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FY2003MONROE COUNTY, FLORIDA CLERK OF THE CIRCUIT COURT PROPOSED BUDGET FISCAL YEAR 2002/2003 June 1, 2002 GAUNT y C b CUJQv��G9� f � C ♦'O f COUN�'�y Prepared By: Clerk of the Circuit Court Danny L. Kolhage Monroe County, Florida BRANCH OFFICE MARATHON SUB COURTHOUSE 3117 OVERSEAS HIGHWAY MARATHON, FLORIDA 33050 TEL. (305) 289-6027 FAX (305) 289-1745 May 28, 2002 r �ouNr� c 4J `,JyCU�O`fGG'� u i 40 i ' o O1�OF COUNTY • f�� CLERK OF THE CIRCUIT COURT MONROE COUNTY MONROE COUNTY COURTHOUSE 500 WHITEHEAD STREET KEY WEST, FLORIDA 33040 TEL. (305) 292-3550 FAX (305) 295-3663 Mayor Charles "Sonny" McCoy and Members of the Board of County Commissioners 530 Whitehead Street Key West, FL 33040 Dear Mayor and Commissioners: BRANCH OFFICE PLANTATION KEY GOVERINT CENTER *20OVER$aS HIFRWAY PLA 01 KEY J ORHM3070 TEQ305) 95 -7145 rn FA J305) 8n7146 c)' r- C7 CD C- C:) C- s =r 71 -Tim J O r m omOD In accordance with provisions of Chapter 129.03(2), I am submitting my proposed budgets for Fiscal Year 2002-2003. 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 2002 -2003 over my approved budget for Fiscal Year 2001-2002 and summarizes the components of that increase. As you can see, the increase in my Operating Budget is 4.09% which includes a 6% COLA/merit pool. I have budgeted this 6% COLA/merit pool on the basis of the Board's preliminary discussions of their intentions concerning salary increases for FY 2002-2003. Should the Board make changes in this area, I will respond accordingly. One of our major accomplishments during FY 2001-2002 was the creation of the Clerk of Courts website which became operational in September of 2001. The 2002 Legislature made changes to the law that will have a significant effect on the types of records and information that can be made available on the Internet. We are currently analyzing the impact of this legislation on our website in order to make whatever adjustments are necessary to comply with the law. In FY 2002-2003, in order to enhance the functionality of the website and respond to public demand, we will provide the capability of accepting credit card payments for some of the clerk's functions. The payment of traffic fines will be the first priority for implementation. Also in FY 2001-2002, we implemented the Records Management and Document Imaging System for the BOCC minutes, resolutions, ordinances and other records. Currently, 10 years of Board records are available in a searchable format on the Clerk's website. During FY 2002-03, we will increase the database by an additional 10 years and begin the scanning of the Board's official documents such as contracts and leases. Board of County Commissioners May 28, 2002 Page 2 As most of you are aware, the Governmental Accounting Standards Board has issued Statement 34 which creates a new governmental financial reporting model. The Clerk's Finance Department will be implementing GASB 34 in the current fiscal year. GASB 34 also requires the retroactive reporting of major infrastructure assets that have been acquired, significantly reconstructed or improved within the last 25 years. These assets were not required to be reported prior to the issuance of GASB 34. Accordingly, I am recommending that the Board include in its budget the sum of $30,000 - which is an estimate - for consulting services to provide a valuation of these assets. I would like to point out that $16,736 for the printing of jury summons has been transferred to my budget from the Court Administrator's budget. This was done at the request of the Chief Judge in order to consolidate jury expenses for reporting purposes. The financing that was obtained in FY 97-98 for funding of the implementation of the Clerk's Information System Master Plan will be fully paid in FY 2002-2003. 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, t Danny L. Ko e Clerk of the Circuit Court and ex-officio Clerk to the Board of County Commissioners Enclosures 11 EXHIBIT A Analysis of Budget Increase Proposed 2002-2003 Total Budget Approved 2001-2002 Total Budget Total Increase Percent Increase Components of Increase: 6% COLA/Merit (plus related benefits) Other Operating Increases/Decreases Transfer from Court Administrator's Budget Total Budget Increase Operating Total Budget Budget $4,728,124 $4,873,374 $185,949 $203,199 4.09% 4.35% Percent of Increase $219,904 (50,691) 16,736 $185,949 4.09% �111- MONROE COUNTY, FLORIDA CLERK OF THE CIRCUIT COURT TABLE OF CONTENTS INTRODUCTORY SECTION OrganizationChart ............................................................................... Dutiesand Functions.......................................................................... REVENUE RevenuePolicy.................................................................................... RevenueForecast............................................................................... OPERATING BUDGET SUMMARY BudgetHistory ..................................................................................... Operating Budget Summary ................................................................ DEPARTMENTAL OPERATING BUDGETS Annual Budgets: Clerk to the Board of County Commissioners ................................ Administration................................................................................ Allocation of Court Services, Recording, and Records Management Administrative Overhead................................................................ Circuit Court Criminal..................................................................... CircuitCourt Civil.......................................................................... CircuitCourt Family.......................................................................... Circuit Court Juvenile..................................................................... Circuit Court Probate..................................................................... County Court Criminal..................................................................... CountyCourt Civil.......................................................................... CountyCourt Traffic.......................................................................... JuryManagement.......................................................................... Recording..................................................................................... RecordsManagement..................................................................... Information Systems..................................................................... COMPUTER NETWORK SYSTEM Network System Requirements.......................................................... DebtFinancing..................................................................................... 1 3 4 5 6-8 9 10 11-15 16-19 20-21 22-24 25-27 28-30 31-33 34-36 37-39 40-42 43-45 46-48 49-51 52-54 55-57 58-59 60 MONROE COUNTY, FLORIDA CLERK OF THE CIRCUIT COURT TABLE OF CONTENTS -CONTINUED AUDIT SECTION Tourist Development Tax Revenue History .......................................... 61-62 Operating Budgets: TouristTax Audit.......................................................................... 63-65 InternalAudit..................................................................................... 66-68 2 MONROE COUNTY, FLORIDA CLERK OF THE CIRCUIT COURT ORGANIZATION CHART CITIZENS CLERK OF THE CIRCUIT COURT Internal Audits Tourist Development Tax Audits ADMINISTRATIVE SUPPORT Administration CLERK TO BOCC Administration CIRCUIT COURT COUNTY COURT Criminal Criminal Jury Management Finance Civil Civil Records Value Management J Adjustment Family Traffic Board Recording Juvenile Information —] Systems Probate 3 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 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 included in the General Revenue Fund of the Board of County Commissioners. 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. 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. an MONROE COUNTY, FLORIDA r. CLERK OF THE CIRCUIT COURT REVENUE FORECAST M �T*10M. 211612 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 1.1 FY 99/2000 FY 2000/01 FY 2001 /02 FY 2002/03 Actual Actual Estimated Estimated $1,454,888 $1,591,892 $1,723,853 $1,726,500 2,387,716 2,294,004 2,193,514 2,131,000 9,942,986 9,102,732 3,930,500 4,340,000 17,627,123 19,316,315 20,950,781 19,624,925 298,908 346,375 571,380 536,000 5,386,820 5,638,642 5,800,000 5,800,000 $37,098,441 $38,289,960 $35,170,028 $34,158,425 REVENUE APPORTIONMENT 4.9% 59.6% r% ■ Total Clerk's Revenues ■ Total County Revenues ■ Total Investment Income Total Revenues to the State of Florida ■ Total Revenues to Other Municipalities L Total Other Revenues X D MONROE COUNTY, FLORIDA CLERK OF THE CIRCUIT COURT REVENUE FORECAST DESCRIPTION FY 98/99 Actual FY 99/2000 Actual FY 2000/01 Actual FY 2001 /02 Estimated FY 2002/03 Estimated REVENUES: Clerk's Revenues Recording Fees $579,637 $550,405 $716,476 863,618 $850,000 Mortgage and Documentary Stamps 151,748 169,540 174,147 166,002 170,000 Intangible Tax 11,972 10,881 14,195 18,899 18,000 Court Related: Circuit Civil 70,443 119,574 127,703 125,538 125,000 Circuit Criminal 7,330 9,709 10,639 10,903 10,500 County Civil 71,361 66,598 57,581 68,114 60,000 County Criminal 29,401 49,801 42,875 40,731 41,000 Traffic Criminal and Civil 69,891 80,037 78,400 85,098 85,000 Probate 31,793 28,337 29,234 26,298 25,000 Other: Child Support 44,540 27,233 23,973 21,447 22,000 Child Support from State of Florida 36,384 143,825 97,566 81,255 80,000 Marriage and Passport 94,033 100,409 100,636 90,886 95,000 Clerk's Trust Fund 80,850 75,302 94,853 116,588 115,000 Miscellaneous 42,117 23,237 23,614 8,476 30,000 Total Clerk's Revenue 1,321,500 1,454,888 1,591,892 1,723,853 1,726,500 County Revenues Fine and Forfeiture 1,900,656 1,694,772 1,645,416 1,560,506 1,525,000 Local Government Criminal Justice 283,493 287,735 256,620 211,992 210,000 Code Enforcement 55,257 20,994 16,964 22,460 20,000 Radio Communication 210,368 218,437 207,795 238,968 220,000 Court Facilities 43,024 47,039 55,787 48,628 50,000 Law Library 42,810 43,851 44,530 43,560 42,000 Public Defender Liens 31,130 16,038 12,433 9,950 10,000 Legal Aid 13,619 13,970 14,069 14,402 14,000 Monroe County Drug Abuse Trust Fund 9,233 6,479 7,073 8,750 7,500 Pretrial Diversion & Treatment 8,830 10,820 5,717 7,550 7,000 Mediation & Arbitration 8,416 8,808 10,015 8,712 8,500 MC Handicapped Parking 1,115 4,137 7,257 5,354 5,000 Attorney Fees 3,973 6,475 4,428 5,088 5,000 Airport Parking 4,812 8,161 5,900 7,594 7,000 Total County Revenues 2,616,736 2,387,716 2,294,004 2,193,514 2,131,000 Investment Income Clerk's Accounts 23,360 24,757 30,544 4,500 5,000 General Fund 1,150,153 1,477,236 1,231,240 455,000 500,000 Special Revenue Fund 3,786,186 4,588,503 4,335,079 1,925,000 2,000,000 Debt Service Fund 56,989 50,308 45,881 11,000 15,000 Capital Projects Fund 1,429,377 1,814,626 1,600,045 750,000 1,000,000 Fiduciary Funds 43,320 50,587 52,374 15,000 20,000 Enterprise Funds 1,033,926 1,310,674 1,282,835 560,000 575,000 Internal Service Funds 409,659 626,295 524,734 210,000 225,000 Total Investment Income 7,932,970 9,942,986 9,102,732 3,930,500 4,340,000 t t7 MONROE COUNTY, FLORIDA CLERK OF THE CIRCUIT COURT REVENUE FORECAST DESCRIPTION Revenues to the State of Florida Documentary Stamps Intangible Tax Crimes Compensation Additional Court Cost Court Educational Trust Fund State Investigation Cost Mediation & Arbitration Trust Fund Police Academy Dept. of Health and Rehabilitation Sery Family Court Trust Fund Displaced Homemaker Trust Fund Anti -Tobacco Education Program Traffic Fines Child Welfare & Juv Justice Trust Fund Failure to Comply Epilepsy Trust Fund Nongame Wildlife Trust Fund Criminal Justice Training Emergency Medical Services Trust Fun Crime Stoppers Child Support Enforcement DEP - Marine Biology Trust