JA and JM Divisional Instructions

Judicial Practices and Procedures

Last updated 10/06/2026

Lisa S. Small, Circuit Judge
Amy Tracy, Judicial Assistant

Table of Contents

A. Communications with the Judicial Office

Method of Communication:

All communications to the judicial office must be submitted via e-mail to CAD-DivisionJM@pbcgov.org, and CAD-DivisionJA@pbcgov.org the dedicated division e-mail account. The subject line of any e-mail to the judicial office must contain the case number, case name, and relevant matter (e.g., 2026 DP 001234 JM – Doe v. Doe – 2-Hour Hearing Requested).

Ex parte Communications:

All communications with the judicial office must comply with Canon 3 of the Code of Judicial Conduct, which prohibits a judge from initiating, permitting, or considering ex parte communications and from considering other communications outside the presence of the parties concerning a pending or impending proceeding, unless authorized by law. All parties must be copied on any e-mail directed to the judicial office, unless an ex parte communication is authorized by law.

Unsolicited Communications:

Parties may only contact the judicial office in accordance with these practices and procedures. Unsolicited communications from non-parties will not be considered by the court.

E-Filing Portal Contact Information:

All attorneys and self-represented litigants must make and receive service by e-mail, which is generally through the Florida Courts E-Filing Portal, unless excused. Florida Rules of General Practice and Judicial Administration 2.516.

All attorneys and self-represented litigants must provide an e-mail address to receive signed orders electronically, unless excused. Florida Rules of General Practice and Judicial Administration 2.516. It is the responsibility of attorneys and self-represented litigants to update their contact information using Form 2.603 any time there is a change in the e-mail account registered for electronic service.

Response to Inquiries:

The Judicial Assistant is not authorized to provide legal advice.

The Judicial Assistant strives to substantively respond to all inquiries within one business day. If the Judicial Assistant is unable to substantively respond within one business day, your message will be acknowledged as received with an indication of when to expect a substantive response and alternate contact for immediate assistance.

Other Communication Procedures:

Any e-mail sent to or from the judicial office may be a public record subject to disclosure.

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B. Scheduling Procedures

Court Schedule:

Monday:

In Belle Glade for the Division JA docket
Dependency Docket in the morning
Delinquency Docket in the afternoon

Tuesday:

Trials/Special Set Motions in the morning
Delinquency Docket in the afternoon

Wednesday:

Dependency Docket in the morning
Trials/Special Set Motions in the afternoon

Thursday:

Trials / Special Set Motions

Friday:

Trials / Special Set Motions

Scheduling Hearings:

Please note: Juvenile Division does not have a Uniform Motion Calendar.

All hearing request must be e-mailed to the Judicial Assistant at CAD-DivisonJM@pbcgov.org or CAD-DivisionJA@pbcgov.org.

Your email should include the following:

• Case Number
• Case Style
• Motion title (docket entry if available)
• Amount of time requesting for hearing

Please note all parties on the case must be copied in the e-mail request.

Notice of Hearing:

• A notice of hearing must be filed and served immediately after reserving hearing time.
• A notice of hearing involving any remote appearance must list the judge's insert remote platform credentials.
• All notices of hearing must contain the Americans with Disabilities Act (ADA) notification required by Florida Rule of General Practice and Judicial Administration 2.540.
• A copy of the Notice of Hearing should be provided to the judicial assistant by email at CAD-DivisonJM@pbcgov.org or CAD-DivisionJA@pbcgov.org.

Submission Deadlines:

The court must receive all materials for the hearing no later than 3 days business days before the hearing.

Order of Proceedings:

Matters are generally heard in the order in which they appear on the docket. Matters involving in-custody defendants will generally heard before other matters.

Continuance Procedure:

Motions for continuance must be submitted at least five (5) days prior to the scheduled court date for which the continuance is sought, barring exigent circumstances. Except for good cause shown, the motion must be signed by the party requesting the continuance, as required by Florida Rule of General Practice and Judicial Administration 2.545(e).

Cancelling Hearings:

You must cancel hearings by notifying the judicial assistant immediately. You must also immediately file with the Clerk and serve a notice of cancellation on opposing counsel and any self-represented litigant.

