Fiscal Year 2010MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT
COURT
Special -Purpose Financial Statements
For the Year Ended
September 30, 2010
MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT
Special -Purpose Financial Statements, Required Supplementary Information, Other
Supplementary Information and Independent Auditors' Reports
For the Year Ended September 30, 2010
Contents
Independent Auditors' Report ------------------------------------------- ---------------------
SPECIAL-PURPOSE FINANCIAL STATEMENTS
Special -Purpose Balance Sheet - Governmental Funds--------------------------
Special -Purpose Statement of Revenues, Expenditures and
Changes in Fund Balance - Governmental Funds ______________________________.
Special -Purpose Statement of Fiduciary Assets and
Liabilities - Agency Fund ----------------------------------------------------------------------
Notes to Special -Purpose Financial Statements --------------------------------------
REQUIRED SUPPLEMENTARY INFORMATION
Schedule of Revenues and Expenditures -
Budget to Actual - General Fund__________________________________________________________
Schedule of Revenues and Expenditures —
Budget to Actual — Special Revenue Court Related Fund ---------------
--
Schedule of Revenues and Expenditures —
Budget to Actual — Special Revenue Records Modernization Fund --
SUPPLEMENTARY INFORMATION
Statement of Changes in Assets and Liabilities -
AgencyFund -----------------------------------------------------------------------------------------
SUPPLEMENTARY INDEPENDENT AUDITORS' REPORTS
Independent Auditors' Report on Internal Control over Financial
Reporting and on Compliance and Other Matters Based on an
Audit of Special -Purpose Financial Statements Performed
In Accordance with Government Auditing Standards________________________
Independent Auditors' Management Letter______________________________________________
Page
2-3
4
5
6
7-12
17 - 18
19-20
INDEPENDENT AUDITORS' REPORT
To the Honorable Danny L. Kolhage,
Clerk of the Circuit Court of Monroe County, Florida:
We have audited the accompanying special-purpose financial statements of each major fund and
the aggregate remaining fund information of the Monroe County, Florida Clerk of the Circuit Court
(the "Clerk") as of and for the year ended September 30, 2010, which collectively comprise the
Clerk's special-purpose financial statements as listed in the table of contents. These special-
purpose financial statements are the responsibility of the Clerk's management. Our responsibility is
to express opinions on these special-purpose financial statements based on our audit.
We conducted our audit in accordance with auditing standards generally accepted in the United
+� States of America and the standards applicable to financial audits contained in Government
Auditing Standards issued by the Comptroller General of the United States. Those standards
require that we plan and perform the audit to obtain reasonable assurance about whether the
err special-purpose financial statements are free of material misstatement. An audit includes
examining, on a test basis, evidence supporting the amounts and disclosures in the special-
purpose financial statements. An audit also includes assessing the accounting principles used and
significant estimates made by management, as well as evaluating the overall special-purpose
financial statement presentation. We believe that our audit provides a reasonable basis for our
opinions.
M
As discussed in Note 1, the accompanying special-purpose financial statements were prepared for
the purpose of complying with Section 218.39(2), Florida Statutes, and Chapter 10.550, Rules of
the Auditor General -Local Governmental Entity Audits, and are not intended to be a complete
presentation of the financial position of Monroe County, Florida as of September 30, 2010, and the
results of its operations in conformity with accounting principles generally accepted in the United
States of America.
In our opinion, the special-purpose financial statements referred to above present fairly, in all
material respects, the respective financial position of each major fund and the aggregate remaining
fund information of the Clerk as of September 30, 2010, and the respective changes in financial
position thereof for the year then ended, in conformity with accounting principles generally
accepted in the United States of America.
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' In accordance with Government Auditing Standards, we have also issued our report dated
February 3, 2011 on our consideration of the Clerk's internal control over financial reporting and our
tests of its compliance with certain provisions of laws, regulations, contracts, and grant
' agreements, and other matters. The purpose of that report is to describe the scope of our testing of
internal control over financial reporting and compliance and the results of that testing, and not to
provide an opinion on the internal control over financial reporting or on compliance. That report is
' an integral part of an audit performed in accordance with Government Auditing Standards and
should be considered in assessing the results of our audit.
The budgetary comparison schedules on pages 13-15 are not a required part of the special-
purpose financial statements but are supplementary information required by the Governmental
Accounting Standards Board. We have applied certain limited procedures, which consisted
primarily of inquiries of management regarding the methods of measurement and presentation of
' the required supplementary information. However, we did not audit the information and we express
no opinion on it.
