FY2000MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT
PROPOSED BUDGET
FISCAL YEAR 1999/2000
June 3, 1999
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Prepared by:
Clerk of the Circuit Court
Danny L. Kolhage
Monroe County, Florida
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BRANCH OFFICE
3117 OVERSEAS HIGHWAY
MARATHON, FLORIDA 33050
TEL (305) 289-6027
FAX (305) 289-1745
June 3, 1999
Honorable Wilhelmina
Members of the Board
310 Fleming Street
b GOUNTy
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Oy90F COUNTY ..
Oa nnp 1. Rotbage
CLERK OF THE CIRCUIT COURT
MONROE COUNTY
500 WHITEHEAD STREET
KEY WEST, FLORIDA 33040
TEL. (305) 292-3550
FAX (305) 295-3660
Harvey and
of County Commissioners
Key West, Florida 33040
Dear Mayor and Commissioners:
BRANCH OFFICE
88820 OVERSEAS HIGHWAY
PLANTATION KEY, FLORIDA 33070
TEL. (305) 852-7145
FAX (305) 852-7146
In accordance with provisions of Chapter 129.03(2), I am
submitting my proposed budgets for Fiscal Year 1999-2000. The
budgets of the Internal Audit and Tourist Tax Audit Departments
are included under separate tab.
Exhibit A attached to this letter illustrates the increase of my
budget request for Fiscal Year 1999-2000 over my approved budget
for Fiscal Year 1998-1999 and summarizes the components of that
increase. As you can see, the increase in my Operating Budget is
less than 2%. This does not include a one-time extraordinary
budget item of $75,000.00 for furnishing the newly renovated
courthouse facility scheduled for completion in early 2000.
Funding for the furnishings is included in my budget, as I have
been notified by the County's Construction Management Department
that no funds for furnishings are included in the project budget
in the Infrastructure Sales Tax Capital Projects Fund.
Two areas of budget increases involve personal services: First,
in response to the Board's action on May 24, 1999, I have
included in this budget an increase of 5% of salaries and
matching costs, for salary adjustments. Should the Board make
changes in this area, I will respond accordingly.
I have also requested funding for an additional entry level
position in my Plantation Key Office. Passage of a
Constitutional Amendment in 1998, as well as implementing
legislation by the 1999 Legislature, authorizes Clerks of Court
to record legal documents in designated branch offices. Prior to
this amendment, all legal documents were required to be sent to
Key West, the County Seat, for recording.
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Members of the Board of County Commissioners
June 3, 1999
Page 2
Obviously, in Monroe County, our ability to record documents in
the Clerk's offices in Marathon and Plantation Key represents a
major enhancement to the services that we can provide to our
citizens. Based upon our analysis, we have concluded that the
Plantation Key Clerk's Office will be significantly impacted by
this change.
A detailed description of our progress on the Clerk's Computer
Network Project, which includes Year 2000 compliance issues, is
included under a separate tab. This information also includes an
update of the sources and uses of funds, both actual and
projected, for completion of the project.
If you have any questions concerning my budget or any of the
enclosures, I would be happy to meet with you, at your
convenience, to discuss these matters. Of course, I will be
present at all of the scheduled public hearings on the County
budget.
Very truly yours,
�C
L. age
Clerk of the Circuit Court
and ex-officio Clerk to the
Board of County Commissioners
Enclosures
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EXHIBIT A
Analysis of Budget Increase
Operating
Total
Budget
Budget
Proposed 1999-2000 Total Budget
$4,214,561
$4,441,561
Approved 1998-1999 Total Budget
4,147,876
4,299,876
Total Increase
$66,685
$141,685
Percent Increase
1.61 %
3.300/co
Percent of
Amount
Increase
Components of Increase:
5% COLA/Merit (plus related benefits)
$160,678
3.87%
New Position in Recording Plantation Key
(plus related benefits)
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21,911
0.53%
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Other Operating Increases/Decreases
(115,904)
-2.79%
Total Operating Budget Increase
66,685
1.61 %
Courthouse Renovation - Office Furnishings
75,000
Total Budget Increase
$141,685
3.30%
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MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT
TABLE OF CONTENTS
INTRODUCTORY SECTION
OrganizationChart ............................................................................... 3
Duties and Functions.......................................................................... 4
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REVENUE
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RevenuePolicy.................................................................................... 5
Revenue Forecast............................................................................... 6-8
RevenueHistory ............................................................................... 9-10
OPERATING BUDGET SUMMARY
BudgetHistory ..................................................................................... 11
Operating Budget Summary ................................................................ 12
DEPARTMENTAL OPERATING BUDGETS
Annual Budgets:
Clerk to the Board of County Commissioners ................................
13-16
Administration................................................................................
17-19
Allocation of Court Services, Recording, and Records Management
Administrative Overhead................................................................
20-21
Circuit Court Criminal.....................................................................
22-24
Circuit Court Civil..........................................................................
25-27
Circuit Court Family..........................................................................
28-30
Circuit Court Juvenile.....................................................................
31-33
Circuit Court Probate.....................................................................
34-36
County Court Criminal.....................................................................
37-39
CountyCourt Civil..........................................................................
40-42
County Court Traffic..........................................................................
43-45
Jury Management..........................................................................
46-48
Recording.....................................................................................
49-51
Records Management.....................................................................
52-54
Information Systems.....................................................................
55-57
Courthouse Renovation - Purchase of Office Furnishings ...............
58
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MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT
TABLE OF CONTENTS CONTINUED
COMPUTER NETWORK SYSTEM
Network System Requirements.......................................................... 59-61
Cost and Funding Sources..................................................................... 62
DebtFinancing..................................................................................... 63
AUDIT SECTION
Tourist Development Tax Revenue History ..........................................
Operating Budgets:
TouristTax Audit..........................................................................
InternalAudit.....................................................................................
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66-68
69-71
MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT
ORGANIZATION CHART
CITIZENS
CLERK OF THE CIRCUIT COURT
Internal Audits
Tourist Development
Tax Audits
ADMINISTRATIVE I I CLERK TO I I CIRCUIT COUNTY
OURT I I COURT
SUPPORT BOCC
Administration
Administration
Criminal J Criminal
Jury
Management
Finance
Civil Civil
Records
Value
Management
Adjustment
Family Traffic
Board
Recording
Juvenile
Information
Systems
Probate
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MONROE COUNTY, FLORIDA
t CLERK OF THE CIRCUIT COURT
DUTIES AND FUNCTIONS
I
The Clerk of the Circuit Court is an elected office established by the Florida
Constitution. The duties of the office are provided by the Constitution, by acts of the
Florida Legislature, and by order of the Court.
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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 VIII,
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 Monroe County
Resolution No. 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
Iincluded in the General Revenue Fund of the Board of County Commissioners.
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' MONROE COUNTY, FLORIDA
' CLERK OF THE CIRCUIT COURT
REVENUE POLICY
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The Clerk charges user fees in accordance with Chapter 28 and other sections of the
Florida Statutes. These fees are collected and deposited in the Clerk's General Fund.
Each month the fees are transferred to the Board of County Commissioners, the State
of Florida, and other agencies. A list of fees collected by the Clerk is provided on the
following pages.
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The statutes also provide for interest earnings and investment activities. Weekly
excess cash is deposited with the Local Government Surplus Funds Trust Fund under
the management of the Florida State Board of Administration (SBA). The SBA invests
pooled funds in a variety of investment instruments. The rate of return is based on the
rate earned by the pooled funds.
Revenues are forecast based on current and historical activity levels. The forecast
assumes no significant increase in activity.
A change in the chart of accounts beginning in fiscal year 1997-98 has necessitated a
change in the forecast for the presentation of revenue information. This change has
affected the comparability of current information with historical data. Accordingly,
historical information has been presented on a separate schedule.
