Operation Green Light Checklist

Item / Assigned To / Due Date / Status/Resolution
Prior to Event
Create teams for project
Determine date & time
Location(s) of event
Notify Collection Company
Secure Bldg Opening if not normal working hours
Secure Court Security presence for date or other plan of action if no security present
Notify Police/SO Dept so they know bldg is open
Identify securing $ and deposit to bank for event l
Identify Clerk personnel to staff event (Cashiers, Traffic Personnel, IT)
Clerk or designee to be on site at the event to handle media interviews.
Identify roles for Clerk employees (cash, credit, phone, balancers, assistance)
IT –review scheduled maintenance/ backups , planned outages/system upgrades
Is WIFI needed, is it on for the event?
Credit card company (MyFLorida) available if needed?
It-arecomputers/printers setup for overflow area?
Reporting- can you extract the information required for the reporting? Manually or automate counts?
Phone Pymts? Change phone message
If creating satisfactions/OR set up cashiers process both?
Notify Tax Collector Office –Would they like to open/participate?
Notify Accounting
Advertising and Promotion –begin 2 weeks prior to event (see Palm Beach website-
Newspaper
TV
Radio
Flyers
Website –Add to news scroll
Social Media?
Signage for day of
Posters to County Bldgs, City Bldgs, Library
Local Bar Newspaper advertisement
Email attorney list serve
Notify PD, SAO, DOC, Probation, RCC, Bondsmen
Notify Judges, Hearing Officers, Magistrates
Notify City Council Members, County Commissioners
Change phone system message for upcoming event?
Day Before Event
Set up signage for event
Increase Cash drawer or change?
All pymts posted from collection agency in CMS up to date?
Confirm Security Plan with Ct Security, obtain POC for event
Change website to take links to collection agency down and replace with other verbiage?
Rearrange furniture or office to accommodate large crowd
Set up additional workstations for event
Day of Event
Meet employees at entrance for those w/o 24/7
Create Fast track line for single payments?
If someone wants to transact marriage license/passport etc. will you?
Have staff triage lines and answer questions prior to cashier
If phone payments- take phone off night mode
Lunch for employees?
Take video/pictures and testimonials
Balance all Cashier’s at end of day
After Event
IT – interface/reporting includes Saturday transactions?
Send list of recalled cases to collections
If not already completed, prepare satisfactions and record for those $ collected.
Compile statistics for media/follow-up press release
On reporting- track collections call center versus counter cashiers