FY2007 Court Related 1
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MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT
PROPOSED BUDGET
FISCAL YEAR 2006 -2007
1 August 15, 2006
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MONROE COUNTY, FLORIDA
' CLERK OF THE CIRCUIT COURT
TABLE OF CONTENTS
1
INTRODUCTORY SECTION
Organization Chart 2
Duties and Functions 3
COURT RELATED OPERATING BUDGET COMPARISON 4
COURT RELATED DEPARTMENTAL OPERATING BUDGETS
Jury Management 5 -7
Circuit Criminal 8 -10
Circuit Civil 11 -13
Circuit Family 14 -16
Circuit Juvenile 17 -19
' Circuit Probate 20 -22
County Criminal 23 -25
County Civil 26 -28
' County Traffic 29 -31
Administration 32 -34
Records Management 35 -37
Branch Office Supervision 38 -39
CALCULATION OF OVERHEAD PERCENTAGES 40
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1 MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT
1 ORGANIZATION CHART
1 CITIZENS
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CLERK OF THE CIRCUIT COURT
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1 Internal Audits
1 Tourist Development
Tax Audits
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ADMINISTRATIVE CLERK TO CIRCUIT COUNTY
SUPPORT BOCC COURT COURT
1 ---1 Admin istration Administration — Criminal Criminal
�.I I I I H
Jury
1 Management Finance i Civil I 1 Civil I
Records Value
1 Management Adjustment I Family J Traffic
Board
I Recording I Juvenile I
Information
Systems I Probate I
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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
1 Constitution. The duties of the office are provided by the Constitution, by acts of the
Florida Legislature, and by order of the Court.
1 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,
1 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.
Revision 7 to Article V of the Constitution of the State of Florida, HB113A of 2003 and
SB2962 of 2004 requires that the budget of the Clerk of the Circuit Court for court-
related functions must be supported by fines, fees and service charges. The statutes
also delineate court- related costs, which are the responsibility of the County, costs that
must be supported by fines, fees and service charges, and create a mechanism for
funding Clerks of Court who project a deficit in funding necessary to support court-
1 related functions.
Funding for the budgets of the Clerk of the Circuit Court, as ex- officio Clerk to the Board
of County Commissioners, Management Information Systems, Records Management
and court- related costs that remain the responsibility of the County is budgeted in the
General Revenue of the County.
' The budgets of the Clerk of the Circuit and County courts for court- related functions are
contained in the Clerk's General Revenue Fund and Clerk's Fine and Forfeiture Fund.
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1 MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT
COURT RELATED OPERATING BUDGET COMPARISON
1 2006 -2007
I 2006 -2007 2005 -2006 Proposed
Proposed Approved Increase
Budget Budget (Decrease)
Revenues
I
Intergovernmental:
Federal Child Support Grant $ 120,000 $ 130,000 $ (10,000)
State 436,198 76,443 359,755
I Monroe County 738,402 725,227 13,175
Charges for Services
Filing Fees 616,365 549,312 67,053
I Service Charges 273,498 478,983 (205,485)
Court Costs 920,277 692,203 228,074
Fines and Forfeitures
I Fines 1,017,702 1,015,382 2,320
Bond Estreatures 82,158 232,600 (150,442)
Cash Carryforward - 226,000 (226,000)
1 Total Revenues $ 4,204,600 $ 4,126,150 $ 78,450
I Expenditures
Direct Costs
Jury Management $ 115,504 $ 141,964 $ (26,460)
I Circuit Criminal 850,122 820,340 29,782
Circuit Civil 439,984 389,437 50,547
Circuit Family 136,203 117,359 18,844
II Circuit Juvenile 168,232 154,666 13,566
Circuit Probate 92,924 67,774 25,150
County Criminal 623,638 700,987 (77,349)
1 County Civil 260,640 309,906 (49,266)
County Traffic 894,508 700,616 193,892
I Total Direct Costs 3,581,755 3,403,049 178,706
Indirect Costs
1 Administration 218,672 200,251 18,421
Records Management 236,086 222,928 13,158
Total Indirect Costs 454,758 423,179 31,579
Contingency 168,087 299,922 (131,835)
1 Total Court Related Clerk Expenditures $ 4,204,600 $ 4,126,150 $ 78,450
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MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT
JURY MANAGEMENT BUDGET
1 2006 -2007
1 FUNCTION
The Florida Constitution provides that the Clerk of the Court shall be Clerk of the Circuit
1 Court and County Court.
DESCRIPTION /OBJECTIVE
' 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
1 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
1 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 continue to refine internal systems.