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MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT
•• REVENUE FORECAST
DESCRIPTION
Total Clerk's Revenues
Total County Revenues
Total Investment Income
Total Revenues to the State of Florida
Total Revenues to Other Municipalities
Total Other Revenues
.. TOTAL REVENUE
M
FY 97/98
FY 98/99
FY 99/2000
Actual
Estimated
Estimated
$1,191,247
$1,212,000
$1,226,000
2,430,135
2,431,400
2,486,400
8,303,311
7,350,000
7,040,000
15, 791, 716
14, 907,400
15, 224, 500
130,628
238,000
238,000
4,686,739
4,700,000
4,700,000
$32,533,776
$30,838,800
$30,914,900
REVENUE APPORTIONMENT
1 701
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25.5%
El Total Clerk's
❑ Total Revenues to
Revenues
the State of Florida
❑ Total County
■ Total Revenues to
Revenues
Other Municipalities
■ Total Investment
❑ Total Other
Income
Revenues
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MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT
REVENUE FORECAST
DESCRIPTION
REVENUES:
Clerk's Revenues
Recording Fees
Mortgage and Documentary Stamps
Intangible Tax
Court Related:
Circuit Civil
Circuit Criminal
County Civil
County Criminal
Traffic Criminal and Civil
Probate
Other:
Child Support
Child Support from State of Florida
Marriage and Passport
Interest
Miscellaneous
Total Clerk's Revenue
County Revenues
Fine and Forfeiture
Local Government Criminal Justice
Code Enforcement
Radio Communication
Court Facilities
Law Library
Public Defender Liens
Legal Aid
Monroe County Drug Abuse Trust Fund
Pretrial Diversion & Treat
Mediation & Arbitration
MC Handicapped Parking
Attorney Fees
Airport Parking
Total County Revenues
Investment Income
Clerk's Accounts
General Fund
Special Revenue Fund
Debt Service Fund
Capital Projects Fund
Fiduciary Funds
Enterprise Funds
Internal Service Funds
Total Investment Income
F
FY 97/98
Actual
$527,696
141,090
13,242
96,814
9,241
71,336
21,283
61,385
29,645
69,958
11,893
83,160
24,431
30,073
1,191,247
1,803,941
262,502
17,242
187,784
39,765
41,205
30,759
13,830
5,257
8,770
7,326
1,912
4,878
4,964
2,430,135
73,587
1,102,345
4,143,644
166,004
1,198,282
50,135
1,287,944
281,370
8,303,311
FY 98/99
Estimated
$550,000
130,000
11,000
93,000
7,000
70,000
20,000
65,000
30,000
44,000
45,000
85,000
22,000
40,000
1,212,000
1,750,000
280,000
35,000
193,000
42,000
43,000
35,000
13,400
10,000
10,500
7,000
2,000
4,500
6,000
2,431,400
70,000
1,110,000
3,600,000
40,000
1,200,000
40,000
1,000,000
290,000
7,350,000
FY 99/2000
Estimated
$560,000
130,000
11,000
94,000
7,000
70,000
20,000
65,000
30,000
44,000
48,000
85,000
22,000
40,000
1,226,000
1,800,000
280,000
36,000
195,000
43,000
44,000
35,000
13,400
10,000
10,500
7,000
2,000
4,500
6,000
2,486,400
70,000
1,000,000
3,400,000
40,000
1,200,000
40,000
1,000,000
290,000
7.040.000
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MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT
REVENUE FORECAST
DESCRIPTION
FY 97/98
Actual
FY 98/99
Estimated
FY 99/2000
Estimated
Revenues to the State of Florida
Documentary Stamps
12,054,153
11,200,000
11,500,000
Intangible Tax
2,271,292
2,200,000
2,200,000
Crimes Compensation
238,972
250,000
255,000
Additional Court Cost
22,916
23,000
23,000
Court Educational Trust Fund
9,055
9,200
9,300
State Investigation Cost
12,134
18,000
19,000
Mediation & Arbitration Trust Fund
1,544
1,600
1,600
Police Academy
74,334
82,000
84,000
Dept. of Health and Rehabilitation Services
93,406
94,000
94,000
Family Court Trust Fund
59,025
65,000
66,000
Displaced Homemaker Trust Fund
20,253
22,000
23,000
Anti -Tobacco Education Program
2,390
3,000
3,000
Traffic Fines
Child Welfare & Juv Justice Trust Fund
601,466
45,422
610,000
47,000
615,000
47,000
Failure to Comply
65,872
75,000
77,000
Epilepsy Trust Fund
Nongame Wildlife Trust Fund
12,110
34,660
11,000
33,000
11,000
33,000
Criminal Justice Training
17,639
20,000
20,000
Emergency Medical Services Trust Fund
30,488
43,000
43,000
Crime stoppers
0
10,000
10,000
Child Support Enforcement
6,734
1,500
1,500
DEP - Marine Biology Trust Fund
90,631
60,000
60,000
Justice Administration Commission
19,793
21,000
21,000
Victim Handicapped/Elderly
0
300
300
Florida Department of Law Enforcement
2,786
2,000
2,000
Florida Department of Alcohol & Drugs
1,075
500
500
Florida Highway Patrol
1,406
1,800
1,800
Florida Department of Transportation
700
500
500
Florida Marine Patrol
Total Revenues to the State of Florida
1,460
15,791,716
3,000
14,907,400
3,000
15,224,500
Revenues to Other Municipalities
Key West
82,343
150,000
150,000
Layton
0
12,000
12,000
Key Colony Beach
4,930
6,000
6,000
■
Islamorada
34,321
60,000
60,000
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Monroe County Sheriff Department
9,034
10,000
10,000
Total Revenues to Other Municipalities
130,628
238,000
238,000
Other Revenues
Domestic Relations
4,686,739
4,700,000
4,700,000
Total Other Revenues
4,686,739
4,700,000
4,700,000
TOTAL REVENUE
$32,533,776
$30,838,800
$30,914,900
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MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT
REVENUE HISTORY
SUPERSEDED CHART OF ACCOUNTS
DESCRIPTION
FY 93/94
FY 94/95
FY 95/96
FY 96/97
REVENUES:
-
Recording
$387,138
$345,342
$401,159
$414,705
Circuit Court:
Civil -Circuit Court
69,193
71,696
65,250
64,271
Probate
21,160
22,518
24,950
24,015
Marriage/Passport
Copies
67,486
80,012
64,234
63,307
70,430
55,180
77,980
71,374
Miscellaneous Fees
193,015
185,726
221,406
258,608
Domestic Relations
63,106
71,427
78,193
81,704
Comm -Doc Stamps/Intangible
95,688
89,556
102,100
133,869
Appeals
9,137
4,625
6,800
6,000
County Court:
Civil -County Court
55,917
53,330
53,555
61,429
County:
Fines & Forfeitures
2,632,700
2,403,596
2,219,098
2,408,108
Court Facility Fees
40,237
40,823
39,580
40,771
Local Training
12,951
17,357
17,826
19,293
Pretrial Services
---
2,655
6,770
15,300
Radio Communications
---
60,660
182,100
205,971
Mediation & Arbitration
8,452
Total County
3,727,740
3,496,852
3,544,397
3,891,850
State:
Documentary Stamps
7,518,919
6,936,426
8,285,398
10,444,079
Intangible Tax
1,399,948
1,186,089
1,481,835
1,714,939
Criminal Justice Trust Fund
186,978
306,373
279,761
275,474
Crimes Compensation
112,112
225,450
224,485
222,165
Police Academy
22,200
27,680
28,317
16,368
Juvenile Surcharge
30,726
34,926
23,092
27,303
Spouse Abuse
51,184
58,920
64,800
71,100
EMT Surcharge
39,245
36,415
25,573
41,831
Additional Filing Fees
13,526
13,901
12,616
12,643
Court Educational Trust Fund
9,010
9,043
8,882
9,338
Miscellaneous
129,070
105,236
116,571
170,672
Displaced Homemaker
13,610
17,493
18,910
20,505
Dissolution of Marriage
2,779
2,804
2,674
2,716
Addt'I Fees (Civil and County)
11,417
11,669
11,465
12,849
Marine Biology Trust
332
--- 624
13,389
Epilepsy Trust Fund
10,485
7,155 8,410
9,145
Nongame Wildlife Trust Fund
38,641
36,751 41,325
43,659
Marriage License Trust Fund -- 2,934 9,972 9,756 9,828
Family Courts Trust Fund 10,825 49,100 54,000 _ 59,250
Total State 9,6031941 9,075,403 10,698,494 13,177,253
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MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT
REVENUE HISTORY
SUPERSEDED CHART OF ACCOUNTS
DESCRIPTION
Municipalities:
Key West & Key Colony Beach
Fines & Costs
Total Municipalities
Other:
Domestic Relations
Legal Aid
Law Library
Clerk's Trust Fund
Judgment Liens/Attny's Fees
Drug Abuse Trust Fund
Cash Bond
Airport Parking
Handicapped Parking
Total Other
Investment Income:
Clerk's Accounts
General Fund
Special Revenue Fund
Debt Service Fund
Capital Projects Fund
Fiduciary Funds
Enterprise Funds
Internal Service Funds
Total Investment Income
TOTAL REVENUE
FY 93/94 FY 94/95 FY 95/96 FY 96/97
457,843 267,019 294,510 364,096
457,843 267,019 294,510 364,096
3,148,693
3,802,569
3,953,632
4,325,170
14,120
14,165
13,576
14,173
20,478
20,730
37,013
42,525
61,891
58,864
62,456
65,448
49,336
46,366
30,680
26,990
6,394
2,384
3,146
2,229
---
25,488
111,574
26,938
---
846
941
418
22,934
968
2,178_
1,552
3,323,846
3,972,380
4,215,196
4,505,443
27,045
43,095
383,833
499,729
1,467,554
2,394,781
320,687
449,959
737,557
814,567
10,881
21,429
761,865
999,847
123,227
155,352
3,832,649 5,378,759
75,572
53,613
668,116
932,879
3,251,736
3,687,874
598,059
208,156
345,906
885,495
21,529
25,555
1,173,410
1,261,636
154,569
187,323
6,288,897
7,242,531
$20,946,019_ $22,190,413 $25,041,494 $29,181,173
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MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT
BUDGET HISTORY
Approved
Approved"
1996-1997
Approved
Approved
Proposed
1995-1996
Budget
1997-1998
1998-1999
1999-2000
Budget
Realk)cated
Budget _
Budget
Clerk to BOCC
$729,005
_Budget
$784,207
$830,941
$827,944
Administration
256,488
255,515
272,350
275,165
Circuit Criminal
485,135
505,121
513,340
522,894
Circuit Civil
Circuit Family
245,815
77,102
255,488
98,916
288,683
97,010
286,382
113,719
Circuit Juvenile
67,884
70,694
73,914
72,758
Circuit Probate
38,651
39,626
44,924
43,736
County Criminal
341,519
353,641
377,841
368,464
County Civil
142,288
174,073
163,140
159,923
County Traffic
433,735
447,564
480,299
490,202
Jury Management
45,861
47,552
57,397
59,878
Recording
273,448
266,228
281,686
307,349
Records Management
196,414
225,780
236,153
236,775
Information Systems
381,172
396,910
430,198
449,372
Total Operating Budget
3,517,781
3,714,517
3,921,315
4,147,876
4,214,561
Debt Service
0
0
110,000
152,000
152,000
Courthouse Renovation -
Office Furnishings
0
0
0
0
75,000
Total Budget
$3,517,781
$3,714,517
$4,031,315
$4,299,876
$4,441,561
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Average
Increase
Annual Increase:
Operating Budget
2.51 % 5.59% 5.57% 5.78% 1.61 % 4.21 %
Total Budget
2.51 % 5.59% 5.57% 6.66% 3.30% 4.73%
Position Control
97.5 98.0 98.9 98.9 99.9
Note: During in the fiscal year 1996-97 the Clerk revised the reporting format to comply with the new State Uniform Accounting
System (UAS) for court -related expenditures. This reflects a change from six reporting cost centers to fourteen reporting cost
centers. Because of this required change, a comparison of prior year's costs is not possible on the individual fourteen cost
centers; therefore, only the total budget amounts are compared.
