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Item R2BOARD OF COUNTY COMMISSIONERS County of Monroe A Mayor Heather Carruthers, District 3 f T$ne Florida Keys (, S �� Mayor Pro Tem George Neugent, District 2 t� ) ��` �� ' Danny L. Kolhage, District 1 David Rice, District 4 Sylvia J. Murphy, District 5 County Commission Meeting November 22, 2016 Agenda Item Number: R.2 Agenda Item Summary #2393 BULK ITEM: Yes DEPARTMENT: County Clerk of Court TIME APPROXIMATE: STAFF CONTACT: Amy Heavilin (305) 295 -3130 N/A AGENDA ITEM WORDING: Official approval of a request for the Clerk to reallocate the approval FY16 Clerk's Budget for financial statements purposes as well as transparency of how the funds were actually spent. ITEM BACKGROUND: BOCC approved the Clerk's FY -16 Budget in September 2015. PREVIOUS RELEVANT BOCC ACTION: N/A CONTRACT /AGREEMENT CHANGES: N/A STAFF RECOMMENDATION: Approval as submitted DOCUMENTATION: reallocation reallocation FINANCIAL IMPACT: Effective Date: Expiration Date: Total Dollar Value of Contract: Total Cost to County: Current Year Portion: Budgeted: Source of Funds: CPI: Indirect Costs: Estimated Ongoing Costs Not Included in above dollar amounts: Revenue Producing: Grant: County Match: Insurance Required: Additional Details: If yes, amount: REVIEWED BY: Kathy Peters Completed 11/08/2016 12:20 PM Board of County Commissioners Pending 11/22/2016 9:00 AM BOARD OF COUNTY COMMISSIONERS AGENDA ITEM SUMMARY Meeting Date: November 22, 2016 Bulk Item: Yes X No Department: Monroe County Clerk & Comptroller Staff Contact Person/Phone: Asst. Finance AGENDA ITEM WORDING: Official approval of a request for the Clerk to reallocate the approval FYI 6 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 -16 Budget in September 2015. PREVIOUS RELEVANT BOCC ACTION: CONTRACT/AGREEMENT CHANGES: None STAFF RECOMMENDATIONS: Approve as submitted. TOTAL COST: -0- INDIRECT COST: -0- BUDGETED: Yes X No COST TO COUNTY: -0- SOURCE OF FUNDS: NIA REVENUE PRODUCING: Yes No X AMOUNT PER MONTH Year APPROVED BY: County Atty _ OMB/Purchasing Risk Management DOCUMENTATION: Included Not Required This is a placeholder and the backup will be submitted electronically via separate email. DISPOSITION: AGENDA ITEM # U MONROE COUNTY, FLORIDA CLERK OF THE CIRCUIT COURT & COMPTROLLER PROPOSED BUDGET FOR FISCAL YEAR 2016 Presented by: Amy Heavilin, CPA/CFE Ex- officio Clerk to the Board of County Commissioners Submitted: May 29, 2015 a I AMY NFAVItIN, CPA CLERK OF CIRCUR COURT &COMPTROLLER NOMCOM May 29, 2015 Mayor Danny L. Kolhage I 530 Whitehead Sheet, Suite 102 Key West, FL 33040 RE: FYE — 2016 Budget Request Dear Mayor and Commissioners: In accordance with the Florida Statute 129.03,1 hereby submit the.preliminary budget for certain court related costs and all non -court related costs. The County is required by Florida Statute 29.008 to fund the cost of facilities for the office of the Clerk. These costs include items such as equipment, leases, computer systems and telephones. 