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FY2001MONROE COUNTY, FLORIDA CLERK OF THE CIRCUIT COURT PROPOSED BUDGET FISCAL YEAR 2000/2001 June 1, 2000 �ouNry� cur'`co gl4i u• s: o ti,�oE cou ".. Prepared By: Clerk of the Circuit Court Danny L. Kolhage Monroe County, Florida -Mannp X. Rotbage BRANCH OFFICE CLERK OF THE CIRCUIT COURT BRANCH OFFICE 3117 OVERSEAS HIGHWAY MONROE COUNTY 88820 OVERSEAS HIGHWAY MARATHON, FLORIDA 33050 500 WHITEHEAD STREET PLANTATION KEY, FLORIDA 33070 TEL. (305) 289-6027 KEY WEST, FLORIDA 33040 TEL. (305) 852-7145 FAX (305) 289-1745 TEL. (305) 292-3550 FAX (305) 852-7146 FAX (305) 295-3660 May 30, 2000 C3 CD -rt CD rn C7 Honorable Shirley Freeman and n Members of the Board of County Commissioners :c. c, -v 70 530 Whitehead Street c�: n Key West FL 33040 0 r! r' rn O C3 Dear Mayor and Commissioners: - C � I In accordance with provisions of Chapter 129.03(2), I am submitting my proposed budgets for Fiscal Year 2000-2001. 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 2000-2001 over my approved budget for Fiscal Year 1999-2000 and summarizes the components of that increase. As you can see, the increase in my Operating Budget is 2.39% which includes a 5% COLA/merit pool. I have budgeted this 5% COLA/merit on the basis of my discussions with the County Administrator concerning his plans for the initial County budget submission. Should the Board make changes in this area, I will respond accordingly. I have included $25,000 in the Information Systems budget to begin the process of putting all of our County and Court applications on the Internet. We will try to determine the most effective - and cost efficient - means of making this information available while at the same time satisfying the extensive security requirements that are necessary. For more information please refer to the Information System section of this budget. My current 1999-2000 budget includes an appropriation of $75,000 for furnishing the renovated courthouse facility. This budget request assumes that the project will be completed and the furnishing purchased in the 1999-2000 Fiscal Year. As of the date of this transmittal the project completion date is unsure. If the project is delayed beyond the current Fiscal Year, the appropriation will remain unexpended and the County will have to re -budget that amount in Fiscal Year 2000-2001. Budget for Fiscal Year 2000-2001 May 30, 2000 Page 2 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, - Danny L. e Clerk of the Circuit Court and ex-officio Clerk to the Board of County Commissioners Enclosures L BRANCH OFFICE 3117 OVERSEAS HIGHWAY MARATHON, FLORIDA 33050 TEL. (305) 289-6027 FAX (305) 289-1745 September 18, 2000 �'CpUNfy� QVJ`4' �M CUip(i'ipG� u ;m tt 04,0.......... .. E COUq� • fy0' 3Mannp 1. Rolbage CLERK OF THE CIRCUIT COURT MONROE COUNTY 500 WHITEHEAD STREET KEY WEST, FLORIDA 33040 TEL. (305) 292-3550 FAX (305) 295-3660 Honorable Shirley Freeman and Members of the Board of County Commissioners 530 Whitehead Street Key West FL 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 2000-2001. 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 2000-2001 over my approved budget for Fiscal Year 1999-2000 and summarizes the components of that increase. As you can see, the increase in my Operating Budget is 1.67% which includes a 5% COLA/merit pool. I have budgeted this 5% COLA/merit on the basis of my discussions with the County Administrator concerning his plans for the initial County budget submission. Should the Board make changes in this area, I will respond accordingly. I have included $25,000 in the Information Systems budget to begin the process of putting all of our County and Court applications on the Internet. We will try to determine the most effective - and cost efficient - means of making this information available while at the same time satisfying the extensive security requirements that are necessary. For more information please refer to the Information System section of this budget. My current 1999-2000 budget includes an appropriation of $75,000 for furnishing the renovated courthouse facility. This budget request assumes that the project will be completed and the furnishing purchased in the 1999-2000 Fiscal Year. As of the date of this transmittal the project completion date is unsure. If the project is delayed beyond the current Fiscal Year, the appropriation will remain unexpended and the County will have to re -budget that amount in Fiscal Year 2000-2001. L Budget for Fiscal Year 2000-2001 September 18, 2000 Page 2 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, L Danny . K Clerk of the Circuit Court and ex-officio Clerk to the Board of County Commissioners Enclosures u EXHIBIT A Analysis of Budget Increase Proposed 2000-2001 Total Budget Approved 1999-2000 Total Budget Total Increase Percent Increase Components of Increase: 5% COLA/Merit (plus related benefits) Other Operating Increases/Decreases Total Budget Increase Operating Total Budget Budget $4,284,857 $4,424,857 $70,306 ($16,694) 1.67% -0.38% Percent of Increase $163,528 (93,222) $70,306 1.67% d- 11 I ] E U H I 0 MONROE COUNTY, FLORIDA CLERK OF THE CIRCUIT COURT TABLE OF CONTENTS INTRODUCTORY SECTION OrganizationChart ............................................................................... 3 Duties and Functions.......................................................................... 4 REVENUE RevenuePolicy.................................................................................... 5 RevenueForecast............................................................................... 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 CircuitCourt Civil.......................................................................... 25-27 CircuitCourt Family.......................................................................... 28-30 Circuit Court Juvenile..................................................................... 31-33 CircuitCourt Probate..................................................................... 34-36 CountyCourt Criminal..................................................................... 37-39 CountyCourt Civil.......................................................................... 40-42 CountyCourt Traffic.......................................................................... 43-45 JuryManagement.......................................................................... 46-48 Recording..................................................................................... 49-51 Records Management..................................................................... 