LBudget Increase History
$5
$4
$3
.`s
$2
$1
$0
1995-1996
1996-1997 1997-1998 1998-1999 1999-2000
Fscal Year
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MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT
OPERATING BUDGET SUMMARY
so Proposed
Approved
1999-2000
1998-1999
Budget
Budget
ire
Clerk to BOCC $827,944
$830,941
Administration 275,165
272,350
Circuit Court
Proposed
Increase
(Decrease)
($2,997)
2,815
Circuit Criminal
522,894
513,340
9,554
Circuit Civil
286,382
288,683
(2,301)
Circuit Family
113,719
97,010
16,709
Circuit Juvenile
72,758
73,914
(1,156)
Circuit Probate
43,736
44,924
(1,188)
Total Circuit Court
1,039,489
1,017,871
21,618
County Court
County Criminal
368,464
377,841
(9,377)
County Civil
159,923
163,140
(3,217)
County Traffic
490,202
480,299
9,903
Total County Court
1,018,589
1,021,280
(2,691)
Jury Management
59,878
57,397
2,481
Recording
307,349
281,686
25,663
Records Management
236,775
236,153
622
Information Systems
449,372
430,198
19,174
Total Operating Budget
4,214,561
4,147,876
66,685
Debt Service
152,000
152,000
0
Courthouse Renovation -
Office Furnishings
75,000
0
75,000
Toal Budget
$4,441,561
$4,299,876
$141,685
Percent
1.61 %
3.30%
Operating Budget
i
Distribution by Department for the Fiscal Year 1998-99
1.4% 6.5%
24.7% 19.6%
❑ Clerk to BCCC
❑ Administration
❑ Jury Management
❑ circuit Court
County Court
Recording
Records Management
10_7% ❑ Information Systems
24.2% 5.6
0
7.3%
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MONROE COUNTY, FLORIDA
CLERK TO THE BOARD OF COUNTY COMMISSIONERS
ANNUAL BUDGET
I FUNCTION:
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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:
This department includes the accounting function and property control for the BOCC
(Clerk to the BOCC-Finance), recording of the minutes of the BOCC meetings (Clerk to
the BOCC-Admin) and operations for the Value Adjustment Board (Clerk to the
BOCC-VAB).
1 Clerk to the BOCC-Finance:
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This department maintains BOCC accounts including, 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 statements.
For the last ten fiscal years, the Government Finance Officers Association of the United
States and Canada (GFOA) awarded a Certificate of Achievement for Excellence in
Financial Reporting to Monroe County for its Comprehensive Annual Financial Report
(CAFR). The Certificate of Achievement is a prestigious national award recognizing
conformance with the highest standards for preparation of state and local government
financial reports.
Clerk to the BOCC-Admin:
This department prepares and indexes official minutes of regular and special meetings
of the BOCC. In addition to preparing minutes and processing ordinances and
resolutions resulting from these meetings, the Clerk maintains all County contracts, as
well as custody of the County seal, and affixes the same to any paper or instrument as
required by law.
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This department is responsible for the custody and care of the BOCC's official
documents and makes them available for public inspection.
Clerk 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;
complaints relating to homestead exemptions; and appeals concerning ad valorem tax
deferrals 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
obtaining the services of special masters, schedules and notifies petitioners and parties
of hearings before special masters and the VAB, attends and records special master
hearings 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
The department plans to continue to research for efficiencies generated by the new
financial software package.
Clerk to the BOCC - Admin:
With the assistance of the County Information System staff, the minutes of the BOCC
meetings were made available to the public on the Internet. The department plans to
publicize the Internet number so the public will be informed of its availability.
New network computer systems are planned for implementation over the next two
years. These network systems will update systems to new technologies and provide
other departments better access to the information.
Clerk to the BOCC-VAB:
Continue to maintain the efficient operations of the VAB as was developed and
implemented over the past several years. The staff will continue to educate the
taxpayer by providing general information and requirements, through written material,
as well as through direct contact, and be as helpful and cooperative with the taxpayers
as possible throughout the entire VAB process.
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Clerk to the Board of County Commissioners
Fiscal Year
Workload Measures:
1995
1996
1997 1
1998
Clerk to the BOCC - Finance
24,822
24,586
22,916
19,544
Operating Checks Issued
Payroll Checks/ Direct Deposits
21,722
22,095
21,732
21,107
Purchase Orders Recorded
8,186
8,066
9,887
10,432
Cost Centers Maintained
428
467
484
549
Funds Maintained
59
53
51
54
Property Records
7,454
7,547
6,286
7,105
Clerk to the BOCC - Admin.
Meetings Held
29
26
22
26
Pages of Minutes
421
400
347
386
Resolutions Adopted
502
608
495
530
Ordinances Adopted
55
65
63
40
Contracts Approved
576
514
603
589
Clerk to the BOCC - VAB
VAB Meetings
2
2
3
3
VAB Petitions
180
180
216
195
Special Master Hearings (days)
6
6
9
8
Proposed
Approved
Proposed
1999-2000
1998-1999
Increase
Percent
Budget Summary:
Budget
Budget
(Decrease) !,
Change
Personal Services
$741,544
$744,641 !,
($3,097)
Operating Expenses
69,800
69,800
0
Capital Outlay
16,600'
16,500
100I
Total
$827,944 $830 941
$2 997
-0.36%
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Clerk to the Board of Countv Cnmmissinnprs
Positions
Budget
Position Classification:
Current
New
Total
Amount
Finance Director
1
_l
0
1
$69,274
Chief Accountant
1
0
1
46,350
Treas. Mgmt. Supervisor
1
0
1
41,447
Accounts Payable Supervisor
1
0
1
30,091
Administrative Assistant
1
0
1
35,384
Payroll Supervisor
1
0
1
37,550
Accounting Specialist Supervisor
1
0
1
37,054
Sr. Accounting Specialist
2
0
2
56,087
Accounting Specialist III
4
0
4
119,256
Accounting Specialist II
1
0
1
23,234
Accounting Specialist 1
4
0
4
83,791
Overtime
20,000
i
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Subtotal
599,518
COLA / Merit Pool (5%)
29,976
Subtotal
629,494
Fringe Benefits
112,050
$741,544
Total
18 0 18
Capital Outlay:
Quantity
Budget
Amount
5 Drawer Lateral File Cabinets
10
$6,000
Laser Printers
2
2,000
Binding System
1
600
Personal Computers
4
8,000
Total
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$16,600
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MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT AND COUNTY COURT
ADMINISTRATION
ANNUAL BUDGET
FUNCTION:
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.
DESCRIPTION/OBJECTIVE:
Administration provides for the general management of all departments reporting to the
Clerk of the Circuit Court. Administration is responsible for long-range planning, and
policies and procedure development. Administrative Assistants provide secretarial
support.
Administration staff maintains the accounting records for the receipt and disbursement
of the Clerk of the Circuit and County Court activities in accordance with generally
accepted government accounting principles and in compliance with statutory
requirements. This includes preparing the Clerk of the Circuit Court's annual budget;
monitoring and processing operating expenditures; and accounting for user fees
charged by the Clerk of the Circuit Court and transferring these fees to the Board of
County Commissioners, the State of Florida and other agencies.
GOALS:
Administration is in the process of implementing new network computer systems for all
court service departments as provided in the five year strategic plan. These new
computer systems will update the current system to new technologies as well as
resolve the "Year 2000" problem. For more details see the section entitled "Computer
Network System".
Over the next few years, the administration with departmental staff assistance plans to
update written policies and procedures for all court services departments. These
procedures will be used to document the requirements and duties of the Clerk of the
Circuit and County Courts and will be used as a training tool for new deputies.
17
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Administration
Fiscal
Year
-_--
Estimated
Workload Measures:
1996
1997
1998
1999
Clerk to the OCC B - Admin.
Meetings Held
26
22
26
26
Pages of Minutes
400
347
386
380
Resolutions Adopted
608
495
530
530
Ordinances Adopted
65
63
40
40
Contracts Approved
>
514
h �,
II
602
589
600
gill
I
Proposed
p
Approved
PP
Proposed
p
I
1999-2000
1998-1999
Increase
Percent
Budget Summary:
Budget
Budget
(Decrease)
Change
Personal Services
$224,910
$224,645
$265
li
Operating Expenses
46,255
41,705
4,550
Capital Outlay
4,000
6,000
(2,000�'
Total
$275,165
$272,350
$2,815
, 1.03%
C
Administrati
Position Classification
Current
Positions
New
Total
Budget
Amount
Executive Salary
1.0
0.0
1.0
$93,349
Director of Administrative
Services & Special Projects
0.4
0.0
0.4
25,709
Administrative Assistant
0.4
0.0
0.4
23,027
Administrative Assistant
1.0
0.0
1.0
35,384
Overtime
500
COLA / Merit Pool (5%) 4,231
Subtotal 182,200
Fringe Benefits 42,710
Total 2.8 0.0 -- 2.8 $224,910
Budget
Capital Outlay: _ Quantity Amount
Cassette Recorder 1 $4,000
Total $4,000
19
' MONROE COUNTY, FLORIDA
COURT SERVICES, RECORDING, AND RECORDS MANAGEMENT
ADMINISTRATIVE OVERHEAD
ANNUAL BUDGET
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FUNCTION:
The Florida Constitution provides that the Clerk of Courts shall be Clerk of the Circuit
Court and County Court.
DESCRIPTION/OBJECTIVES:
Court Services, Recording, and Records Management Administrative Overhead is not a
separate department. These individuals are responsible for managing the functions of
the Circuit Court and County Court, Jury Management, Recording and Records
Management. These salaries are allocated to the departments managed based on the
number of positions in each department.
GOAL:
No specific goals are provided. The Court Services, Recording and Records
Management Administrative staff is responsible for the goals of the individual
departments they manage.
20
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rmirt SP-rvir-PC Arlminictrativn Clumrhntarl
Position Classification:
Current
Positions
New
Total
Budget
Amount
Director of Court Services
1.00
0.00
1.00
$59,987
Director of Administrative
Services & Special Projects
0.50
0.00
0.50
32,136
Branch Office Supervisors
1.90
0.00
1.90
60,550
Sr. Accounting Specialist
0.90
0.00
0.90
31,534
Overtime
3,500
Total
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4.30 0.00 4.30
$187,707
Allocation of Court Services
-
Budget
Administrative Overhead
Positions
Quantity
Amount
Circuit Criminal
14.00
19.64% li
$36,866
Circuit Civil
7.20
10.10%!