1 Our audit was conducted for the purpose of forming opinions on the special-purpose financial
statements. The accompanying statement of changes in assets and liabilities - agency fund is
presented for purposes of additional analysis and is not a required part of the special-purpose
' financial statements. This statement has been subjected to the auditing procedures applied in the
audit of the special-purpose financial statements and, in our opinion, is fairly stated in all material
respects in relation to the special-purpose financial statements taken as a whole.
' CHERRY, BEKAERT & HOLLAND, L.L.P.
' Orlando, Florida
February 3, 2011
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SPECIAL-PURPOSE FINANCIAL STATEMENTS
11
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MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT
Special -Purpose Balance Sheet
Governmental Funds
September 30, 2010
Major Funds
Court Records
General Related Modernization
ASSETS
Assets
Cash and cash equivalents
$
648,585
Due from Board of County Commissioners
12,586
Due from other governments
38,916
Total assets
$
700,087
LIABILITIES AND FUND BALANCES
Liabilities
Accounts payable and accrued liabilities
$
53,480
Due to Board of County Commissioners
618,033
Deferred revenue
-
Deposits
28,574
Total liabilities
700,087
Fund balances
-
Total liabilities and fund balances
$
700,087
$ 709,062
28,095
$ 737,157
$ 145,048
434,825
157,284
737,157
$ 737,157
$ 952,206
$ 952,206
$ 565
565
951,641
$ 952,206
Totals
$ 2,309,853
12,586
67,011
$ 2,389,450
$ 199,093
1,052,858
157,284
28,574
1,437,809
951,641
$ 2,389,450
The notes to the special-purpose financial statements
are an integral part of this statement. 4
MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT
Special -Purpose Statement of Revenues, Expenditures and Changes in Fund Balance
Governmental Funds
Year Ended September 30, 2010
Revenues
Taxes
Intergovernmental
Charges for services
Fines and forfeitures
Interest income
Miscellaneous
Total revenues
Expenditures
Current
General government
Salaries and benefits
Operating expenditures
Court related
Salaries and benefits
Operating expenditures
Capital outlay
Total expenditures
Excess of revenues over (under) expenditures
Other financing sources and (uses)
Transfer from Board of County Commissioners
Transfer to Board of County Commissioners
Transfer from Florida Department of Revenue
Transfer to Florida Department of Revenue
Total other financing sources and (uses)
Excess of revenues and other financing
(uses) over expenditures
Fund balances, beginning of year
Fund balances, end of year
Major Funds
Court
Records
General
Related
Modernization
Fund
Fund
Fund
Totals
$ 358,715
$ -
$ -
$ 358,715
-
137,329
-
137,329
632,871
-
219,642
852,513
-
-
192,810
192,810
39,247
-
7,537
46,784
4,325
-
-
4,325
1,035,158
137,329
419,989
1,592,476
2,662,824
-
2,662,824
449,721
-
-
449,721
-
3,368,283
-
3,368,283
-
235,747
142,914
378,661
20,139
19,626
14,867
54,632
3,132,684
3,623,656
157,781
6,914,121
(2,097,526)
(3,486,327)
262,208
(5,321,645)
2,715,559
712,908
-
3,428,467
(618,033)
(434,825)
-
(1,052,858)
3,355,406
-
3,355,406
-
(147,162)
-
(147,162)
2,097,526
3,486,327
-
5,583,853
-
-
262,208
262,208
-
-
689,433
689,433
$ -
$ - $
951,641
$ 951,641
The notes to the special-purpose financial statements
are an integral part of this statement.
MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT
Special -Purpose Statement of Fiduciary Assets and Liabilities
Agency Fund
September 30, 2010
Assets
Cash and cash equivalents
Due from others
Total assets
Liabilities
Due to others
Due to Board of County Commissioners
Due to other governmental agencies
Total liabilities
The notes to the special-purpose financial statements
are an integral part of this statement. 6
$ 2,446,132
4,579
$ 2,450,711
$ 1,393,561
115,952
941.198
$ 2,450,711
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' MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT
Notes to Special -Purpose Financial Statements
Year Ended September 30, 2010
' NOTE 1 - SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES
Reporting Entity - The Monroe County, Florida Clerk of the Circuit Court (the "Clerk") is a
separately elected county official established pursuant to the Constitution of the State of Florida.
The Clerk's special-purpose financial statements do not purport to reflect the financial position or
the results of operations of Monroe County, Florida (the "County") taken as a whole.
Entity status for financial reporting purposes is governed by Statements No. 14, as amended by
Statement No. 39, of the Governmental Accounting Standards Board (GASB). Although the Clerk's
Office is operationally autonomous from the County, it does not hold sufficient corporate powers of
its own to be considered a legally separate entity for financial reporting purposes. Therefore, the
Clerk is reported as a part of the primary government of Monroe County, Florida.