9 Y P P Y
This will facilitate the method of processing information and improve efficiency of
1 operations.
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Jury Management
Positions Budget
Position Classification: Current I New I Total Amount
Jury Clerk 1.00 0.00 1.00 44
ry $ , 389
' Clerk I 0.25 0.00 0.25 7,798
Allocation of Branch Office
Management 0.06 0.00 0.06 3,232
Overtime 100
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Subtotal 55,519
1 COLA/Merit Pool (8.4 %) _ 4,664
Salaries 60,183,
Fringe Benefits 9,834
Life, Health & Workers' Comp. 12,487
1 Total 1.31 1 0.00 1 1.31 $82,504
Budget
1 Capital Outlay: Quantity Amount
None
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Total $0
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I Jury Management
Calendar Year
1 Estimated
Workload Measures: 2003 2004 2005 2006
1 Jurors Summoned 20,672 23,407 23,184 23,000
1 Jurors Served 4,928 3,435 3,431 3,400
Number of Checks Issued
1 to Jurors 1,931 1,856 1,494 1,600
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Proposed Approved Proposed
1 2006 -2007 2005 -2006 Increase Percent
Budget Summary: Budget Budget (Decrease) Change
1 Personal Services $82,504 $63,771 $18,733
1 Operating Expenses 33,000 78,193 - 45,193
Capital Outlay 0 0 0
1 Total $115,504 $141,964 - $26,460 - 18.64%
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MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT
CIRCUIT CRIMINAL BUDGET
1 2006 -2007
1 FUNCTION
The Florida Constitution provides that the Clerk of the Court shall be Clerk of the Circuit
1 Court.
DESCRIPTION /OBJECTIVE
The Circuit Court Criminal department processes all felony cases. The staff prepares
motion court calendars, attends court hearings and trials, records and maintains court
1 evidence, processes County to Circuit Court appeals and prepares appeals to the
District Court.
1 The department also processes all payments made pursuant to Court Orders for fines,
court costs, restitution and any other payments ordered by the Court.
1 GOALS
The department will continue to monitor internal systems and the method of processing
1 information in order to improve efficiency of operations. The staff of this department will
also monitor the use of the Clerk of the Court's website and respond to changes in the
nature and extent of public records requests based upon the use of the website.
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Circuit Criminal
1 Positions Budget
Position Classification: Current 1 New 1 Total Amount
1 Criminal Division Supervisor 0.91 0.00 0.91 $49,276
Clerk IV 2.00 0.00 2.00 81,819
1 Clerk III 1.00 0.00 1.00 41,420
Clerk II 4.00 0.00 4.00 135,154
Clerk I 5.50 0.00 5.50 171,171
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Allocation of Branch Office
Management 0.92 0.00 0.92 50,343
1 Overtime 1,000
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I Subtotal 530,183
COLA/Merit Pool (8.4 %) 44,535
1 Salaries 574,718
Fringe Benefits 93,909
Life, Health & Workers' Comp. 136,495
I Total 14.33 1 0.00 1 14.33 $805,122
I Budget
Capital Outlay: Quantity Amount
1 None
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Total $0
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I Circuit Criminal
Calendar Year
Estimated
1 Workload Measures: 2003 2004 2005 2006
1 Case Filings - All 1,263 1,372 1,422 1,600
I Cases Reopened 502 357 514 534
Probation Hearings 619 686 609 417
I Bond Hearings 235 241 209 230
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Proposed Approved Proposed
1 2006 -2007 2005 -2006 Increase Percent
Budget Summary: Budget Budget (Decrease) Change
1 Personal Services $805,122 $784,404 $20,718
Operating Expenses 45,000 35,936 9,064
I Capital Outlay 0 0 0
1 Total $850,122 $820,340 $29,782 3.63%
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MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT
CIRCUIT CIVIL BUDGET
2006 -2007
FUNCTION
The Florida Constitution provides that the Clerk of the Court shall be Clerk of the Circuit
1 Court.
DESCRIPTION /OBJECTIVE
1 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
1 The department will continue to monitor internal systems and the method of processing
information in order to improve efficiency of operations. The staff of this department will
also monitor the use of the Clerk of the Court's website and respond to changes in the
1 nature and extent of public records requests based upon the use of the website.
