Item P9lleetin late: Nov. 17, 2015
Bulk Item- Yes Yes No
1 9 1 01UT Al wo Mal"'
Department: Monroe County Clerk & Comptroller
Staff Contact /Phone #: Pam Radl of f , x 3560
AGENDA ITEM INC: Official approval of a request for the Clerk to
reallocate the approved FY15 Clerk's budget for financial statement
purposes as well as transparen,2,y of how the funds were actuall s ent.
ITE AC BOCC approved the Clerk's FY-15 budget in September, 2014
and by item L-7 in June, 2015.
CONTRACT/A CHANGES: None
STAFF EC N AI"I NS: Approve as submitted
TOTAL COST: - 0 - INDIRECT COST- - 0 -BUDGETED. Yes XX No
I � `I` E ENC . N/A
REVENUE PRODUCING: Yes No AMOUNT PER MONTH Year
APPROVED BY: County Attorney _ OMB/Purchasing _ Risk Management _
DOCUMENTATION- Included Not Required
This is a placeholder and the backup will be submitted electronically
via separate email.
ISP(ITI{aN: AGENDA ITEM # P- 9
Revised 6/15
Cheryl Robertson
From: Peters -Katherine < Peters- Katherine@MonroeCounty-FL.Gov>
Sent: Sunday, November 15, 2015 3:32 PM
To: County Commissioners and Aides; County Administrator; Hurley -Christine; Wilson -Kevin;
Senior Management Team; Amy Heavilin
Cc: Ballard -Lindsey; Ferda-Elaine; Cheryl Robertson
Subject: ATTACHED REVISED BACKUP RECEIVED FOR CLERK'S ITEM P-9: Agenda backup now
included.
Attachments: P9AR.pdf
Good afternoon — attached please find the REVISED AGENDA BACKUP received for Clerk's Item P-9 which was placed
on the BOCC 11/17/15 Revised Agenda as a placeholder. The agenda backup has now been included. The agenda item
wording remains the same:
"Official approval of a request for the Clerk to reallocate the approved FY15 Clerk's budget for financial
statement purposes as well as transparency of how the funds were actually spent."
Paper copies of the attached P-9 REVISED AGENDA BACKUP will be distributed/available for the public at the meeting.
Thank you.
Kathy
Katherine Peters, CP
Paralegal/ Administrative Liaison
Monroe County Attorney's Office
111112th Street, Suite #408
Key West, FL 33040
Courier Stop #7
(305) 292-3470
BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
MeedngDate; Nov.
17, 2015
Deparement: Monroe
County Clerk & Comptroller
Bulk Item: 'Yes Yes
No
Staff Contact /Phone #: Pam.
Ra d l o f f , x 3560
AGENDA ITEM WORDING-, official approval of a request for the Clerk to
reallocate the approved FY15 Clerk's budget for financial statement
purposes as well as transparency of how the funds were actually spent.
ITEM BACKGROUND: BOCC approved the Clerk's FY-15 budget in September, 2014
and by item L-7 in June, 2015.
PREVIOUS RELEVANT BOCC ACTION:
CON'T'RACT/AGREEMENT CI:'.ANGES: None
STAFF RECCAOIENDA17 NS: Approve as submitted
TOTAL COST: - 0 - INDIRECT COST: - 0 - B 1WETED: 'Yes XX No
DIFFERENTIAL OF LOCAL PREFERENCE:
CAST TO COUNTY:— - 0 -
N/A
SOURCE OF FUNDS: N/A
REVENUE PRODUCING: Yes No xX, _ _. AMOUNT PER MONTH Year
APPROVED BY: County Attomey _ ONIB/purchasing Risk Management
DOCUMENTATION: Included «„...., Not Required
This is a placeholder and the backup will be submitted electronically
via separate email.