Fund Justice Administration Commission Victim Handicapped/Elderly Florida Department of Law Enforcemer Marine Resource Conservation Fund Florida Highway Patrol Florida Department of Transportation Florida Marine Patrol Total Revenues to the State of FI( Revenues to Other Municipalities FY 98/99 FY 99/2000 FY 2000/01 FY 2001 /02 FY 2002/03 Actual Actual Actual Estimated Estimated 12,936,226 13,784,147 14,861,221 15,446,356 15,000,000 2,332,508 2,165,797 2,825,208 3,761,598 3,000,000 276,048 250,999 236,021 198,208 200,000 22,897 23,268 23,370 24,456 23,500 8,975 9,147 9,068 9,490 9,000 17,258 16,117 25,810 38,606 25,000 1,655 1,673 1,721 1,606 1,700 89,596 91,054 84,309 96,882 90,000 99,914 102,474 103,255 102,694 100,000 72,600 77,825 78,825 78,650 78,000 24,360 25,840 26,203 26,026 26,000 2,256 7,927 5,104 3,216 4,000 658,781 693,711 677,224 797,700 725,000 50,450 50,796 46,942 57,098 50,000 79,788 83,610 85,920 95,506 85,000 12,235 12,170 11,385 20,960 20,000 35,647 33,777 31,730 35,990 33,700 21,596 18,268 18,920 18,614 18,500 39,391 32,075 34,330 33,598 33,000 8,926 15,999 15,129 16,940 16,000 1,656 1,576 4,690 4,352 2,000 90,607 98,548 74,648 49,364 50,000 20,038 17,784 26,513 22,496 25,000 158 0 0 0 0 2,794 3,687 1,201 2,204 2,000 0 775 1,125 933 1,000 1,742 1,471 1,078 2,798 1,500 200 25 0 0 25 3,134 6,583 5,365 4,440 5,000 16,911,436 17,627,123 19,316,315 20,950,781 19,624,925 Key West 141,456 83,822 52,272 100,958 100,000 Layton 8,494 5,482 8,316 6,732 8,000 Key Colony Beach 8,471 7,975 8,173 9,458 8,000 Islamorada 70,173 70,145 97,251 121,856 120,000 Marathon 0 120,001 168,384 216,340 200,000 Monroe County Sheriff Department 13,545 11,483 11,979 116,036 100,000 Total Revenues to Other Municip. 242,139 298,908 346,375 571,380 536,000 Other Revenues Domestic Relations 5,322,351 5 Total Other Revenues 5,322,351 5 0 5,638,642 5,800,000 5,800,000 5,638,642 5,800,000 5,800,000 TOTAL REVENUE $34 347 132 $37 098 441 $38 289 960 $35 170 028 $34 158 425 L+ L 0 MONROE COUNTY, FLORIDA CLERK OF THE CIRCUIT COURT BUDGET HISTORY Approved Approved Approved Approved Proposed 1998-1999 1999-2000 2000-2001 2001-2002 2002-2003 Average Budget Budget Budget Budget Budget Increase Clerk to BOCC $830,941 $827,944 $828,375 $878,299 $959,577 Administration 272,350 275,165 273,598 273,700 240,863 Circuit Criminal 513,340 522,894 526,521 549,141 578,507 Circuit Civil 288,683 286,382 290,062 316,435 329,769 Circuit Family 97,010 113,719 104,113 108,137 110,772 Circuit Juvenile 73,914 72,758 76,275 79,180 81,438 Circuit Probate 44,924 43,736 44,604 46,555 47,954 County Criminal 377,841 368,454 382,311 411,528 433,162 County Civil 163,140 159,923 157,582 169,037 180,342 County Traffic 480,299 490,202 505,032 536,445 564,177 Jury Management 57,397 59,878 60,594 62,058 84,192 Recording 281,686 307,349 314,155 333,396 354,349 Records Management 236,153 236,775 239,570 246,289 250,574 Information Systems 430,198 449,372 482,065 531,975 512,448 Total Operating Budget 4,147,876 4,214,551 4,284,857 4,542,175 4,728,124 Debt Service 152,000 152,000 140,000 128,000 145,250 Courthouse Renovation - Office Furnishings 0 75,000 0 0 0 Total Budget $4,299,876 $4,441,551 $4,424,857 $4,670,175 $4,873,374 Annual Increase: Operating Budget 2.89% 1.61 % 1.67% 6.01 % 4.09% 3.25% Total Budget 6.66% 3.29% -0.38% 5.54% 4.35% 3.90% Position Control 98.0 98.9 98.9 99.9 100.0 Budget Increase History $5 ■ $4 ■ ■ o $3 -■ Total Operating $2 Budget $1 $0 1998-1999 1999-2000 2000-2001 2001-2002 2002-2003 Fiscal Year E 9 MONROE COUNTY, FLORIDA CLERK OF THE CIRCUIT COURT OPERATING BUDGET SUMMARY Proposed Approved Proposed 2002-2003 2001-2002 Increase Percent Budget Budget (Decrease) Increase Clerk to BOCC $959,577 $878,299 $81,278 Administration 240,863 273,700 (32,837) Circuit Court Circuit Criminal 578,507 549,141 29,366 Circuit Civil 329,769 316,435 13,334 Circuit Family 110,772 108,137 2,635 Circuit Juvenile 81,438 79,180 2,258 Circuit Probate 47,954 46,555 1,399 Total Circuit Court 1,148,440 1,099,448 48,992 County Court County Criminal 433,162 411,528 21,634 County Civil 180,342 169,037 11,305 County Traffic 564,177 536,445 27,732 Total County Court 1,177,681 1,117,010 60,671 Jury Management 84,192 62,058 22,134 Recording 354,349 333,396 20,953 Records Management 250,574 246,289 4,285 Information Systems 512,448 531,975 (19,527) Total Operating Budget 4,728,124 4,542,175 185,949 4.09% Debt Service 145,250 128,000 17,250 Total Budget $4,873,374 $4,670,175 $203,199 4.35% Operating Budget Distribution by Department for the Fiscal Year 2002-03 1.8% 5.1% 1% 10.8% ■ Clerk to BOCC ■ Administration Jury Management Circuit Court ■ County Court ■ Recording ■ Records Management Information Systems 10 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 thirteen 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 affixed the same to any paper or instrument as required by law. This department is responsible for the custody and care of the BOCC's official documents and makes them available for public inspection. 7 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 creating a new financial reporting model. This year the Finance Department will commence this new government -wide financial statement reporting format. GASB Statement 34 allows an additional four years to retroactively report major infrastructure assets acquired or significantly reconstructed or improved during the previous twenty five years. The Finance Department plans to work with a consulting firm to accomplish this goal in the upcoming year. Clerk to the BOCC - Admin: In Fiscal Year 2000-2001, the Clerk implemented a Records Management and Document Imaging System for BOCC minutes, agendas, ordinances and related records. The official record of the Board's actions and supporting documentation is now available to the public via the Internet on the Clerk of Court's web site, which became operational in September, 2001. Currently, minutes, resolutions and ordinances from