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FY1996MONROE COUNTY, FLORIDA CLERK OF THE CIRCUIT COURT PROPOSED BUDGET FY 95/96 1" MONROE COUNTY, FLORIDA CLERK OF THE CIRCUIT COURT TABLE OF CONTENTS Page 1011- 14&"I A&IJ=C4iEel �I Tableof Contents................................................................................................... 1 OrganizationalChart .............................................................................................. 2 Clerk of the Circuit Court Transmittal Letter........................................................... 3 Duties and Functions of the Clerk of the Circuit Court ........................................... 5 HISTORY, SUMMARY, AND OPERATING BUDGET SECTION RevenueHistory .................................................................................................... 6 BudgetHistory ....................................................................................................... 8 OperatingBudget Summary .................................................................................. 9 Operating Budgets: Clerk to the Board of County Commissioners ............................................. 10 Clerk of the Circuit Court ............................................................................. 14 Clerk of the County Court ............................................................................ 17 Records Management................................................................................. 19 DataProcessing.......................................................................................... 21 Domestic Relations..................................................................................... 23 AUDIT SECTION Tourist Tax Audit Function Status Report .............................................................. 25 Internal Audit and Tax Tourist Audit Operating Budgets ........................................ 29 E L MONROE COUNTY, FLORIDA CLERK OF THE CIRCUIT COURT ORGANIZATION CHART 2 0 I I P n L BRANCH OFFICE 3117 OVERSEAS HIGHWAY MARATHON, FLORIDA 33050 TEL. (305) 289-6027 May 31, 1995 �r'ouwr.."�, rJJ QGFk G9 a ui C� OF COUMTr•� ;Dannp IL. Rotbage CLERK OF THE CIRCUIT COURT MONROE COUNTY 500 WHITEHEAD STREET KEY WEST, FLORIDA 33040 TEL. (305) 292-3550 Honorable Shirley Freeman and Members of the Board of County Commissioners 500 Whitehead Street Key West, FL 33040 Dear Mayor and Commissioners: BRANCH OFFICE 88820 OVERSEAS HIGHWAY PLANTATION KEY, FLORIDA 33070 TEL. (305) 852-7145 In accordance with the provision of Chapter 129.03(2), 1 am submitting my proposed budgets for Fiscal Year 1995-1996. These budgets reflect an aggregate increase of 3.36% over the current fiscal year. The budgets of the Internal Audit and Tourist Tax Audit Departments are included under a separate tab. For the purposes of this initial budget submission and pursuant to my conversation with the County Administrator concerning his intention relative to the budgets of County De- partments, I have included in my proposed budgets a 4% COLA/Merit increase. As you can see by the table shown below, the increase in my budget over the current year results almost entirely from the COLA/Merit increase that I have included. Without that appropriation my proposed budget for Fiscal Year 1995-1996 would be substan- tially the same as the current year. Requested 1995/96 Total Budget $3,546,476 Less: 4% COLA/Merit Increase 113,287 Net 1995/96 Requested Budget 3,433,189 Less Approved 1994/95 Total Budget 3,431,590 Budget Difference between fiscal years excluding 1995/96 COLA/Merit Increase $ 1,599 t H M policy continues to be that I will adjust m budget requests to correspond with the Yp Y J Y 9 q p Board's final decision concerning salary increases. I am also reserving the right to ad- just my budgets to reflect additional funding for salary adjustments and/or merit in- creases if the same are granted for County Departments and other constitutional officers. The Board's final policy on COLA/Merit increases will have a significant impact on my proposed budgets for next fiscal year. The budgets of the Internal Audit and Tourist Tax Departments also include increases due to position upgrades as a result of the attainment of professional designations. This reflects the continuation of our efforts to professionalize these critical departments. This budget document represents a significant change in both format and content over those submitted in previous years. For the first time I have included, for informational purposes, a general description of each functional department, together with our goals for the coming year and relevant workload measures. The effort to establish the rela- tionship between workload measures and budgets