'The budget which is being submitted by our office contains information regarding employer contribution rates for the 2015 -2016 plan year based on current rates. These rates could be changed by the Florida Legislature which is scheduled to meet in special legislative session from June 1, 2015 through June 20, 2015, but any changes would occur after the deadline for submission of our office's budget. In the event rates are increased, the Clerk would be required to submit an adjustment. Despite past increases in the FRS contribution rates, this budget request is $233,495 less than our fiscal year 2015. This represents the two TDC positions transferred to the Tax Collector in January, 2015. This budget does not include court costs, the Clerk Trust Fund, or the federal child support grant. Included in the budget is a continuation of a lump sum of $71,578 to be used for court salaries. This salary adjustment was given to court employees, but funded by the County. a ZI 500 Whhehead Street SuMe 101, PO Box 1980, Key West, R 33040 Phom: 305 -295 -3130 Fax: 305 295 -31563 3117 Overseas Hfyhway, Marathon, F[ 33050 Phone: 305 - 289.6017 Fox: 305- 789 -6023 88820 Overseas Highway, Plantation Key, ft 33070 Phone: 852 -7143 Fax 305-a52 -7146 Page Two May 29 2015 Re: FYE -2016 Budget Request As in prior years, we are requesting that court- related insurances continue to be included in the budget. This appropriation would only be used to fund shortfalls in court - related revenues. In the past twelve years, the Clerk's office has been able to return the funding for court - related insurances and more, as excess fees. I am, however, concerned that continued declines is court revenues due to external factors, such as the allocation of fees and shifts in rage load, will continue to occur. Additional concern arises from the potential Lbreat of a decrease in State funding. This is scheduled to be addressed in the June 1, 2015 -June 20, 2015 legislative session. The court- related budget to the Clerk of Courts Operations Corporation (CCOC) will be submitted as required by Florida Statute and it will be made available to the BOCC as well as the public. I welcome any questions or comments you may have on this document. Sincerely, Amy Heavil' Cl` E Clerk of the Circuit Court & Comptroller "Ex- Officio Clerk to the Board of County Commissioners CC: County Administrators .- Budget Files External Auditors ZI 500 Whitehead Suet Sulte 101, PQ 8oK 1980, Key West FL 33040 Rhone: 305-295-3130 Fox.• 303 - 193 -3663 3117 Overseas Highway, Maratha, FL 33030 Phone: 305189 -W7 Fax 305 - 189.6025 880 Overseas Highway, Plantation Key, FL 33070 Phone: 852 -7145 Fax 305,852 -7146 MONROE COUNTY, FLORIDA CLERK OF THE COURTS & COMPTROLLER OPERATIONAL BUDGET COMPARISON FISCAL YEAR ENDING 2016 Non -Court Related Clerk Functions Clerk to BOCC 1 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 Proposed Budget 1,932,903 325,993 589,691 449,273 161,931 FYE 2015 Proposed Approved Increase Budget (Decrease) 1,932,903 - 325,993 - 589,691 - 449,273 - 161,931 - 3,459,791 3,459,791 - 121,600 121,600 - 71,578 71,578 - 456,963 456,963 - 650,141 650,141 - 4,109,932 4,109, 932 - 650,000 650,000 - 3,459,932 3,459,932 - 10,805 10,805 - 6,220 6,220 - 16,367 15,357 - 10,630 10,630 - 2, 361 2,361 - 1,800 1,800 - 3,784 3,784 - 1,873 1,873 - 18,748 18,748 - $ 71,578 $ 71,578 $ - a a, a; a i R.2.a MONROE COUNTY, FLORIDA CLERK OF THE COURTS A COMPTROLLER OPERATIONAL dUDGET COMPARISON FISCAL YEAR ENDING 2016 Clerk Functions Funded by TDC Revenues Clerk to BOCC TDC Audit"' Total Clerk Functions Funded by TDC Revenues FYE - 2418 FYE - 2015 Proposed Proposed Approved Increase Budget _ Budget _ (Decrease) 53,458 53,458 - 233,495 (233,495) $ 53ASS S 298,853 � 233,495 '*BOCC Trensh~ Bed Tax Audit funodon to Tax Collector- 0 6 MONROE COUNTY, FLORIDA CLERK OF THE COURTS & COMPTROLLER OPERATIONAL BUDGET COMPARISON (Administration) FISCAL YEAR ENDING 2016 Headcount 1 FfE's Executive Salary Salary Other Wages