the period 1990 to the present are available. During Fiscal Year 2002-2003 we will add an additional 10 years to the scanned database, as well as starting the process of imaging all current county contracts, leases and other official documents. Clerk to the BOCC-VAB: We will continue to maintain the efficient operations of the VAB as was developed and implemented over the past several years. The 2002 Legislature made several changes to the statutes that govern the operation of the Value Adjustment Board. The Clerk's office, together with the County Attorney and the Property Appraiser's office, will assist the Value Adjustment Board in the implementation of the new procedures approved by the Legislature. The staff will continue to educate the taxpayer by providing general 12 H-1 information and requirements through written material, as well as through direct contact, and be as helpful and cooperative as possible, with the taxpayers, throughout the entire VAB process. W. 13 Clerk to the Board of County Commissioners Workload Measures: Fiscal Year 1998 1999 2000 2001 Clerk to the BOCC - Finance Operating Checks Issued 19,544 20,387 19,102 19,385 Payroll Checks/ Direct Deposits 21,107 19,534 19,304 18,442 Cost Centers Maintained 549 545 563 570 Funds Maintained 54 56 56 56 Property Records 7,105 7,140 5,251 5,161 Clerk to the BOCC - Admin. Meetings Held 26 45 41 37 Pages of Minutes 386 481 385 383 Resolutions Adopted 530 635 533 506 Ordinances Adopted 40 50 56 54 Contracts Approved 589 508 542 559 Clerk to the BOCC - VAB VAB Meetings 3 2 3 2 VAB Petitions 195 284 199 240 Special Master Hearings (days) 8 9 6 7 Budget Summary: Proposed 2002-2003 Budget Approved 2001-2002 Budget Proposed Increase (Decrease) Percent Change Personal Services $887,577 $791,899 $95,678 Operating Expenses 63,000 78,900 (15,900 Capital Outlay 9,000 7,500 1,500 Total 1 $969,5771 $878,2991 $81,2781 9.25% �I 14 Ei HI 11 Clerk to the Board of Countv Commissioners Position Classification: Positions Budget Amount Current New Total Finance Director Assistant Finance Director Sr. Accounting Specialists Administrative Assistant Accounting Specialists Overtime 1 1 4.5 1 11 0 0 0 0 0 1 1 4.5 1 11 $81,721 56,207 203,597 38,787 306,453 50,000 Subtotal 736,765 COLA / Merit Pool (6%) 41,206 Subtotal 777,971 Fringe Benefits 109,606 Total 18.5 1 0 18.5 $887 577 Capital Outlay: Quantity Budget Amount Personal Computer 1 $1,500 Laser Printer 1 1,000 Scanner 1 6,500 Total $9,000 15 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: hj 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: PI The Clerk of Court's web site became operational in September, 2001. The web site provides general information about the Clerk's office. Most importantly, the site provides the public with inquiry access to all of the non -restricted computer applications in the Circuit and County Courts, as well as the Official Records Document Recording and Indexing System. Images of the actual documents filed in the Official Records for the past 6 years are also available. In response to growing public concern for "identity" theft, the Legislature passed House Bills 1673, 1675 and 1679 in 2002. These law changes provide exemptions from the public records statute for certain types of personal information which may appear on documents recorded in the Official Records and other proceedings. House Bill 1679 also prohibits the images of certain documents being made available to the public via the Internet. There are also provisions for the removal of protected information from documents recorded prior to the effective date of the bill. In Fiscal Year 2002-2003 the Clerk and administrative staff will assess the impact of the legislation on the Clerk's web site and make whatever procedural and technical changes are necessary to comply with the new law. 16 H11. Another major project scheduled for completion in Fiscal Year 2002-2003 will be the development of the capability to accept credit card payments via the Internet for some Clerk of Court functions. The areas where we are experiencing the most demand for this service --and therefore the highest priority --are in the payment of traffic tickets and child support. Other projects to be undertaken in Fiscal Year 2002-2003 will be: implementation of the provisions of GASB 34 to the Clerk of Court's financial statements and preparation for transition to a fee -based budget system as required by the adoption of Amendment 7 to Article V of The Florida Constitution. Administration will also continue to monitor internal processes and procedures and make changes where necessary to improve the delivery of services to the public. 1 17 r Administration Calendar Year Estimated Workload Measures: 1999 2000 2001 2002 Clerk to the BOCC - Admin. Meetings Held 45 41 37 36 Pages of Minutes 481 385 383 321 Resolutions Adopted 635 533 506 570 Ordinances Adopted 50 56 54 30 Contracts Approved 508 542 559 498 Budget Summary: Proposed 2002-2003 Budget Approved 2001-2002 Budget Proposed Increase (Decrease) Percent Change Personal Services $199,563 $227,545 ($27,982 Operating Expenses 41,300 44,155 (2,855 Capital Outlay 0 2,000 (2,000 Total $240,863 $273,700 $32,837 -12.00% II Ulf ri �i 18 C LI Administration Position Classification: Positions Budget Amount Current New Total Executive Salary Administrative Assistant Administrative Assistant Overtime 1.0 0.4 1.0 0.0 0.0 0.0 1.0 0.4 1.0 $99,978 27,164 38,788 700 Subtotal 166,630 COLA / Merit Pool (6%) 3,957 Subtotal 170,587 Fringe Benefits 28,976 Total 2.4 0.0 2.4 $199 563 Capital Outlay: Quantity Budget Amount None Total $0 19 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. GOALS: 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. f I F �i 20 L L 11 L Court Services Administrative Overhead Positions Budget Position Classification: Amount Current New Total Director of Court Services 1.00 0.00 1.00 $75,010 Director of Administrative Services & Special Projects 0.50 