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Municipal Court Administration & Case Management Checklist

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Guides a municipal court clerk or administrator through docket integrity, indigency-based fine and fee practices, bench warrant controls, and records handling consistent with due process and state court rules.

State Court RulesCOSCA/NCSC StandardsDue Process (14th Amendment)

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Docket & Case Management

  • Is every case entered into the case-management system with a unique case number and current status? *
  • Are cases scheduled and continued within the time standards adopted by the court? *
  • Is a reliable index maintained so that any case can be located by name, citation, or case number? *
  • Are aged/inactive cases periodically reviewed for disposition or dismissal? *

Fines, Fees & Ability to Pay

  • Does the court conduct an ability-to-pay inquiry before imposing incarceration for nonpayment of fines or fees? *
  • Are alternatives to payment (community service, payment plans, waiver) offered to indigent defendants? *
  • Are fine and fee schedules published and consistent with statutory maximums? *
  • Is any 'pay-to-stay' or license-suspension-for-nonpayment practice reviewed for legality? *

Warrants, Bail & Bond

  • Are bench warrants issued only on a documented legal basis and recalled promptly when satisfied? *
  • Are bail/bond amounts set under the court's schedule with individualized consideration where required? *
  • Is a secure log maintained of all cash bail received, applied, and refunded? *
  • Are failure-to-appear procedures documented and notices sent before warrant issuance? *

Financial Controls & Trust Accounting

  • Are all court collections receipted and reconciled to the case-management system daily? *
  • Is a segregation of duties maintained between receipting, depositing, and reconciliation? *
  • Are state-mandated surcharges and remittances distributed on the required schedule? *
  • Was the last independent audit of court funds completed without material findings? *

Records, Access & Confidentiality

  • Are court records retained and destroyed per the state judicial records retention schedule? *
  • Are confidential and sealed/expunged records restricted from public access? *
  • Are interpreter and ADA accommodation requests logged and provided at no cost to the party? *
  • Describe any open items requiring corrective action: *

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