is becoming a standard practice in governmental budgeting. I feel that this budget is a good first step toward that goal. We will continue to refine our statistics in future years. I have also included some statistical information concerning the Tourist Tax on page 27 of that section, which indicates a substantial increase in Tourist Tax revenues since Fiscal Year 1990. If you have any questions concerning my budget or any of the enclosures, I would be happy to meet with you at your convenience, either individually or collectively, to dis- cuss these matters. Very truly yours, f 1, Danny L. Ihage Clerk of the Circuit Court and Ex-officio Clerk to the Board of County Commissioners Enclosures P MONROE COUNTY, FLORIDA DUTIES AND FUNCTIONS OF THE CLERK OF THE CIRCUIT COURT The Clerk of the Circuit Court is an elected office established by the Florida Constitu- tion. The duties of the office are provided by the constitution, by acts of the Florida Legislature, and by order of the Court. The Florida Constitution provides that the Clerk of the Circuit Court shall be: Clerk of the Circuit Court, Clerk of the County Court, County Comptroller/Treasurer, County Auditor, County Recorder, and Secretary/Ex-officio Clerk to the Board of County Commissioners. ORGANIZATION Monroe County is a political subdivision of the State of Florida pursuant to Article Vill, Section (1), Constitution of the State of Florida. It is guided by an elected Board of County Commissioners (BOCC) which is governed by State statutes. In addition to the members of the BOCC, there are five elected constitutional officers: the Tax Collector, Property Appraiser, Clerk of the Circuit Court, Sheriff, and the Supervisor of Elections. Pursuant to the provisions of Chapter 145 of the Florida Statutes and Resolution #129-1974, the Clerk of the Circuit Court of Monroe County has elected to become a Budget Officer. Accordingly, all fees are turned over to the BOCC on a monthly basis and those fees for services that are rendered by his office and chargeable to the BOCC are not billed and collected. The budgets of the Clerk of the Circuit and County Courts, Ex-officio Clerk to the Board of County Commissioners, County Comptroller/Treasurer, and County Auditor are in- cluded in the General Revenue Fund of the Board of County Commissioners. A is MONROE COUNTY, FLORIDA CLERK OF THE CIRCUIT COURT REVENUE HISTORY FY 94/95 FY 95/96 DESCRIPTION FY 91/92 FY 92/93 FY 93/94 (Est.) Est. REVENUES: Clerk Circuit Court Recording $325,000 $356,941 $387,138 $322,000 $330,000 Circuit Court: Civil -Circuit Court 73,819 69,459 69,193 75,000 75,000 Probate 25,144 22,102 21,160 22,000 25,000 Marriage/Passport 52,194 59,431 67,486 63,000 60,000 Copies 72,414 72,883 80,012 72,000 75,000 Miscellaneous Fees 146,480 287,088 193,015 211,000 200,000 Domestic Relations 43,585 54,230 63,106 70,000 70,000 Comm -Doc Stamps 34,720 87,313 95,688 85,000 85,000 Appeals 8,975 10,642 9,137 5,000 10,000 Clerk County Court: Civil -County Court 51,915 52,742 55,917 55,000 55,000 County: Fines & Forfeitures 2,509,183 2,362,972 2,632,700 2,272,000 2,400,000 Court Facility Fees 42,192 39,942 40,237 43,000 40,000 Local Training 12,911 12,474 12,951 17,000 15,000 Investment Income: Clerk's Accounts 66,359 43,274 27,045 20,000 25,000 General Fund 565,249 355,860 383,833 494,000 475,000 Special Revenue Funds 1,762,450 1,442,559 1,467,554 2,024,000 2,000,000 Debt Service Funds 399,378 252,453 320,687 375,000 350,000 Capital Project Funds 1,958,391 889,655 737,557 659,000 600,000 Fiduciary Funds 5,742 5,916 10,881 20,000 15,000 Enterprise Funds 659,650 1,069,415 761,865 932,000 875,000 Internal Service Funds 146,404 169,741 123,227 167,000 150,000 Total County 8,962,155 7,717,092 7,560,389 8,003,000 7,930,000 State: Documentary Stamps 4,791,376 6,682,236 7,518,919 6,609,000 6,610,000 Intangible Tax 979,447 1,173,315 1,399,948 1,168,000 1,175,000 Criminal Justice Trust Fnd 145,400 107,278 186,978 297,000 250,000 Crimes Comp. 43,422 85,339 112,112 212,000 200,000 Police Academy 20,439 19,476 22,200 27,000 25,000 Juvenile Surcharges 15,101 17,557 30,726 33,000 30,000 Spouse Abuse 48,150 54,390 51,184 58,000 55,000 C. MONROE COUNTY, FLORIDA CLERK OF THE CIRCUIT COURT REVENUE HISTORY FY 94/95 FY 95/96 DESCRIPTION FY 91/92 FY 92/93 FY 93/94 (Est.) Est. REVENUES: (CONTINUED) EMT Surcharge 32,095 36,426 39,245 36,000 35,000 Additional Filing Fees 14,655 13,598 13,526 15,000 15,000 Court Education Trust Fnd 9,344 9,011 9,010 9,000 10,000 Miscellaneous Displaced Homemakers 227,687 12,038 114,253 13,598 129,070 13,610 105,000 17,000 105,000 15,000 Impaired Drug Trust Fund 42,643 -- -- -- -- Dissolution of Marriage Addt'I Fees (Civil and Cnty 2,618 11,232 3,192 11,102 2,779 11,417 3,000 12,000 