0.00 0.50 36,174 Branch Office Supervisors 1.60 0.00 1.60 63,299 Sr. Accounting Specialist 1.00 0.00 1.00 44,520 Overtime 4,000 Total 4.10 0.00 4.10 $223 003 Allocation of Court Services Administrative Overhead Positions Quantity Budget Amount Circuit Criminal 14.00 19.61 % $43,731 Circuit Civil 7.25 10.15% 22,635 Circuit Family 2.35 3.29% 7,337 Circuit Juvenile 2.00 2.80% 6,244 Circuit Probate 1.00 1.40% 3,122 County Criminal 11.00 15.41 % 34,365 County Civil 4.80 6.72% 14,986 County Traffic 15.00 21.01 % 46,853 Jury Management 1.00 1.40% 3,122 Recording 8.00 11.20% 24,976 Records Management 5.00 6.99% 15,632 Total 71.40 100.00% $223,003 L 21 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: The department will continue to monitor internal systems and the method of processing information in order to improve efficiency of operations. The collection of financial and workload information will be refined in preparation for conversion to a fee -based budget system in 2004, as required by adopted amendments to Article V of the Florida Constitution. The staff of this department will also monitor the use of the Clerk of Courts web site and respond to changes in the nature and extent of public records requests based upon the use of the web site. W, 22 Circuit Criminal Calendar Year Estimated Workload Measures: 1999 2000 2001 2002 Case Filings - All 1,905 2,120 1,691 1,700 Cases Reopened 18 18 31 150 Probation Hearings 662 600 777 850 Bond Hearings 191 296 267 175 Budget Summary: Proposed 2002-2003 Budget Approved 2001-2002 Budget Proposed Increase (Decrease) Percent Change Personal Services $539,047 $511,457 $27,590 Operating Expenses 32,060 34,184 (2,124 Capital Outlay 7,400 3,500 3,900 Total 1 $578,5071 $549,1411 $29,3661 5.35% n U 7 U U H 0 23 H �i L Ll I� Circuit Criminal Positions Budget Position Classification: Amount Current New Total Criminal Division Supervisor 1 0 1 $38,760 Clerk IV 2 0 2 66,726 Clerk III 2 0 2 56,599 Clerk II 3 0 3 79,386 Clerk 1 6 0 6 147,655 Other Salary and Wages 8,000 Allocation of Court Services Administration Salaries 43,731 Overtime 8,000 Subtotal 448,857 COLA / Merit Pool (6%) 26,451 Subtotal 475,308 Fringe Benefits 63,739 Total 14 0 14 $539 047 Capital Outlay: Quantity Budget Amount Microfiche Cabinet 1 $1,500 Laser Printer 1 800 Impact Printers 3 5,100 Total $7,400 24 MONROE COUNTY, FLORIDA CIRCUIT COURT CIVIL _ ANNUAL BUDGET FUNCTION: 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: The department will continue to monitor internal systems and the method of processing information in order to improve efficiency of operations. The collection of financial and workload information will be refined in preparation for conversion to a fee -based budget system in 2004, as required by adopted amendments to Article V of the Florida Constitution. The staff of this department will also monitor the use of the Clerk of Courts web site and respond to changes in the nature and extent of public records requests based upon the use of the web site. I �1 1 25 k Circuit Civil Calendar Year Estimated Workload Measures: 1999 2000 2001 2002 Case filings: Other Civil 903 1,032 1,011 950 Other Civil Reopened 54 75 83 100 Domestic Relations 1,475 1,595 1,567 1,550 Domestic Relations Reopened 178 433 512 700 Other: Marriage Licenses 2,605 2,657 2,710 2,750 Passports 2,083 2,373 2,244 2,300 Budget Summary: Proposed 2002-2003 Budget Approved 2001-2002 Budget Proposed Increase (Decrease) Percent Change Personal Services $302,932 $288,164 $14,768 Operating Expenses 24,837 28,271 (3,434 Capital Outlay 2,000 0 2,000 Total $329,7691 $316,4351 $13,334 4.21 H 7 a 26 H 3 H 'i Circuit Civil Positions Budget Position Classification: Amount Current New Total Civil Division Supervisor 0.70 0.00 0.70 $29,960 Clerk III 1.00 0.00 1.00 37,769 Clerk II 3.55 0.00 3.55 91,838 Clerk 1 2.00 0.00 2.00 48,470 Other Salary and Wages 10,000 Allocation of Court Services Administration Salaries 22,635 Overtime 12,000 Subtotal 252,672 COLA / Merit Pool (6%) 14,440 Subtotal 267,112 Fringe Benefits 35,820 Total 7.25 0.00 7.25 $302 932 Capital Outlay: Quantity Budget Amount Laser Report Printer 1 2,000 Total $2,000 27 H MONROE COUNTY, FLORIDA CIRCUIT COURT FAMILY ANNUAL BUDGET FUNCTION: 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 department acts as a reference point and liaison for our residents for the purpose of providing case information, troubleshooting and tracking the progress of child support payments made through the State Depository Unit. Also, some child support payments are still processed locally. We will continue to assist child support payors and custodial parents with their transactions with the State Depository Unit and the Clerk's Office. H 1 28 circuit Fame Fiscal Year Estimated Workload Measures: 1999 2000 2001 2002 Collections: $5,322,351 State Disbursement Unit $2,995,819 $3,456,362 $3,500,000 Clerk's Office $2,391,001 $2,182,280 $2,300,000 Fees: Clerk Fees 44,295 27,233 23,973 25,000 From the State 90.682 83,326 92,371 98,670 Total $134,977 $110,559 $116,344 $123,670 Transactions 22,669 23,938 26,289 28,000 Budget Summary: Proposed 2002-2003 Budget Approved 2001-2002 Budget Proposed Increase (Decrease) Percent Change Personal Services $97,086 $93,149 $3,937 Operating Expenses 13,686 14,988 (1,302 Capital Outlay 0 0 0 Total 1 $110,7721 $108,1371 $2,6361 2.44% 29 H Cirr_uit Family Positions Budget Current New Total Position Classification: Amount Civil Division Supervisor 0.30 0.00 0.30 $12,840 Branch Office Supervisors 0.40 0.00 0.40 14,929 Clerk II 1.65 0.00 1.65 41,692 Allocation of Court Services Administration Salaries 7,337 Overtime - Rotation of Weekend and Evening Clerks 4,200 Subtotal 80,998 COLA / Merit Pool (6%) 4,608 Subtotal 85,606 Fringe Benefits 11,480 Total 2.35 0.00 2.35 $97 086 Capital Outlay: Quantity Budget Amount None Total $0 3 30 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. 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: 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. 