Description of Funds - The accounting records are organized for reporting purposes on the basis
' of three governmental funds and a fiduciary fund.
General Fund - The General Fund is a governmental fund used to account for all revenues and
' expenditures applicable to the general operations of the Clerk that are not required legally or by
accounting principles generally accepted in the United States of America to be accounted for in
another fund.
Court Related Fund — A special revenue fund is used to account for proceeds of specific
revenue sources that are legally restricted or committed to expenditures for specified purposes.
The Court Related Fund special revenue fund is used to account for revenues and expenditures
of court functions. Any excess fees over actual expenditures is returned to either the Florida
Department of Revenue or the Monroe County Board of County Commissioners (the "Board"),
depending on where the funds originated.
Records Modernization Fund - The Records Modernization Fund is a special revenue fund used
to account for recording fees restricted for records modernization pursuant to an act of the 1987
Florida Legislature. The proceeds are to be used exclusively for equipment, personnel training,
and technical assistance in modernizing the official records system and to pay for equipment
and start up costs necessitated by a state wide recording system. Pursuant to an act of the
2009 Florida Legislature, this fund also receives 10% of all fines collected by the Clerk to be
used for any court related purpose.
Fiduciary Fund - The Fiduciary fund of the Clerk is an Agency Fund, which is used to account
for assets held by the Clerk as agent.
Measurement Focus, Basis of Accounting, and Financial Statement Presentation - The
Clerk's special-purpose financial statements are prepared for the purpose of complying with
Section 218.39(2), Florida Statutes, and Chapter 10.550, Rules of the Auditor General (the
"Rules"), which require the Clerk to only present fund financial statements. In conformity with the
Rules, the Clerk has not presented the government -wide financial statements, related disclosures
or management's discussion and analysis, which are required to present a complete presentation
of its financial position and changes in financial position.
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MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT
` Notes to Special -Purpose Financial Statements
Year Ended September 30, 2010
NOTE 1 - SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES (continued)
The General Fund and the Special Revenue Funds are governmental funds which use the current
financial resources measurement focus and the modified accrual basis of accounting. Revenues
are recognized when measurable and available. Revenues are considered to be available when
- they are collectible within the current period or soon enough thereafter to pay liabilities of the
current period. For this purpose, the Clerk considers revenues to be available if they are collected
within 60 days of the end of the current fiscal period. Expenditures generally are recorded when a
liability is incurred, as under accrual accounting. However, expenditures related to compensated
absences and claims and judgments are recorded only when payment is due.
The Clerk reports the General Fund, Court Related Fund and the Records Modernization Fund as
major governmental funds and the Agency Fund as a fiduciary fund type. The Agency Fund is
custodial in nature and does not involve measurement of results of operations.
The Clerk's operations are segregated between court related and non -court related activities as
defined by Article V of the Florida Constitution. Any excess of court related revenue over court
related expenditures is reflected as either a liability or a deferred revenue. Any excess of non -court
related revenue over non court -related expenditures is reflected as a liability to the Board.
Pursuant to an act of the 2009 Florida Legislature the Clerk is part of the state appropriation
process. All court -related revenue is recorded as a liability and remitted monthly to the State of
Florida Department of Revenue Clerks of the Court Trust Fund. The Clerk receives a
predetermined share of a statewide. appropriation to all State of Florida Clerks of Court. This
appropriation is accounted for as another financing source in accordance with the State of Florida
Department of Financial Services' Uniform Accounting System Chart of Accounts.
Budgetary Requirements - Expenditures are controlled by appropriations in accordance with the
budget requirements set forth in the Florida Statutes. The budget is prepared on a basis consistent
with accounting principles generally accepted in the United States of America.
The Florida Clerks of Court Operations Corporation ("CCOC") approves the budget for the Clerk's
court -related activities for the twelve-month period beginning July 1 through June 30 pursuant to
Senate Bills 2108 and 1718 enacted in 2009. The Clerk's statutory fiscal year is from October 1
through September 30. The Clerk is not required to submit its non -court -related activities budget for
approval to the CCOC. The non court related budget is the Clerk's General Fund budget. The Clerk
is not required to submit its court related special revenue fund budgets for approval to the Board.
Cash and Cash Equivalents — The Clerk's cash and cash equivalents consist of demand deposits
and highly liquid investments with maturities of 90 days or less when purchased.
Capital Assets - Tangible personal property used by the Clerk's operations are recorded in
governmental fund types as expenditures at the time assets are received and a liability is incurred.
Purchased assets are capitalized at historical cost in the government -wide financial statements of
the County. In addition, the County provides administrative office space and certain other
expenditures used by the Clerk at no charge.