5,000 10,000 Marine Biological Trust 4,323 2,130 332 -- -- Epilepsy Trust Fund 6,990 7,890 10,485 7,000 10,000 Nongame Wildlife Trust 7,054 40,359 38,641 37,000 35,000 Marriage License Trust -- -- 2,934 10,000 10,000 Family Courts Trust Fund -- -- 10,825 48,000 45,000 Total State 6,414,014 8,391,150 9,603,941 8,703,000 8,640,000 Other: Municipalities: Key West & Key Colony Bch Fines & Costs 411,223 457,610 457,843 306,000 350,000 Total Municipalities 411,223 457,610 457,843 306,000 350,000 Other: Domestic Relations 2,375,000 2,681,216 3,148,693 4,013,000 4,000,000 Legal Aid 14,784 14,066 14,120 15,000 15,000 Law Library 20,521 19,922 20,478 22,000 20,000 Clerk's Trust Fund 78,081 89,298 63,702 53,000 55,000 Judgement Liens/Atty's 44,370 46,957 49,336 60,000 60,000 Drug Abuse Trust Fund 4,188 3,851 6,394 3,000 5,000 Handicapped Parking 250 1,718 22,934 19,000 15,000 Total Other 2,537,194 2,857,028 3,325,657 4,185,000 4,170,000 TOTAL REVENUE $18,324,586 $19,422,880 $20,947,830 $21,197,000 $21,090,000 7 MONROE COUNTY, FLORIDA CLERK OF THE CIRCUIT COURT BUDGET HISTORY FY 91 /92 FY 92/93 FY 93/94 FY 94/95 FY95/96 Proposed Avg. In- crease Clerk to the Board of County Commissioners $625,226 $665,551 $695,823 $740,940 $765,193 Clerk of the Circuit Ct 1,079,295 1,129,259 1,178,160 1,255,613 1,289,580 Clerk of the County Ct 806,620 835,841 860,663 878,201 913,734 Microfilm 148,220 161,070 172,427 166,380 179,431 Data Processing 348,970 316,246 347,553 333,966 338,569 Domestic Relations 49,896 51,090 52,388 56,490 59,969 Total $3, 058, 227 $3,159, 057 $3, 307, 014 $3, 431, 590 $3, 546, 476 3.36% Position Control 95.00 95.00 96.00 98.00 97.50 0.30% Budget Increase History Dollars in Millions 5 4 3 -- - 2 1 0 FY92 F493 FY94 FY95 FY96 Fiscal Year MONROE COUNTY, FLORIDA CLERK OF THE CIRCUIT COURT OPERATING BUDGET SUMMARY Proposed 1995-96 Budget Approved 1994-95 Budget Proposed Increase (Decrease) Position Control Clerk to the Board of County Commissioners $765,193 $740,940 $24,253 19.25 Clerk of the Circuit Court 1,289,580 1,255,613 33,967 35.55 Clerk of the County Court 913,734 878,201 35,533 33.00 Records Management 179,431 166,380 13,051 5.00 Data Processing 338,569 333,966 4,603 3.00 Domestic Relations 59,969 56,490 3,479 1.70 Total $3,546,476 $3,431,590 $114,886 3.35% 97.50 OPERATING BUDGET DISTRIBUTION BY DEPARTMENT FY 96/96 36.36% 1.58% 1.70% 9.49% 0.05.9% 25.77% • Clerk to BOCC ❑ Clerk of Circuit Ct. E Clerk of County Ct. ® Records Management ■ Data Processing 0 Domestic Relations 9 9 MONROE COUNTY, FLORIDA CLERK TO THE BOARD OF COUNTY COMMISSIONERS ANNUAL BUDGET FUNCTION: According to Florida Statutes 125.17 and 28.12 "the Clerk of the Circuit Court for the County shall be the Clerk and Accountant of the Board of County Commissioners" (BOCC). The Clerk "shall keep the minutes and accounts." As Clerk to the Board of County Commissioners, the Clerk is also responsible to serve as Clerk to the Value Adjustment Board (VAB) created pursuant to Florida Statute 194.015. DESCRIPTION/OBJECTIVE: M This department includes the accounting function for the Clerk and the BOCC (Clerk to the BOCC-Finance) including property control, and operations for recording minutes of the BOCC meetings (Clerk to the BOCC-Admin) including the Value Adjustment Board (Clerk to the BOCC- VAB). Clerk to the BOCC-Finance: This department maintains the Clerk and BOCC accounts including the Supervisor of Elections, the Tourist Development Council, and the judicial system in accordance with generally accepted government accounting principles and in compliance with statutory requirements. This includes cash, investment, debt, and property management as well as the receipt and disbursement of Monroe County's funds including payroll, recording of revenues and expenditures, and preparation of Monroe County's financial state- ments. For the last six years, the Monroe County's Comprehensive Annual Financial Report (CAFR) has been awarded a certificate of achievement for excellence in finan- cial reporting. This award is given to financial reports which attain the highest stan- dards in government accounting and financial reporting. Clerk to the BOCC-Admin: This department prepares and indexes official minutes of regular and special meetings p p p 9 p 9 of the BOCC. In addition to preparing minutes and processing ordinances and resolu- tions resulting from those meetings, the Clerk maintains all County contracts as well as maintains custody of the County seal and affixes the same to any paper or instrument as required by law. This department is responsible for the custody and care of the BOCC's official documents and must make them available for public inspection. C 1 10 Jerk to the BOCC-VAB: The Value Adjustment Board meets