52-54 Information Systems..................................................................... 55-57 1 MONROE COUNTY, FLORIDA CLERK OF THE CIRCUIT COURT TABLE OF CONTENTS CONTINUED COMPUTER NETWORK SYSTEM Network System Requirements.......................................................... DebtFinancing..................................................................................... AUDIT SECTION Tourist Development Tax Revenue History .......................................... Operating Budgets: TouristTax Audit.......................................................................... InternalAudit..................................................................................... 2 mm 62-63 64-66 67-69 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 I I COURT SUPPORT BOCC Administration Administration Criminal Criminal Jury Management Finance Civil Civil Records Value Management Adjustment Family Traffic Board Recording-FJuvenile Information Systems Probate MONROE COUNTY, FLORIDA CLERK OF THE CIRCUIT COURT DUTIES AND FUNCTIONS 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. 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 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 included in the General Revenue Fund of the Board of County Commissioners. 4 A 0 �+ MONROE COUNTY, FLORIDA CLERK OF THE CIRCUIT COURT REVENUE POLICY 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. do 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. DESCRIPTION MONROE COUNTY, FLORIDA CLERK OF THE CIRCUIT COURT REVENUE FORECAST FY 98/99 FY 99/2000 FY 2000/01 Actual Estimated Estimated 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 $1,321,500 $1,311,000 $1,330,000 2,616,736 2,379,200 2,417,700 7,932,970 8,751,000 8,375,000 16,911,436 16,226,692 16,358,350 242,139 286,700 322,900 5,322,351 5,350,000 5,370,000 $34,347,132 $34,304,592 $34,173,950 REVENUE APPORTIONMENT no, 25.5% ■ 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 0 MONROE COUNTY, FLORIDA CLERK OF THE CIRCUIT COURT REVENUE FORECAST FY 97/98 FY 98/99 FY 99/2000 FY 2000/01 DESCRIPTION Actual Actual Estimated Estimated REVENUES: Clerk's Revenues Recording Fees $527,696 $579,637 $525,000 $550,000 Mortgage and Documentary Stamps 141,090 151,748 153,000 155,000 Intangible Tax 13,242 11,972 11,000 11,000 Court Related: Circuit Civil 96,814 70,443 109,000 100,000 Circuit Criminal 9,241 7,330 10,000 10,000 County Civil 71,336 71,361 80,000 80,000 County Criminal 21,283 29,401 40,000 40,000 Traffic Criminal and Civil 61,385 69,891 80,000 80,000 Probate 29,645 31,793 25,000 27,000 Other: Child Support 69,958 44,540 30,000 30,000 Child Support from State of Florida 11,893 36,384 63,000 60,000 Marriage and Passport 83,160 94,033 98,000 100,000 Clerk's Trust Fund 73,587 80,850 72,000 72,000 Miscellaneous 30,073 42,117 15,000 15,000 Total Clerk's Revenue 1,240,403 1,321,500 1,311,000 1,330,000 County Revenues Fine and Forfeiture 1,803,941 1,900,656 1,725,000 1,700,000 Local Government Criminal Justice 262,502 283,493 260,000 280,000 Code Enforcement 17,242 55,257 20,000 25,000 Radio Communication 187,784 210,368 220,000 250,000 Court Facilities 39,765 43,024 45,000 50,000 Law Library 41,205 42,810 43,000 44,000 Public Defender Liens 30,759 31,130 15,000 15,000 Legal Aid 13,830 13,619 13,500 13,500 Monroe County Drug Abuse Trust Fund 5,257 9,233 7,000 8,000 Pretrial Diversion & Treatment 8,770 8,830 9,400 10,000 Mediation & Arbitration 7,326 8,416 8,300 8,400 MC Handicapped Parking 1,912 1,115 2,600 2,800 Attorney Fees 4,878 3,973 2,800 3,000 Airport Parking 4,964 4,812 7,600 8,000 Total County Revenues 2,430,135 2,616,736 2,379,200 2,417,700 Investment Income Clerk's Accounts 24,431 23,360 26,000 25,000 General Fund 1,102, 345 1,150,153 1,350,000 1,250,000 Special Revenue Fund 4,143,644 3,786,186 4,200,000 4,100,000 Debt Service Fund 166,004 56,989 35,000 35,000 Capital Projects Fund 1,198,282 1,429,377 1,650,000 1,500,000 Fiduciary Funds 50,135 43,320 40,000 40,000 Enterprise Funds 1,287,944 1,033,926 900,000 850,000 Internal Service Funds 281,370 409,659 550,000 575,000 Total Investment Income 8,254,155 7,932,970 8,751,000 8,375,000 7 MONROE COUNTY, FLORIDA CLERK OF THE CIRCUIT COURT REVENUE FORECAST FY 97/98 DESCRIPTION Actual Revenues to the State of Florida Documentary Stamps 12,054,153 Intangible Tax 2,271,292 Crimes Compensation 238,972 Additional Court Cost 22,916 Court Educational Trust Fund 9,055 State Investigation Cost 12,134 Mediation & Arbitration Trust Fund 1,544 Police Academy 74,334 Dept. of Health and Rehabilitation Services 93,406 Family Court Trust Fund 59,025 Displaced Homemaker Trust Fund 20,253 Anti -Tobacco Education Program 2,390 Traffic Fines 601,466 Child Welfare & Juv Justice Trust Fund 45,422 Failure to Comply 65,872 Epilepsy Trust Fund 12,110 Nongame Wildlife Trust Fund 34,660 Criminal Justice Training 17,639 Emergency Medical Services Trust Fund 30,488 Crime Stoppers 0 Child Support Enforcement 6,734 DEP - Marine Biology Trust Fund 90,631 Justice Administration Commission 19,793 Victim Handicapped/Elderly 0 Florida Department of Law Enforcement 2,786 Florida Department of Alcohol & Drugs 1,075 Florida Highway Patrol 1,406 Florida Department of Transportation 700 Florida Marine Patrol 1,460 Total Revenues to the State of Florida 15,791,716 Revenues to Other Municipalities Key West 82,343 Layton 0 Key Colony Beach 4,930 Islamorada 34,321 Marathon 0 Monroe County Sheriff Department 9,034 Total Revenues to Other Municipalities 130,628 Other Revenues Domestic Relations Total Other Revenues TOTAL REVENUE FY 98/99 Actual 12,936,226 2,332,508 276,048 22,897 8,975 17,258 1,655 89,596 99,914 72,600 24,360 2,256 658,781 50,450 79,788 12,235 35,647 21,596 39,391 8,926 1,656 90,607 20,038 158 2,794 0 1,742 200 3,134 16,911,436 141,456 8,494 8,471 70,173 0 13,545 242,139 5,313,852 5,322,351 5,313,852 5,322,351 $33,160, 889 $34, 347,131 E FY 99/2000 Estimated 12,500,000 2,100,000 240,000 23,000 9,000 12,300 1,600 90,000 102,000 77,000 25,000 9,000 693,000 51,000 79,600 12,800 34,000 17,200 30,000 15,000 1,200 70,000 19,200 150 6,200 500 1,742 200 6,000 16,226,692 100,000 5,300 7,400 65,000 95,000 14,000 286,700 5.350.000 FY 2000/01 Estimated 12,500,000 2,200,000 250,000 23,000 9,100 12,500 1,600 92,000 105,000 80,000 25,000 9,000 700,000 52,000 79,000 13,000 34,000 18,000 32,000 17,000 1,300 70,000 20,000 150 6,200 500 1,800 200 6,000 16,358,350 100,000 5,400 7,500 70,000 125,000 15,000 322,900 5.370,000 b,3bu,uuu b,3fu,uuu $34,304,592 $34,173,950 0 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 67,486 64,234 70,430 77,980 Copies 80,012 63,307 