18,958
Circuit Family
2.35',
3.30%1I
6,194
Circuit Juvenile
2.00
2.81 % ,
5,275
Circuit Probate
1.00
1.40%
2,628
County Criminal
11.00
15.43%
28,963
County Civil
4.80'
6.73%';
12,633
County Traffic
14.95',
20.97%'
39,362
Jury Management
1.00
1.40%1
2,628
Recording
8.00'
11.22%
21,061
Records Management
5.00
7.01 %
13,139
Total
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71.30 100.00% $187,707
' MONROE COUNTY, FLORIDA
CIRCUIT COURT CRIMINAL
ANNUAL BUDGET
FUNCTION:
The Florida Constitution provides that the Clerk of Courts shall be Clerk of the Circuit
Court.
DESCRIPTION/OBJECTIVES:
The Circuit Court Criminal Department processes all felony cases. The staff prepares
motion court calendars, attends court hearings and trials, records and maintains court
evidence, processes County to Circuit Court appeals and prepares appeals to the
District Court.
The department also processes all payments made pursuant to Court Orders for fines,
court costs, restitution and any other payments ordered by the Court.
GOALS:
During September 1998, the new Criminal Case Management System was installed on
new computer hardware. Training of deputies and conversion of the database occurred
November 1998 through April 1999. The new system is scheduled for full on-line
operations in June 1999. This new computer system will update the current system to
new technologies as well as resolve the "Year 2000" problem. For more details see the
section entitled "Computer Network System". In addition, the department plans to study
the feasibility of bar coding criminal court sheets for input into the Circuit Criminal
Computer System.
During the next fiscal year, the department plans to refine internal systems. This will
facile the method of processing information and improve efficiency of operations in the
first year of implementation. With the assistance of the Administrative Department, the
department plans to update written policies and procedures. These procedures will be
used to document the requirements and duties of the Clerk of the Circuit and County
Courts and will be used as a training tool for new deputies.
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Circuit Criminal
Calendar Year
If ' Estimated
Workload Measures: 1996 y 1997 1998 1999
Case Filings - All
1,901 2,057
2,129
2,150
Cases Reopened
30 42
52
50
Probation Hearings
965 975 (est.)
1,025
1,000
Bond Hearings
285 300 (est.)
216
200
Budget Summary:
Proposed
1999-2000
Budget
Approved
1998-1999
Budget
Proposed
Increase Percent
(Decrease) Change
Personal Services
$485,430
$475,413
$10,017
Operating Expenses
34,8641
32,727
2,137
Capital Outlay
I 2,6001
$522,894 j
5,200
$513,340
(2,600)
$9,5541 1.86%
Total
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Circuit Criminal
Position Classification:
Current
Positions
New
Total
Budget
Amount
Criminal Division Supervisor
1
0
1
$33,494
Clerk IV
1
0
1
27,264
Clerk III
5
0
5
127,567
Clerk II
3
0
3
72,510
Clerk 1
4
0
4
80,756
Other Salary and Wages
6,000
Allocation of Court Services
Administration Salaries
36,866
Overtime
8,000
_ Subtotal 392,457
COLA / Merit Pool (5%) 19,623
Subtotal 412,080
Fringe Benefits 73,350
Total 14 0 14 $485,430
Budget
Capital Outlay: Quantity Amount
Paper Shredder 1 $1,400
Time Clocks 2 1,200
Total $2,600
�911
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I FUNCTION:
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MONROE COUNTY, FLORIDA
CIRCUIT COURT CIVIL
ANNUAL BUDGET
The Florida Constitution provides that the Clerk of Courts shall be Clerk of the Circuit
Court.
DESCRIPTION/OBJECTIVES:
The Circuit Court Civil Department processes all civil actions over $15,000, foreclosure
actions, dissolutions of marriage, petitions, and all other circuit civil filings. The staff
prepares motion court calendars, attends court hearings and trials, records and
maintains court evidence, processes Circuit Court appeals, and prepares appeals to the
District Court.
The Circuit Court Civil staff also issues marriage licenses and processes all passport
applications.
GOALS:
During the past fiscal year a new registry of the court accounting system was
implemented and new procedures were developed. These new procedures improved
the recording of receipts and disbursements of funds held in the registry.
® November 1998, a new Civil Case Management System was installed on new computer
■ hardware. Training of deputies occurred November 1998 through April 1999.
Conversion of the database began in February 1999 and is expected to be complete by
the end of July 1999. The new system is scheduled for full on-line operation by July
1999. This new computer system will update the current system to new technologies
as well as resolve the "Year 2000" problem. For more details see the section entitled
"Computer Network System". In addition, the department plans to study the feasibility
of bar coding civil action sheets for input into the Circuit Civil System.
During the next fiscal year, the department plans to refine internal systems. This will
facile the method of processing information and improve efficiency of operations in the
first year of implementation. With the assistance of the Administrative Department, the
department plans to update written policies and procedures. These procedures will be
used to document the requirements and duties of the Clerk of the Circuit and County
Courts and will be used as a training tool for new deputies.
25
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Circuit Civil
Calendar
Year
Estimated
Workload Measures:
1996
1997
1998
1999
Case filings:
Other Civil
852
915
915
920
Other Civil Reopened
10
16
4
5
Domestic Relations
1,295
1,243
1,623
1,600
Domestic Relations Reopened
42
17
20
20
Other:
Marriage Licenses
2,175
2,368
2,231
2,250
Passports
866
1,636
1,778
1,800
Proposed
Approved
Proposed
1999-2000
1998-1999
Increase
Percent
Budget Summary:
Budget
! Budget
(Decrease)
Change
Personal Services
$260,814'
$253,144
$7,670
Operating Expenses
23,768
16,739
7,029'
Capital Outlay
1,800
$286,382
18,800
j $288,683
(17,000)
($2,301)
-0.80%
Total
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Circuit Civil
Position Classification:
-
Current
Positions
-
j New
-
Total
Budget
Amount
Civil Division Supervisor
0.70
0.00
0.70
$24,063
Clerk III
2.75
0.00
2.75
75,015
Clerk II
1.00
0.00
1.00
20,900
Clerk 1
2.75
0.00
2.75
52,925
Other Salary and Wages
7,000
Allocation of Court Services
Administration Salaries
18,958
Overtime
12,000
Subtotal
210,861
COLA / Merit Pool (5%)
10,543
Subtotal
221,404
Fringe Benefits
39,410
Total
j 7.20
0.00
7.20
$260,814
Budget
Capital Outlay: Quantity Amount
Time Clock 1 $600
Paper Shredder - Key West Office 1 1,200
Total $1,800
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MONROE COUNTY, FLORIDA
CIRCUIT COURT FAMILY
ANNUAL BUDGET
iThe Florida Constitution provides that the Clerk of Courts shall be Clerk of the Circuit
Court.
IDESCRIPTIONIOBJECTIVES:
The Circuit Court Family Department is the central depository for receiving, recording,
reporting, monitoring and disbursing alimony, spousal support, maintenance and child
support payments, pursuant to Florida Statutes Chapter 61.181. Additionally, the
Uniform Support Program processes liens for nonpayment of support. The staff also
attends all family -related court hearings and processes all related paperwork.
This department is also responsible for injunctions for protection, which requires
significant processing time. This is accomplished by having one deputy at Key West,
Marathon, and Plantation Key on call 24 hours a day, 7 days a week. This
responsibility is rotated among deputies that work in Circuit Court Civil and Circuit Court
Family Departments. The Clerk's Office is currently cooperating with the State
Attorney's Office in the operation of a Domestic Violence Unit in the Lower Keys that is
funded by a state grant.
GOALS:
The Circuit Court Family Department plans to upgrade the Child Support Enforcement
(CSE) system to resolve the "Year 2000" problem.
In July 1998 the Clerk entered into a contract with the State Financial Participation
Program (FFP) for reimbursement of 66.6% of direct and indirect expenses attributed to
the IV-D child support operations. These funds will replace lost revenues due to Florida
Statute 61.181(3)(a) which states: "On or after July 1, 1998 if a payment is made on a Title
IV-D case which is not accompanied by the required transaction fee, the depository shall not
deduct any monies from the support payment for payment of the fee." Further, effective
October 1, 1999, the responsibility for processing child support receipts and
disbursements for Title IV-D cases and certain cases involving payroll deduction orders
r will be transferred from the local depository to the centralized state depository unit.
Workload Measures:
Collections:
Fees:
Clerk Fees
From the State
Total
Transactions
circuit Fam
Fiscal Year
- Estimated
1996 1997 1998 1999
$3,953,632 $4,358,581 $4,686,739I $4,700,000
I
69,843 44,000
11,893 45,000
$70,374 $73,534 $81,736 $89,000
19,548 20,398 21,584 21,600
* Funds received from the State Financial Participation Program, beginning July 1998.
Budget Summary:
Personal Services
Operating Expenses
Capital Outlay
Proposed Approved
1999-2000 1998-1999
Budget Budget
Proposed
Increase
(Decrease)
$86,069
$82,729
$3,340
16,150
14,281
1,869
11,500
0
11,500
-
Total $113,719 1
$97,010
$16, 9
29
Percent
Chance
Circuit Family
Position Classification:
Current
Positions
New
Total
Budget
~' Amount
Civil Division Supervisor
0.30
0.00
0.30
$10,313
Branch Office Supervisor
0.10
0.00
0.10
3,450
Sr. Accounting Specialist
0.10
0.00
0.10
3,504
Computer Operator
0.10
0.00
0.10
3,699
Clerk III
1.30
0.00
1.30
29,670
Clerk II
0.20
0.00
0.20
3,780
Clerk 1
0.25
0.00
0.25
4,975
Allocation of Court Services
Administration Salaries
6,194
Overtime - Rotation of Weekend
and Evening Clerks
4,000
Subtotal
69,585
COLA / Merit Pool (5%)
3,479
Subtotal
73,064
Fringe Benefits
13,005
_
Total
,
2.35
0.00
2.35
1 $86,069
Capital Outlay:
Y2K System Update
File Cabinets
Total
30
Budget
Quantity Amount
1 $10,000
3 1,500
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MONROE COUNTY, FLORIDA
CIRCUIT COURT JUVENILE
ANNUAL BUDGET
The Florida Constitution provides that the Clerk of Courts shall be Clerk of the Circuit
Court.