annually and is charged with conducting hearings and making decisions concerning: petitions relating to ad valorem assessments; com- plaints relating to homestead exemptions; and appeals concerning ad valorem tax de- ferrals and classification. As authorized by Florida Statute 194.034, the VAB appoints special masters to take testimony from petitioners and make recommendations to the VAB. This department files all petitions, receives filing fees, assists in the process of obtain- ing the services of special masters, schedules and notifies petitioners and parties of hearings before special masters and the VAB, attends and records special master hear- ings and VAB meetings, documents and sends notifications of final decisions of the VAB, makes filing fee refunds, and other duties as directed by law. GOALS: Clerk to the BOCC-Finance: Automate the recording of cash receipts for FY 97 conversion. Clerk to the BOCC-Admin: Evaluate new accounting software systems Evaluate the possibility of utilizing the imaging capabilities provided by the Document Recording and Indexing Project in the area of BOCC minutes and documents. Clerk to the BOCC-VAB: Staff has been involved in a continuing effort to improve and simplify, to the greatest ex- tent possible, the processes before the VAB. We are considering making a recommen- dation to the VAB that a workshop be held prior to the hearings that would involve the VAB, the Property Appraiser's Office, the County Attorney's Office, the Special Masters and the Clerk's Office. At the workshop the process would be reviewed in its entirety and suggestions and recommendations from any of the parties would be heard and adopted if deemed appropriate and useful. WORKLOAD MEASURES: Clerk to the BOCC-Finance: 1991 1992 1993 1994 Operating Checks Issued 21,445 22,881 24,060 22,658 Payroll Checks/Direct Deposits Issued 20,249 20,032 20,297 19,854 Purchase Orders Recorded 11,181 11,333 9,172 10,095 Cost Centers Maintained 355 364 406 369 Funds Maintained 54 53 57 56 Property Records 11,595 10,423 6,565 7,020 Note: Property Records declined significantly in 1993 due to the policy change of in- creasing the threshold level from $200 to $500. Clerk to the BOCC-Admin: 1992 1993 1994 Meetings Held 66 50 41 Pages of Minutes 485 565 462 Resolutions Adopted 617 563 447 Ordinances Adopted 43 39 50 Contracts Approved 550 612 596 Clerk to the BOCC-VAB: 1992 1993 1994 VAB Meetings 3 3 3 VAB Petitions 257 158 179 Special Master Hearings (days) 7 6 6 12 11 3 ii BUDGET SUMMARY CLERK TO THE BOCC: Proposed 1995-96 Budget Approved 1994-95 Budget Proposed Increase (Decrease) Personal Services $715,693 $684,040 $31,653 Operating Expenses 39,500 43,300 (3,800) Capital Outlay 10,000 13,600 (3,600) Total $765,193 $740,940 $24,253 3.3% POSITION CLASSIFICATION: Positions Classification Current New Total Budget Finance Director 1.00 -- 1.00 $62,458 Chief Accountant 1.00 -- 1.00 47,636 Accounting Supervisor 2.00 -- 2.00 64,941 Accounting Clerk III 5.75 -- 5.75 157,950 Accounting Clerk II 4.50 -- 4.50 117,737 Accounting Clerk 1 3.00 -- 3.00 58,092 Administrative Secretary 2.00 -- 2.00 61,734 Overtime 1,000 Subtotal 19.25 -- 19.25 571,548 Fringe Benefits 144,145 Total 19.25 -- 19.25 $715,693 CAPITAL OUTLAY SCHEDULE: Four Desks with Return $1,600 One Computer Workstation 250 One Time Clock (documents) 650 Two PC's 486/66 & VGA Monitor 3,000 One PC /Register 3,000 One Laser Printer 1,500 Total j$10,000 13 14 MONROE COUNTY, FLORIDA CLERK OF THE CIRCUIT COURT � ANNUAL BUDGET FUNCTION: The Florida Constitution provides that the Clerk of Courts shall be Clerk of the Circuit Court. DESCRIPTION/OBJECTIVE: This department processes all felony, probate, juvenile, guardianship, and civil cases and is responsible for preparing court calendars, attending court hearings and trials, recording and maintaining court evidence. In addition, this department processes Circuit Court level appeals and prepares appeals for the District Court. In addition, the staff processes appeals to the Circuit Court level and assembles the jury pool for all local courts. This department also includes the recording function for the Clerk which receives and processes all documents which by Florida law may be recorded in the Official Records of Monroe County. They record documents, collect documentary and intangible tax due the Florida Department of Revenue, maintain a daily register of recorded documents, and maintain an index to the Official Records. GOALS: The goals of the Circuit Court Department are to update the CJIS program for automatic warrant/capias recalls and implement an evidence retrieval program; review bar coding applications; automate and integrate Registry of the Court accounting; implement a formalized training