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C. Remote Appearance

Remote Appearance Procedure:

The court maintains a hybrid virtual courtroom, allowing parties to appear either in person or remotely, as provided by Florida Rule of General Practice and Judicial Administration 2.530. Requests to use communication technology for an appearance must be made by motion.

Delinquency Hearings:

The Court is permitting the following to appear remotely:

• Youth may appear from school, with prior arrangements being made with School Liaison;
• Youth or Parent may appear from treatment program;
• Parent(s) may appear from jail / correction facility;

The Court is permitting the following individuals to appear remotely:

• DJJ Court liaisons;
• Juvenile Probation Officer;
• Treatment Programs;
• Educational Representatives (Court Education Liaisons, Truancy Staff);
• Out of State Parents / Youth;
• Incarcerated Youth / Parent.

Dependency Hearings:

The Court is permitting the following individuals to appear remotely:

• Case Manager;
• CPI;
• Incarcerated Parents:
• Out of State Parents;
• Out of County Parents;
• Treatment Programs;
• Volunteer Guardian Ad Litem;
• Educational Representatives (Court Education Liaisons, Truancy Staff).

Platform Used:

The court uses ZOOM for remote appearances.

Platform Meeting ID#:

The static zoom link for Division JM is as follows:

Zoom Meeting: Zoom Link
Meeting ID: 881 2817 9719

Dial by your location:

US Toll-free (877) 853-5257
US Toll-free (888) 475-4499

OR

The static zoom link for Division JA is as follows:

Zoom Meeting: Zoom Link
Meeting ID:814 2084 1086

Dial by your location:

US Toll-free (877) 853-5257
US Toll-free (888) 475-4499

Requirements:

The Court may also grant remote appearance for other extreme circumstances with permission from the Court and with as much notice as possible. The request must be made via email to the division email after agreement with the other parties. If there is not an agreement for zoom appearance then a written Motion to Appear Remotely shall be filed, no less than three (3) days prior to the hearing with a courtesy copy of the Motion being provided to the Judicial Assistant via email, as well as all parties, to CAD-DivisionJM@pbcgov.org. Parties must confer and advise the Court in the Motion if any party object to the motion. The Court will issue a ruling based upon the motion. It is the responsibility of the moving party to submit a proposed order via the Court's Online Services with the Court zoom information included in the proposed order.

• Any person appearing remotely must be in a private location that is quiet and free from distractions. Under no circumstances will a participant be permitted to appear remotely from a moving vehicle.
• Any person appearing remotely must dress and behave professionally in the same manner as if physically present in the courtroom.
• Any person appearing remotely must enable the person's camera when joining the proceeding and keep the camera turned on until instructed otherwise by the court.
• Any person appearing remotely must mute the person's microphone when joining the proceeding and keep the microphone turned off until instructed otherwise by the court.

Technology Needs:

All participants in a remote hearing must have both audio and video ability for the full duration of the hearing.

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D. Submission of Orders and Judgments

Format:

Proposed orders must be submitted through the circuits OLS System for review and processing.

All competing orders must be email to the Judicial Assistant at CAD-DivisionJO@pbcgov.org, in Word format, with a copy being provided to all parties and any self-represented litigant.

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E. Emergency and Other Urgent Matters

Requirements:

Please refer to Administrative Order 3.206.

If a party believes there is a factual basis for setting an emergency hearing, a detailed motion setting forth the following must be filed: (1) the issues to be resolved, (2) reasons why an emergency hearing is necessary, and (3) the amount of time needed for each party's presentation.

A copy of the Emergency motion must emailed to the judicial assistant at CAD-DivisionJO@pbcgov.org.

Scheduling:

If the court determines that an emergency exists, a hearing will be scheduled unilaterally by the Court. All parties shall make themselves available for the emergency hearing, barring exigent circumstances.

Other Procedures Relating to Emergency and Other Urgent Matters:

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F. Exhibits for Evidentiary Proceedings

Submission Method:

Please view the videos on using the Evidence Portal on our CourtHelp4U YouTube channel.

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G. Other Division Procedures

ADA Accommodations:

If you need an ADA accommodation, please contact William Hutchings, Jr., Americans with Disabilities Act Coordinator, at ADA@pbcgov.org or telephone number (561) 355-4380.

Information on ADA accommodations can be found on the Circuit's Americans with Disabilities Act page.

Interpreter Requests:

Information on interpreters' services can be found on the Circuit's Interpreter page.

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