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Circuit Court Clerk

Circuit Court Clerk
2 Millenium Plaza, Suite 115
Clarksville, TN 37040
(  Map  |  Directions  )
Phone: (931) 648-5700
Fax: (931) 648-5729
E-mail Us

Hours: M-F, 8 a.m.-4:15 p.m.

Strategic Plan

Mission Statement

To serve the citizens of Montgomery County and the participants in our judicial system by providing accessible, efficient, and effective court services.

Purpose Statement

The Circuit Court Clerk is an elected official who ensures the efficient operations of our courts by maintaining dockets and records, handling administrative matters and serving as goodwill ambassadors to the public. Circuit Court Clerks also serve as the Clerk of General Sessions and Juvenile Courts and as the Chairman of the Board of Jury Commissioners. The Circuit Court Clerk’s Office is comprised of five primary divisions: Administration, Civil, Criminal, Traffic and Records/Archives. The office of the Circuit Court Clerk coordinates and manages the general legal business, public communications, and financial operations of the courts in Montgomery County. The business services and responsibilities are defined by state statute, court rules and county policies, and include:

  • Administrative management
  • Technology planning and deployment
  • Court case management
  • Records management and preservation of exhibits
  • Financial management (statutory fiduciary for Circuit, General Sessions and Juvenile Court)
  • Juror Administration
  • Staff development - training and implementation of new laws and court procedures
  • Statutory dissemination of information and data reporting to various agencies
  • Courtroom support for judges and judicial equivalents

Issue Statements

  • Reduction of filings per staff ratios. We must reduce our filings per staff ratio to one more manageable and more in line with the other local Clerk’s offices. In 1999, Montgomery County contracted with Justice Planning Associates to evaluate the needs of the court system. They evaluated staffing needs and reported the following ratios for our court system:

    New Case Filing per Staff Ratio
    Circuit Court Clerk 1806 / 1
    Clerk and Masters Office, Chancery Court 245 / 1
    Juvenile Court Clerk 434 / 1

    This report documented how inequitable our workload is in comparison to the Juvenile Court Division and the Clerk and Masters Office. All requests in subsequent budget years to hire additional personnel based on this report have been denied.

  • Supporting unfunded mandates and justice system partner support. Fiscal year 2007/08 resulted in an influx of new statutory data reporting requirements and new fees for our office to assess and collect. New positions were also appropriated for several new law enforcement officers in the community (up to 15) and two Court Referees (or judicial equivalents). The new positions have resulted in additional demands placed upon our office for supporting them. Clerks are required to attend any extra sessions of court made possible by hiring the referees. Clerks are also required to process and manage every citation and/ or warrant issued by law enforcement officers. A backlog of cases and timeliness of case processing has occurred as a result of us not being provided with support staff for these new positions. Our divisions are short of staff on a regular basis due to our increased court activity.

  • Moving more domestic relations cases to Circuit Court from Chancery Court. As of October 8, 2007, three-fourths of all domestic relations cases are now filed in Circuit Court pursuant to an amendment of the local rules of court. This will shift these cases out of Chancery Court and into Circuit Court. It will result in a 75 percent increase in numbers of domestic relations-type cases being filed in the Circuit Civil Division Office and will require additional staff to process said cases. Without additional resources to address our demanding and increasing workload, Montgomery County citizens will experience:

    • Diminished quality and efficiency of Court services
    • Increase in the number of stress related turnovers of staff
    • Greater risk of due process rights violations; and
    • Significant delays in using Court services
  • Technology – Hardware Replacement Cycles. In fiscal year 2009/10, one-third of our computer hardware will be due for replacement. We program replacing any computer hardware more than five years old.

Goal Statements

  • Address inadequate staffing levels
  • We must address the issues concerning our inadequate staffing levels. It is our goal to hire nine deputy clerks, over a period of three fiscal years, with the first three to be hired in fiscal year 2010/11. This will bring our staffing in line with the recommendations of Justice Planning Associates.

  • Technology – Hardware Replacement
  • We must replace one-third of our computer hardware in fiscal year 2009/10. Cost is estimated to be approximately $20,000, and is to be funded by clerk data entry fee collections.

Organizational Structure

  • Criminal Program
  • Traffic Program
  • Civil Program
  • Juror Administration

Criminal Program

Purpose Statement

The purpose of the Criminal Program is to provide case management services to judicial participants so they can receive swift and efficient case resolution.

Performance Measures

Results

  • Ratio: New case filings per staff FTEs (Goal: 1)

Outputs

  • Funds receipted (Goal: 1)
  • Number of cases disposed (Goal: 1)

Demands

  • Number of cases filed (Goal: 1)
  • Number of event (case activity) transactions (Goal: 1)

Efficiency

  • Clerk fees (revenue) collected (Goal: 1)

Traffic Program

Purpose Statement

The purpose of the Traffic Program is to provide citation management services to judicial participants so they can receive swift and efficient case resolution.

Performance Measures

Results

  • Ratio: New case filings per staff FTEs (Goal: 1)

Outputs

  • Funds Receipted (Goal: 1)
  • Number of cases disposed (Goal: 1)

Demands

  • Number of cases filed (Goal: 1)
  • Number of event (case activity) transactions (Goal: 1)

Efficiency

  • Clerk fees (revenue) collected (Goal: 1)

Civil Program

Purpose Statement

The purpose of the Civil Program is to provide case management services to judicial participants so they can receive swift and efficient case resolution.

Performance Measures

Results

  • Ratio of new case filings per staff FTEs (Goal: 1)

Outputs

  • Funds receipted (Goal: 1)
  • Number of cases disposed (Goal: 1)

Demands

  • Number of cases filed (Goal: 1)
  • Number of event (case activity) transactions (Goal: 1)

Efficiency

  • Clerk fees (revenue) collected (Goal: 1)

Juror Administration Program

Purpose Statement

The purpose of the Juror Administration Program is to provide juror information and assistance services to judicial participants so they can have a qualified jury pool of prospective jurors.

Performance Measures

Results

  • Percent of jury lists delivered with needed information at least one week prior to jury selection (Goal: 2)
  • Percent of pre-qualification surveys completed on line (Goal: 2)

Outputs

  • Number of jury information lists delivered (Goal: 2)
  • Number of pre-qualification surveys completed (Goal: 2)
  • Number of jurors retained in jury pools (Goal: 2)
  • Number of jurors pre-qualified (Goal: 2)

Demands

  • Number of jury information lists required (Goal: 2)
  • Number of pre-qualification surveys sent (Goal: 2)
  • Number of jurors summoned (Goal: 2)

Efficiency

  • Expenditure per juror retained in jury pool (Goal: 2)