program in each division as appropriate. Acquire a complete, integrated, image -based Document Recording and Indexing System. This project will be funded by the Public Records Modernization Trust Fund. 14 0 0, j I L WORKLOAD O MEASURES: 1991 1992 1993 1994 1995 (Est) Calendar Year: Documents Recorded 47,084 49,876 52,435 54,261 55,000 Case Filings: Circuit Criminal 1,838 2,345 2,329 1,947 2,000 Circuit Civil 2,515 2,315 2,436 2,543 2,550 Juvenile 780 618 755 822 825 Probate 456 434 401 447 450 BUDGET SUMMARY: Proposed 1995-96 Budget Approved 1994-95 Budget Proposed Increase (Decrease) Personal Services $1,143,285 $1,099,043 $44,242 Operating Expenses 138,500 144,700 (6,200) Capital Outlay 7,795 11,870 (4,075) Total $1,289,580 $1,255,613 $33,967 2.7% 15 p POSITION CLASSIFICATION: Positions Classification Current New Total Budget Executive Salary 1.00 -- 1.00 $75,628 Administrative Assistant 1.00 -- 1.00 51,904 Chief Deputy Clerk 1.00 -- 1.00 54,080 Supervisors 3.55 -- 3.55 103,868 Senior Recording Clerk 1.00 -- 1.00 24,484 Jury Clerk 1.00 -- 1.00 26,321 Clerk IV 10.00 -- 10.00 227,490 Clerk III 4.00 -- 4.00 87,519 Clerk II 2.00 -- 2.00 42,495 Clerk 1 11.00 -- 11.00 202,848 Overtime 10,000 Subtotal 35.55 -- 35.55 906,637 Fringe Benefits 236,648 Total 35.55 -- 35.55 $1,143,285 CAPITAL OUTLAY SCHEDULE: Three reel/image imprint units $3,000 One PC/Register 3,000 One Typewriter 595 One Time Clock (documents) 650 One Film rack 550 Total $7,795 t 16 MONROE COUNTY, FLORIDA CLERK OF THE COUNTY COURT ANNUAL BUDGET FUNCTION: The Florida Constitution provides that the Clerk of Courts shall be Clerk of the County Court. DESCRIPTION/OBJECTIVE: This department processes traffic infractions, criminal actions (traffic and misdemean- ors), and all civil actions under $15,000. This department also assists customers in fil- ing small claims and landlord tenant actions, prepares court calendars, attends hearings and trials, and records and maintains court evidence. GOALS: The goals for the County Court Division are to review bar coding applications; imple- ment an evidence retrieval system; implement a formalized training program in each di- vision where applicable. WORKLOAD MEASURES: 1991 1992 1993 1994 1995 (Est) Calendar Year: Case Filings: County Criminal 8,466 9,020 9,008 7,499 8,000 County Civil 1,631 1,523 1,537 1,669 1,675 Traffic 37,446 37,351 35,204 31,386 33,000 17 BUDGET SUMMARY: Proposed 1995-96 Budget Approved 1994-95 Budget Proposed Increase (Decrease) Personal Services $856,469 $823,426 $33,043 Operating Expenses 54,700 50,700 4,000 Capital Outlay 2,565 4,075 (1,510) Total 1$913,7341 $878,201 $35,533 4.0% POSITION CLASSIFICATION: Positions Classification Current New Total Budget Assistant Chief Deputy Clerk 1.00 -- 1.00 $35,952 Supervisors 2.00 -- 2.00 51,277 Clerk IV 2.00 -- 2.00 44,397 Clerk III 1.00 -- 1.00 20,314 Clerk II 14.00 -- 14.00 276,862 Clerk 1 10.00 -- 10.00 186,195 Cashier 3.00 -- 3.00 58,974 Overtime 10,000 Subtotal 33.00 -- 33.00 683,971 Fringe Benefits 172,498 Total 33.00 -- 33.00 $856,469 CAPITAL OUTLAY SCHEDULE: Two Desks with Return $800 One Typewriter 595 One Time Clock (documents) 650 One Computer Workstation 520 Total $2,565 18 J MONROE COUNTY, FLORIDA CLERK OF THE CIRCUIT COURT RECORDS MANAGEMENT ANNUAL BUDGET FUNCTION: The Clerk of the Circuit Court is responsible for record retention and maintenance activities. DESCRIPTION/OBJECTIVE: The Department of Records Management processes all Official Records, court records, and other miscellaneous records with complete microfilming and processing capabilities in both 16 and 35 millimeter medium. Records are maintained until the retention period has been met. Once the retention period is met, the records are microfilmed and subse- quently destroyed. Oversight of the central mail room rests with this Department. In addition, the Department provides services to other agencies such as the Library and the District School Board on a limited basis when requested to do so. GOALS: The Records Management function will be impacted by implementation of the Docu- ment Recording and Indexing/Imaging Project. The Department will continue to micro- film the Official Records, but will begin to transition away from microfilm to full imaging. The department currently sells approximately 800 rolls of microfilm per year to regular monthly customers. These users will also have to begin a transition to the new technol- ogy specifically CD ROM. The Records Management Department will also expand its 35 millimeter capability in order to pursue a more aggressive program of microfilming older permanent records. WORKLOAD MEASURES: 1992 1993 1994 1995 (Est) Rolls 160 198 153 160 Pages Microfilmed 400,000 495,000 382,500 400,000 Microfilm