55,180 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 Dissolution of Marriage 13,610 2,779 17,493 2,804 18,910 2,674 20,505 2,716 Addt'I Fees (Civil and County) 11,417 11,669 11,465 12,849 Marine Biology Trust Epilepsy Trust Fund 332 10,485 --- 7,155 624 8,410 13,389 9,145 Nongame Wildlife Trust Fund 38,641 36,751 41,325 43,659 Marriage License Trust Fund Family Courts Trust Fund 2,934 10,825 9,972 49,100 9,756 54,000 9,828 59,250 Total State 9,603,941 9,075,403 10,698,494 13,177,253 9 u 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 _ Municipalities: Key West & Key Colony Beach Fines & Costs 457,843 267,019 294,510 364,096 Total Municipalities 457,843 267,019 294,510 364,096 Other: Domestic Relations 3,148,693 3,802,569 3,953,632 4,325,170 Legal Aid 14,120 14,165 13,576 14,173 Law Library 20,478 20,730 37,013 42,525 Clerk's Trust Fund 61,891 58,864 62,456 65,448 Judgment Liens/Attny's Fees 49,336 46,366 30,680 26,990 Drug Abuse Trust Fund 6,394 2,384 3,146 2,229 Cash Bond --- 25,488 111,574 26,938 Airport Parking --- 846 941 418 Handicapped Parking 22,934 968 2,178 1,552 Total Other 3,323,846 3,972,380 4,215,196 4,505,443 Investment Income: Clerk's Accounts 27,045 43,095 75,572 53,613 General Fund 383,833 499,729 668,116 932,879 Special Revenue Fund 1,467,554 2,394,781 3,251,736 3,687,874 Debt Service Fund 320,687 449,959 598,059 208,156 Capital Projects Fund 737,557 814,567 345,906 885,495 Fiduciary Funds 10,881 21,429 21,529 25,555 Enterprise Funds 761,865 999,847 1,173,410 1,261,636 Internal Service Funds 123,227 155,352 154,569 187,323 Total Investment Income 3,832,649 5,378,759 6,288,897 7,242,531 TOTAL REVENUE $20,946,019 $22,190,413 $25,041,494 $29,181,173 10 p h", 11 MONROE COUNTY, FLORIDA CLERK OF THE CIRCUIT COURT BUDGET HISTORY Approved Approved Approved Approved Proposed 1996-1997 1997-1998 1998-1999 1999-2000 2000-2001 Average Budget Budget Budget Budget Budget Increase Clerk to BOCC $729,005 $784,207 $830,941 $827,944 $828,375 Admiristration 256,488 255,515 272,350 275,165 273,598 Circuit Criminal 485,135 505,121 513,340 522,894 526,521 Circuit Civil 245,815 255,488 288,683 286,382 290,062 Circuit Family 77,102 98,916 97,010 113,719 104,113 circuit Juvenile 67,884 70,694 73,914 72,758 76,275 Circuit Probate 38,651 39,626 44,924 43,736 44,604 County Crkninal 341,519 353,641 377,841 368,454 382,311 County Civil 142,288 174,073 163,140 159,923 157,582 County Traffic 433,735 447,564 480,299 490,202 505,032 Jury Management 45,861 47,552 57,397 59,878 60,594 Recording 273,448 266,228 281,686 307,349 314,155 Records Management 196,414 225,780 236,153 236,775 239,570 Information Systems 381,172 396,910 430,198 449,372 482,065 Total Operating Budget 3,714,517 3,921,315 4,147,876 4,214,551 4,284,857 Debt Service 0 110,000 152,000 152,000 140,000 Courthouse Renovation - Office Fumistfts 0 0 0 75,000 0 Total Budget $3,714,517 $4,031,315 $4,299,876 $4,441,551 $4,424,857 Annual Increase: Opera Budget 5.59% 5.57% 5.78% 1.61 % 1.67% 4.04°/6 Total Budget 5.59% 8.53% 6.66% 3.29% -0.38% 4.74% Position Control 97.5 98.0 98.9 98.9 99.9 Budget Increase History u 4 $3 f TOW �w $2 Budget i1 $0 1998-1997 1997-1998 1998-1999 1999-2000 2000-2001 Fiscal Year 11 I'I ' MONROE COUNTY, FLORIDA CLERK OF THE CIRCUIT COURT ' OPERATING BUDGET SUMMARY � I 1 I I I Proposed Approved Proposed 2000-2001 1999-2000 Increase Percent Budget Budget (Decrease) Increase Clerk to BOCC $828,375 $827,944 $431 Administration 273,598 275,165 (1,567) Circuit Court Circuit Criminal 526,521 522,894 3,627 Circuit Civil 290,062 286,382 3,680 Circuit Family 104,113 113,719 (9,606) Circuit Juvenile 76,275 72,758 3,517 Circuit Probate 44,604 43,736 868 Total Circuit Court 1,041,575 1,039,489 2,086 County Court County Criminal 382,311 368,454 13,857 County Civil 157,582 159,923 (2,341) County Traffic 505,032 490,202 14,830 Total County Court 1,044,925 1,018,579 _ 26,346 Jury Management 60,594 59,878 716 Recording 314,155 307,349 6,806 Records Management 239,570 236,775 2,795 Information Systems 482,065 449,372 32,693 Total Operating Budget 4,284,857 4,214,551 70,306 1.67% Debt Service 140,000 152,000 (12,000) Courthouse Renovation - Office Furnishings 0 75,000 (75,000) Total Budget $4,424,857 $4,441,551 ($16,694) -0.38% Operating Budget Distribution by Department for the Fiscal Year 2000-01 1.4% 6.4% 24.3% 19.3% ❑ clerk to BOCC ® Admnistration ❑ Jury Management Cin:uh Court County Court Recording Records Management ❑ Informtion Systems 11.3% 24.4% 5.6% 7.3% A 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: 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). Clerk to the BOCC-Finance: 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 eleven 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 Y` 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. 13 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 Governmental Accounting Standards Board issued Statement No. 34 at the end of June, 1999. This statement creates a new financial reporting model in an effort to enhance the usefulness of government financial statements. Implementation for Monroe County is scheduled for FY 2003. Therefore, the Finance Department will commence research, planning and decision making in order to meet this crucial deadline. Clerk to the BOCC - Admin: With the assistance of the County Information System staff, the minutes of the BOCC meetings are available to the public on the Internet. The new network computer systems currently in place have been updated to new technologies and continue to provide other departments with better access to 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. 