CIRCUIT COURT CLERKS’ DUTIES LIST 2011 EDITION SUPREME COURT OF VIRGINIA OFFICE OF THE EXECUTIVE SECRETARY _____________________________________________________________________________________________ CIRCUIT COURT CLERKS’ DUTIES LIST i TABLE OF CONTENTS SECTION I. CLERK’S OFFICE ……………………………………………………………………………… 1 A. FEES, COLLECTIONS AND COMPENSATION – GENERALLY ................................................................. 1 B. FINANCIAL REPORTS ..................................................................................................................................... 1 C. HANDLING FUNDS ......................................................................................................................................... 1 D. COMPENSATION - SALARY SYSTEM .......................................................................................................... 2 E. COMPENSATION - FEE SYSTEM ................................................................................................................... 3 F. EXCESS FUNDS ................................................................................................................................................ 4 G. EQUIPMENT AND SUPPLIES ......................................................................................................................... 4 H. EMPLOYMENT MATTERS ............................................................................................................................. 4 I. LEGAL ASSISTANCE ...................................................................................................................................... 5 J. FINANCIAL REPORTS (FROM CLERK) ............................................................................................................. 5 K. MISCELLANEOUS ........................................................................................................................................... 6 SECTION II. COURT RECORDS ……………………………………………………………………………... 6 A. PUBLIC RECORDS ........................................................................................................................................... 6 B. SPECIFIC RECORDS ........................................................................................................................................ 7 C. GENERAL RECORDING PROVISIONS .......................................................................................................... 7 D. MICROPHOTOGRAPHIC OR ELECTRONIC PROCESS ............................................................................. 10 E. ILLEGIBLE RECORDS ................................................................................................................................... 10 F. INDICES ........................................................................................................................................................... 11 G. CASE PAPERS ................................................................................................................................................. 11 H. CIVIL DOCKETS ............................................................................................................................................. 13 I. ORDER BOOKS............................................................................................................................................... 13 J. JUDGMENTS ................................................................................................................................................... 14 K. ADOPTION ...................................................................................................................................................... 15 L. ANNEXATION ................................................................................................................................................ 16 M. CONDEMNATION (EMINENT DOMAIN) ................................................................................................... 16 N. MOTOR VEHICLES ........................................................................................................................................ 17 O. ABSTRACTS OF RECORDS .......................................................................................................................... 18 P. FINANCIAL RESPONSIBILITY BONDS ...................................................................................................... 18 Q. HABITUAL OFFENDER ................................................................................................................................. 18 R. HEALING ARTS (MEDICAL, ETC.) PRACTITIONERS; ORAL AND MAXILLOFACIAL SURGEONS . 19 S. OPTOMETRISTS ............................................................................................................................................. 19 T. VETERINARIANS .......................................................................................................................................... 19 U. AGRICULTURE .............................................................................................................................................. 19 SECTION III. COSTS, FEES AND RECORDING TAXES …………………………………………………. 20 A. GENERAL ........................................................................................................................................................ 20 B. REAL ESTATE RECORDING FEES .............................................................................................................. 21 C. REAL ESTATE RECORDING TAXES AND FEES ....................................................................................... 21 D. COURT CASES ................................................................................................................................................ 23 1. General......................................................................................................................................................... 23 2. Special Case Types ...................................................................................................................................... 25 3. Witnesses ..................................................................................................................................................... 26 4. Criminal Cases ............................................................................................................................................. 26 SECTION IV. TAXES ………………………………………………………………………………………….. 29 A. GENERAL PROVISIONS ................................................................................................................................ 29 B. STATE TAX COLLECTIONS ......................................................................................................................... 29 C. DEATH TAXES ............................................................................................................................................... 30 D. LOCAL TAXES ............................................................................................................................................... 30 E. REAL ESTATE TAXES ................................................................................................................................... 31 1. Reassessment of Real Estate Taxes ............................................................................................................. 31 Supreme Court of Virginia Office of the Executive Secretary 2011 Edition _____________________________________________________________________________________________ CIRCUIT COURT CLERKS’ DUTIES LIST ii 2. Changes In Real Estate Taxes ...................................................................................................................... 31 3. Real Estate Tax Records .............................................................................................................................. 31 4. Delinquent Real Estate Taxes ...................................................................................................................... 31 5. Real Estate Recording Taxes ....................................................................................................................... 32 F. COURT CASES ................................................................................................................................................ 32 SECTION V. GENERAL CASE PROCEDURES …………………………………………………………… 32 A. GENERAL PROVISIONS ................................................................................................................................ 32 B. CASE INITIATION .......................................................................................................................................... 32 1. Generally ..................................................................................................................................................... 32 2. Civil Action ................................................................................................................................................. 32 C. VENUE ............................................................................................................................................................. 32 D. SERVICE OF PROCESS .................................................................................................................................. 33 1. General........................................................................................................................................................