DISPOSITION: _ _ AGENDA ITEM #_ P - 9
Revised d/I5
IMONROE COUNTY CLERK OF COURTS & COMPTROLLER'S OFFICE j
FYE 2015 B0CC RE-ALLOCATI11 ON FOR CLE1.RK'1. S GENERAL FUND BUDGET
- Modified & -
--- f _... _
_ Approved I Re -Allocation Finai FY-IS
Description FY-15 Be BOCC Approve BOCC Approve
Personnel 1 3,176,642 i (725,000) 2,451,642
- --- �__ Operating - 562,243 253,000 815,243._
Capital f 8,000 472,000 480,000
Contingencies - -
Totals 3,746,885 - 3,746,885
Recording
442,728.
(100,000)
342,728
Information Systems
5841838
520,000 j
1,104,838
Finance
1,491,229
330,000
1,821,229
Internal......
321,402
201,402
TDC Audit Function _
----+120'000)'
233,494
210 000
23,494
Records Mgt�159,495
(75,000)1
84,495
Clerk to the BOCC
513,558
(345.000),
168,558
Court Related Functions
650,141
-
650,141
Revenues;,(650,000)
-- -
-
(650,000)
3,746,885
-
3,746,885
..... ---------- 4
Revenues '
Taxes
- -
238,495
(135,495);
103,000
Grants
55,817 +
-
55,817
Charges for Services
574,511
131,266
705,777
Miscellaneous,
1,850
1,650
3,500
BOCC
2,867,468
(677)!
2,866,791
Interest;
8,744
3,256 !
12,000
3,746,885
-
3,746,885
F:\MOBRIEN\FY15 -- Clerk Financlais\Clerk Budget Reclassification for FYE 2015/130CC 009 Approval
MONROE COUNTY CLERK OF COURTS & COMPTROLLER'S OFFICE
FYE 2015 BOCC RE -ALLOCATION FOR CLERK'S COURT RELATED FUND BUDGET
F:\MOBRIEN\FY15 -- Clerk Financials\Clerk Budget Reclassification for FYE 2015/130CC 008 Approval
BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date: June 10, 2015 Division: Monroe County Clerk & Comptroller
Bulk Item: Yes X No — Department: Administration
Staff Contact /Phone # Amy Heaviiin: 305-295-3532
AGENDA ITEM WORDING: Official approval of a request for the Clerk to re -allocate $456,963 of
the approved FYI Clerk's budget specifically to cover State funded shortfall beginning June 1, 2015
thru Sept 30, 2015. The funds will be used for Court -related personnel expenses.
ITEM BACKGROUND: FY15 Clerk funding approved the same $456,963 for Court related
insurances in the event State funding and revenues declined. Effective May, 2015 such notice was
provided by the State agency CCOC.
The Clerk's Trust Fund shortfall is caused by a variety of factors which include:
• Legislative Changes for Toll collections and "Red Light" camera funding (these sources of
revenues previously were treated similarly to Traffic Violations and collected by the Clerk's.
After law changes these revenues are now distributed to the State and municipalities.)
• Traffic citations are down approximately 350,000 over prior year; thus reducing available
revenues
• FRS increases in prior years are not funded by the State
• Monroe Clerk implemented a fee for registry of courts; however, the revenues generated are not
enough to substantiate the estimated loss that will occur in FYI and FYI 6.
• Monroe Clerk will also implement issuing "Passports" will enhance revenues going forward.
Estimated revenues are not yet known.
PREVIOUS RELEVANT BOCC ACTION:
CONTRACT/AGREEMENT CHANGES:
STAFF RECOMMENDATIONS: Approval.
TOTAL COST: $456,963 INDIRECT COST:_N/A BUDGETED: Yes X No
DIFFERENTIAL OF LOCAL PREFERENCE:
COST TO COUNTY:
SOURCE OF FUNDS:
REVENUE PRODUCING: Yes — No XX AMOUNT PER MONTH Year
APPROVED BY: County Atty _ OMB/Purchasing Risk Management _
DOCUMENTATION: Included XX Not Required
DISPOSITION: AGENDA ITEM #
Revised 7109
MONROE COUNTY, FLORIDA
CLERK OF THE COURTS & COMPTROLLER
OPERATIONAL BUDGET COMPARISON
FISCAL YEAR ENDING 2016
Non -Court Related Clerk Func ions
Clerk to BOCC / Admin
Internal Audit
Information Systems
Recording
Records Management
Total Non -Court Related Clerk Functions:
Court Related Clerk Functions
County Obligation per Statute
Court Related Salary Adjustments
Court Related Insurance
Total Court Related Clerk Functions.