14 0 L P Clerk to the Board of County Commissioners Workload Measures: Fiscal Year 1996 1997 1998 1999 Clerk to the BOCC - Finance Operating Checks Issued 24,586 22,916 19,544 20,387 Payroll Checks/ Direct Deposits 22,095 21,732 21,107 19,534 Cost Centers Maintained 467 484 549 545 Funds Maintained 53 51 54 56 Property Records 7,547 6,286 7,105 7,140 Clerk to the BOCC - Admin. Meetings Held 26 22 26 45 Pages of Minutes 400 347 386 481 Resolutions Adopted 608 495 530 635 Ordinances Adopted 65 63 40 50 Contracts Approved 514 603 589 508 Clerk to the BOCC - VAB VAB Meetings 2 3 3 2 VAB Petitions 180 216 195 284 Special Master Hearings (days) 6 9 8 9 i Budget Summary: Proposed 2000-2001 Budget Approved 1999-2000 Budget Proposed Increase (Decrease) Percent Change Personal Services $740,875 $741,544 ($669) Operating Expenses 74,500 69,800 4,700 Capital Outlay 13,000 16,600 (3,600) Total $828,375 $827,944 $431 0.05% 15 FI L Clerk to the Board of County Commissioners Position Classification: Positions Budget Amount Current New Total Finance Director Assistant Finance Director Sr. Accounting Specialists Administrative Assistant Accounting Specialists Overtime 1 1 4 1 11 0 0 0 0 0 1 1 4 1 11 I $72,738 47,307 146,499 34,759 276,569 25,000 Subtotal 602,872 COLA / Merit Pool (5%) 30,144 Subtotal 633,016 Fringe Benefits 107,859 Total 18 0 18 $740 875 Capital Outlay: Quantity Budget Amount Personal Computers 5 $7,500 Laser Printers 2 2,000 Check Signing Machine 1 2,000 Burster 1 1,500 Total $13,000 16 C 11 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 procedures 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 continues 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 have updated the current system to new technologies, as well as resolved 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 continue 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 H L 3 Administration Fiscal Year Estimated Workload Measures: 1997 1998 1999 2000 Clerk to the BOCC - Admin. Meetings Held 22 26 45 50 Pages of Minutes 347 386 481 535 Resolutions Adopted 495 530 635 635 Ordinances Adopted 63 40 50 50 Contracts Approved 602 589 508 600 i Budget Summary: Proposed 2000-2001 Budget Approved 1999-2000 Budget Proposed Increase (Decrease) Percent Change Personal Services $223,343 $224,910 ($1,567) Operating Expenses 46,255 46,255 0 Capital Outlay 4,000 4,000 0 Total $273,598 $275,165 $1,567 -0.57% 18 3 A A Administration Position Classification: Positions Budget Amount Current New Total Executive Salary Director of Administrative Services & Special Projects Administrative Assistant Administrative Assistant Overtime 1.0 0.4 0.4 1.0 0.0 0.0 0.0 0.0 1.0 0.4 0.4 1.0 $96,633 24,300 24,178 34,759 700 Subtotal 180,570 COLA / Merit Pool (5%) 4,162 Subtotal 184,732 Fringe Benefits 38,611 Total 2.8 0.0 2.8 $223 343 Capital Outlay: Quantity Budget Amount Reformatter/Duplicator 1 $4,000 Total L$4,000 19 E Lj MONROE COUNTY, FLORIDA COURT SERVICES, RECORDING, AND RECORDS MANAGEMENT ADMINISTRATIVE OVERHEAD ANNUAL BUDGET 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. P-1 20 P C I Court Services Administrative Overhead Positions Budget Position Classification: Amount Current New Total Director of Court Services 1.00 0.00 1.00 $62,986 Director of Administrative Services & Special Projects 0.50 0.00 0.50 30,375 Branch Office Supervisors 1.90 0.00 1.90 63,052 Sr. Accounting Specialist 0.90 0.00 0.90 33,111 Overtime 4,000 Total 4.30 0.00 4.30 $193 524 Allocation of Court Services Administrative Overhead Positions Quantity Budget Amount Circuit Criminal 14.00 19.64% $38,008 Circuit Civil 7.20 10.10% 19,546 Circuit Family 2.35 3.30% 6,386 Circuit Juvenile 2.00 2.81 % 5,438 Circuit Probate 1.00 1.40% 2,709 County Criminal 11.00 15.43% 29,861 County Civil 4.80 6.73% 13,024 County Traffic 14.95 20.97% 40,582 Jury Management 1.00 1.40% 2,709 Recording 8.00 11.22% 21,713 Records Management 5.00 7.00% 13,548 Total 71.30 100.00% $193,524 21 L + A 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 went live with full on-line operations in June, 1999. This new computer system updated the current system to new technologies, as well as resolved 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 continue to refine internal systems. This will facilitate the method of processing information and improve efficiency of operations in the first full year of implementation. With the assistance of the Administrative staff, 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. 22 Hi" N H, Ll Circuit Criminal Calendar Year Estimated Workload Measures: 1997 1998 1999 2000 Case Filings - All 2,129 2,020 1,905 2,000 Cases Reopened 42 52 18 40 Probation Hearings 975 (est.) 1,025 662 900 Bond Hearings 300 (est.) 216 191 200 Budget Summary: Proposed 2000-2001 Budget Approved 1999-2000 Budget Proposed Increase (Decrease) Percent Change Personal Services $489,404 $485,430 $3,974 Operating Expenses 34,517 34,864 (347) Capital Outlay 2,600 2,600 0 Total 1 $526,5211 $522,8941 $3,6271 0.69% W, C Circuit Criminal Positions Budget Position Classification: Amount Current New Total Criminal Division Supervisor 1 0 1 $35,169 Clerk IV 1 0 1 28,627 Clerk 111 5 0 5 131,452 Clerk II 3 0 3 48,761 Clerk 1 4 0 4 103,040 Other Salary and Wages 6,000 Allocation of Court Services Administration Salaries 38,008 Overtime 8,000 Subtotal 399,057 COLA / Merit Pool (5%) 19,953 Subtotal 419,010 Fringe Benefits 70,394 Total 14 0 14 $489 404 Capital Outlay: Quantity Budget Amount Impact Printer 1 $2,000 Fax Machine 1 600 i Total $2,600 24 0- A i FUNCTION: 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: In November, 1998, a new Civil Case Management System was installed on new computer hardware. Training of deputies occurred from November, 1998 through April, 1999. Conversion of the database began in February, 1999. The new system went live with full on-line operations in September, 1999. This new computer system updated the current system to new technologies and resolved 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 continue to refine internal systems. This will facilitate the method of processing information and improve efficiency of operations in the first full year of implementation. With the assistance of the Administrative staff, 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 D-1- A 11 Circuit Civil Calendar Year Estimated Workload Measures: 1997 1998 1999 2000 Case filings: Other Civil 915 915 903 905 Other Civil Reopened 16 4 54 60 Domestic Relations 1,243 1,623 1,475 1,500 Domestic Relations Reopened 17 20 178 300 Other: Marriage Licenses 2,368 2,231 2,605 2,600 Passports 1,636 1,778 2,083 2,000 Budget Summary: Proposed 2000-2001 Budget Approved 1999-2000 Budget Proposed Increase (Decrease) Percent Change Personal Services $265,475 $260,814 $4,661 Operating Expenses 22,787 23,768 (981) Capital Outlay 1,800 1,800 0 Total 1 $290,0621 $286,3821 $3,6801 1.28% J, 11 7 Circuit Civil Positions Budget Position Classification: Amount Current New Total Civil Division Supervisor 0.70 0.00 0.70 $24,604 Clerk III 1.75 0.00 1.75 51,617 Clerk II 1.00 0.00 1.00 24,000 Clerk 1 3.75 0.00 3.75 77,100 Other Salary and Wages 7,600 Allocation of Court Services Administration Salaries 19,546 Overtime 12,000 Subtotal 216,467 COLA / Merit Pool (5%) 10,823 Subtotal 227,290 Fringe Benefits 38,185 Total 7.20 0.00 7.20 $265 475 Capital Outlay: Quantity Budget Amount Hp Laser Jet 4000 Printer 1 $1,800 Total $1,800 27 C n FUNCTION: MONROE COUNTY, FLORIDA CIRCUIT COURT FAMILY ANNUAL BUDGET The Florida Constitution provides that the Clerk of Courts shall be Clerk of the Circuit Court. DESCRIPTION/OBJECTIVES: 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 is in the process of obtaining a new server to upgrade the Child Support Enforcement (CSE) system. 