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I Circuit Civil
Positions Budget
Position Classification: Current 1 New 1 Total Amount
I Clerk II 3.00 0.00 3.00 98,074
Clerk 1 4.00 0.00 4.00 124,350
I Allocation of Branch Office
Management 0.81 0.00 0.81 44,572
I Overtime 2,300
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Subtotal 269,296 —
COLA/Merit Pool (8.4 %
- 22,621
1 Salaries _ 291,917
Fringe Benefits 47,699
I Life, Health & Workers' Comp. 74,368
Total 7.81 1 0.00 1 7.81 $413,984
1 Budget
Capital Outlay: Quantity Amount
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I Circuit Civil
Calendar Year
Estimated
1 Workload Measures: 2003 2004 2005 2006
Case filings:
I Other Civil 871 880 754 711
Other Civil Reopened 112 79 52 69
1 Domestic Relations 1,585 1,411 1,274 1,278
Domestic Relations Reopened 640 497 355 348
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Proposed Approved Proposed
1 2006 -2007 2005 -2006 Increase Percent
Budget Summary: Budget Budget (Decrease) Change {
1 Personal Services $413,984 $364,690 $49,294
Operating Expenses 26,000 24,747 1,253
I Capital Outlay 0 0 0
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1 Total $439,984 $389,437 $50,547 12.98%
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I Circuit Civil
Calendar Year
Estimated
1 Workload Measures: 2003 2004 2005 2006
I Case filings:
Other Civil 871 880 754 711
Other Civil Reopened 112 79 52 69
I Domestic Relations
1,585 1,411 1,274 1,278
Domestic Relations Reopened 640 497 355 348
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Proposed Approved Proposed
1 2006 -2007 2005 -2006 Increase Percent
Budget Summary: Budget Budget (Decrease) Change
1 Personal Services F
$413,984 $364,690 $49,294
I Operating Expenses 26,000 24,747 1,253
Capital Outlay 0 0 0
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Total $439,984 $389,437 $50,547 - 14.16%
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MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT
CIRCUIT FAMILY BUDGET
1 2006 -2007
1 FUNCTION
The Florida Constitution provides that the Clerk of the Court shall be Clerk of the Circuit
1 Court.
' DESCRIPTION /OBJECTIVE
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
1 attends all family - related court hearings and processes all related paperwork.
This department is also responsible for injunctions for protection, which require
significant processing time. This is accomplished by having one deputy clerk at Key
West, Marathon, and Plantation Key on call 24 hours a day, 7 days a week. This
responsibility is rotated among clerk deputies that work in Circuit Court Civil and Circuit
1 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 federal grant passed through the State of Florida.
GOALS
1 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
1 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.
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1 Circuit Family
Positions Budget
Position Classification: Current 1 New 1 Total Amount
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Clerk 11 2.00 0.00 2.00 66,815
I Allocation of Branch Office
Management 0.16 0.00 0.16 9,970
Overtime 3,800
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1 Subtotal 80,585
COLA/Merit Pool (8.4 %) 6,769
1 Salaries 87,354
Fringe Benefits 14,274
1 Life, Health & Workers' Comp. 20,575
Total 2.16 0.00 1 2.16 $122,203
1 Budget
Capital Outlay: Quantity Amount
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I Circuit Family
Fiscal Year
Estimated
1 Workload Measures: 2003 2004 2005 2006
1 Collections:
State Disbursement Unit $4,122,427 $4,408,523 $4,536,899 $4,500,000
1 Clerk's Office $1,786,309 $1,976,256 $1,838,090 $1,850,000
Revenues:
1 Clerk Fees $21,630 $20,887 $19,281 $17,000
Federal Grant 108,652 113,332 135,540 135,000
1 Total $130,282 $134,219 $154,821 $152,000
1 Transactions 28,525 29,476 29,450 29,450
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Proposed Approved Proposed
2006 -2007 2005 -2006 Increase Percent
1 Budget Summary: Budget Budget (Decrease) Change
I Personal Services $122,203 $105,433 $16,770
Operating Expenses 14,000 11,926 2,074
1 Capital Outlay 0 0 0
Total $136,203 $117,359 $18,844 16.06%
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' MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT
CIRCUIT JUVENILE BUDGET
1 2006 -2007
1 FUNCTION
The Florida Constitution provides that the Clerk of the Court shall be Clerk of the Circuit
1 Court.
DESCRIPTION /OBJECTIVE
The Circuit Court Juvenile Department processes all juvenile cases. The staff prepares
motion court calendars, attends court hearings and trials, records and maintains court
1 evidence, and rocesses and prepares appeals p p ppeals to the District Court.