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MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT
Notes to Special -Purpose Financial Statements
Year Ended September 30, 2010
NOTE 1 - SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES (continued)
Compensated Absences - The Clerk permits employees to accumulate earned but unused
vacation and sick pay benefits. The Clerk is not legally required to and does not accumulate
expendable available resources to liquidate this obligation. The obligation for compensated
absences is accrued in the government -wide financial statements of the County. A summary of
activity for the Clerk's compensated absences obligation is as follows:
Balance, October 1, 2009
Additions
Deletions
Balance, September 30, 2010
Deferred Revenue — The Clerk reports
appropriations from the State of Florida
received in advance of the designated period.
$ 759,522
372,079
(419,480)
$ 712,121
as deferred revenue any excess of court -related
over expenditures and court -related appropriations
Use of Estimates - The preparation of special-purpose financial statements requires management
to make use of estimates that affect reported amounts. Actual results could differ from estimates.
NOTE 2 — DEPOSITS AND INVESTMENTS
As of September 30, 2010, the Clerk's cash and cash equivalents are held in demand deposits with
a carrying amount of $4,755,985 and a bank balance of $5,234,851.
The Clerk places its cash and cash equivalents on deposit with financial institutions in the United
States. The Federal Deposit Insurance Corporation (FDIC) covers $250,000 for substantially all
depository accounts. The Clerk from time to time may have amounts on deposit in excess of the
insured limits and the remaining balances are insured 100% by the State of Florida collateral pool,
a multiple financial institution pool with the ability to assess its members for collateral shortfalls if a
member institution fails.
Florida Statutes authorize investments in certificates of deposit, savings accounts, the Local
Government Surplus Funds Trust Fund administered by the Florida State Board of Administration,
money market funds, direct obligations of the U.S. Treasury, and federal agencies and
instrumentalities and Intergovernmental Investment Pools that are authorized pursuant to the
Florida Interlocal Cooperation Act, as provided in Section 163.01, Florida Statutes. The Local
Government Surplus Funds Trust Fund's name was changed in 2009 to Florida PRIME. The
Florida PRIME is rated by Standard and Poors. The current rating is AAAm.
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MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT
Notes to Special -Purpose Financial Statements
Year Ended September 30, 2010
NOTE 3 - RETIREMENT SYSTEM
Plan Description — The Clerk's employees participate in the Florida Retirement System ("FRS"),
administered by the Florida Department of Administration. Employees elect to participate in either
the defined benefit plan ("Pension Plan"), a cost sharing, multiple -employer, defined benefit
retirement plan, or the defined contribution plan (Investment Plan) under the FRS. As a general
rule, membership in the FRS is compulsory for all employees working in a regularly established
position for a state agency, county government, district school board, state university, community
college, or a participating city or special district within the State of Florida. The FRS provides
retirement and disability benefits, annual cost -of -living adjustments, and death benefits to Plan
members and beneficiaries. Benefits are established by Chapter 121, Florida Statutes, an
Chapter 60S, Florida Administrative Code. Amendments to the law can be made only by an act of
the Florida Legislature.
Benefits under the Pension Plan are computed on the basis of age, average final compensation,
and service credit. Regular class employees who retire at or after age 62 with 6 years of credited
service or 30 years of service regardless of age are entitled to a retirement benefit payable monthly
for life, equal to 1.6% of their final average compensation for each year of credited service. Vested
employees with less than 30 years of service may retire before age 62 and receive reduced
retirement benefits. Special risk class employees (sworn law enforcement officers, firefighters, and
correctional officers) who retire at or after age 55 with 6 years of credited service, or with 25 years
of service regardless of age, are entitled to a retirement benefit payable monthly for life equal to
3.0% of their final average compensation for each year of credited service. Senior Management
Service class employees who retire at or after age 62 with at least 6 years of credited service or 30
years of service regardless of age are entitled to a retirement benefit payable monthly for life, equal
to 2.0% of their final average compensation for each year of credited service. Elected Officers'
j class employees who retire at or after age 62 with at least 6 years of credited service or 30 years of
service regardless of age are entitled to a retirement benefit payable monthly for life, equal to 3.0%
(3.33% for judges and justices) of their final average compensation for each year of credited
' service. A post -employment health insurance subsidy is also provided to eligible retired employees
through the FRS in accordance with Florida Statutes.
' In addition to the above benefits, the FRS administers a Deferred Retirement Option Program
("DROP"). This program allows eligible employees to defer receipt of monthly retirement benefit
payments while continuing employment with a FRS employer for a period not to exceed 60 months
' after electing to participate. Deferred monthly benefits are held in the FRS Trust Fund and accrue
interest.