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. In August, 1999, after a cost allocation study conducted by KPMG, the indirect cost rate was raised to 82.4% from 18.5% of program expenses. Further, effective October 22, 1999, the responsibility for processing child support receipts and disbursements for Title IV-D cases and certain cases involving payroll deduction orders was transferred from the local depository to the centralized State Depository Unit. However, the Department still acts as the local reference point and liasion for our residents for the purpose of providing case information, tracking the progress through the State Depository Unit and troubleshooting. The time required by the local staff for these activities has actually increased since the implementation of the centralized State Depository Unit. 28 P11 Workload Measures: Collections: Fees: Clerk Fees From the State Total Transactions �.nL,un ranm Fiscal Year Estimated 1997 1998 1999 2000 $4,753,296 $5,313,852 $5,322,351 $5,350,000 69,843 44,295 22,950 20,907 88,048 70,121 $73,534 $90,750 $132,343 $93,071 20,398 1 21,584 1 22,669 1 23,000 " Funds received from the State Financial Participation Program, beginning July 1998. Budget Summary: Proposed 2000-2001 Budget Approved 1999-2000 Budget Proposed Increase (Decrease) Percent Change Personal Services $87,463 $86,069 $1,394 Operating Expenses 15,150 16,150 (1,000) Capital Outlay 1,500 11,500 (10,000) Total 1 $104,1131 $113,719 $9,606 -8.45% 29 circuit ramp Fiscal Year Estimated Workload Measures: 1997 1998 1999 2000 Collections: I $4,753,296 1 $5,313,8521 $5,322,3511 $5,350,000 1 Fees: Clerk Fees 69,843 44,295 22,950 From the State * 20,907 88,048 70,121 Total $73,534 $90,750 $132,343 $93,071 Transactions 20,398 21,584 22,669 23,000 " Funds received from the State Financial Participation Program, beginning July 1998. Budget Summary: Proposed 2000-2001 Budget Approved 1999-2000 Budget Proposed Increase (Decrease) Percent Change Personal Services $87,463 $86,069 $1,394 Operating Expenses 15,150 16,150 (1,000) Capital Outlay 1,500 11,500 (10,000) Total 1 $104,1131 $113,719 $9,606 -8.45% 29 L D i Cirridt Family Positions Budget Current T New Total Position Classification: Amount Civil Division Supervisor 0.30 0.00 0.30 $10,545 Branch Office Supervisor 0.10 0.00 0.10 3,623 Sr. Accounting Specialist 0.10 0.00 0.10 3,679 Computer Operator 0.10 0.00 0.10 3,884 Clerk IV 0.05 0.00 0.05 1,300 Clerk 111 0.25 0.00 0.25 6,000 Clerk II 1.20 0.00 1.20 26,400 Clerk 1 0.25 0.00 0.25 5,500 Allocation of Court Services Administration Salaries 6,386 Overtime - Rotation of Weekend and Evening Clerks 4,000 Subtotal 71,317 COLA / Merit Pool (5%) 3,566 Subtotal 74,883 Fringe Benefits 12,580 Total 2.35 0.00 2.35 1 $87 463 Capital Outlay: Quantity Budget Amount Personal Computer 1 1,500 Total $1,500 30 Ll MONROE COUNTY, FLORIDA CIRCUIT COURT JUVENILE ANNUAL BUDGET FUNCTION: The Florida Constitution provides that the Clerk of Courts shall be Clerk of the Circuit Court. 11 DESCRIPTION/OBJECTIVES: 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: i In June, 1999, a new Juvenile Case Management System for delinquencies and dependencies was installed on new computer hardware. Training of deputies and conversion of the database occurred from June, through August, 1999. The new system went live with full on-line operations in November, 1999. This new computer system updated the current system to new technologies, as well as resolved the "Year 2000" problem. For more details see the section entitled "Computer Network System". During the next fiscal year, the department plans to continue to refine internal systems. This will facilitate the method of processing information and improve efficiency of operations in the first full year of implementation. 31 F1, 11 0 f`irr•ni4 I�ninniln Calendar Year Estimated Workload Measures: 1997 1998 1999 2000 Case Filings: Delinquency 907 804 756 800 Dependency 56 69 75 75 Cases Reopened 190 248 247 250 Budget Summary: Proposed 2000-2001 Budget Approved 1999-2000 Budget Proposed Increase (Decrease) Percent Change Personal Services $70,538 $67,371 $3,167 Operating Expenses 5,737 5,387 350 Capital Outlay 0 0 0 Total $76,275 $72,758 $3,517 4.83% 32 C [!I N Circni4 _Invonilo Position Classification: Positions Budget Amount Current New Total Clerk IV Clerk II Allocation of Court Services Administration Salaries Overtime 1 1 o 0 0 1 1 $29,078 22,000 5,438 1,000 Subtotal 57,516 COLA / Merit Pool (5%) 2,876 Subtotal 60,392 Fringe Benefits 10,146 Total 2 0 2 1 $70,538 Capital Outlay: Quantity Budget Amount None Total $0 33 r 0 C 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: In 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 continued through July, 1999. Conversion of the database occurred through August, 1999. The new system went live with full on-line operations in November, 1999. The new computer system updated the current system to new technologies, as well as resolved the "Year 2000" problem. For more details see the section entitled "Computer Network System". During the next fiscal year, the department plans to continue to refine internal systems. This will facilitate the method of processing information and improve efficiency of operations in the first full year of implementation. With the assistance of the Administrative staff, 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. 34 C ('ire-iiit Prnho+dm Calendar Year Estimated Workload Measures: 1997 1998 1999 2000 Case Filings 487 451 506 475 Cases Reopened 10 8 5 7 Budget Summary: Proposed 2000-2001 Budget Approved 1999-2000 Budget Proposed Increase (Decrease) Percent change Personal Services $39,461 $37,993 $1,468 Operating Expenses 5,143 5,743 (600) Capital Outlay 0 0 0 Total $44,6041 $43,736 $8681 1.98% 35 Ll Circuit Probate Position Classification: Positions Budget Amount Current I New Total Clerk IV Allocation of Court Services Administration Salaries Overtime 1 0 1 $28,967 2,709 500 Subtotal 32,176 COLA / Merit Pool (5%) 1,609 Subtotal 33,785 Fringe Benefits 5,676 Total 1 0 1 $39,461 Capital Outlay: Quantity Budget Amount None Total $0 36 C H 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: The County Court Criminal Department processes 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. GOALS: During September, 1998, a new Criminal Case Management System was installed on new computer hardware. Training of deputies and conversion of the database occurred through April, 1999. The new system went live with full on-line operations in June, 1999. This new computer system updated the current system to new technologies, as well as resolved the "Year 2000" problem. For more details see the section entitled "Computer Network System". During the next fiscal year, the department plans to continue to refine internal systems. This will facilitate the method of processing information and improve efficiency of operations in the first full year of implementation. 