Overtime FICA Taxes Retirement Contributions Life and Health Insurance Worker's Compensation Unemployment Professional 1 Other Contractual Services Travel and Per Diem Postage, Phones Rentals and Leases Risk Management Repair and Maintenance Printing and Binding Advertising Office Supplies Operating Supplies Books, Publicatlons, Subscriptions Capital Outlay FYE - 2016 FYE - 2015 Proposed Proposed Approved Increase PlEgget_ Budget Decrease 38.49 38.49 - 56,000 56,000 - 1,913,409 1,913,409 - 23,80(# 23,804 - 97,643 97,643 - 138,372 138,372 - 197,429 197,429 - 338,719 338,719 - 6,749 6,749 - 5,000 5,400 - 2,777,120 2,777, 120 242,177 20,814 42,022 15,850 15,215 3,823 54,341 12,694 1,860 39,649 241,867 14,500 674,812 242,177 20,814 12,022 15,850 15,215 3,823 54,341 12,694 1,880 38,649 241,867 14,500 674,812 8 8,000 3,459,932 3,459,932 7 MONROE COUNTY FLORIDA CLERK OF THE COURTS A COMPTROLLER OPERATIONAL BUDGET COMPARISON (Administration) FISCAL YEAR ENDING 2016 Headcount / 1= CE's Executive Salary Salary Other Wages Overtime FICA Taxes Retirement Contributions Life and Health Insurance Worker's Compensation Unemployment Professional 1 Other Contractual Servk*s Travel and Per Diem Postage Phones Rentals and Leases Risk Management Repair and Maintenance Printing and Binding Advertising Office Supplies Operating Supplies Books, Publications, Subscriptions Capital Outlay Finance Admin Totals 21.20 2.50 2170 - 56,000 56,000 950.000 88,134 1,038,134 20,000 - 20,000 30,000 67,143 97,143 74,000 11,026 85,026 85,000 40,154 125,154 208.56o 16,575 225,135 3,000 506 3,506 5,000 - 5 1,375,560 279,538 1,655,098 76,809 106,975 183,784 10,500 2,650 13,150 3,800 1,500 5,300 500 100 600 1,800 8,000 9,800 500 81 561 700 250 950 750 450 1,200 610 150• 780 9,500 9,000 18,500 8,200 20,000 28,200 - 2,000 - 5,000 7,000 115,669 154 269,805 8,000 8,000 1,491,229 44674 _ 11,932,903 11 Packet Pg. 2461 MONROE COUNTY, FLORIDA CLERK OF THE COURTS 8 COMPTROLLER OPERATIONAL BUDGET COMPARISON (internal Audit) FISCAL YEAR ENDING 2016 Headcount / FTE's Salary Other Wages Overtime FICA Taxes Retirement Contributions Life and Health Insurance Worker's Compensation Unemployment Professional / Other Contractual Services Travel and Per Diem Postage Phones, Rentals and Leases Risk Management Repair and Maintenance Pfinting and Binding Advertising Office Supplies Operating Supplies Books, PuNIcabons, Subscriptions Capital Outlay FYE - 2016 FYE - 2015 Proposed Proposed Approved Increase Bud Bud _ Dacrsass 3.00 3.00 - 256,473 256,473 - 10,000 10,000 - 20,OQ0 20,000 - 28,440 28,440 - 644 644 - 315,557 315,557 - 75 75 - 4,500 4,500 - 150 150 - 150 150 - 1,215 1,215 - 500 500 591 591 - 705 705 - 1,050 1,050 - 1,500 1,500 - 10,436 10,436 - 325,993 325,993 - 18 MONROE COUNTY, FLORIDA CLERK OF THE COURTS & COMPTROLLER OPERATIONAL BUDGET COMPARISON (Information Technology) FISCAL YEAR ENDING 2416 Headcount I FTE's Salary Other Wages Overtime FICA Taxes Retirement Contributions Life and Health Insurance Worker's Compensation Unemployment Professional I Other Contractual Services Travel and Per Diem Postage Phones Rentals and Leases Risk Management Repair and Maintenance Printing and Binding Advertising Office Supplies Operating Supplies Books, Publications, Subscriptions Capital Outlay FYE - 2016 FYI^ - 2015 Proposed Proposed Approved Increase Budget Budget Decrease 3.13 3.13 - 232,000 232,000 - 15,040 15,000 - 15,400 15,000 - 20,000 20,000 - 1,500 1,500 - 283,500 283,500 - 48,938 48,938 - 1,000 1,000 700 700 - 