For employees electing to participate in the Investment Plan rather than the Pension Plan, vesting
t occurs at one year of service. These participants receive a contribution of self -direction in an
investment product with a third party administrator selected by the State Board of Administration.
' The State of Florida annually issues a publicly available financial report that includes financial
statements and required supplementary information for the FRS. The latest available report may be
obtained by writing to the State of Florida Division of Retirement, Department of Management
Services, P.O. Box 9000, Tallahassee, Florida 32315-9000 or accessing their internet site at
www.frs.state.fl.us.
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MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT
Notes to Special -Purpose Financial Statements
Year Ended September 30, 2010
NOTE 3 — RETIREMENT SYSTEM (continued)
Funding Policy - The FRS is noncontributory for members. Governmental employers are required
to make contributions to the FRS based on statewide contribution rates. The contribution rates by
job class through June 30, 2010 were as follows: regular 9.85%; special risk 20.92%; special risk
administrative support 12.55%; county elected officers 16.53%; senior management 13.12% and
DROP participants 10.91%. Effective July 1, 2010 the contribution rates by job class were as
follows: regular, 10.77%; special risk, 23.25%; special risk administrative support, 13.24%; county
elected officers, 18.64%; senior management, 14.57%; and DROP participants, 12.25%. During the
fiscal year ended September 30, 2010, the Clerk contributed to the Plan an amount equal to
10.60% of covered payroll. Clerk contributions to the FRS for the fiscal years ended September 30,
2008 through 2010 were $473,335, $457,458, and $462,007, respectively, which were equal to the
required contributions for each fiscal year. The Clerk has historically contributed amounts equal to
required contributions and, therefore, does not have a pension asset or liability as determined in
accordance with GASB Statement No. 27.
NOTE 4 — OTHER POSTEMPLOYMENT BENEFITS (OPEB)
The Monroe County Board of County Commissioners (BOCC) administers a single -employer
defined benefits healthcare plan (the "Plan"). Florida Statutes 112.0801 requires the County to
provide'retirees and their eligible dependents with the option to participate in the Plan if the County
provides health insurance to its active employees and their eligible dependents. The Plan provides
medical coverage and prescription drug benefits to both active and eligible retired employees. The
Plan does not issue a publicly available financial report.
The BOCC may amend the plan design, with changes to the benefits, premiums and/or levels of
participant contribution at any time. In an open session, on at least an annual basis and prior to the
annual enrollment process, the BOCC approves the rates for the coming calendar year for the
retiree and County contributions.
Eligibility for post employment participation in the Plan is limited to full time employees of the
County, and the Constitutional Officers. Employees who retire as an active participant in the Plan
and were hired on or after October 1, 2001 may continue to participate in the Plan by paying the
monthly premium established annually by the BOCC. Employees who retire as an active participant
in the plan, were hired before October 1, 2001, have at least ten years of full time service with the
County, and meet the retirement criteria of the Florida Retirement System (FRS) may continue to
participate in the Plan at a cost equal to the FRS Health Insurance Subsidy for ten years of service
(currently $5 per month for each year of service credit at retirement or $50 per month). Retirees
who have met the requirements for early retirement, have not achieved age 60 and whose age and
years of service do not equal 70 (rule of 70) must pay the standard monthly premium until the age
criteria or the rule of 70 is met. At that time, the retiree's cost of participation will be equal to the
FRS Health Insurance Subsidy. Surviving spouses and dependents of participating retirees may
continue in the plan if eligibility criteria specific to those classes are met.
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MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT
Notes to Special -Purpose Financial Statements
Year Ended September 30, 2010
NOTE 4 — OTHER POSTEMPLOYMENT BENEFITS (OPEB) (continued)
The BOCC engages an actuarial firm on a biannual basis to determine the County's actuarially
determined annual required contribution and unfunded obligation. The Clerk has no responsibility to
the Plan other than to make the periodic payments determined by the BOCC. Further information
about the Plan is available in the County's Comprehensive Annual Financial Report which is
published on the Clerk's website at www. clerk-of-the-court.com.
NOTE 5 - RISK MANAGEMENT
The Clerk is exposed to various risks of loss related to tort; theft of, damage to and destruction of
assets; errors and omissions; injuries to employees; and natural disasters. The Clerk participates in
the coverage provided by the Board of County Commissioners of Monroe County Workers'
Compensation, Group Insurance, and Risk Management Internal Service Funds. Under these
programs, the Worker's Compensation Fund provides $500,000 coverage per claim for regular
employees. Workers' Compensation claims in excess of the self insured coverage are covered by
an excess insurance policy. Risk Management has a $5,000,000 excess insurance policy for
general liability claims with a $100,000 self -insured retention, and building property damage is
covered for the actual value of the building with a deductible between $100,000 and $250,000.
