Judicial Practices and Procedures
Last updated 11/05/2026
Howard Coates, Jr. Circuit Judge
Stefanie Lee, Judicial Assistant
205 N. Dixie Highway, Room 10.2204
Courtroom 10G
West Palm Beach, FL 33401
Table of Contents
Communications with the Judicial Office
Method of Communication:
Division or Judicial E-mails
All communications to the judicial office must be submitted by e-mail to CAD-DivisionV@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-CF-001234-AMB – State v. Smith – 2-Hour Hearing Requested).
Telephone
Self-represented litigants and attorneys excused from e-mail service may communicate with the judicial office by telephone call to (561) 355-3730. The judicial office does not accept text messages. Defendants who are represented by an attorney must communicate with the Court through their attorney.
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.
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:
Neither the Judge nor the Judicial Assistant can give legal advice regarding how to proceed with the case. For assistance, you can contact the Self-Service Center at (561) 355-7048 located in Room 1.2500 on the first floor of the Main West Palm Beach Courthouse or visit the one of the Self-Service Centers located in the Clerk’s Office in all branch courthouse locations. Additionally, the Palm Beach County Bar Association has a lawyer referral and information service at (561) 687-3266.
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.
When the judicial assistant is out of the office, your message will be acknowledged as received with an indication of when to expect a substantive response and an 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.
Scheduling Procedures
Court Schedule:
Dockets for arraignments, case dispositions, status checks, plea conferences, and short motions (at the discretion of the Judge) will be heard Monday through Thursday at 8:30 A.M. Trials begin at 10:00 A.M. each day. Fridays are reserved for lengthy motions, pretrial hearings, and large panel jury selections.
Scheduling Hearings:
All hearings must be requested through the Judicial Assistant. Please contact opposing counsel prior to requesting a hearing to see if the matter can be agreed upon. If the parties still require a hearing, submit the request for hearing by e-mail to CAD-DivisionV@pbcgov.org. The e-mail must indicate (1) the type of hearing requested (with copy of motion attached), and (2) the amount of time needed for the hearing. (All motions must be filed with the Clerk of Court PRIOR to the request for a hearing date.) The Judicial Assistant will e-mail the parties with available dates and times. Once a date is agreed upon, the moving party shall file a Notice of Hearing with the Clerk, with a copy being e-mailed to the Judicial Assistant to confirm the date selected.
No hearing shall be set unilaterally without coordinating with the Judicial Assistant.
Notice of Hearing:
- A notice of hearing must be filed and served immediately after reserving hearing time, with a copy being e-mailed to the Judicial Assistant at CAD-DivisionV@pbcgov.org.
- A notice of hearing involving any remote appearance must list the Division V Zoom link.
- 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.
Submission Deadlines:
The court must receive all materials for a special set hearing no later than two (2) business days before the hearing.
Order of Proceedings:
- Matters involving parties represented by counsel will generally be heard before other matters.
- Matters involving in-custody defendants will generally be heard before other matters.
- Matters involving in-person parties will generally be heard before parties on Zoom.
Continuance Procedure:
Motions for continuance must state with specificity:
- the basis of the need for the continuance, including when the basis became known to the movant;
- whether the motion is opposed;
- the action and specific dates for the action that will enable the movant to be ready, including, but not limited to, confirming the specific date any required participants are available; and
- the proposed date by which the case will be ready to proceed and whether that date is agreed by all parties.
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). No request for continuance will be entertained without an accompanying motion to continue. All motions shall indicate whether opposing counsel and party are in agreement. Motions for continuance are disfavored and will be granted only upon good cause shown. Successive continuances are highly disfavored. Lack of due diligence is not grounds for granting a continuance.
Continuances for 2-hr Call / Trial Docket Matters:
Motions for Continuance for matters on the trial docket must be e-filed and scheduled for hearing prior to the Judicial Assistant e-mailing the E-Calendar Call form to the parties. Agreed Orders for Continuance of Trial are NOT accepted. In the event there are special circumstances that require a continuance after the form has been e-mailed, please e-file the Motion and send a copy to the CAD e-mail for the Court’s review. Once the Court reviews the motion, the parties will be notified if the matter can be set for hearing. Please refer to the Division’s trial docket on the Judge’s webpage for trial calendar dates.
Continuances for Final Violation of Probation (VOP) Hearings:
To continue a Final VOP hearing, a Motion for Continuance shall be e-filed and a hearing is required. Once the motion is e-filed, please send a copy of the Motion to the CAD e-mail and contact the Judicial Assistant for a hearing date.
Cancelling Hearings:
Requests to cancel or reschedule hearings may be made by Agreed Order only. Please request alternative dates by e-mailing the Judicial Assistant at the CAD e-mail before submitting your Agreed Order. Agreed Orders should state the date being cancelled and the date of the reset hearing. Agreed Orders should be uploaded to the Court’s Online Scheduling Service (OLS) after the reset date has been agreed upon.
Other Scheduling Procedures:
Defendants who are not in custody shall be physically present in the courtroom (not via Zoom) for the following matters: plea conferences, arraignments, calendar calls, motion hearings, and trials, as well as other matters in which the Judge has specifically ordered the Defendant to be physically present in court.
For other matters such as case dispositions or status checks, the Defendant may appear in person or via Zoom. The Zoom link can be found on this Court’s Divisional News page.
Counsel may refer to the Court’s Standing Order Regarding Transport of Inmates for guidance on transporting in-custody Defendants to hearings.