37 n Cnnnty Criminal Calendar Year Estimated Workload Measures: 1997 1998 1999 2000 Case Filings: County Criminal 6,286 5,756 6,406 5,800 Criminal Traffic 2,339 2,005 2,028 2,010 Budget Summary: Proposed 2000-2001 Budget Approved 1999-2000 Budget Proposed Increase (Decrease) Percent Change Personal Services $359,376 $346,055 $13,321 Operating Expenses 22,935 22,399 536 Capital Outlay 0 0 0 Total $382,311 $368,454 $13,857 3.76% 38 I J, Countv Criminal Positions Budget Current New Total Position Classification: Amount Traffic/Misd. Supervisor 1 0 1 $29,000 Clerk III 2 0 2 57,807 Clerk II 3 0 3 68,000 Clerk 1 5 0 5 100,865 Other Salary and Wages 5,400 Allocation of Court Services Administration Salaries 29,861 Overtime 2,100 _ Subtotal 293,033 COLA / Merit Pool (5%) 14,652 Subtotal 307,685 Fringe Benefits 51,691 Total 11 0 11 1 $359 376 Capital Outlay: Quantity Budget Amount None Total $0 39 0 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. GOALS: During November, 1998, a new Civil Case Management System was installed on new computer hardware. Training of deputies occurred through April, 1999. Conversion of the database began in February, 1999. The new system went live with full on-line operations in September, 1999. This new computer system updated the current system to new technologies, as well as resolved the "Year 2000" problem. For more details see the section entitled "Computer Network System". During the next fiscal year, the department plans to continue to refine internal systems. This will facilitate the method of processing information and improve efficiency of operations in the first full year of implementation. With the assistance of the Administrative staff, 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. 40 III 0 Cnnnfv (_ivil Calendar Year Estimated Workload Measures: 1997 1998 1999 2000 Case Filings: Small Claims 1,069 1,056 895 1,000 Evictions 444 560 450 500 Other County Civil 298 269 265 275 Total 1,811 1,885 1,610 1,775 Cases Reopened 9 11 10 10 Budget Summary: Proposed 2000-2001 Budget Approved 1999-2000 Budget Proposed Increase (Decrease) Percent Change Personal Services $146,541 $147,566 ($1,025) Operating Expenses 11,041 12,357 (1,316) Capital Outlay 0 0 0 Total 1 $157,582 1 $159,923 $2,341 -1.46% 41 11 r rminfv f'.ivil Position Classification: Positions Budget Amount Current New Total Clerk II Clerk 1 Other Salary and Wages Allocation of Court Services Administration Salaries Overtime 0.8 4 0 0 0.8 4 $17,600 81,465 4,900 13,024 2,500 Subtotal 119,489 COLA / Merit Pool (5%) 5,974 Subtotal 125,463 Fringe Benefits 21,078 Total 4.8 0 4.8 $146 541 Capital Outlay: Quantity Budget Amount None Total $0 42 A ii 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. GOALS: In June, 1999 an Amendment to the Project Agreement was signed with HTE-Vanguard Systems to add the Traffic Case Management System to the VJIS Project Agreement dated July, 1998. Training of deputies and conversion of the database occurred through November, 1999. The new system went live with full on-line operations in December, 1999. This new computer system updated the current system to new technologies, as well as resolved 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 full year of implementation. 43 Countv Traffic Workload Measures: Calendar Year 1997 1998 1999 Estimated 2000 Case Filings - Infractions 34,640 33,147 37,925 38,000 Budget Summary: Proposed 2000-2001 Budget Approved 1999-2000 Budget Proposed Increase (Decrease) Percent Change Personal Services $468,988 $453,920 $15,068 Operating Expenses 36,044 36,282 (238) Capital Outlay 0 0 0 Total 1 $505,0321 $490,2021 $14,8301 3.03% 44 Countv Traffic Positions Budget Position Classification: Amount Current New Total Clerk IV 0.95 0 0.95 $24,700 Clerk 111 2.00 0 2.00 50,736 Clerk II 3.00 0 3.00 73,341 Clerk 1 9.00 0 9.00 187,251 Other Salary and Wages 2,200 Allocation of Court Services Administration Salaries 40,582 Overtime 3,600 Subtotal 382,410 COLA / Merit Pool (5%) 19,121 Subtotal 401,531 Fringe Benefits 67,457 Total 15 0 15 $468 988 Capital Outlay: Quantity Budget Amount None Total $0 45 N J D 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. 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 summons 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: In June, 1999, a new Juror Management System was installed on new computer hardware. Training of deputies and conversion of the database occurred through August, 1999. The new system went live with full on-line operations in November, 1999. This new computer system updated the current system to new technologies, as well as resolved 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 full year of implementation. 46 I� i3 L Jury Manaaement Calendar Year Estimated Workload Measures: 1997 1998 1999 2000 Jurors Summoned 16,866 21,271 27,182 28,000 Jurors Served 4,012 3,944 4,156 4,200 Number of Checks Issued to Jurors 2,394 2,647 2,396 2,400 Budget Summary: Proposed 2000-2001 Budget Approved 1999-2000 Budget Proposed Increase (Decrease) Percent Change Personal Services $42,451 $41,735 $716 Operating Expenses 18,143 18,143 0 Capital Outlay 0 0 0 Total $60,594 $59,878 $716 1.20% 47 ii d 0 Jury Management Position Classification: Positions Budget Amount Current New Total Jury Clerk Allocation of Court Services Administration Salaries Overtime 1 0 1 $31,305 2,709 600 Subtotal 34,614 COLA / Merit Pool (5%) 1,731 Subtotal 36,345 Fringe Benefits 6,106 Total 1 0 1 $42 451 Capital Outlay: Quantity Budget Amount None Total $0 48 H C 0 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 provides a vital service to our citizens. Extension of recording services to the Branch Offices in Marathon and Plantation Key required continued training of branch office personnel and extensive communication and coordination between the branches and the Key West Recording Department. The Clerk's Office has purchased the required equipment, installed the systems and trained personnel. The Branch Offices began recording legal documents in March, 2000. 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 full year of implementation. Also, please refer to the "Goals" section under the Information Systems budget. 