1 DESCRIPTION/OBJECTIVES:
U
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The Circuit Court Juvenile Department processes all juvenile cases. The staff prepares
motion court calendars, attends court hearings and trials, records and maintains court
evidence, and processes and prepares appeals to the District Court.
GOALS:
Beginning June 1999, a new Juvenile Case Management System for delinquencies and
9 9 9 Y q
dependencies will be installed on new computer hardware. Training of deputies and
conversion of the database will occur June through August 1999. The new system is
scheduled for full on-line operation by August 1999. This new computer system will
update the current system to new technologies as well as resolve the "Year 2000"
problem. For more details see the section entitled "Computer Network System".
During the next fiscal year, the department plans to refine internal systems. This will
facilitate the method of processing information and improve efficiency of operations in
the first year of implementation.
31
Workload Measures:
Case Filings:
Delinquency
Dependency
Cases Reopened
Circuit Juveni
Calendar Year
Estimated
1996
1997 1998
1999
962
907 804
810
72
56 69
70
195
190 248
250
Proposed '
Approved
Proposed
1999-2000
1998-1999
Increase Percent
Budget Summary:
Budget !
Budget
(Decrease) Change
_
-
Personal Services
$67,371
$67,668
($297)
Operating Expenses
5,387
6,246
(859)
Capital Outlay
0
0
0
Total
1
$72,758
$73,914'
($1,156 � -1.56%
32
Circuit Juven
Position_ s _
Budget
Position Classification:
Current i
1
New
0
Total
1
Amount
$28,193
Clerk IV
Clerk II
1
0
1
20,000
Allocation of Court Services
Administration Salaries
5,275
Overtime
1,000
54,468
2,723
57,191
10,180
Subtotal
COLA / Merit Pool (5%)
Subtotal
Fringe Benefits
Total
2
0
2
$67,371
Budget
Capital Outlay: Quantity Amount
None
Total $0
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MONROE COUNTY, FLORIDA
CIRCUIT COURT PROBATE
ANNUAL BUDGET
FUNCTION:
The Florida Constitution provides that the Clerk of Courts shall be Clerk of the Circuit
Court.
DESCRIPTION/OBJECTIVES:
The Circuit Court Probate Department processes all probate, mental health and
guardianship cases. The staff prepares motion court calendars, attends court hearings
and trials, and records and maintains court evidence.
GOALS:
I
During November 1998, a new Probate, Mental Health, and Guardianship Case
Management System was installed on new computer hardware. Training of deputies
began February 1999 and will continue through July 1999. Conversion of the database
will occur June through August 1999. The new system is scheduled for full on-line
operation by August 1999. This new computer system will update the current system
to new technologies as well as resolve the "Year 2000" problem. For more details see
the section entitled "Computer Network System".
During the next fiscal year, the department plans to refine internal systems. This will
facile the method of processing information and improve efficiency of operations in the
first year of implementation.
With the assistance of the Administrative Department, the department plans to update
written policies and procedures. These procedures will be used to document the
requirements and duties of the Clerk of the Circuit and County Courts and will be used
as a training tool for new deputies.
M
Circuit ProbE
Calendar Year
Estimated
Workload Measures: _ 1996 1997 1998 1999
--- -
Case Filings 471 498 451 450
Cases Reopened 27 10 8 8
Budget Summary:
Proposed
1999-2000
Budget
Approved '
1998-1999
Budget
Proposed
Increase Percent
(Decrease) '', Change
Personal Services
$37,993
$39,731
($1,738)
Operating Expenses
5,743
5,193
5501I
Capital Outlay
0'
-
0
0
I
Total
$43,736`
$44,924
$1 188
-2.64%
35
Circuit Proba
Positions Budget
Position Classification: Current New Total Amount
Clerk IV 1 0 1 $27,588
Allocation of Court Services
Administration Salaries 2,628
Overtime 500
Subtotal 30,716
COLA / Merit Pool (5%) 1,536
Subtotal 32,252
Fringe Benefits 5,741
--
Total 1 0 1 $37,993
Budget
Capital Outlay: Quantity Amount
None
Total $0
36
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MONROE COUNTY, FLORIDA
■ COUNTY COURT CRIMINAL
� ANNUAL BUDGET
FUNCTION:
The Florida Constitution provides that the Clerk of Courts shall be Clerk of the County
Court.
DESCRIPTION/OBJECTIVES:
i The County Court Criminal Department process all misdemeanor and criminal traffic
cases. The staff prepares motion court calendars, attends court hearings and trials,
records and maintains court evidence, and processes County to Circuit Court appeals.
The staff also processes payments for misdemeanor and criminal traffic fines.
I GOALS:
n
A
During September 1998, a new Criminal Case Management System was installed on
new computer hardware. Training of deputies and conversion of the database occurred
November 1998 through April 1999. The new system is scheduled for full on-line
operation in June 1999. This new computer system will update the current system to
new technologies as well as resolve the "Year 2000" problem. For more details see the
section entitled "Computer Network System".
During the next fiscal year, the department plans to refine internal systems. This will
facile the method of processing information and improve efficiency of operations in the
first year of implementation.
37
County Criminal
Calendar Year
Estimated
Workload Measures:
1996 1997 1998
1999
Case Filings:
County Criminal
6,279 6,286 5,756
5,800
Criminal Traffic
2,557 2,339 2,005
2,010
Budget Summary:
Proposed
1999-2000
Budget
$346,065
Approved
1998-1999
Budget
$353,738
Proposed
Increase Percent
(Decrease) Change
($7,673)
Personal Services
Operating Expenses
22,399
24,103
(1,704)
Capital Outlay
0
0
0
Total
$368,464
$377,841
($9,377)I -2.48%
Position Classification:
Traffic/Misd. Supervisor
Clerk III
Clerk II
Clerk I
Other Salary and Wages
Allocation of Court Services
Administration Salaries
Overtime
Subtotal
Frinae Benefits
Current
1
2
4
4
)sitions
New
Total
0
1
0
2
0
4
0
4
0 11
L,ouniy Loriminai
Budget
Amount
$27,000
$54,745
83,929
77,647
5,000
28,963
2,500
13,989
293,773
52,292
$346,065
Budget
Capital Outlay: Quantity Amount
None
Total — _--- $0
39
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ri
MONROE COUNTY, FLORIDA
COUNTY COURT CIVIL
ANNUAL BUDGET
FUNCTION:
The Florida Constitution provides that the Clerk of Courts shall be Clerk of the County
Court.
DESCRIPTION/OBJECTIVES:
The County Court Civil Department processes all civil actions under $15,000,
processes landlord and tenant claims, and assists customers in filing small claims
actions. The staff prepares court calendars, attends hearings and trials, records and
maintains court evidence, and processes County to Circuit appeals.
I GOALS:
I
7
During November 1998, a new Civil Case Management System was installed on new
computer hardware. Training of deputies occurred November 1998 through April 1999.
Conversion of the database began in February 1999 and is expected to be complete by
the end of July 1999. The new system is scheduled for full on-line operation by July
1999. This new computer system will update the current system to new technologies
as well as resolve the "Year 2000" problem. For more details see the section entitled
"Computer Network System".
During the next fiscal year, the department plans to refine internal systems. This will
facile the method of processing information and improve efficiency of operations in the
first year of implementation.
With the assistance of the Administrative Department, the department plans to update
written policies and procedures. These procedures will be used to document the
requirements and duties of the Clerk of the Circuit and County Courts and will be used
as a training tool for new deputies.
M
Workload Measures:
Calendar Year
amount Givil
1996 1997 1998
Estimated
1999
Case Filings:
Small Claims
740
1,069 1,056
1,060
Evictions
431
444 560
575
Other County Civil
400
298 269
275
Total
1,571
1,811 1,885
1,910
Cases Reopened
p
4
9 11
10
Budget Summary:
Proposed
1999-2000
Budget _
Approved
1998-1999
Budget
Proposed
Increase Percent
(Decrease) Change
Personal Services
$147,566 I
$149 383
1 ($ ,817)
Operating Expenses
12,357
13,757
(1,400)
Capital Outlay
0
0
0
Total
$159,923
$163,140
$3,217 -1.97%
41
Clerk II
Clerk I
Other Salary and Wages
Allocation of Court Services
Administration Salaries
Overtime
Positions
-- - --
Current New Total
2.8 0 2.8
2 0 2
Subtotal
COLA / Merit Pool (5%)
Subtotal
Fringe Benefits
Total 5 0 5
t,ount c:ivu
Budget
$60,625
$39,045
4,500
12,633
2,500
$119,303
$5,965
$125,268
22,298
$147,566
Budget
Capital Outlay: - Quantity Amount
None
Total $0
I'm
741
MONROE COUNTY, FLORIDA
COUNTY COURT TRAFFIC
ANNUAL BUDGET
FUNCTION:
The Florida Constitution provides that the Clerk of Courts shall be Clerk of the County
Court.
DESCRIPTION/OBJECTIVES:
The County Court Traffic Department processes payments of traffic tickets and other
miscellaneous fines, and suspends licenses of individuals who have not made
payment. For traffic court, the staff sets dates for court hearings, subpoena officers,
prepares court dockets and attends court hearings. The department also maintains a
schedule of individuals who are required to attend traffic school, and suspends drivers
licenses of those who do not attend in the required 90 days..
1 GOALS:
n-
d-
h
We are in the final phases of selecting a new Traffic Case Management System. The
system will be installed in July 1999. Training of deputies and conversion of the data
base will occur July through August 1999. They new system is scheduled for full
on-line operations by September 1999. This new computer system will update the
current system to new technologies as well as resolve the "Year 2000" problem. For
more details see the section titled "Computer Network System".