GOALS
During the next fiscal year, the department plans t
g y p p s o continue to refine internal systems.
This will facilitate the method of processing information and improve efficiency of
1 operations.
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1 Circuit Juvenile
Positions Budget
Position Classification: Current 1 New 1 Total Amount
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Criminal Division Supervisor 0.09 0.00 0.09 $4,874
I Clerk III 1.00 0.00 1.00 37,820
Clerk I 1.50 0.00 1.50 46,550
Allocation of Branch Office
I Management 0.30 0.00 0.30 15,477
Overtime 1,300
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1 Subtotal 106,021
COLA/Merit Pool (8.4 %) 8,906
1 Salaries 114,927
Fringe Benefits 18,779
1 Life, Health & Workers' Comp. 27,526
Total 2.89 0.00 1 2.89 $161,232
1 Budget
Capital Outlay: Quantity Amount
I None
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1 Total $0
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1 Circuit Juvenile
Calendar Year
1 Estimated
Workload Measures: 2003 2004 2005 2006
1 Case Filings:
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Delinquency 824 369 353 350
1 Dependency 134 69 63 96
Cases Reopened 470 586 789 600
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Proposed Approved Proposed
1 2006 -2007 2005 -2006 Increase Percent
Budget Summary: Budget Budget (Decrease) Change
Personal Services $161,232 $151,695 $9,537
I Operating Expenses 7,000 2,971 4,029
Capital Outlay 0 0 0
1 Total $168,232_ $154,666 $13,566 8.77% f
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MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT
CIRCUIT PROBATE BUDGET
1 2006 -2007
1 FUNCTION
The Florida Constitution provides that the Clerk of the Court shall be Clerk of the Circuit
Court.
DESCRIPTION /OBJECTIVE
1 The Circuit Court Probate department processes all probate, mental health, and
guardianship cases. The staff prepares motion court calendars, attends court hearings
1 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
1 operations.
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1 Circuit Probate
Positions Budget
Position Classification: Current 1 New 1 Total Amount
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Clerk 111 0.25 0.00 0.25 $9,579
I Clerk 11 1.00 0.00 1.00 $32,100
Clerk I 0.25 0.00 0.25 $7,650
Allocation of Branch Office 3
I Management 0.16 0.00 0.16 9,102
Overtime 100
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1 Subtotal 58,531
COLA/Merit Pool (8.4 %) 4,917
1 Salaries _ 63,448
Fringe Benefits 10,368
1 Life, Health & Workers' Comp. 15,808
Total 1.66 1 0.00 1 1.66 $89,624
1 Budget
Capital Outlay: Quantity Amount
1 None
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1 Total $0
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I Circuit Probate
Calendar Year
Estimated
1 Workload Measures: 2003 2004 2005 2006
1 Case Filings 522 509 565 500
111 Cases Reopened 56 234 233 222
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Proposed Approved Proposed
1 2006 -2007 2005 -2006 Increase Percent
Budget Summary: Budget Budget (Decrease) Change
1 Personal Services $89,624 $64,795 $24,829
Operating Expenses 3,300 2,979 321
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Capital Outlay 0 0 0
1 Total $92,924 $67,774 $25,150 37.11% i
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MONROE COUNTY, FLORIDA
1 CLERK OF THE CIRCUIT COURT
COUNTY CRIMINAL BUDGET
1 2006 -2007
' FUNCTION
The Florida Constitution provides that the Clerk of the Court shall be Clerk of the County
1 Court.
DESCRIPTION /OBJECTIVE
1 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.
1 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 the
Court's website and respond to changes in the nature and extent of public records
1 requests based upon the use of the website.