Copies (RollsNear) 709 740 768 770 Microfiche Copies (SheetsNear) 10,100 11,200 11,424 1 2,000 *Reformatting will substantially reduce the number of microfiche sold during this year. 11 19 BUDGET M SU MARY. Proposed 1995-96 Budget Approved 1994-95 Budget Proposed Increase (Decrease) Personal Services $135,431 $128,930 $6,501 Operating Expenses 40,500 37,450 3,050 Capital Outlay 3,500 -- 3,500 Total 1 $179,431 1 $166,380 $13,051 7.8016 POSITION CLASSIFICATION: Positions Classification Current New Total Budget Supervisor 1.00 -- 1.00 $27,349 Clerk II 1.00 -- 1.00 23,092 Clerk 1 2.00 -- 2.00 37,890 Photo Tech 1.00 -- 1.00 19,323 Overtime 500 Subtotal 5.00 -- 5.00 108,154 Fringe Benefits 27,277 Total 5.00 -- 5.00 $135,431 CAPITAL OUTLAY SCHEDULE: Fne 35 :MM Viewer 1 $3,500 I MONROE COUNTY, FLORIDA CLERK OF THE CIRCUIT COURT DATA PROCESSING ANNUAL BUDGET FUNCTION: The role of the Clerk of the Circuit Court in Data Processing is to provide information system services to his own staff as well as to the BOCC and the eight (8) other agen- cies that are a part of the Criminal Justice Information System network. DESCRIPTION/OBJECTIVE: The data processing function supports the following applications: Circuit Court: Civil, Probate, Jury Clerk of Courts Accounting County Court: Traffic, Civil/Small Claims Clerk to the BOCC Accounting Criminal Justice Information System (CJIS) Payroll Juvenile Fixed and Moveable Assets Document Recording and Indexing In addition to the above, the Clerk has implemented a Public Access subscription serv- ice. This system provides dial -up access to all recording and court -related on-line appli- cations at a very moderate cost to users. The objective of this program is to provide the technology requirements necessary to support the current and future needs of the Clerk's Office and the County and provide high -quality service and support for all Monroe County user departments. GOALS: Begin implementation of the Information Systems Strategic Plan recommendations. The Clerk's office will be moving away from maintenance -intensive legacy systems to open systems which utilize multiple servers linked via high speed network to support primary applications. WORKLOAD MEASURES: 1992 1993 1994 Terminals 165 168 173 Processing (Hours per day) 16 16 16 r 21 14 LJ BUDGET SUMMARY: Proposed 1995-96 Budget Approved 1994-95 Budget Proposed Increase (Decrease) Personal Services $141,469 $136,366 $5,103 Operating Expenses 187,100 190,100 (3,000) Capital Outlay 10,000 7,500 2,500 Total $338,569 $333,966 $4,603 1.4% POSITION CLASSIFICATION: Positions Classification Current New Total Budget Supervisor 1.00 -- 1.00 $49,281 Computer Operators 2.00 -- 2.00 58,695 Overtime 5,000 Subtotal 3.00 -- 3.00 112,976 Fringe Benefits 28,493 Total 3.00 -- 3.00 $141,469 CAPITAL OUTLAY SCHEDULE: UPS Batteries $7,000 One PC 486/66 & VGA Monitor 1,500 One Laser Printer 1,500 Total $10, 000 22 is 11 MONROE COUNTY, FLORIDA CLERK OF THE CIRCUIT COURT DOMESTIC RELATIONS ANNUAL BUDGET FUNCTION: The Florida Constitution provides that the Clerk of Courts shall be Clerk of the Circuit Court, with Uniform Support being a section under this area. DESCRIPTION/OBJECTIVE: This section acts as a central depository for receiving, recording, reporting, monitoring and disbursing alimony, spousal support, maintenance and child support payments pur- suant to Florida Statutes, Chapter 61.181. Additionally, the Uniform Support program processes liens for non-payment of support, processes court cases filed by the Depart- ment of Health and Rehabilitative Services (HRS) for support enforcement, and assists the judiciary during all court proceedings and processes all related paperwork. GOALS: The goals of the Uniform Support Division of the Clerk's office (Domestic Relations) is to implement a computer dial -in system to allow payees and payors to check on pay- ments and disbursements, and to implement a procedure for direct deposits and disbursements. WORKLOAD MEASURES: 1992 1993 1994 1995 (Est) Collections $2,375,000 $2,681,216 $3,148,693 $4,013,000 Clerk's Fees $43,585 $54,230 $63,106 $70,000 Transactions 23,775 25,500 27,510 28,000 23 0 BUDGET SUMMARY: Proposed 1995-96 Budget Approved 1994-95 Budget Proposed Increase (Decrease) Personal Services $56,669 $54,490 $2,179 Operating Expenses 3,300 2,000 1,300 Capital Outlay -- -- -- Total $59,969 $56,490 $3,479 6.2% POSITION CLASSIFICATION: Positions Classification Current New Total Budget Supervisor .45 -- .45 $12,990 Clerks 1.25 -- 1.25 32,233 Subtotal 1.70 -- 1.70 45,223 Fringe Benefits 11,446 Total 1.70 -- 1.70 $56,669 11 AV 24 I L+ BRANCH OFFICE 3117 OVERSEAS HIGHWAY MARATHON, FLORIDA 33050 TEL. (305) 289-6027 it it I �pOUNTy� Q4J•4�° �y�cu'ip•`R,��9� J u; i• �O 10E COUl14 1 f� ;Dannp 1. kdbage CLERK OF THE CIRCUIT COURT MONROE COUNTY 500 WHITEHEAD STREET KEY WEST, FLORIDA 33040 TEL. (305) 292-3550 MEMORANDUM TO: Danny L. Kolhage Clerk of the Circuit Court FROM: Charles J. Mansen, Jr., CIA C111— Internal Audit Director SUBJECT: Tourist Tax Audit Function Status Report DATE: April 24, 1995 BRANCH OFFICE 88820 OVERSEAS HIGHWAY PLANTATION KEY, FLORIDA 33070 TEL. (305) 852-7145 The following information has been compiled by the Tourist Tax Audit staff. 