During the next fiscal year, the department plans to refine internal systems. This will
facile the method of processing information and improve efficiency of operations in the
first year of implementation.
43
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Calendar
Year
%.Uunly i rarrlC
Workload Measures:
1996
1997
1998
Estimated
1999
Case Filings - Infractions
i
31,498
34,640
33,147
34,000
Proposed
Approved
PP
Proposed
p
1999-2000
1998-1999
Increase
Percent
Budget Summary:
Budget _
Budget___
(Decrease)
Change
Personal Services
$453,920
$445,607
$8,313
Operating Expenses
36,282
34,692
1,590
j
Capital Outlay
0
0
0
Total
$490,202
$480,299
$9,903
2.06%
44
tounty i ranic
Position Classification:
Current
Positions
New
Total
Budget
Amount
Clerk III
3.95
0
3.95
$89 818
Clerk II
5.00
0
5.00
112,592
Clerk 1
6.00
0
6.00
117,710
Other Salary and Wages
2,000
Allocation of Court Services
Administration Salaries
39,362
Overtime
5,500
Subtotal
366,982
18,349
385,331
68,589
COLA / Merit Pool (5%)
Subtotal
Fringe Benefits
Total
15
0
15
$453,920
Capital Outlay: Budget
Quantity Amount
None -._.--
Total $0
45
H
MONROE COUNTY, FLORIDA
JURY MANAGEMENT
ANNUAL BUDGET
FUNCTION:
The Florida Constitution provides that the Clerk of Courts shall be Clerk of the Circuit
and County Court.
H
DESCRIPTION/OBJECTIVES:
The Jury Management Department is responsible for the juror selection process for
Circuit and County Court, the Grand Jury and the State Grand Jury. Three separate
jury pools are necessary, one for each location (Key West, Marathon, and Plantation
Key). The staff determines the number of jurors needed and requests a computer
generated list of prospective jurors; prepares and mails summon notices; prepares the
list of jurors to be excused or postponed for approval by the judge; takes roll call to
qualify the jurors; distributes the jurors to assigned panels; tracks attendance for payroll
information; prepares the payroll; and prepares monthly reports to the State of Florida.
GOALS:
Beginning June 1999, a new Juror Management System will be installed on new
computer hardware. Training of deputies and conversion of the database will occur
June 1999 through July 1999. The new system is scheduled for full on-line operation
by July 1999. This new computer system will update the current system to new
technologies as well as resolve the "Year 2000" problem. For more details see the
section entitled "Computer Network System".
During the next fiscal year, the department plans to refine internal systems. This will
facile the method of processing information and improve efficiency of operations in the
first year of implementation.
L
fl
Workload Measures:
--
1996
.July
Calendar Year
1997 1998
iviana emenz
Estimated
1999
Jurors Summoned
13,969
14,742
21,271
21,000
Jurors Served
4,236
4,012
3,944
4,000
Number of Checks Issued
to Jurors
3,100
2,394
2,647
2,600
Proposed
Approved
Proposed
1999-2000
1998-1999
Increase Percent
Budget Summary:
Budget
- Budget
(Decrease) Change
- -
Personal Services
$41,735
$41,304
$431
Operating Expenses
18,143
16,093
2,050
Capital Outlay
0
0
0
Total
$59,878
$57,397
$2,481 4.32%
47
cur mans ement
Positions Budget
Position Classification: Current New T_otal Amount
Jury Clerk I1 - 0 — — 1 � $30,514
Allocation of Court Services
Administration Salaries 2,628
Overtime 600
Subtotal �-
33,742
COLA Merit Pool (5%) % 1,687
Subtotal 35,429
Fringe Benefits 6,306
Total 1 0 1 $41,735
Budget
Capital Outlay: Quantity Amount
None
Total $0
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MONROE COUNTY, FLORIDA
RECORDING
ANNUAL BUDGET
FUNCTION:
The Florida Constitution provides that the Clerk of Courts shall be responsible for
recording all instruments authorized by law to be recorded in the Official Records of
Monroe County.
DESCRIPTION/OBJECTIVES:
The Recording Department processes all documents that are recorded in the Official
Records of Monroe County. The staff records documents, and collects documentary
and intangible tax due to the State of Florida Department of Revenue. The department
also maintains a daily register of recorded documents and provides an index to the
Official Records.
GOALS:
In 1998 a Constitutional Amendment was adopted by Florida voters which authorized
the clerk of courts to record legal documents in duly designated branch offices. The
Legislation passed in the 1999 session implements the constitutional amendment.
Prior to this amendment all legal documents were required to be sent to Key West, the
County Seat, for recording. Because of the extended geography of Monroe County, our
ability to record documents in the branch offices in Marathon and Plantation Key will
provide a vital service to our citizens.
Extension of recording services to the Branch Offices in Marathon and Plantation Key
will require continued training of branch office personnel and extensive communication
and coordination between the branches and Key West Recording Department. The
Clerk's Office has purchased the required equipment and is currently in the process of
installing the systems and training personnel.
An additional position has been included in this budget for the Plantation Key Office
because of our projections of the additional workload that will be placed on that office.
Our projections are based on the results of our analysis of documents currently being
mailed to the County Seat (Key West) for recording. In addition, the number of
documents recorded in 1998 increased significantly (7.5%) over the previous year. This
trend is expected to continue in 1999.
49
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Calendar Year
1\GL.VI U111
Estimated
Workload Measures:
1996
1997
1998
1999
Documents Recorded
57,421
57,449
61,771
62,000
Proposed
Approved
Proposed
Budget
1999-2000
1998-1999
Increase
Percent
Summary:
Budget
Budget
(Decrease)
! Change
Personal Services
$236,041
$209,372
$26,669
Operating Expenses
68,3081
65,314
2,994'.
Capital Outlay
3,000
7,000
(4,000)
Total
$307,349
$281 686
25 66
$ 3,
u
9.11/0
50
Position Classification:
I
Positions
New
Total
r%Ut;UUU1"U
Budget
Amount
Clerk 111
--rcurrent
1
0
1
$23,160
Clerk 11
2
0
2
45,811
Clerk 1
4
1
5
96,300
Allocation of Court Services
Administration Salaries
21,061
Overtime
4,500
Subtotal j 190,832
COLA / Merit Pool (5%) 1 9,542
Fringe Benefits Subtotal 200,374
35,667
Total 7 1 8 $236,041
Budget
Capital Outlay:
Quantity Amount
Workstations (Marathon and Plantation Key) 2
$3,000
Total $3,000
51
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MONROE COUNTY, FLORIDA
! RECORDS MANAGEMENT
ANNUAL BUDGET
FUNCTION:
The Florida Constitution provides that the Clerk of Courts is responsible for the
maintenance and protection of a wide variety of public records.
DESCRIPTION/OBJECTIVES:
The Records Management Department 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
subsequently destroyed. Oversight of the central mail room rests with the department.
In addition, the department provides services to other agencies such as the Library and
the District School Board as requested on a limited basis.
GOALS:
The department will be impacted by implementation of the Document Recording and
Indexing/Imaging project which was implemented in the fiscal year 1995-96. The
department will continue to microfilm the Official Records, but will begin the transition
away from microfilm to full imaging. The department also plans to expand its 35
millimeter capabilities in order to pursue a more aggressive program of microfilming
older permanent records.
The department currently sells microfilm to regular monthly customers. These
customers will also have to begin a transition to the new technology --specifically CD
ROM.
52
.c�.vUa iviana emeni
Fiscal Year
Estimated
Workload Measures: 1996 _ 1997 1998 1999
Rolls
Pages Microfilmed
Microfilm Copies (Rolls/yr)
Microfiche Copies (Sheets/yr)
570
654
765
770
1,425,000
1,635,000
1,912,500
1,925,000
894
892
715
720
2,581
2,602
3,703
3,750
Proposed
Approved
Proposed
1999-2000
1998-1999
Increase Percent
Budget Summary:
Budget
Budget
(Decrease); Change
-
Personal Services
$168,855 ''1
$168,746
$109
Operating Expenses
54,920
55,307
(387)
Capital Outlay
13,000
$236,775
12,100
$236,153
900
$622 ' 0.26%
Total
53
Microfilm Supervisor
Microfilm Clerk II
Microfilm Clerk I
Photo Tech I
Allocation of Court Services
Administration Salaries
Overtime
Positions _
�ca.vua irIana emeni
Budget
Current
-
_
y New
— -
Total
Amount
1
0
1
$32,807
1
0
1
25,812
2
0
2
42,724
1
0
1
21,432
13,139
600
Subtotal 136,514
COLA / Merit Pool (5%) 6,826
Su�' 143,340
Fringe Benefits
25,515
Total 5 0 5 $168,855
Capital Budget
P y� _ _ Quantity Amount
Readers 2 $7,000
Parts for Film Processor 1 6 000
(new processor would cost $30,000) '
Total $13,000
54
G
MONROE COUNTY, FLORIDA
INFORMATION SYSTEMS
ANNUAL BUDGET
FUNCTION:
The role of the Clerk of the Circuit Court in Information Systems is to provide
information systems services to all departments of the Clerk of the Circuit Court as well
as to the BOCC and eight (8) other agencies that are a part of the Criminal Justice
Information Systems network.
DESCRIPTION/OBJECTIVES:
The Information Systems Department supports the following applications:
Circuit Court: Civil, Probate, Jury
County Court: Traffic, Civil/Small Claims
Criminal Justice Information System (CJIS)
Juvenile
Document Recording and Indexing
GOALS:
Clerk of Courts Accounting
Clerk to the BOCC Accounting
Payroll
Fixed and Moveable Assets
in the current fiscal year, a new network server computer system was installed. The
server houses the five new courtside software systems: criminal, civil, juvenile, and
probate case management systems; and the jury system. These new computer
systems update the current system to new technologies as well as resolve the "Year
2000" problem. For more details see the section entitled "Computer Network System".
The existing NCR 98 series "Legacy" system will be phased out in the fiscal year
1999-2000.