15,000 15,000 - 50,000 50,000 - 8,200 8,200 r 1,000 1,000 - 12,500 12,500 - 163,994 1 63,994 - 5,000 5 - 306,332 306,332 - 589,832 588,832 a; a a, { a 20 MONROE COUNTY FLORIDA CLERK OF THE COURTS S COMPTROLLER OPERATIONAL BUDGET COMPARISON (Recording) FISCAL YEAR ENDING 2016 1 Headcount / FrFs Salary Other Wages Overtime FICA Taxes Retirement Contributions Life and Health Insurance Workees Compensation Unemployment Professional / Other Contrachmi Services Travel and Per Diem Postage Phones Rentals and Leases Risk Management Repair and Maintenance Printing and Binding Advertising Office Supplies Operating Supplies Books, Publications, Subscriptions Caphal Outlay FYE - 2016 Fill` - 20 5 Proposed Proposed Approved Increase Budget Budget Decrease 7.59 7.59 - 287,000 287,000 - 3,800 3,800 - 500 500 - 21,000 21,ODD - 22,200 22,200 - 55,000 55,OD0 - 700 700 - 390,200 390,200 5,150 5,150 - 1,500 1,500 - 1,200 1,200 100 100 - 4,200 4,200 - 1,200 1,200 - 2,800 2,800 - 700 700 - 100 100 - 2,500 2,500 - 38,623 36,623 - 1,000 1,000 - 59,073 59,073 - 449,273 449,273 23 , a' a i MONROE COUNTY, FLORIDA CLERK OF THE COURTS & COMPTROLLER OPERATIONAL BUDGET COVPARISON (Records Mgt) FISCAL YEAR ENDING 2016 Headcount I FTE's Salary Other Wages Overtime FICA Taxes Retirement Contributions Life and Health Insurance Worker's Compensation Unemployment Professional I Other Contractual Services Travel and Per Dlem Postage Phones Rentals and leases Risk Management Repair and Maintenance Punting and Binding Advertising Offrce Supplies Operating Supplies Books, Publications, Subscriptions Capitat Outlay FYE - 7016 FYE - 2015 Proposed Proposed Approved Increase Budget Budget Decrease 1.07 1.07 99,802 99,802 7,346 15,075 10,144 399 132, 765 4,230 664 4,672 1,562 2,594 5,444 10,000 7,346 15,075 10,144 399 132,765 4,238 664 4,672 1,562 2,594 5,444 10,000 29,168 29,166 161,931 161,931 26 , a, a; a MONROE COUNTY, FLORIDA CLERK OF THE COURTS & COMPTROLLER PUBLIC RECORDS MODERNIZATION TRUST FUND FISCAL YEAR ENDING 2016 Personnel Services Operating Expenses SRF - 192 SRF - 192 - 100,000 10 % Fines MT Fund Recording Fees - 150,000 Fines 100,000 - Interest Income 1,100 1,700 Cash Carry Forward 1,011,264 1,131,094 Total Revenues 1,112,364 1,282,794 Personnel Services Operating Expenses 633,100 632,700 Equipment - 100,000 Contingency - - Reserves 479,264 550,094 Total Expenditures 1,112,364 1,282,794 The Public Records ModernizationTrust Fund is authorized by Florida Statutes Section 28.24 (t 2) (d) and (e). Recording revenues are restricted to the modernization of the court - related records system as described therein. Pursuant to Florida Statutes Section 28.37, ten percent of all court - related fines collected by the Clerk shall be deposited in the Clerk's special revenue fund for court - related operational needs and program enhancements. "FOR INFORMATIONAL PURPOSES ONLY" Kill 0 a rz a 00 0 O u u Q m c O u O f6 O) cr Lo } 00 0 0 c 0 Y ar m 0 m r! } LL Y LU W J U i LCI u Z q Z LL LL 0 0_ 0. tA u 0 I u I � t.l F 0 m 72 L O LL O i0 vi vi a E O L ar u ar bO C c LL —r n 00 O H H N t0 N 00 ri Ln r-I rl Lh � O I:r 00 lD N rl t0 r1 H 0 � n ' Ln � .y n lD G m H 00 cn 0 t aa% H Of O rf rl tp tp ao tQ Le 0 m v 0 O o Q, ?` i LO N m t0 Ln H m m � to v � � a �7 a p c � O m m p Z o 0 0 0 0 o o a o pp 0 0 0 p W� LL. o r• n 0 o � D 0 0 0 0 0 0 0 0 0 0 0 0 0 Q Q. u 92 0 00 0 00 0 0 0 O O Ln N O O n O LL LL 92 W to rn 0 �--� Ln r-1 H f V � O O O Q tal a . 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