Deductibles for windstorm and flood vary by location. The County purchases commercial insurance
for claims'in excess of coverage provided by the funds and for all other risks of loss. Settled claims
have not exceeded this commercial coverage in any of the past three years. The Clerk makes
payments to the Worker's Compensation, Group Insurance and Risk Management Funds based on
estimates of the amounts needed to pay prior and current year claims.
NOTE 6 - LEASE COMMITMENTS
The Clerk leases various office equipment under cancelable arrangements accounted for as
operating leases. Total lease expense was $46,577 for the year ended September 30, 2010.
NOTE 7 - LITIGATION
The Clerk is a party from time to time in various lawsuits and other claims incidental to the ordinary
course of its operation, some of which are covered by the Board's self-insurance program. While
the results of litigation cannot be predicted with certainty, management believes the final outcome
of such litigation will not have a material adverse effect on the Clerk's financial position.
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I I I REQUIRED SUPPLEMENTARY INFORMATION
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MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT
Schedule of Revenues and Expenditures - Budget to Actual
General Fund
Year Ended September 30, 2010
General Fund
Variance
Original
Final
Positive
Budget
Budget
Actual
(Negative)
Revenues
$ 155,301
$ 155,301 $
358,715
$ 203,414
Taxes
Charges for services
606,934
606,934
632,871
39,247
25,937
(52,391)
Interest income
91,638
1,428
91,638
1,428
4,325
2,897
Miscellaneous income
Total revenues
855,301
855,301
1,035,158
179,857
fM
Expenditures
Current
General government
Clerk recording
436,892
436,892
426,398
10,494
Clerk information systems
672,818
1,626,518
667,589
1,626,518
549,684
1,584,349
117,905
42,169
Clerk finance
Internal audit
253,961
247,911
242,039
5,872
Tourist tax audit
155,301
166,580
144,674
87,072
21,906
17,565
Non -court administration
104,637
122,984
104,637
122,984
98,468
24,516
Non -court records management
Total expenditures
3,373,111
3,373,111
3,132,684
240,427
'
Excess of revenues over (under) expenditures
(2,517,810)
(2,517,810)
(2,097,526)
420,284
Other financing sources and uses
(200,000)
(200,000)
-
200,000
Contingency
Transfer from Board of County Commissioners
2,717,810
2,717,810
-
2,715,559
(618,033)
(2,251)
(618,033)
Transfer to Board of County Commissioners
-
Total other financing sources and uses
2,517,810
2,517,810
2,097,526
(420,284)
Net change in fund balance
Fund balance, beginning of year
Fund balance, end of year
$
$ $
-
$
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MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT
Schedule of Revenues and Expenditures - Budget to Actual
Special Revenue Court Related Fund
Year Ended September 30, 2010
Special Revenue
Court Related
Fund
Variance
Original
Final
Positive
Budget
Budget
Actual
(Negative)
Revenues
$ 119,000
$ 119,000
$ 137,329
$ 18,329
Intergovernmental
Expenditures
Current
Court Related
281,673
281,673
268,853
12,820
Clerk administration
Clerk records management
331,541
307,541
282,298
25,243
2,356
Clerk jury management
114,527
793,263
156,527
750,703
154,171
731,572
19,131
Clerk circuit court criminal
469,912
469,912
463,555
6,357
Clerk circuit court civil
-
10,347
8,448
1,899
Clerk circuit court foreclosure
134.318
134,318
122,681
11,637
Clerk circuit court family
Clerk circuit court juvenile
116,034
116,034
112,134
3,900
Clerk circuit court probate
93,671
557,626
93,671
558,626
91,868
557,182
1,803
1,444
Clerk county court criminal
192,856
230,416
220,293
10,123
Clerk county court civil
Clerk county court traffic
643,761
629,761
610,601
19,160
Total expenditures
3,729,182
3,739,529
3,623,656
115,873
Excess of revenues over (under) expenditures
(3,610,182)
(3,620,529)
(3,486,327)
134,202
Other financing sources and uses
(103,557)
(103,557)
-
103,557
Contingency
Transfer from Board of County Commissioners
754,989
754,989
434,825
(434,825)
(34,637)
(13,879)
Transfer to Board of County Commissioners
(400,188)
3,358,938
(400,188)
3.369,285
3,355,406
(13,879)
Transfer from Florida Department of Revenue
-
(147,162)
(147,162)
Transfer to Florida Department of Revenue
-
Total other financing sources and uses
3,610,182
3,620,529
3,486,327
(134,202)
Net change in fund balance
"
Fund balance, beginning of year
"
Fund balance, end of year