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1 County Criminal
Positions Budget
Position Classification: Current ( New 1 Total Amount
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Assistant Supervisor 0.50 0.00 0.50 $19,369
I Clerk III 0.75 0.00 0.75 28,735
Clerk II 4.00 0.00 4.00 136,747
Clerk I 4.50 0.00 4.50 139,592
I Allocation of Branch Office
Management 1.09 0.00 1.09 61,248
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1 Subtotal 385,691
COLA/Merit Pool (8.4 %) _ 32,398
1 Salaries 418,089
Fringe Benefits 68,315
1 Life, Health & Workers' Comp. 103,234
Total 10.84 1 0.00 1 10.84 $589,638
1 Budget
Capital Outlay: Quantity Amount
I None
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1 Total $0
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County Criminal
Calendar Year
1 Estimated
Workload Measures: 2003 2004 2005 2006
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Case Filings:
County Criminal 5,341 5,082 5,064 4,600
Criminal Traffic 1,528 1,046 1,424 1,500
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Proposed Approved Proposed
1 2006 -2007 2005 -2006 Increase Percent
Budget Summary: Budget Budget (Decrease) Change
1 Personal Services $589,638 $674,134 - $84,496
Operating Expenses 34,000 26,853 7,147
1 Capital Outlay 0 0 0
Total $623,638 $700,987 - $77,349 - 11.03%
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MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT
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COUNTY CIVIL BUDGET
2006 -2007
FUNCTION
The Florida Constitution provides that the Clerk of the Court shall be Clerk of the County
1 Court.
DESCRIPTION /OBJECTIVE
1 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 Court appeals.
' GOALS
During the next fiscal year, the department plans to continue to refine internal systems.
1 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 the
Court's website and respond to changes in the nature and extent of public records
1 requests based upon the use of the website.
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1 County Civil
Positions Budget
Position Classification: Current I New 1 Total Amount
Clerk II 1.00 0.00 1.00 $33,573
Clerk I 3.25 0.00 3.25 99,450
1 Allocation of Branch Office {
Management 0.45 0.00 0.45 25,655
Overtime 2,200
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1 Subtotal 160,878
COLA/Merit Pool (8.4 %) 13,514
1 Salaries 174,392
Fringe Benefits 28,496
1 Life, Health & Workers' Comp. 44,752
Total 4.70 0.00 1 4.70 $247,640
1 Budget
Capital Outlay: Quantity Amount
None
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1 Total $0
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I County Civil
Calendar Year
Estimated
1 Workload Measures: 2003 2004 2005 2006
1 Case Filings:
Small Claims 930 752 702 723
I Evictions 425 487 407 438
Other County Civil 439 305 321 348
1 Total 1,794 1,544 1,430 1,509
Cases Reopened 325 289 123 90
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Proposed Approved Proposed
1 2006 -2007 2005 -2006 Increase Percent
Budget Summary: Budget Budget (Decrease) Change
1 Personal Services $247,640 $297,986 -$50,346
Operating Expenses 13,000 11,920 1,080
1 Capital Outlay 0 0 0 3
Total $260,640 $309,906 - $49,266 - 15.90%
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' MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT
COUNTY TRAFFIC BUDGET
2006 -2007
FUNCTION
The Florida Constitution provides that the Clerk of the Court shall be Clerk of the County
Court.
DESCRIPTION /OBJECTIVE
1 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 driver's licenses of
1 those who do not attend in the required 90 days.
GOALS
'
During the next fiscal year, the department plans t
9 y p p s o 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 the
Court's website and respond to changes in the nature and extent of public records
requests based upon the use of the website.
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I County Traffic .A
Positions Budget
Position Classification: Current 1 New 1 Total Amount
I F
Assistant Supervisor 0.50 0.00 0.50 $19,369
I Clerk II 4.00 0.00 4.00 136,854
Clerk I 9.25 0.00 9.25 284,898
Allocation of Branch Office
Management 1.58 0.00 1.58 87,753
I Overtime 25,000
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1 Subtotal 553,874
COLA/Merit Pool (8.4 %) 46,525
1 Salaries 600,399
Fringe Benefits 98,105
I Life, Health & Workers' Comp. 146,004
Total 15.33 I 0.00 1 15.33 $844,508
1 Budget
Capital Outlay: Quantity Amount
1 None
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1 Total $0
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1 County Traffic
Calendar Year
Estimated
' Workload Measures: 2003 2004 2005 2006
1 Case Filings - Infractions 42,064 35,664 39,769 37,000
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Proposed Approved Proposed
2006 -2007 2005 -2006 Increase Percent
Budget Summary: Budget Budget (Decrease) Change
Personal Services $844,508 $664,981 $179,527
Operating Expenses 50,000 35,635 14,365
Capital Outlay 0 0 0
1 Total $894,508 $700,616 $193,892 27.67%
1 31
1 fi
MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT
ADMINISTRATION BUDGET
1 2006 -2007
1 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.