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 for any evidentiary hearing or witness for trial must be made by motion. Both counsel and Defendant are required to appear IN PERSON for all hearings other than case dispositions and status checks absent prior approval of the Court.
Platform Used:
The court uses Zoom for remote appearances.
Platform Meeting ID#:
Zoom Link: Go to meeting
Meeting ID: 876 5881 1405Dial by your location:
US Toll-free (877) 853-5257
US Toll-free (888) 475-4499Before joining a Zoom meeting on a computer or mobile device, you can download the Zoom app from the Zoom download center. Otherwise, you will be prompted to download and install Zoom when you click a join link.
If you are unable to download the app, you may select the option to “start from your browser.”
Requirements:
Only Case Dispositions and Status Checks may take place on Zoom.
Everyone shall label themselves with FIRST and LAST NAME only (for example, Michael Smith or Mary Jones).
Please be patient and remain on MUTE until called upon by the Judge. The Court will give priority to those appearing in person to maintain safety protocols in the courtroom.
Any person appearing remotely must be in a private location that is quiet and free from distractions. Please refrain from driving, walking around, smoking, or laying in bed while on Zoom.
Any person appearing remotely must dress and behave professionally in the same manner as if physically present in the courtroom. A shirt and tie are required for all attorneys.
Your video must be active when addressing the Court. In order to fully participate in your court hearing via Zoom, please ensure your device has both audio and video capabilities prior to your court date.
Any violations will result in your removal from the Zoom call.
If a witness appears remotely, the party calling the witness must ensure the witness has a functioning camera and microphone and has tested the internet connection before the hearing. The oath will be administered in accordance with Florida Rule of General Practice and Judicial Administration 2.530.
Technology Needs:
All participants in a remote hearing must have a camera, microphone and speaker to allow them to be seen and heard during a video conference. A smart phone or laptop usually is manufactured with all three installed. A PC with an external camera and headset will also work. If using a smartphone or table, you must download the Zoom app.
Submission of Orders and Judgments
Format andSubmission Method:
All proposed orders must be submitted in Word format through the Court’s Online Services (OLS) and must be provided to opposing counsel and any self-represented litigant.
All proposed orders must be accompanied by a document either (1) confirming the agreement of all parties, or (2) containing a statement identifying any disagreement of the parties as to the proposed order.
Agreed Orders must include the title of the motion (i.e. Agreed Order on (Title of Motion).”
The names, e-mail addresses, and mailing addresses of all persons receiving copies must appear in the “Copies furnished to:” portion at the end of the order.
Other Procedures Relating to Submission of Orders and Judgments:
If the Court directs an attorney to prepare and submit an Order after a hearing, the Order must state the date the hearing was held. All parties must have received and reviewed the Order before it is submitted through Online Services (OLS). If parties are not in agreement with the form of the Order, that must be noted in the cover letter to the Judge.
Courtesy Copies of Case Law and Other Documents
Courtesy copies of Motions and any relevant case law must be submitted to the court by e-mail to CAD-DivisionV@pbcgov.org at least 48 hours prior to any hearing or trial.
Emergency and Other Urgent Matters
Requirements andScheduling:
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 courtesy copy of the Emergency Motion shall be e-mailed to the Court at CAD-DivisionV@pbcgov.org.
If the Court determines that an emergency exists, a hearing will be scheduled by the Court. All parties shall make themselves available for the emergency hearing, barring exigent circumstances.
The term “emergency” encompasses the foregoing: ex parte applications and other matters of extreme urgency, (i.e., matters of life and death or instances of irreparable harm.)
Demands for Speedy Trial and/or Notices of Expiration of Time for Speedy Trial:
The Court shall be provided a courtesy copy of all FILED demands for speedy trial or notices of expiration of time for speedy trial.
Exhibits for Evidentiary Proceedings
Submission Method:
Original exhibits should be brought to Court for any hearing and/or trial.
Format:
Exhibits must be labeled in the following format: (e.g., “Petitioner/Plaintiff 1” or “Respondent/Defendant A”).
All attorneys and self-represented litigants must bring sufficient copies of each exhibit for the clerk, the Court, and each party to review during the hearing or trial.
Pretrial Procedures and Conferences
Any pretrial substantive motions of more than 10 minutes per side or that may require audio or video redactions of evidence should be brought to the attention of the Court to be heard at least 10 days prior to trial.
Brief Motions in Limine may be heard at the start of trial.
Setting Case for Trial
Procedure:
Cases are set by the Judge on a 2-hour call trial docket in open court.
Division V utilizes an E-Calendar Call form that is sent to attorneys approximately twenty (20) days prior to the start of the trial docket. E-Calendar Call forms are due back to the Judicial Assistant within five (5) days following receipt of the form. The order of the trial docket is then posted on the Division V webpage under the “Trial Docket” link approximately ten (10) days prior to the start of the docket.
Forms
Intentionally left blank.
Other Division Procedures
ADA Accommodations:
If you need an ADA accommodation, please contact the ADA Coordinator at least seven (7) working days prior to your hearing by phone at (561) 355-4380. If you are hearing or voice impaired, call (800) 955-8771. You can also fax (561) 656-7662 or e-mail ADA@pbcgov.org.
Information on ADA accommodations can be found on the circuit’s Americans with Disabilities Act page.
Interpreter Requests:
If an interpreter is needed for a hearing or trial, please contact the Court Interpreter’s Office at (561) 355-2434. Information on interpreters’ services can be found on the circuit’s Court Interpreters page.
Other Division Procedures:
All Motions to Declare Defendant Indigent for Costs with Private Counsel shall comply with A.O. 2.603 (PDF).