$
$ -
$
$
14
MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT
Schedule of Revenues and Expenditures - Budget to Actual
Special Revenue Records Modernization Fund
rr Year Ended September 30, 2010
to
M
Revenues
IN Charges for services
Fines
Interest Income
is
Total revenues
Special Revenue
Records Modernization Fund
variance
Original
Final
Positive
Budget
Budget
Actual
(Negative)
$ 256,000
$ 256,000
$ 219,642
$ (36,358)
90,000
90,000
192,810
102,810
-
-
7,537
7,537
346,000
346,000
419,989
73,989
Expenditures
Current
Court related
Modernization trust
583,700
583,700
157,781
(425,919)
Clerk Fines
104,020
104,020
-
(104,020)
Total expenditures
687,720
687,720
157,781
(529,939)
Excess of revenues over (under) expenditures
(341,720)
(341,720)
262,208
603,928
Other financing uses
(98,200)
(98,200)
-
98,200
Contingency
Total other financing uses
(98,200)
(98,200)
-
98,200
Net change in fund balance
(439,920)
(439,920)
262,208
702,128
Fund balance, beginning of year
636,400
636,400
689,433
53,033
Fund balance, end of year $
196,480 $
196,480
$ 951,641
$ 755,161
15
SUPPLEMENTARY INFORMATION
MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT
Statement of Changes in Assets and Liabilities
Agency Fund
Year Ended September 30, 2010
Balance
Balance
October 1,
September 30,
2009
Additions
Deductions
2010
Assets
Cash and cash equivalents
$
3,321,255
$
33,257,318
$
34,132,441
$ 2,446,132
Due from others
4,198
13,048
12,667
4,579
Total assets
$
3,325,453
$
33,270,366
$
34,145,108
$ 2,450,711
Liabilities
Due to others
$
2,153,697
$
11,435,146
$
12,195,282
$ 1,393,561
Due to Board of County Commissioners
97,892
1,268,277
1,250,217
115,952
Due to other governmental agencies
1,073,864
20,566,943
20,699,609
941,198
Total liabilities
$
3,325,453
$
33,270,366
$
34,145,108
$ 2,450,711
16
SUPPLEMENTARY INDEPENDENT
AUDITORS' REPORTS
INDEPENDENT AUDITORS' REPORT ON INTERNAL CONTROL OVER FINANCIAL
REPORTING AND ON COMPLIANCE AND OTHER MATTERS BASED ON AN
AUDIT OF SPECIAL-PURPOSE FINANCIAL STATEMENTS PERFORMED
IN ACCORDANCE WITH GOVERNMENT AUDITING STANDARDS
To the Honorable Danny L. Kolhage,
Clerk of the Circuit Court of Monroe County, Florida:
We have audited the special-purpose financial statements of each major fund and the
aggregate remaining fund information of the Monroe County, Florida Clerk of the Circuit Court
(the "Clerk") as of and for the year ended September 30, 2010, which collectively comprise the
Clerk's special-purpose financial statements, and have issued our report thereon dated
February 3, 2011 for the purpose of compliance with Section 218.39(2), Florida Statutes, and
Chapter 10.550, Rules of the Auditor General -Local Governmental Entity Audits. We conducted
our audit in accordance with auditing standards generally accepted in the United States of
America and the standards applicable to financial audits contained in Government Auditing
Standards, issued by the Comptroller General of the United States.
Internal Control over Financial Reporting
In planning and performing our audit, we considered the Clerk's internal control over financial
reporting as a basis for designing our auditing procedures for the purpose of expressing our
opinion on the special-purpose financial statements, but not for the purpose of expressing an
opinion on the effectiveness of the Clerk's internal control over financial reporting. Accordingly,
we do not express an opinion on the effectiveness of the Clerk's internal control over financial
reporting.
A deficiency in internal control exists when the design or operation of a control does not allow
management or employees, in the normal course of performing their assigned functions, to
prevent or detect misstatements on a timely basis. A material weakness is a deficiency, or
combination of deficiencies, in internal control, such that there is a reasonable possibility that a
material misstatement of the Clerk's financial statements will not be prevented, or detected and
corrected on a timely basis.
Our consideration of internal control over financial reporting was for the limited purpose
described in the first paragraph of this section and was not designed to identify all deficiencies
in internal control over financial reporting that might be deficiencies, significant deficiencies or
material weaknesses. We did not identify any deficiencies in internal control over financial
reporting that we consider to be material weaknesses, as defined above.
