of the Board of County
Commissioners, he is responsible for keeping their minutes and accounts
and performing other duties and the board directs.
In
Manatee County, the Clerk’s office also administers a Child Support
Enforcement program, Violence Protection Advocacy program, Teen
Court program. This office also issues marriage licenses, performs
marriage ceremonies and processes passport applications.
The
Clerk of the Circuit Court is the official recorder of instruments,
including a) real or personal property transactions; b) notices
of lis pendens; c) judgments entered by a Florida court or any United
States court which jurisdiction in this state; d) military discharges;
e) tax liens and releases thereof; f) other instruments required
or authorized by law to be recorded.
This
summary should serve as an overview of the specific functions managed
by the Clerk and is to be used as an informational piece for the
general public as well as a teaching tool for new employees.
Policies
and procedures for the overall management of the Clerk’s Office
are governed by the Administration. Daily functions under the direct
supervision of the Administration follow:
I.
Assumes
responsibility for all decision-making policies
II.
Receives
and signs for all Manatee County revenue and general obligation
bonds and coupons
III.
Accounts
for cremation agreements for outstanding bond issues
IV.
V.
VI.
The
Human Resources department consists of a Director and an Assistant
who are responsible for maintaining approximately 280 employment
records.
I.
Processes
Applications - Applications can now be downloaded off the Clerk's
Website.
II.
Performs
pre-employment screening
III.
Performs
new employee orientation
IV.
Coordinates
input for payroll
A.
Timecards
B.
Credit
Union
C.
Insurance
D.
Direct
payroll savings/checking deposit
E.
United
Way appeal
F.
Retirement
G.
Deferred
compensation
H.
Vacation,
sick leave and overtime requests
I.
Maintains
pay plan
V.
Conducts
tours of the Courthouse for citizens, community groups and employees
VI.
Employee
Newsletter
VII.
Employee
recognition programs TOC
The
Board Records Department is charged with the responsibility for
taking and keeping the records of fourteen separate authorities
in the County. Attendance at the meetings is a small portion of
time spent. A majority of time is spent on paperwork and detail
to the record of the meeting. Subjects
discussed in meetings range from phosphate mining in the east County
to beach renourishment on the island, promotional events at the
Convention and Civic Center, land use, shipping tariffs, property
value hearings and exemptions.
I.
Takes
minutes and keeps official records
A.
Board
of County Commissioners
B.
Port
Authority
C.
Value
Adjustment Board and Special Master
D.
Civic
Center Authority
E.
Planning
Commission
F.
Hearing
Officer
G.
Board
of Zoning Appeals
H.
Code
Enforcement Board
I.
Special
Master
J.
Historic
Preservation Board
K.
Construction
Trades Board
L.
Unlicensed
Construction Activities Panel
M.
Enterprise
Zone Development Agency
N.
Nuisance
Abatement Board
O.
Construction
Code Board of Appeals
II.
Files/Records
A.
Ordinances
B.
Resolutions
C.
Contracts,
agreements and leases
D.
Deeds
and easements
E.
Performance/payment
bonds; public officials’ bonds
F.
Value
Adjustment Board Petitions
G.
Determinations,
orders of all boards/authorities
H.
Proclamations
I.
Assessment
Rolls
J.
Plats
and Related Documents
K.
Street
vacations
L.
Zoning
documents
III.
Works
with the boards/authorities, County Administrator and County Attorney
on other activities assigned TOC
Central
Cashiering is the hub of payment collection for the Clerk’s Office.
The Central Cashiering concept was initiated in the Clerk’s Office
in 1978 for the convenience of our customers as well as for stricter
internal control of monies and accounts. Therefore, no other department
actually collects money but instead receives a copy of paid receipts
from Central Cashiering which they then post to customer accounts.
In
1989 the Clerk agreed to extend the Central Cashiering concept to
other county departments, which resulted in the first “branch office”
opening in the County Administration Center. Their payments are
collected for various county departments located in that building,
e.g., Manatee County Utilities, Planning, Permitting & Inspections
and other.
I.
Receives
all monies for services rendered by:
A.
Child
Support Depository
B.
Civil
Departments – circuit, county, probate filing fees
C.
Marriage
license – application and ceremonies D. | ||||||