Total Clerk Function Expenditures
Less non -Court Fees and Other Revenues
Funded by General Revenues
INFORMATIONAL PURPOSES:
Court Salary Adjustments:
- Circuit Civil
- County Civil
- Circuit Criminal
- County Criminal
- Jury Management
- Probate
- Family
- Juvenile
- Traffic
FYE 2016
FYE 201.5 Proposed
Proposed
Approved Increase
Budget
Budget- _((Decrease)
1,932,903
1,932,903 -
325,993
325,993
589,691
589,691 -
449,273
449,273 -
161,931
161,931 -
3,459,791 3,459,791
121,600
121,600 -
71,578
71.678 -
456,963
456,963 -
650,141 650,141
4,109,932 4,109,932 -
650,000 660,000 -
3,459,932 3,459,932 -
10,805
10,805 -
6,220
6,220 -
15,357
15,357 -
10,630
10.630 -
Z361
2,361 -
1,800
1,800 -
3, 784
3,784 -
1, 873
1,873 -
18, 748
18,748
$ 71,578 $
71,578 $ -
5
MONROE COUNTY, FLORIDA
CLERK OF THE COURTS A COMPTROLLER
OPERATIONAL BUDGET COMPARISON
FISCAL YEAR ENDING 2016
Clerk Functions Funded by TDC Revenues
Clerk to BOCC
TDC Audit"'
Total Clerk Functions Funded by TDC Revenues
FYE - 2016 FYE - 2015 Proposed
Proposed Approved Increase
Budget Budget (Decrease)
53,458 53,458
233,405 (233.4W)
i 53, = 286,053 Z33 95
'"'BOCC Trsmhwmd Bed Tax AWN funotbn to Tax Coflwtor"'
6
U
i
U
n
�1
MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT AND COMPTROLLER
OPERATING BUDGET COMPARISON
FYE 2015
Clerk Functions Funded by TDC Revenues
Clerk to BOCC
Salary Adjustment - BOCC
TDC Audit
DROP Retirement Payout for FYE-2014
Salary Adjustment - TDC
Total Clerk Functions Funded by TDC Revenues
0
FYE - 2015
FYE - 2014
Proposed
Approved
Approved
Increase
Budget
Budget
(Decrease)
$ 52,331 $
52,331 $
$ -
1,127
1,127
$
229,276
229,276
$ -
$
50,000
(60,000)
4,219
4,219
$ -
5. 286,_953 $
3$ 50,000
MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT AND COMPTROLLER
OPERATING BUDGET COMPARISON
2015
Non -Court Related 'Clerk Functions
Clerk to BOCC
Internal Audit
Information Systems
Recording
Records Management
Salary Adjustment
Contingency
Total Non -Court Related Clerk Functions
Court Related Clerk Functions
County Obligation per Statute
Salary Adjustm ent
Court Related Insurance
Total Court Related Clerk Functions
Total Clerk Function Expenditures
Less Non -Court Fees and Other Revenues
General Revenue Funding
FYE 2015
FYE 2014 proposed
Proposed
Proposed Increase
Budget
Budget _ADecrease)
$ 1,695,311 $
1,695,311 $ $
321,403
321,403
584,838
584,838
442,728
442,728
159,495
159,495
66,016
80,016 -
-_ 150,000
190,000
-�3,439,791
3,459,791 _
121,600
121,600 _
71.678
71,578
1.._ 456,03
458,983 !-
650,141
650,141
4,109,932
4,109,932
650,000
650,000
$ 3,459 932 $
3,459,932 $ w _
5