17
M
we Compliance and Other Matters
As part of obtaining reasonable assurance about whether the Clerk's special-purpose financial
statements are free of material misstatement, we performed tests of its compliance with certain
provisions of laws, regulations, and contracts, and grant agreements, noncompliance with
which could have a direct and material effect on the determination of special-purpose financial
statement amounts. However, providing an opinion on compliance with those provisions was
not an objective of our audit, and accordingly, we do not express such an opinion. The results
of our tests disclosed no instances of noncompliance or other matters that are required to be
reported under Government Auditing Standards.
This report is intended solely for the information and use of the Clerk, management, the Florida
Auditor General, and applicable state agencies, and is not intended to be and should not be
used by anyone other than these specified parties.
CHERRY, BEKAERT & HOLLAND, L.L.P.
r
Orlando, Florida
February 3, 2011
I I
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1
11
18
INDEPENDENT AUDITORS' MANAGEMENT LETTER
` To the Honorable Danny L. Kolhage,
Clerk of the Circuit Court of Monroe County, Florida:
We have audited the special-purpose financial statements of each major fund and the
aggregate remaining fund information of the Monroe County, Florida Clerk of the Circuit Court
(the "Clerk"), as of and for the year ended September 30, 2010, and have issued our report
thereon dated February 3, 2011.
We conducted our audit in accordance with auditing standards generally accepted in the United
States of America; and the standards applicable to financial audits contained in Government
Auditing Standards, issued by the Comptroller General of the United States. We have issued
our Independent Auditors' Report on Internal Control over Financial Reporting and on
Compliance and Other Matters Based on an Audit of Special -Purpose Financial Statements
Performed in Accordance with Government Auditing Standards. Disclosures in that report, dated
February 3, 2011 should be considered in conjunction with this management letter.
Additionally, our audit was conducted in accordance with Chapter 10.550, Rules of the Auditor
General -Local Governmental Entity Audits, which govern the conduct of local government entity
audits performed in the State of Florida. This letter includes the following information, which is
not included in the aforementioned auditors' report.
Section 10.554(1)(i)1, Rules of the Auditor General, requires that we determine whether or not
corrective actions have been taken to address findings and recommendations made in the
preceding annual financial audit report. No recommendations were made in the preceding
annual financial audit report.
Section 10.554(1)(i)2, Rules of the Auditor General, requires our audit to include a review of the
provisions of Section 218.145, Florida Statutes, regarding the investment of public funds. In
connection with our audit of the special-purpose financial statements of the Clerk, nothing came
to our attention that could cause us to believe that the Clerk was in noncompliance with Section
218.415 regarding the investment of public funds.
Section 10.554(1)(i)3, Rules of the Auditor General, requires that we address in the
management letter any recommendations to improve financial management. In connection with
our audit, we did not have any such recommendations.
' Section 10.554(1)(i)4, Rules of the Auditor General, requires that we address violations of
provisions of contracts and grant agreements, or abuse, that have occurred, or are likely to have
occurred, that have an effect on the special-purpose financial statements that is less than
' material but more than inconsequential. In connection with our audit, we did not have any such
findings.
19
Section 10.554(1)(i)5, Rules of the Auditor General, provides that the auditor may, based on
professional judgment, report the following matters that have an inconsequential effect on
financial statements, considering both quantitative and qualitative factors: (1) violations of
provisions of contracts or grant agreements, fraud, illegal acts, or abuse, and (2) deficiencies in
internal control that are not significant deficiencies. In connection with our audit, we did not have
any such findings.
Section 10.554(1)(i)6, Rules of the Auditor General, requires that the name or official title and
legal authority for the primary government and each component unit of the reporting entity be
disclosed in the management letter, unless disclosed in the notes to the special-purpose
financial statements. The Clerk is a separately elected county official established pursuant to
the Constitution of the State of Florida. There are no component units related to the Clerk.
Section 10.554(1)(i)8, Rules of the Auditor General, requires a statement as to whether or not
,... the Clerk complied with the requirements of Sections 28.35 and 28.36, Florida Statutes. In
connection with our audit of the special-purpose financial statements of the Clerk, our testing did
not indicate that the Clerk was in noncompliance with such requirements.
Pursuant to Chapter 119, Florida Statutes, this management letter is a public record and its
distribution is not limited. Auditing standards generally accepted in the United States of America
require us to indicate that this letter is intended solely for the information and use of the Clerk,
management and the Florida Auditor General, and is not intended to be and should not be used
by anyone other than these specified parties.
CHERRY, BEKAERT & HOLLAND, L.L.P.
Orlando, Florida
February 3, 2011
1�
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1
F
20