49 ILI j I j Recordina Workload Measures: Calendar Year 1997 1998 1999 Estimated 2000 Documents Recorded 57,449 61,771 57,521 58,000 Budget Summary: Proposed 2000-2001 Budget Approved 1999-2000 Budget Proposed Increase (Decrease) Percent Change Personal Services $243,847 $236,041 $7,806 Operating Expenses 68,308 68,308 0 Capital Outlay 2,000 3,000 (1,000) Total $314,155 $307,349 $6,806 2.21% 50 0 D Recordina Position Classification: Positions Budget Amount Current New Total Clerk III Clerk II Clerk 1 Allocation of Court Services Administration Salaries Overtime 1 3 4 0 0 0 1 3 4 $24,318 64,500 85,300 21,713 3,000 Subtotal 198,831 COLA / Merit Pool (50/6) 9,942 Subtotal 208,773 Fringe Benefits 35,074 Total 8 0 8 $243,847 Capital Outlay: Quantity Budget Amount Laser Printer 2 $2,000 Total $2,000 51 0 3 MONROE COUNTY, FLORIDA ! RECORDS MANAGEMENT i ANNUAL BUDGET L 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 this 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 implemented the Document Recording and Indexing/Imaging project 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 currently sells microfilm to regular monthly customers. These customers will also have to begin a transition to the new technology --specifically CD ROM. We will also be reviewing the methodologies and resources available for the conversion of document images, that have been scanned and reside on the Document Recording and Indexing system, to microfilm. If this can be accomplished at a reasonable cost, it would allow us to more quickly phase out the time consuming and expensive process of the daily microfilming of documents recorded in the Official Records. The department will continue its routine Records Management and maintenance activities. Improvements on Jackson Square in Key West will eliminate some areas now being used for the storage of records. Accordingly, emphasis will be placed on reducing the volume of physical records now being stored and maintained at several locations. The microfilming and destruction of records will be pursuant to the rules of the Florida Department of State, Bureau of Archives and Records Management. 52 Records Manaaement Fiscal Year Estimated Workload Measures: 1997 1998 1999 2000 Rolls 654 765 760 760 Pages Microfilmed 1,635,000 1,912,500 1,900,000 1,900,000 Microfilm Copies (Rolls/yr) 892 715 600 600 Microfiche Copies (Sheets/yr) 2,602 3,703 6,487 5,000 Budget Summary: Proposed 2000-2001 Budget Approved 1999-2000 Budget Proposed Increase (Decrease) Percent Change Personal Services $173,650 $168,855 $4,795 Operating Expenses 53,920 54,920 (1,000) Capital Outlay 12,000 13,000 (1,000) Total 1 $239,570 1 $236,7751 $2,795 11.18% 53 Records Manaaement Positions Budget Current New Total Position Classification: Amount Microfilm Supervisor 1 0 1 $33,712 Microfilm Clerk II 1 0 1 27,103 Microfilm Clerk 1 2 0 2 44,126 Photo Tech 1 1 0 1 22,504 Allocation of Court Services Administration Salaries 13,548 Overtime 600 Subtotal 141,593 COLA / Merit Pool (5%) 7,080 Subtotal 148,673 Fringe Benefits 24,977 Total 5 0 5 $173 650 Capital Outlay: Quantity Budget Amount Readers 2 $6,000 Parts for Film Processor 1 6,000 (new processor would cost $30,000) Total $12,000 54 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 six new courtside software systems: criminal, civil, juvenile, probate and traffic case management systems; and the jury system. These new computer systems updated the current system to new technologies, as well as resolved the "Year 2000" problem. For more details see the section entitled "Computer Network System". The NCR 98 series "Legacy" system was phased out at the end of December,1999. A major effort during 2000-01 will be the Web -enabling of all records and software applications that are currently available on the Clerk's Public Access System. These applications include: Official Records Circuit Civil Probate County Civil Small Claims ii 55 Felony Misdemeanor Criminal Traffic Traffic Infractions Parking Tickets Information Svstems Workload Measures: Fiscal Year 1996 1997 1998 1999 Terminals 162 144 145 110 Servers 0 0 7 7 Processing (Hours per day) 16 16 16 15 Budget Summary: Proposed 2000-2001 Budget Approved 1999-2000 Budget Proposed Increase (Decrease) Percent Change Personal Services $203,865 $196,172 $7,693 Operating Expenses 253,200 253,200 0 Capital Outlay 25,000 0 25,000 Total $482,065 $449,372 $32,693 7.28% 56 3 A Ir7Z Information Svstems Position Classification: Positions Budget Amount Current New Total Information Systems Supervisor Administrative Assistant Computer Operators Overtime 1.0 0.6 1.9 0.0 0.0 0.0 1.0 0.6 1.9 $57,392 36,268 66,570 6,000 I Subtotal 166,230 COLA / Merit Pool (5%) 8,312 Subtotal 174,542 Fringe Benefits 29,323 Total 3.5 0.0 3.5 $203 865 Capital Outlay: Quantity Budget Amount Web Server $25,000 Total $25,000 57 a f� MONROE COUNTY, FLORIDA CLERK OF THE CIRCUIT COURT I NETWORK SYSTEM BUDGET 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. Most application systems were over 20 years old. Many limitations were imposed by the current systems and operated only with NCR 9800 hardware, used flat files, and obsolete database files. Programs could only be written in older 3GL programming languages. Communication was limited to a maximum of 20 lines with limited edit and data entry capabilities. Data was tabulated by hand, and reports were not automatically generated at user sites. Other justice agencies had 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 were only capable of handling a two digit year. Therefore, the current software had to be replaced in order to be fully operable before the year 2000. 