55
0
information 5 stems
Fiscal Year
Workload Measures:
1995 1996 1997 1998
CRT's
18
Personal Computers
127
Total Terminals
175 162 144 145
Servers
7
Processing (Hours per day)
16 16 16 16
Budget Summary:
Proposed
1999-2000
_Budget _
Approved
1998-1999
Budget
Proposed
Increase Percent
(Decrease) Change
Personal Services
$196,172
$200,598
($4,426)I,
Operating Expenses
253,200
226,600
26,600
Capital Outlay
0
$449,372
3,000
$430,198
(3,000)'
$19,174', 4.46%
Total
56
inrormation
bysterns
Positions
7 Budget
Position Classification:
Current New
---
Total Amount
Information Systems Supervisor
1.0 0.0
1.0 $54,659
Administrative Assistant
0.6 0.0
0.6 34,541
Computer Operators
1.9 0.0
1.9 63,400
Overtime
6,000
ouoioiai 158,600
COLA / Merit Pool (5%)
7,930
Subtotal
166,530
Fringe Benefits 29,642
Total- 3.5 0.0 3.5 $196,172j
Budget
Capital Outlay: Quantity Amount
None
Total
$01
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MONROE COUNTY, FLORIDA
COURTHOUSE RENOVATIONS
PURCHASE OF OFFICE FURNISHINGS
Completion of the Courthouse renovations is scheduled for February 2000. Before
office person* can occupy the premises, new office furnishings will need to be
purchased and installed.
have been informed, in writing, by the County's Construction Management staff that
no funding is available from the Infrastructure Sales Tax Capital Project Fund for office
furnishings for the newly -renovated courthouse facility. Accordingly, I must include a
request for funding of these capital requirements to complete the renovation project.
Therefore, the Clerk's Office is requesting $75,000, as a one-time request, for the
purchase of these capital items. To include these costs in the Clerk's operating budget
would misrepresent cost comparisons for the next two budget years. Therefore, these
funds are being requested in addition to the normal operating budget.
The cost of the office furnishings is allocated to the following cost centers:
County Criminal
County Traffic
Circuit Criminal
Circuit Juvenile
Clerk to BOCC
Administration (Accounting Clerk)
Total Costs of Office Furnishings
$12,000
13,000
21,000
4,000
23,000
2,000
75 000
MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT
NETWORK SYSTEM BUDGET
1 BACKGROUND:
In 1994, the Clerk of the Circuit Court contracted with The Warner Group management
consultants to develop a five year strategic plan for updating the Clerk of the Circuit
Court's imaging and information technologies. This strategic plan provides for
computer network systems in the Clerk's Office for all departments in all three locations
(Key West, Marathon, and Plantation Key). To date, the Recording Department has
implemented a new Official Records recording, indexing and imaging system and in
October 1997, the Finance Department (Clerk to BOCC) implemented its new finance
system.
The Official Records recording, indexing, and imaging system was fully funded by the
Clerk's Public Records Modernization Trust Fund (Trust Fund). The finance system
was jointly funded by the Trust Fund and General Fund appropriations. These systems
represent approximately 40% of the strategic plan. The final phases of the strategic
plan for implementation began August 1998 and are scheduled for completion by
September 1999. These systems will replace all existing Circuit and County Court
applications.
CURRENT SYSTEMS FOR COURT SERVICES:
Most application systems are over 20 years old. Many limitations are imposed by the
current systems. The systems operate only with NCR 9800 hardware, use flat files, and
obsolete database files. Programs can only be written in older 3GL programming
languages. Communication is limited to a maximum of 20 lines with limited edit and
data entry capabilities. Data is tabulated by hand, and reports are not automatically
generated at user sites. Other justice agencies have acquired PC local area
network -based software for case tracking and management. In addition, the current
application software, operating system, transaction processor and database files are
only capable of handling a two digit year. Therefore, the current software must be
replaced in order to be fully operable before the year 2000.
PROGRESS TO DATE:
In the 1997-98 fiscal year, a committee of clerk's personnel, including individuals from
the Information Systems Department, administrative staff and court clerks, and a
representative from the Court Administrators Office, was organized to evaluate the
59
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various software applications. This committee attended vendor presentations and
observed various new systems in operation at Clerk's offices in four different counties
(Hernando, Sarasota, Brevard, and Orange). In March 1998, a Request for Proposals
(RFP) was prepared and sent to nine vendors. Four proposals were received. The
committee and the Clerk reviewed the proposals, and jointly decided to contract with
Vanguard Management & Information Systems, Inc. (Vanguard) to purchase the
following systems:
1 Criminal Case Management System
Civil Case Management System
Juvenile Case Management System
Probate, Guardianship & Mental Health Case Management System
Juror Management System
Implementation of these systems began August 1998 and will continue through
September 1999. The implementation phase includes installation of the software,
conversion of the current data files, training of staff, and expansion of the network
facility to provide frame relay communication to the branch offices in Marathon and
Plantation Key.
The only system remaining to be implemented is the Traffic Case Management System.
The committee is currently reviewing two options. The first option is a system called
TCATS. The Florida Association of Court Clerks and Comptroller (FACC) contracted
with Crawford, Inc. to develop this system. In May 1999 this system is planned for
implementation at a few selected counties. Additional counties are expected to be
implemented in July 1999. In April 1999, the State passed legislation allowing for
funding of this system. However, additional hardware may be required, and the system
does not integrate with the Vanguard System. Therefore, the committee is currently
researching the costs of the system and determining what costs will be paid by the
State.
As an alternative Vanguard has a Traffic Case Management System. An advantage to
9 9 Y
the Vanguard Traffic application system is that it will be integrated into other application
systems that are offered by Vanguard. The total cost of their traffic system is $156,800.
This cost includes the license fee of the system, project management, training of
clerk's, and conversion of the existing database.
The budget reflects the Vanguard System option. Depending upon our review of what
■ additional costs may be required to make the state funded TCATS Traffic application
® functional in Monroe County, our computer network systems project budget may be
substantially reduced.
E60
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RECORDING ADDITIONS:
In 1998 a Constitutional Amendment was adopted by Florida voters which authorized
the clerk of courts to record legal documents in duly designated branch offices. The
Legislation passed in the 1999 session implements the constitutional amendment.
Prior to this amendment all legal documents were required to be sent to Key West, the
County set for recording.
Because of the extended geography of Monroe County, our ability to record documents
in the branch offices in Marathon and Plantation Key will provide a vital service to our
citizens.
The cost of equipment and software to provide this service in the Marathon and
Plantation Key Offices is budgeted at $45,000. The Clerk's Office has purchased the
required equipment and is currently in the process of installing the systems and training
personnel.
In addition, the core recording system needs to be upgraded. The cost of this upgrade
a 9 Y p9 p9
is estimated at $76,000. Funds are available in the Network Systems Capital budget
for this upgrade. The Clerk's Office anticipates to upgrade the system by the end of
September 1999.
FINANCING OF THE SYSTEMS:
A schedule of costs incurred to date and additional costs to be incurred by September
30, 1999 for all systems discussed is provided on the following page. Also provided is
a detail of funding sources.
By September 30, 1999 the outstanding balance of the loan is projected at $850,000.
Financing of all systems was obtained through the Pooled Commercial Paper Loan
Program. This program was created by the Florida Association of Counties to assist
Florida counties and cities in obtaining a more cost-efficient means of borrowing
short-term funds. The interest rate offered is lower than we would be able to obtain
with a traditional lease option. However, this program only offers a variable interest rate
which can change every 30 days. A five year history reveals an average interest rate,
of 3.47%, plus a .67% monthly fee. The average interest rate for the last 12 months
was 3.27% and the interest rate for April 1999 was 3.3%. Because of the variable rate,
we budgeted the interest cost at 6%. Should the interest rate stay low over the
payback period, the interest charge will be reduced, which will allow us to accelerate
the principal payments' thus saving additional interest charges.
The debt will be funded by the Clerk's Public Trust Fund, the Court Administration's
budget and the Clerk's budget. A schedule of the cash requirements, funding sources,
and analysis of the debt is on the following two pages.
61
MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT
COMPUTER NETWORK SYSTEMS
COSTS AND FUNDING SOURCES
ACTUAL AND PROJECTED COSTS:
Equipment, Software, and Services
Equipment
$542,101
Contract Services
70,000
Vanguard Contract
408,490
Traffic System
156,800
Recording Addition in Mar & PK
45,000
Recording Upgrade
76,000
Travel and Misc
7,053
Subtotal
1,305,444
Debt Service
Loan Costs FY 1997/98 actual
8,254
Loan Costs FY 1998/99 projected
35,066
Principal Payment 9/1/99
50,000
Total Costs Through 9/30/99
$1,398,764
FUNDING SOURCES:
Clerk's Budget
Operating Budget FY97/98
$136,347
Budget for Network System FY97/98
110,000
Operating Budget FY98/99
2,281
Budget for Network System FY98/99
157,000
405,628
Clerk's Trust Fund
FY 97/98
30,000
FY 98/99
60,000
90,000
Court Administration
FY 97/98
0
FY 98/99
35,000
35,000
Budget Proceeds
Loan Proceeds Draw #1 7/25/98
450,000
Loan Proceeds Draw #2 10/14/98
200,000
* Additional Loan Proceeds 7/99
250,000
900,000
Total Funding Sources
$1,430,628
* Loan proceeds will be adjusted to equal total final project costs, less other sources,
and will not exceed authorized limits.