31 Circuit Juvenile Calendar Year Estimated Workload Measures: 1999 2000 2001 2002 Case Filings: Delinquency 756 760 709 710 Dependency 75 94 100 200 Cases Reopened 247 275 197 275 Budget Summary: Proposed 2002-2003 Budget Approved 2001-2002 Budget Proposed Increase (Decrease) Percent Change Personal Services $75,981 $73,468 $2,513 Operating Expenses 5,457 5,712 (255 Capital Outlay 0 0 0 Total $81,438 $79,180 j $2,268 2.85% H fl 32 Pl Circuit Juvenile Position Classification: Positions Budget Amount Current New Total Clerk IV Clerk 1 Allocation of Court Services Administration Salaries Overtime 1 1 0 0 1 1 $32,046 23,500 6,244 1,500 Subtotal 63,290 COLA / Merit Pool (6%) 3,707 Subtotal 66,997 Fringe Benefits 8,984 Total 2 0 12 1$75 981 Capital Outlay: Quantity Budget Amount None Total $0 r 33 r 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: 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 2002-2003 operations. 34 J Circuit Probate Calendar Year Estimated Workload Measures: 1999 2000 2001 2002 Case Filings 506 509 524 500 Cases Reopened 5 10 44 32 Budget Summary: Proposed 2002-2003 Budget Approved 2001-2002 Budget Proposed Increase (Decrease) Percent Change Personal Services $43,443 $41,531 $1,912 Operating Expenses 4,511 5,024 (513 Capital Outlay 0 0 0 Total 1 $47,9541 $46,5551 $1,3991 3.01% L ki 35 Ei H I Circuit Probate Position Classification: Positions Budget Amount Current New Total Clerk IV Allocation of Court Services Administration Salaries Overtime 1 0 1 $32,544 3,122 500 Subtotal 36,166 COLA / Merit Pool (6%) 2,140 SubtotaF 38,306 Fringe Benefits 5,137 Total 1 0 1 $43,443 Capital Outlay: Quantity Budget Amount None Total $0 36 0 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 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. The staff of this department will also monitor the use of the Clerk of Courts web site and respond to changes in the nature and extent of public records requests based upon the use of the web site. C 1 37 Countv Criminal Calendar Year Estimated Workload Measures: 1999 2000 2001 2002 Case Filings: County Criminal 6,406 5,886 4,891 4,900 Criminal Traffic 2,028 1,804 1,590 1,800 Budget Summary: Proposed 2002-2003 Budget Approved 2001-2002 Budget Proposed Increase (Decrease) Percent Change Personal Services $408,190 $387,931 $20,259 Operating Expenses 23,272 23,597 (325 Capital Outlay 1,700 0 1,700 Total 1 $433,1621 $411,5281 $21,6341 5.26% 38 F 3 f� Countv Criminal Positions Budget Position Classification: Amount Current New Total Traffic/Misd. Supervisor 1 0 1 $34,186 Clerk III 2 0 2 65,313 Clerk II 3 0 3 77,566 Clerk 1 5 0 5 120,045 Other Salary and Wages 6,000 Allocation of Court Services Administration Salaries 34,365 Overtime 2,200 Subtotal 339,675 COLA / Merit Pool (6%) 20,249 Subtotal 359,924 Fringe Benefits 48,266 Total 11 0 11 :$:40:8119�0] Capital Outlay: Quantity Budget Amount Impact Printer 1 $1,700 Total $1,700 39 N, I 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 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 2002-2003 operations. The staff of this department will also monitor the use of the Clerk of Courts web site and respond to changes in the nature and extent of public records requests based upon the use of the web site. 40 H County Civil Calendar Year Estimated Workload Measures: 1999 2000 2001 2002 Case Filings: Small Claims 895 968 880 1,400 Evictions 450 471 506 475 Other County Civil 2_Q5 352 M2 Total 1,610 1,791 1,735 2,250 Cases Reopened 10 15 133 150 Budget Summary: Proposed 2002-2003 Budget Approved 2001-2002 Budget Proposed Increase (Decrease) Percent Change Personal Services $169,656 $158,236 $11,420 Operating Expenses 10,686 10,801 (115 Capital Outlay 0 0 0 Total $180,342 1 $169,0371 $11,3051 6.69% fl H H 41 h'. H- I Countv Civil Position Classification: Positions Budget Amount Current New Total Clerk II Clerk 1 Other Salary and Wages Allocation of Court Services Administration Salaries Overtime 2.8 2 0 0 2.8 2 $69,277 48,789 6,000 14,986 2,200 Subtotal 141,252 COLA / Merit Pool (6%) 8,343 Subtotal 149,595 Fringe Benefits 20,061 Total 4.8 0 4.8 $169 656 Capital Outlay: Quantity Budget Amount None Total $0 42 H,-- 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: 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. The staff of this department will also monitor the use of the Clerk of Courts web site and respond to changes in the nature and extent of public records requests based upon the use of the web site. As outlined in the Clerk of Circuit and County Court --Administration section of this budget, we are proceeding to acquire the necessary software modifications, hardware and other services necessary to enable citizens to pay traffic fines by credit card via the Clerk of Courts web site. H, El 43 11 Countv Traffic Workload Measures: Calendar Year 1999 2000 2001 Estimated 2002 Case Filings - Infractions 37,925 38,134 35,411 38,000 Budget Summary: Proposed 2002-2003 Bud et Approved 2001-2002 Budget Proposed Increase (Decrease) Percent Change Personal Services $525,876 $496,968 $28,908 Operating Expenses 33,601 35,477 (1,876 Capital Outlay 4,700 4,000 700 Total 1 $564,1771 $536,4461 $27,7321 5.17% f fi 11 U r e D H Countv Traffic Positions Budget Position Classification: Amount Current New Total Clerk IV 1.00 0 1.00 $29,457 Clerk III 2.00 0 2.00 56,450 Clerk II 4.00 0 4.00 104,233 Clerk 1 8.00 0 8.00 193,965 Other Salary and Wages 3,000 Allocation of Court Services Administration Salaries 46,853 Overtime 3,700 Subtotal 437,658 COLA / Merit Pool (6%) 26,037 Subtotal 463,695 Fringe Benefits 62,181 Total 15.00 0 15.00 $525 876 Capital Outlay: Quantity Budget Amount Telephone Devices $1,000 Laser Report Printer 1 2,000 Impact Printer 1 1,700 Total $4,700 L 45 1-1 L 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. 