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 in August, 1998 and all systems were on-line by December, 1999. These systems replaced all existing Circuit and County Court applications. PROGRESS TO DATE: In the 1997-98 fiscal year, a committee of clerk's personnel, including individuals from the Information Systems Department, Administrative staff, court clerks and a representative from the Court Administrator's Office, were organized to evaluate the 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 E58 L+ (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. (HTE-Vanguard) to purchase the following systems: Criminal Case Management System Civil Case Management System Juvenile Case Management System Probate, Guardianship & Mental Health Case Management System Juror Management System In June, 1999 an Amendment to the Project Agreement was signed with HTE-Vanguard to add the Traffic Case Management System to the VJIS Project Agreement dated July, 1998. Implementation of these systems began in August, 1998 and continued through December, 1999. The implementation phase included 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 11 Plantation Key. L 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 Seat, for recording. Because of the extended geography of Monroe County, our ability to record documents in the branch offices of 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 required continued training of branch office personnel and extensive communication and coordination between the branches and the Key West Recording Department. The Clerk's Office has purchased the required equipment, installed the systems and trained personnel. The Branch Offices began recording legal documents in March, 2000. An Equipment/Software Contract Supplement was signed with Landata-Foresight, Inc. in September, 1999 for equipment necessary to upgrade the core recording system and resolve the "Year 2000" problem. The equipment was installed and fully operational by December, 1999. 59 L FINANCING OF THE SYSTEMS: 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 3.55%, plus a .66% monthly fee. The average interest rate for the last 12 months was 3.10%, and the interest rate for April, 2000 was 3.95%. 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 page. .0 11 [1 MONROE COUNTY, FLORIDA CLERK OF THE CIRCUIT COURT COMPUTER NETWORK SYSTEMS DEBT FINANCING Annual Cash Requirements: FY 1999/2000 FY 2000/01 FY 2001/02 FY 2002/03 Principal Total Cash Payments Interest Requirements 200,000 37,900 237,900 200,000 35,000 235,000 200,000 23,000 223,000 250,000 10,750 260,750 $850,000 $106,650 $956,650 Court Clerk's Trust Administration Clerk's Total Funding Sources: Fund Budget Budget Funding FY 1999/2000 60,000 35,000 142,900 237,900 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 $576,650 $956,650 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 26,454 FY 1999/2000 850,000 0 200,000 650,000 37,900 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 $141,358 ® 61 �1 MONROE COUNTY, FLORIDA CLERK OF THE CIRCUIT COURT TOURIST DEVELOPMENT TAX AND TOURIST IMPACT TAX REVENUE HISTORY $14 $12 $10 s8 0 $6 $4 $2 $0 MONROE COUNTY TOURIST TAX REVENUE 1995/96 1996/97 1997/98 1998/99 1999/00 Fiscal Year 3 % Tourist Development Tax N 1 % Tourist Impact Tax 3% Tourist Development Tax 1% Tourist Impact Tax Total Tax Collected FY FY FY FY 6 mos estimated 1995/96 1996/97 1997198 1998/99 1999/00 $9,112,790 $9,854,128 $10,340,837 $10,674,420 $11,536,460 2,408,860 3,273,682 3,437,753 3,448,955 3,688,193 $11,521,650 $13,127,810 $13,778,590 $14,123,375 $15,224,653 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. 62 73 MONROE COUNTY, FLORIDA CLERK OF THE CIRCUIT COURT TOURIST DEVELOPMENT TAX AND TOURIST IMPACT TAX REVENUE HISTORY 3% Tourist Development Tax Revenues Month FY FY FY FY 6 mos estimated % Increase Collected 1995/96 _ 1996/97 1997198 1998199 1999/00 from Prior Year Oct $479,179 $494,517 $587,685 $515,233 589,370 14.39% Nov 546,357 599,440 634,395 636,858 821,738 29.03% Dec 739,016 829,980 819,743 862,304 919,708 6.66% Jan 864,935 989,582 1,160,713 1,082,018 1,152,092 6.48% Feb 1,255,143 1,273,313 1,255,779 1,258,870 1,476,029 17.25% Mar 1,291,698 1,418,686 1,311,069 1,445,394 1,526,523 5.61% Apr 911,397 907,771 1,038,989 1,130,764 1,200,000 6.12% May 701,585 793,525 853,691 871,402 900,000 3.28% Jun 593,243 625,184 706,221 723,911 750,000 3.60% Jul 662,242 743,447 817,664 887,417 940,000 5.93% Aug 639,823 755,343 734,226 750,300 751,000 0.09% Sep 428,172 423,340 420,662 509,949 510,000 0.01% Total $9,112,790 $9,854,128 $10,340,837 $10,674,420 $11,536,460 % Increase 10.99% 8.14% 4.94% 3.23% 8.08% 1% Tourist Impact Tax Revenues Month FY li FY FY FY 6 mos estimated % Increase Collected 1995/96 1996/97 9997/98 1998/99 1999100 from Prior Year Oct $164,097 $194,307 $171,461 147,830 -13.78% Nov 198,650 211,172 211,478 273,913 29.52% Dec 276,583 273,248 285,329 306,569 7.44% Jan 276,967 329,561 386,904 360,672 384,031 6.48% Feb 405,396 424,371 417,765 419,623 492,009 17.25% Mar 420,398 467,557 435,134 481,798 508,841 5.61% Apr 302,393 301,946 346,311 376,921 400,000 6.12% May 231,942 264,508 284,545 290,467 300,000 3.28% Jun 196,840 207,761 232,184 240,264 240,000 -0.11% Jul 220,414 247,816 272,555 295,805 315,000 6.49% Aug 211,831 249,785 244,075 187,575 190,000 1.29% Sep 142,679 141,047 139,553 127,562 130,000 1.91% Total $2,408,860 $3,273,682 $3,437,753 $3,448,955 $3,688,193 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. 63 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. 64 0 41 TA wL Tw.. A ..-H& Fiscal •VL GA /"NYL Year Estimated Workload Measures: 1997 1998 1999 2000 Audits and Estimates Conducted 36 27 24 30 Notices of Delinquent Taxes 60 51 75 80 Identification Letters 66 117 140 100 Budget Summary: Proposed 1999-2000 Budget Approved 1998-1999 Budget Proposed Increase (Decrease) Percent Change Personal Services $108,076 $99,553 $8,523 Operating Expenses 28,917 28,917 0 Capital Outlay 0 0 0 Total $136,993 $128,470 $8,523 6.63% 65 Hil M Tnr.ric4 Tw A..A".# Position Classification: Positions Budget Amount Current New Total Director of Administrative Services and Special Projects Senior Tourist Tax Auditor Tourist Tax Auditor 0.10 1.00 1.00 0.00 0.00 0.00 0.10 1.00 1.00 $6,075 43,050 39,000 Subtotal 88,125 COLA/Merit Pool (5.0%) 4,406 Subtotal 92,531 Fringe Benefits 15,545 Total 2.10 0.00 2.10 $108 076 Capital Outlay: Quantity Budget Amount None Total $0 :. 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. 67 Infornml AvvA Workload Measures: Completed Audits Date Report Issued 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 Suncom & Cellular Telephone Charges April 1, 1999 Monroe County Purchasing Function February 18, 2000 Audit Report of Certain Court Reporting Revenues and Expenditures (Draft) March 14, 2000 Other Reports Monroe County Hurricane Mitch Debris Removal March 12, 1999 Miscellaneous Special Reports 4 Guardianship Audits 51 Budget Summary: Proposed 2000-2001 Budget Approved 1999-2000 Budget Proposed Increase (Decrease) Percent Change Personal Services $126,197 $121,216 $4,981 Operating Expenses 18,125 18,125 0 Capital Outlay 0 0 0 Total $144 322 $139,341 $4,981 3.57% I I..LA.. J:& Position Classification: Positions .aV.fAI"�MM� Budget Amount Current New Total Director of Internal Audit Internal Auditor 1.0 1.0 0.0 0.0 1.0 1.0 $55,650 47,250 Subtotal 102,900 COLA/Merit Pool (5.0%) 5,145 Subtotal 108,045 Fringe Benefits 18,152 Total 1 2.0 0.0 2.0 1 $126197 Capital Outlay: Quantity Budget Amount None Total $0 Wel