62
MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT
COMPUTER NETWORK SYSTEMS
DEBT FINANCING
Principal
Interest and
Total Cash
Annual Cash Requirements:
Payments
Loan Costs
Requirements
FY 1999/2000
$200,000
$47,000
$247,000
FY 2000/01
200,000
35,000
235,000
FY 2001/02
200,000
23,000
223,000
FY 2002/03
250,000
10,750
260,750
$850,000
$115,750
$965,750
Clerk's Trust
Court
Administration
Clerk's
Total
Funding Sources:
Fund
Budget
Budget
Funding
FY 1999/2000
$60,000
$35,000
$152,000
$247,000
FY 2000/01
60,000
35,000
140,000
235,000
FY 2001/02
60,000
35,000
128,000
223,000
FY 2002/03
60,000
35,000
165,750
260,750
$240,000
$140,000
$585,750
$965,750
Outstanding
Debt at
Outstanding
Beginning
Principal
Principal
Debt at
Interest and
Debt Analysis:
of Year
Borrowed
Payments
End of year
Loan-Costs-
FY 1997/98
$0
$450,000
$0
$450,000
$8,254
FY 1998/99
450,000
450,000
50,000
850,000
35,066
FY 1999/2000
850,000
0
200,000
650,000
47,000
FY 2000/01
650,000
0
200,000
450,000
35,000
FY 2001/02
450,000
0
200,000
250,000
23,000
FY 2002/03
250,000
0
250,000
0
10,750
$900,000
_ $900,000
$159,070
63
MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT
TOURIST DEVELOPMENT TAX AND TOURIST IMPACT TAX
REVENUE HISTORY
MONROE COUNTY TOURIST TAX REVENUE
1994/95 1995/96 1996/97 1997/98
Fiscal Year
3% Tourist Develpoment Tax
M 1%Tourist Impact Tax
1998/99
FY
FY
FY
FY
6 mos estimated
1994196
1995/96
1996197
1997/98
1998/99
3% Tourist Development Tax
$8,210,471
$9,112,790
$9,854,128
$10,340,837
$10,372,130
1 % Tourist Impact Tax
0
2,291,860
3,273,682
3,437,753
3,449,584
Total Tax Collected
$8,210,471
$11,404,650
$13,127,810
$13,778,590
$13,821,714
Prior to January, 1996 the Tourist Impact Tax was collected by the State and remitted to Monroe
County. Beginning January, 1996 the tax was collected by Monroe County along with the 3%
Tourist Development Tax.
C'-1l
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MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT
TOURIST DEVELOPMENT TAX AND TOURIST IMPACT TAX
REVENUE HISTORY
3% Tourist Development Tax Revenues
Month
CollectedL1994/95
FY
_
FY
1995/96
_
F,Y
1996/97
FY
1997/98
_ __
6 mos estimated
I__ 1997/98
% Increase
from Prior Year
Oct
$453,333
$479,179
$494,517
$587,685
$515,233
-12.33%
Nov
505,005
546,357
599,440
634,395
636,858
0.39%
Dec
697,491
739,016
829,980
819,743
862,304
5.19%
Jan
803,428
864,935
989,582
1,160,713
1,082,018
-6.78%
Feb
1,018,709
1,255,143
1,273,313
1,255,779
1,258,870
0.25%
Mar
1,169,549
1,291,698
1,418,686
1,311,069
1,445,394
10.25%
Apr
831,037
911,397
907,771
1,038,989
1,038,989
14.45%
May
616,398
701,585
793,525
853,691
853,691
7.58%
Jun
552,124
593,243
625,184
706,221
706,221
12.96%
Jul
641,770
662,242
743,447
817,664
817,664
9.98%
Aug
536,647
639,823
755,343
734,226
734,226
-2.80%
Sep
384,980
428,172
423,340
420,662
420,662
-0.63%
Total
$8,210,471
$9,112,790
$9,854,128
$10,340,837
$10,372,130
% Increase
8.32%
10.99%
8.14%
4.94%
0.30%
1% Tourist Impact Tax Revenues
Month FY FY �FY FY -�[�;os estimated j %Increase -j
Collected 1994/95 1995/96 1996/97 1997/98 98/99 1 from Prior Year
Oct
$164,097
$194,307
$171,461
-11.76%
Nov
198,650
211,172
211,478
0.14%
Dec
276,583
273,248
285,329
4.42%
Jan
276,967
329,561
386,904
360,672
-6.78%
Feb
405,396
424,371
417,765
419,623
0.44%
Mar
420,398
467,557
435,134
481,798
10.72%
Apr
302,393
301,946
346,311
346,311
14.69%
May
114,942
264,508
284,545
284,545
7.58%
Jun
196,840
207,761
232,184
232,184
11.76%
Jul
220,414
247,816
272,555
272,555
9.98%
Aug
211,831
249,785
244,075
244,075
-2.29%
Sep
142,679
141,047
139,553
139,553
-1.06%
Total $0 $2,291,860 $3,273,682 $3,437,753 $3,449,584
Prior to January, 1996 the Tourist Impact Tax was collected by the State and remitted to Monroe
County. Beginning January, 1996 the tax was collected by Monroe County along with the 3%
Tourist Development Tax.
65
1 MONROE COUNTY, FLORIDA
TOURIST TAX AUDIT
ANNUAL BUDGET
FUNCTION:
Pursuant to the provisions of Florida Statutes 125.0104(10)(c), the Monroe County
Board of County Commissioners adopted Ordinance 026-1990 and 047-1995, electing
local administration of the Tourist Development Tax and the Tourist Impact Tax. Those
ordinances provide that the Monroe County Clerk of the Circuit Court will be responsible
for the enforcement and audit function associated with the collection and remission of
the Tourist Development Impact Tax.
DESCRIPTION/OBJECTIVE:
The department randomly selects for audit from among the following: hotels, motels,
campgrounds, real estate companies and individuals who rent transient units, which are
required to collect and remit Tourist Development Tax and Tourist Impact Tax. The
purpose of the audits is to determine compliance with Florida Statutes related to the
Tourist Development Tax and Tourist Impact Tax.
The department also attempts to identify taxpayers who rent to transients and currently
do not collect and/or remit the required tax. The staff also assists the County Tax
Collector in contacting delinquent taxpayers. When necessary, these individuals or
entities are also audited.
This department is funded completely with Tourist Development Tax and Tourist Impact
Tax revenues.
GOALS:
The department plans to continue to perform random audits to identify new taxpayers,
and to assist the Tax Collector in contacting delinquent taxpayers.
�
ss
i
Tnnric4 Tax Am
Fiscal Year
Estimated
Workload Measures:
1996
1997 1998
1999
Audits and Estimates Conducted
28
36 27
30
Notices of Delinquent Taxes
63
60 51
80
Identification Letters
115
II
66 117
100
Proposed
Approved
Proposed
1999-2000
1998-1999
Increase Percent
Budget Summary:
Budget
Budget
(Decrease) Change
Personal Services
$99,553 I
I'i
$99,333
$220'
Operating Expenses
28,917
28,917
0
Capital Outlay
0
0
0
Total
$128,470
$128,250
$220 I
67
Tourist Tax Auc
Positions
Budget
Position Classification:
Current
� New
Total
Amount
Director of Administrative
Services and Special Projects
0.10
0.00
0.10
$6,424
Senior Tourist Tax Auditor
1.00
0.00
1.00
39,095
Tourist Tax Auditor
1.00
0.00
1.00
34,960
Subtotal I
80,479
COLA/Merit Pool (5.0%)
4,024
Subtotal
84,503
Fringe Benefits
15,050
Total
2.10
0.00
_
2.10
$99,553
Budget
Capital Outlay: Quantity Amount
None
Total $0
.:
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MONROE COUNTY, FLORIDA
INTERNAL AUDIT
ANNUAL BUDGET
FUNCTION:
Article V, Section 16 of the Florida Constitution provides that the Clerk of the Circuit
Court is the Ex-officio Clerk to the Board of County Commissioners, Auditor, recorder,
and custodian of public funds.
The Internal Audit Department was created to audit County Departments, private
not -for -profit entities that receive County funds, Clerk of the Circuit Court operations,
and other audits as authorized and requested. These audits provide reasonable
assurance: (1) that entities policies and procedures are in accordance with the Board of
County Commissioners' and Clerk of the Circuit Court's mission and goals; (2) that
entities are operating in accordance with their established policies and procedures; (3)
that internal controls are established and operating properly to ensure efficient use of
County resources; and (4) that internal controls are adequate to safeguard County
assets.
DESCRIPTION/OBJECTIVE:
The department audits County Departments, private not -for -profit entities that receive
County funds, Clerk of the Circuit Court operations, and other audits as authorized and
requested by the Clerk of the Circuit Court. Audits are performed in accordance with
the standards established by the Institute of Internal Auditors.
Preliminary audits are submitted to the Clerk of the Circuit Court and appropriate
persons in order for auditee's to respond to the auditors' findings and
recommendations. Once the auditees responses are received, a final audit report is
issued to each Monroe County Commissioner, County Administrator, County
Independent Auditor, other appropriate personnel, and any interested persons.
GOALS:
The department will continue to conduct audits as authorized and requested by the
Clerk of the Circuit Court.
Internal Audi
Workload Measures:
Completed Audits
Date Report Issued
Monroe County Environmental Management -
Hazardous Waste Program
December 30, 1996
Monroe County Fleet Management -
Fuel Activities
March 12, 1997
Monroe County Medical Examiner's Office
July 14, 1997
Monroe County Youth Organizations
February 1, 1998
Monroe County Group Health Insurance
January 22, 1998
Monroe County Construction Management
June 15, 1998
Monroe County Management and Procurement
Process for Certain Capital Projects
August 24, 1998
Monroe County Sumcon & Cellular Telephone Charges
April 1, 1999
Monroe County Purchasing Function (Draft)
May 28, 1999
Other Reports
Monroe County Hurricane Mitch Debris Removal March 12, 1999
Budget Summary:
Proposed
1999-2000
Budget
Approved
1998-1999
Budget
Proposed
Increase Percent
(Decrease) Change
Personal Services
$121,216
, $113,775
$7,441
Operating Expenses
18,125
22,292
(4,167)
Capital Outlay
0
0
0'
Total
$139,341I
$136,067
$3,274 2.41%
70
Position Classification:
Positions
Current New Total
Director of Internal Audit
Internal Auditor
1.0 0.0 1.0
1.0 0.0 1.0
Internal Aud
Budget
Amount
$53,000
45,000
Subtotal 98,000
COLA/Merit Pool (5.0%) 4,900
Subtotal 102,900
Fringe Benefits 18,316
Total 2.0 I_- 0.0 2.0 $121,216
Budget
Capital Outlay: Quantity Amount
None
I�
Total $0
71