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: 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. N 46 Jury Manaqement Calendar Year Estimated Workload Measures: 1999 2000 2001 2002 Jurors Summoned 27,182 26,524 24,595 26,500 Jurors Served 4,156 5,007 5,208 5,500 Number of Checks Issued to Jurors 2,396 2,983 2,687 2,800 Budget Summary: Proposed 2002-2003 Budget Approved 2001-2002 Budget Proposed Increase (Decrease) Percent Change Personal Services $46,881 $44,834 $2,047 Operating Expenses 37,311 17,224 20,087 Capital Outlay 0 0 0 Total 1 $84,1921 $62,0581 $22,1341 35.67% H H L Fl- H H 47 d f� Jury Manaaement Position Classification: Positions Budget Amount Current New Total Jury Clerk Allocation of Court Services Administration Salaries Overtime 1 0 1 $35,310 3,122 600 Subtotal 39,032 COLA / Merit Pool (6%) 2,306 SubtotaF 41,338 Fringe Benefits 5,543 Total 1 0 1 $46 881 Capital Outlay: Quantity Budget Amount None Total $0 48 H H 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: Public access to the Official Records Document Recording and Indexing System via the Clerk of Courts web site has greatly enhanced the public usage of these records. Recent actions by the 2002 Legislature will require us to modify the system in order to delete access to certain records and information. For more information please refer to the Clerk of Circuit and County Court --Administration section. 49 H Recording Workload Measures: Calendar Year 1999 2000 2001 Estimated 2002 Documents Recorded 57,521 54,070 60,985 63,000 Budget Summary: Proposed 2002-2003 Budget Approved 2001-2002 Budget Proposed Increase (Decrease) Percent Change Personal Services $281,665 $266,948 $14,717 Operating Expenses 70,184 66,448 3,736 Capital Outlay 2,500 0 2,500 Total $354,349 $333,396 $20,953 6.28% r J f] r] r LI L� � i H H Recording Position Classification: Positions Budget Amount Current New Total Clerk III Clerk II Clerk 1 Allocation of Court Services Administration Salaries Overtime 1 4 3 0 0 0 1 4 3 $29,425 104,366 72,705 24,976 3,000 Subtotal 234,472 COLA / Merit Pool (6%) 13,888 Subtotal 248,360 Fringe Benefits 33,305 Total 8 0 8 $281 665 Capital Outlay: Quantity Budget Amount Label Printer $2,500 Total $2,500 51 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 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 Clerk's office has acquired the hardware and software that allows us to copy scanned images of documents from the Official Records Document Recording, Indexing and Imaging System to CD. As of May 1, 2002, companies and individuals, who are regularly purchasing copies of the Official Records, will be provided with images of those records on CD -Rom instead of microfilm. As stated in last year's goals, this is part of our migration away from the more labor - and maintenance -intensive microfilm processes. We will also be using funding from the Public Records Modernization Trust Fund to begin scanning, on a contractual basis, older files and records. This will make access to these records more efficient and will allow destruction of the physical record, thereby reducing storage space requirements. �,j 1 52 Records Management Fiscal Year Estimated Workload Measures: 1999 2000 2001 2002 Rolls 760 663 816 800 Pages Microfilmed 1,900,000 1,657,500 2,040,000 2,000,000 Microfilm Copies (Rolls/yr) 600 697 696 "CDs Microfiche Copies (Sheets/yr) 6,487 6,628 8,705 8,800 "CDs will be provided containing a cc mparable number of records. Budget Summary: Proposed 2002-2003 Budget Approved 2001-2002 Budget Proposed Increase (Decrease) Percent Change Personal Services $194,579 $183,415 $11,164 Operating Expenses 52,995 53,874 (879 Capital Outlay 3,000 9,000 (6,000 Total 1 $250,5741 $246,2891 $4,2861 1.74% H J ki 53 f', �I D Records Manaaement Positions Budget Position Classification: Amount Current New Total Microfilm Supervisor 1 0 1 $38,224 Microfilm Clerk II 1 0 1 30,405 Microfilm Clerk 1 2 0 2 52,230 Photo Tech 1 1 0 1 24,802 Allocation of Court Services Administration Salaries 15,632 Overtime 600 Subtotal 161,893 COLA / Merit Pool (6%) 9,678 Subtotal 171,571 Fringe Benefits 23,008 Total 5 0 5 $194 579 Capital Outlay: Quantity Budget Amount Microfiche Cabinet 2 $3,000 Total $3,000 54 L 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 For information concerning the Clerk of Courts web site activity, please refer to the Clerk of Court and County Court --Administration section of this budget. The Information Systems Department will continue to provide the necessary support functions to the Clerk of Court's and Clerk to the BOCC staff. 1 55 Information Svstems Workload Measures: Fiscal Year 1998 1999 2000 2001 Workstations 145 110 110 112 Servers 7 7 7 10 Processing (Hours per day) 16 15 15 15 Budget Summary: Proposed 2002-2003 Budget Approved 2001-2002 Budget Proposed Increase (Decrease) Percent Change Personal Services $230,748 $217,775 $12,973 Operating Expenses 281,700 314,200 (32,500 Capital Outlay 0 0 0 Total 1 $512,4481 $531 975 $19 527 -3.67% 7 �i d I I 0 J H I 11 Information Svstems Position Classification: Positions Budget Amount Current New Total Information Systems Supervisor Administrative Assistant Computer Operators Overtime 1.0 0.6 2.0 0.0 0.0 0.0 1.0 0.6 2.0 $64,480 40,746 79,156 6,000 Subtotal 190,382 COLA / Merit Pool (6%) 11,063 Subtotal 201,445 Fringe Benefits 29,303 Total 3.6 0.0 3.6 $230 748 Capital Outlay: Quantity Budget Amount None Total $0 57 N MONROE COUNTY, FLORIDA CLERK OF THE CIRCUIT COURT NETWORK SYSTEM BUDGET BACKGROUND: In accordance with the strategic plan developed for updating the Clerk of the Circuit Court's imaging and information technologies, the following systems were put into place: The Recording Department has implemented an Official Records Document Recording and Indexing System. The Finance Department (Clerk to BOCC) has implemented its finance system. The Case Management System purchased from HTE Vanguard for Criminal, Civil, Juvenile, Probate, Guardianship and Mental Health, Juror and Traffic will continue to support these critical court functions. GOALS: With the implementation of the Clerk of Courts web site and the installation of the Records Management and Document Imaging System for BOCC records, all of the projects outlined in the Clerk of Courts imaging and information strategic plan have been completed. 