1) Total Audits conducted: 05/03/91 through 9/30/91 - 22 audits conducted 10/01/91 through 9/30/92 - 47 audits conducted 10/01/92 through 9/30/93 - 38 audits conducted 10/01/93 through 9/30/94 - 30 audits conducted 10/01/94 through 4/24/95 - 09 audits conducted Total Audits Conducted - 146 2) Total estimates issued: 05/03/91 through 9/30/91 - 0 issued 10/01/91 through 9/30/92 - 9 issued 10/01/92 through 9/30/93 - 0 issued 10/01/93 through 9/30/94 - 4 issued 10/01/94 through 4/24/95 - 2 issued Total estimates issued - 15 25 3) The following totals summarize the results of audits conducted through April 24, 1995: Audit Adjustments issued 5/03/91-9/30/91 $ 11,969.09 Audit Adjustments issued 10/1/91-9/30/92 111,349.31 Audit Adjustments issued 10/1/92-9/30/93 63,229.31 Audit Adjustments issued 10/1/93-9/30/94 25,162.17 Audit Adjustments issued 10/l/94-04/24/95 29,902.23 Estimates issued 10/1/91-9/30/94 126,227.07 Total Adjustments issued $367,839.18 Pending Audit Adjustments 3,000.00 Total Audit Adjustments $370,839.18 4) The Monroe County Tax Collector has received $307,751.30 in audit adjustments. Audit adjustments totaling $60,087.88 are outstanding. 5) An additional 12 letters of intent to audit have been sent for future audits. Charles J. Mansen, Jr., CIA Internal Audit Director CJM:bg 26 i+ L j MONROE COUNTY TOURIST DEVELOPMENT TAX PROCEEDS Quarterly Revenues Collected per District 1990 1991 1992 1993 1994 1995 District 1 1Q $554,022 $689,090 $720,105 $791,289 $860,921 941,224 2Q 1,075,973 1,163,102 1,217,181 1,408,806 1,495,103 1,633,872 3Q 722,062 791,507 863,124 956,792 969,072 1,025,245 * 4Q 610,588 644,856 705,910 798,307 805,261 851,939 * Total $2,962,645 $3,288,555 $3,506,320 $3,955,194 $4,130,357 $4,452,280 * District II 1Q $90,586 $87,675 $60,882 $69,370 $72,619 81,551 2Q 149,647 108,544 122,067 156,561 171,854 178,687 3Q 115,489 56,470 63,976 94,535 84,993 92,657 * 4Q 85,691 67,371 74,295 92,746 125,454 136,766 * Total $441,413 $320,060 $321,220 $413,212 $454,920 $489, 661 * District III 1Q $125,329 $125,542 $122,916 $136,359 $135,305 184,270 2Q 305,642 302,067 297,210 358,169 327,418 366,496 3Q 187,851 185,160 202,510 224,264 205,439 220,476 * 4Q 160,097 170,894 181,155 203,419 199,373 213,966 Total $778,919 $783,663 $803,791 $922,211 $867,535 $985,208 District IV 1Q $145,306 $156,714 $153,805 $210,449 $169,198 190,909 2Q 289,156 272,613 293,968 321,784 320,986 362,646 3Q 237,407 207,605 238,160 257,804 242,467 256,094 4Q 164,838 170,905 187,652 194,669 199,614 210,833 Total $836 707 $807 837 $873 585 $984 706 $932 265 $1 020 482 * District V 1 Q $158,947 $159,862 $201,440 $264,620 $219,683 257,875 2Q 357,950 348,567 413,355 486,706 429,434 449,984 3Q 222,343 213,721 278,714 315,222 302,635 314,493 * 4Q 174,645 169,338 196,849 241,785 242,889 252,406 * Total $913,885 $891,488 $1,090,358 $1,308,333 $1,194,641 $1,274,758 * All Districts 1Q $1,074,190 $1,218,883 $1,259,148 $1,472,087 $1,457,726 1,655,829 2Q 2,178,368 2,194,893 2,343,781 2,732,026 2,744,795 2,991,685 3Q 1,485,152 1,454,463 1,646,484 1,848,617 1,804,606 1,908,965 4Q 1,195,859 1,223,364 1,345,861 1,530,926 1,572,591 1,665,910 Total $5 933 569 $6,091,603 $6,595,274 $7,583,656 $7,579,718 $8,222,389 * 3rd & 4th Quarter 1995, and 1995 Total Revenues are estimated. 27 $3,500,000 $3,000,000 $2,500,000 $2,000,000 $1,500,000 $1,000,000 $500,000 JIONROE COUNTY TOURIST DEVELOPMENT TA) District Quarterly Revenues 1990 1991 1992 1993 1994 Year a 1 st Qtr p 2nd Qtr * 3rd Qtr a 4th Qtr 28 1995 L MONROE COUNTY, FLORIDA Budget Comparison CLERK OF THE CIRCUIT COURT For Fiscal Year 10/01/95 to 9130196 INTERNAL AUDIT DEPARTMENT CC # Department FY94/95 FY95/96 Inc/(Dec) % Budget Budget +/- Inc/(Dec) 021000 Internal Audit Department: Personal Services $99,396.00 $111,201.00 $11,805.00 11.88% Operating Expenses 22,503.00 22,602.00 99.00 0.44% Capital Outlay 0.00 0.00 0.00 0.00% Internal Audit Department Totals $121,899.00 $133,803.00 $11,904.00 9.77% 021100 Tourist Tax Audit Function: " Personal Services $104,189.00 $110,418.00 $6,229.00 5.98% Operating Expenses 30,785.00 28,857.00 (1,928.00) -6.26% Capital Outlay 0.00 6,254.00 6,254.00 — Tourist Tax Audit Function Totals $134,974.00 $145,529.00 $10,555.00 7.82% Totals $256 873.00 $279 332.00 $22,459.00 