1 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 clerical
1 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 United States
generally accepted accounting principles, and in compliance with statutory
requirements. This includes preparing the Clerk'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 Coun ty Commissioners,
the State of Florida and other agencies.
1
GOALS
1 The Clerk's office will continue to pursue the development of the capability to accept
credit card payments via the internet for those functions for which such acceptance is
both viable and practical. The areas where we experience the most demand for this
service, and therefore the highest priority, are in the payment of traffic tickets and child
support.
1 Administration will also continue to monitor internal processes and procedures and
make changes as necessary to improve the delivery of services to the public.
1
1
1
1
1 32
f
Administration
Positions Budget .
Position Classification: Current 1 New f Total Amount
I
Executive Salary 1.00 0.00 1.00 $106,205
I Assistant to the Clerk 0.50 0.00 0.50 48,000
Administrative Assistant 1.00 0.00 1.00 50,275
Overtime 1,600
1
i
e
i
r
1
Subtotal 206,080
1 COLA/Merit Pool (8.4 %) 17,311
I Fringe Benefits Salaries
223,391
45,894 "
Life, Health & Worker's Comp. 23,951
1 Total Personal Services 2.50 1 0.00 I 2.50 $293,236
I
Capital Outlay: Budget
Quantity Amount
None
1
Total $0
1
1 33
}
I Administration
Fiscal Year
Estimated
1 Workload Measures: 2003 2004 2005 2006
1 Clerk to the BOCC - Admin.
Meetings Held 23 26 32 30
I Pages of Minutes 324 300 301 300 4
Resolutions Adopted 563 454 597 600
Ordinances Adopted 49 40 35 40
1 Contracts Approved 507 574 375 450
F
1 ,
1
1
1
1
1 Proposed Approved Proposed
P Pp P
2006 -2007 2005 -2006 Increase Percent
1 Budget Summary: Budget Budget (Decrease) Change
1 Personal Services $293,236 $263,474 $29,762
Operating Expenses 52,000 46,560 5,440
I Capital Outlay 0 0 0
Subtotal 345,236 310,034 35,202
Allocation to Court Related s
1 Functions (See Page 40) x 63.34% x 64.59%
Total $218,672 $200,251 $18,421 9.20%
1
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1
1 MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT 1.
RECORDS MANAGEMENT BUDGET
2006 -2007
•
}
{
FUNCTION
The Florida Constitution provides that the Clerk of the Court is responsible for the
1 maintenance and protection of a wide variety of public records.
DESCRIPTION /OBJECTIVE
1 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.
1 GOALS
Due to increased maintenance costs and equipment obsolescence (moved to the use of
' outside vendors), the Department has outsourced the processing of microfilm to an
outside vendor. We are now using our imaging system to scan those records that must
be archived, thereby reducing our reliance on microfilm processing.
{
Although we have outsourced the actual development of our microfilm, we are still using
planetary cameras to produce the microfilm image. The cameras are expensive to
' operate and maintain. It is our intention to eliminate the use of the microfilm cameras
and produce the microfilm archive record directly from scanned images instead. We are
currently in the process of determining the most economical method of doing this.