58 C 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 3.58%, plus a .63% monthly fee. The average interest rate for the last 12 months was 3.64%, and the interest rate for April, 2002 was 1.45%. 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. k, � q. 59 Annual Cash Requirements: FY 2001 /02 FY 2002/03 Funding Sources: MONROE COUNTY, FLORIDA CLERK OF THE CIRCUIT COURT COMPUTER NETWORK SYSTEMS DEBT FINANCING Clerk's Trust Fund Principal Payments Interest Total Cash Requirements 200,000 9,582 209,582 250,000 6,000 256,000 $450,000 $15,582 $465,582 Court Administration Clerk's Total Budget Budget Funding FY 2001/02 60,000 35,000 114,582 209,582 FY 2002/03 75,750 35,000 145,250 256,000 $135,750 $70,000 $259,832 $465,582 Debt Analysis: FY 1997/98 FY 1998/99 FY 1999/2000 FY 2000/01 FY 2001 /02 FY 2002/03 Outstanding Debt at Beginning of Year $0 450,000 850,000 650,000 450,000 250,000 Outstanding Principal Principal Debt at Interest and Borrowed Payments End of year Loan Costs $450,000 $0 $450,000 $8,254 450,000 50,000 850,000 26,454 0 200,000 650,000 35,242 0 200,000 450,000 22,974 0 200,000 250,000 9,582 0 250,000 0 6,000 $900,000 $900,000 $108,506 .c MONROE COUNTY, FLORIDA CLERK OF THE CIRCUIT COURT TOURIST DEVELOPMENT TAX AND TOURIST IMPACT TAX REVENUE HISTORY MONROE COUNTY TOURIST TAX REVENUE $14 $12 — $10 N $8 0 2 $6 $4 $2 $0 1996/97 1997/98 1998/99 1999/00 2000/01 Fiscal Year 30/6 Tourist Development Tax 1% Tourist Impact Tax FY FY FY FY 7 mos estimated 1997/98 1998/99 1999100 2000/01 2001/02 3% Tourist Development Tax $10,340,837 $10,595,710 $11,629,604 $12,875,395 $12,324,116 1% Tourist Impact Tax 3,437,753 3,527,665 3,876,533 4,291,463 4,109,705 Total Tax Collected $13,778,590 $14,123,375 $15,506,137 $17,166,858 $16,433,821 61 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 7 mos estimated % Increase Collected 1997/98 1998199 1999100 2000/01 2001/02 from Prior Year Oct $587,685 $515,233 552,900 797,389 642,535 -19.42% Nov 634,395 636,858 821,738 806,142 733,666 -8.99% Dec 819,743 862,304 919,708 1,009,974 937,608 -7.17% Jan 1,160,713 1,082,018 1,152,092 1,275,905 1,040,275 -18.47% Feb 1,255,779 1,258,870 1,476,029 1,480,296 1,464,032 -1.10% Mar 1,311,069 1,445,394 1,526,523 1,796,639 1,797,000 0.02% Apr 1,038,989 1,130,764 1,196,459 1,325,021 1,325,000 -0.00% May 853,691 871,402 956,704 973,742 974,000 0.03% Jun 706,221 723,911 902,643 986,560 987,000 0.04% Jul 817,664 887,417 957,562 1,022,956 1,023,000 0.00% Aug 734,226 703,406 733,283 869,221 869,000 -0.03% Sep 420,662 478,133 433,963 530,550 531,000 0.08% Total $10,340,837 $10,595,710 $11,629,604 $12,874,395 $12,324,116 % Increase 4.94% 2.46% 9.76% 10.70% -4.27% 1% Tourist Impact Tax Revenues Month FY FY FY FY 7 mos estimated % Increase Collected 1997198 1998/99 1999/00 2000/01 2001102 from Prior Year Oct $194,307 $171,461 184,300 265,796 214,178 -19.42% Nov 211,172 211,478 273,913 268,714 245,222 -8.74% Dec 273,248 285,329 306,569 336,658 312,536 -7.17% Jan 386,904 360,672 384,031 425,302 346,758 -18.47% Feb 417,765 419,623 492,009 493,432 488,011 -1.10% Mar 435,134 481,798 508,841 598,880 599,000 0.02% Apr 346,311 376,921 398,819 441,673 442,000 0.07% May 284,545 290,467 318,901 324,580 325,000 0.13% Jun 232,184 240,264 300,881 328,853 329,000 0.04% Jul 272,555 295,805 319,187 340,985 341,000 0.00% Aug 244,075 234,469 244,428 289,740 290,000 0.09% Sep 139,553 159,378 144,654 176,850 177,000 0.08% Total $3,437,753 $3,527,665 $3,876,533 $4,291,463 $4,109,705 62 0 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. 63 Tnurict Tay Audit Fiscal Year Estimated Workload Measures: 1999 2000 2001 2002 Audits and Estimates Conducted 24 27 34 35 Notices of Delinquent Taxes 75 65 31 60 Identification Letters 140 78 50 75 Budget Summary: Proposed 2002-2003 Budget Approved 2001-2002 Budget Proposed Increase (Decrease) Percent Change Personal Services $110,870 $113,860 ($2,990 Operating Expenses 28,917 28,917 0 Capital Outlay 0 0 0 Total $139,787 $142,777 $2,990 .2.09% F u r U H11 F 11 U J C- [� I �j A I Tourist Tax Audit Position Classification: Positions Budget Amount Current New Total Senior Tourist Tax Auditor Tourist Tax Auditor 1.00 1.00 0.00 0.00 1.00 1.00 48,827 43,399 Subtotal 92,226 COLA/Merit Pool (6.0%) 5,534 Subtotal 97,760 Fringe Benefits 13,110 Total 2.00 0.00 2.00 $110 870 Capital Outlay: Quantity Budget Amount None Total $0 65 MONROE COUNTY, FLORIDA INTERNAL AUDIT . ANNUAL BUDGET 11 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. 66 Internal Audit 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 Certain Court Reporting Revenues and Expenditures June 13, 2000 Monroe County Airports Revenue February 23, 2001 Addenda to Airports Revenue Audit Report (Draft) March 30, 2001 Tourist Development Council Turnkey Event Funding October 12, 2001 Grants Management (Draft) December 18, 2001 Cesspit Replacement Program (Draft) May 6, 2002 Other Reports Monroe County Hurricane Mitch Debris Removal March 12, 1999 Monroe County Ambulance Billing Review May 22, 2001 Florida Keys Marina December 10, 2001 Miscellaneous Special Reports 3 Guardianship Audits 63 Budget Summary: Proposed 2002-2003 Budget Approved 2001-2002 Budget Proposed Increase (Decrease) Percent Change Personal Services $145,733 $139,350 $6,383 Operating Expenses 18,125 18,125 0 Capital Outlay 0 0 0 Total $163,858 $167,475 $6,383 4.05% I it I 67 I Internal Audit Position Classification: Positions Budget Amount Current New Total Director of Internal Audit Internal Auditor 1.0 1.0 0.0 0.0 1.0 1.0 $68,141 53,086 Subtotal 121,227 COLA/Merit Pool (6.0%) 7,274 Subtotal 128,501 Fringe Benefits 17,232 Total 2.0 0.0 2.0 $145 733 Capital Outlay: Quantity Budget Amount None Total $0 0