8.74% * Funded by the Tourist Development Tax n 114 29 i MONROE COUNTY, FLORIDA Proposed Budget Requirements CLERK OF THE CIRCUIT COURT For Fiscal Year 10/01/95 to 9130/96 INTERNAL AUDIT DEPARTMENT CC# Proposed 021000 Budget Item FY94/95 Budget Object # Personal Services Budget: 513120 513210 Salaries & Wages FICA Taxes $79,656.00 6,094.00 513220 Retirement Contributions 13,996.00 513230 Group Insurance 6,480.00 513240 Worker's Compensation Total Personal Services 4,975.00 $111,201.00 513340 Operating Budget: Contractual Services - Other $2,500.00 513400 Travel & Per Diem 6,785.00 513410 Phone & Postage/Freight 650.00 513440 513451 Rentals All Risk Management Expense 600.00 1,942.00 513460 Repairs & Maintenance 1,500.00 513498 Advertising 750.00 513510 513520 Office Supplies Operating Supplies All 2,800.00 500.00 513540 Books, Pubs, Subs, Educ, & Memb 4,575.00 Total Operating Budget $22,602.00 Capital Outlaw 513640 Capital Outlay Equipment $0.00 Total Budget Requirements $133,803.00 U 30 Fi 'l I MONROE COUNTY, FLORIDA Proposed Budget Requirements - Detail CLERK OF THE CIRCUIT COURT For Fiscal Year 10/01/95 to 9130196 INTERNAL AUDIT DEPARTMENT CC# Proposed 021000 Budget FY 94/95 Object # Item Budget 513120 Salaries and Wages By Position: Internal Audit Director: Salary (FY94/95 = $52,094.88) x 80% $41,676.00 4% COLA 1,667.00 Merit Increase of $821.32 x 80% 657.00 Salary Adjusted For Cost Of Living $44,000.00 Internal Auditor: Salary (FY94/95 = $35,000) x 100% $35,000.00 4% COLA Prorated x 7.5/12 Year 656.00 Salary Adjusted For Cost Of Living $35,656.00 Salaries Adjusted For Cost of Living $79,656.00 513400 Travel & Per Diem In -County Travel (Audits & Meetings) $4,868.00 Seminars, Conferences, etc. 1,917.00 Total Auto Allowance & Travel $6,785.00 513440 Rentals All: Xerox Photocopier (50% Of Total Cost) $600.00 Total Rentals $600.00 513540 Books, Pubs, Subs. Educ, & Memb Books, Pubs, Subs $750.00 Education 3,375.00 Institute Of Internal Auditors Memberships (2) 200.00 GFOA Memberships (2) 250.00 Total Dues Membership Fees, Registration Fees $4,575.00 513640 Capital Outlay Equipment: Key West Audit Office: Total Capital Outlay Equipment 0.00 $0.00 31 r MONROE COUNTY, FLORIDA Proposed Budget Requirements CLERK OF THE CIRCUIT COURT For Fiscal Year 10/01/95 to 9130/96 INTERNAL AUDIT DEPARTMENT TOURIST TAX AUDIT FUNCTION CC# Proposed 021100 Budget FY 94/95 Object # Item Budget Revenues from Tourist Taxes FY 93194 Actual $7,579,718 FY 94/95 Est. $8,074,000 FY 94/95 Projected $8,222,000 1.77% Fee = $145,529 513120 Personal Services Budget: Salaries & Wages Other Employee 513210 FICA Taxes 513220 Retirement Contributions 513230 513240 Group Insurance Worker's Compensation Total Personal Services Operating Budget: 513340 Contractual Services Other 513400 Travel & Per Diem 513410 513444 Phone & Postage/Freight Rentals All 513451 Risk Management Expense 513460 Repairs & Maintenance 513462 513498 Maintenance of Vehicles Advertising 513510 Office Supplies 513520 Operating Supplies 513521 513540 Gasoline Books, Pubs, Subs, Educ, & Memb Total Operating Budget 513640 Capital Outlay: Capital Outlay Equipment Total Budget Requirements I $77,913.00 5,960.00 13,759.00 7,920.00 4,866.00 $110,418.00 $5,000.00 7,493.00 600.00 600.00 2,739.00 1,800.00 1,500.00 750.00 3,000.00 750.00 850.00 3,775.00 $28,857.00 $6,254.00 $145,529.00 32 MONROE COUNTY, FLORIDA CLERK OF THE CIRCUIT COURT INTERNAL AUDIT DEPARTMENT TOURIST TAX AUDIT FUNCTION Proposed Budget Requirements - Detail For Fiscal Year 10/01/95 to 9130/96 021100 Budget Proposed Object # Item FY 94/95 Budget 513120 Salaries S Wages By Position: Internal Audit Director: Salary (FY94/95 = $52,094.88 x 20%) 4.0% COLA $10,419.00 Merit Increase of $$821.32 x 20% 417.00 Salary Ad/usted For Cost Of Living 164.00 $11,000.00 Senior Tourist Tax Auditor (Full-time): Salary (FY94/95 = $35,000 x 100%) 4.0% COLA Prorated x 4/12 Year $35,000.00 Salary Adjusted For Cost Of Living 467.00 $35,467.00 Tourist Tax Auditor (Full-time): Salary (FY94/95 = $30,236.96 x 100%) 4.0% COLA Salary Adjusted For Cost Of Living Total Salaries Adjusted For Cost Of Living 513400 Travel & Per Diem by Destination - In -County Travel Out of County (Seminars, Conferences, etc.) Total Auto Allowance & Travel 513444 Rentals: Xerox Photocopier (50% Of Total Cost) Vehicle Lease Total Rentals 513540 Books, Pubs Subs Educ Memb Books, Pubs, Subs Education Institute Of Internal Auditors Membership (2) Total Books, Pubs, Subs Educ & Memb 513640 Capital Outlay Equipment: Lease End Purchase of Existing Leased Vehicle Total Capital Outlay Equipment $30,237.00 1,209.00 $31,446.00 $77,913.00 $5,548.00 1,945.00 $7,493.00 $600.00 0.00 $600.00 $250.00 3,375.00 150.00 $3,775.00 6,254.00 0.00 $6 254.00 33