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3
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1
I Records Management
Positions Budget
Position Classification: Current 1 New I Total Amount
I
Microfilm Supervisor 1.00 0.00 1.00 $48,053
Microfilm Clerk II 1.00 0.00 1.00 40,000
I Microfilm Clerk I 2.00 0.00 2.00 68,023
Photo Tech I 1.00 0.00 1.00 31,180
I Allocation of Branch Office
Management 0.14 0.00 0.14 9,104
Overtime 100
1
1
1
1
1
1 Subtotal 196,460
COLA/Merit Pool (8.4 %) 16,503
1 Salaries 212,963
Fringe Benefits 34,798
1 Life, Health & Workers' Comp. 48,967
Total 5.14 1 0.00 I 5.14 $296,728
1 Budget
Capital Outlay: Quantity Amount
I None
1
1
1 Total $0
1 36
F
I Records Management
Positions Budget
Position Classification: Current 1 New 1 Total Amount
I
Microfilm Supervisor 1.00 0.00 1.00 $48,053
Microfilm Clerk II 1.00 0.00 1.00 40,000
I Microfilm Clerk I 2.00 0.00 2.00 68,023
Photo Tech I 1.00 0.00 1.00 31,180
I Allocation of Branch Office
Management 0.14 0.00 0.13 9,104
Overtime 100
1
1
1
i
1
1 S ubtotar 196,460
COLA/Merit Pool (8.4 %) 16,503
1 Salaries 212,963
Fringe Benefits 34,798
1 Life, Health & Workers' Comp. 48,967
Total 5.14 _ 0.00 1 5.13 $296,728
Budget
Capital Outlay: Quantity Amount
I None
1
1
1 Total $0
1 36
i
1
I Records Management
Fiscal Year
Estimated
1 Workload Measures: 2003 2004 2005 2006
1 Rolls 690 648 636 600
1 Pages Microfilmed 1,725,000 1,620,000 1,590,000 1,500,000
Microfilm Copies (Rolls and CDs 1,480 1,112 560 500
1
1
1
1
*CDs provided contain a comparable number of records.
1
1
1
1
Proposed Approved Proposed
1 2006 -2007 2005 -2006 Increase Percent
Budget Summary: Budget Budget (Decrease) Change
1 Personal Services 296 728
$ $274,724 $22,004
f
I Operating Expenses 76,000 70,419 5,581
Capital Outlay 0 0 0
Subtotal 372,728 345,143 27,585
1 Allocation to Court Related
Functions (See Page 40) x 63.34% x 64.59%
1 Total $236,086 $222,928 $13,158 5.90%
1 37
1
MONROE COUNTY, FLORIDA
' CLERK OF THE CIRCUIT COURT
BRANCH OFFICE SUPERVISION
2006 -2007
FUNCTION
The Florida Constitution provides that the Clerk of the Court shall be Clerk of the Circuit
Court and County Court.
DESCRIPTION /OBJECTIVE
1 Court Services, Recording and Records Management Administration is not a separate
9 P
department. The personnel within this department are responsible for managing the
functions of the Circuit Court, 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.
1 GOALS
' No specific goals are provided. The branch office staff is responsible for the goals of
the individual departments they manage.
1
1
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1
1
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1
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1 38
1
I B ranch Office Administration
Positions Budget
Position Classification: Current 1 New 1 Total Amount
Director of Branch Offices 1.00 0.00 1.00 $83,877
Director of Adminstrative Svcs. 0.40 0.00 0.40 32,360
1 Senior Accounting Specialist 1.00 0.00 1.00 50,862
Branch Office Supervisors 3.00 0.00 3.00 163,147
1 Collections Clerk 1.00 0.00 1.00 33,881 ,
1
1
,
1 .
1
Total 6.40 1 0.00 6.40 $364,127
1 Positions Positions Budget
Allocation of Branch Administration Supervised Allocated Amount
1 Recording 9.50 0.73 $47,671
g ,
Circuit Criminal 13.41 0.92 50,343
1 Circuit Civil 7.00 0.81 44,572
Circuit Family 2.00 0.16 9,970
Circuit Juvenile 2.59 0.30 15,477
1 Circuit Probate 1.50 0.16 9,102
County Criminal 9.75 1.09 61,248
County Civil 4.25 0.45 25,655
I County Traffic 13.75 1.58 87,753
Jury Management 1.25 0.06 3,232
1 Records Management 5.00 0.14 9,104
1
1
1 Total 70.00 6.40 $364,127
1
1 39 1
1
' MONROE COUNTY,FLORIDA
CLERK OF THE CIRCUIT COURT
CALCULATION OF OVERHEAD PERCENTAGES
2005 -2006
1
No. of
Employees
Non -Court Related
Clerk to BOCC 21.10
' Internal Audit 2.00
TDC Audit 2.00
Recording 10.23
Total Non -Court Related 35.33 36.66%
1 Court Related 61.03 63.34% •
Total Direct Service Employees 96.36 100.00%
1
Direct Service Employees 96.36 89.22%
1 Indirect Service Employees 11.64 10.78%
Total Clerk Employees 108.00 100.00%
1
1
1
1
40