FY2008
MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT
PROPOSED BUDGET-AMENDED
FISCAL YEAR 2007-2008
JULY 24, 2007
MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT
TABLE OF CONTENTS
INTRODUCTORY SECTION
Organization Chart
Duties and Functions
2
3
OPERATING BUDGET COMPARISON
4-5
NON-COURT RELATED DEPARTMENTAL OPERATING BUDGETS
Annual Budgets:
Clerk to the Board of County Commissioners
Internal Audit
Tourist Development Tax Audit
Information Systems
Recording
Administration
Records Management
6-9
10-12
13-15
16-18
19-21
22-24
25-27
TOURIST DEVELOPMENT TAX AND TOURIST IMPACT TAX
REVENUE HISTORY
28-29
COURT RELATED CLERK FUNCTIONS
Court-R:elated Clerk Fees
Calculation of Overhead Percentages
30
31
PUBLIC RECORDS MODERNIZATION TRUST FUND
32
MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT
ORGANIZATION CHART
CITIZENS
CLERK OF THE CIRCUIT COURT
Internal Audits
Tourist Development
Tax Audits
ADMINISTRATIVE I CLERK TO CIRCUIT COUNTY
SUPPORT SOCC COURT COURT
Administration I Administration I Criminal Criminal
JUf\~ c-I
Management Finance Civil Civil
Recor;J Value --1
Management Adjustment Family Traffic
Board
Recorc~ Juvenile
Informa~
Systems Probate
2
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.
Oraanization
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.
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-
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.
3
MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT
OPERATING BUDGET COMPARISON
2007-2008
2006-2007 2007-2008 Proposed
Approved Proposed Increase
Budget Budget (Decrease)
Non-Court Related Clerk Functions
Direct Costs
Clerk to SOCC $ 1,508,808 $ 1,531,845 $ 23,037
Internal Audit 225,312 217,413 (7,899)
Information Systems 690,125 687,965 (2,160)
Recording 630,406 642,792 12,386
Contingency 387,679 357,456 (30,223)
3,442,330 3,437,471 (4,859)
Indirect Costs
Administration 126,564 127,370 806
Records Management 136,642 139,248 2,606
Total Non-Court Related Clerk Functions 3,705,536 3,704,089 (1,447)
Less Costs Funded by Non-Court Fees (1,000,000) (1,080,000) (80,000)
Non-Court Related Clerk Functions
Funded by General Revenue 2,705,536 2,624,089 (81,447)
Court Related Clerk Functions
County Obligation per Statute 76,562 70,897 (5,665)
Court Related Insurance 661,840 648,080 (13,760)
Court Related Clerk Functions
Funded by General Revenue 738,402 718,977 (19,425)
Total Commissions and Fees Budgeted $ 3,443,938 $ 3,343,066 $ (100,872)
Prior Year Budget Amendment -
Excess Fees $ (1,200,000) $ (1,200,000) $ 0
Net Cost of Clerk Operations
$ 2,243,938 $ 2,143,066 $ (100,872)
4
MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT
OPERATING BUDGET COMPARISON - TDC FUNCTIONS
2007-2008
2006-2007 2007-2008 Proposed
Approved Proposed Increase
Budget Budget (Decrease)
Clerk Functions Funded by TDC Revenues
Clerk to SOCC $ 54,000 $ 55,500 $ 1,500
TDG Audit 188,394 202,192 13,798
Total Clerk Functions Funded by TOC Revenues $ 242,394 $ 257,692 $ 15,298
5
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 Soard of County Commissioners"
(SOCC). The Clerk "shall keep the minutes and accounts." As Clerk to the Soard of
County Commissioners, the Clerk is also responsible to serve as Clerk to the Value
Adjustment Soard (VAS) created pursuant to Florida Statute 194.015.
DESCRIPTION/OBJECTIVE:
This department includes the accounting function and property control for the SOCC
(Clerk to the SOCC-Finance), recording of the minutes of the SOCC meetings (Clerk to
the SOCC-Admin) and operations for the Value Adjustment Soard (Clerk to the SOCC-
VAS).
Clerk to the SOCC-Finance:
This department maintains SOCC accounts including the Tourist Development Council
and the Clerk's court related accounts in accordance with United States generally
accepted governmental 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,
accounting for revenues and expenditures.
For the last eighteen 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 SOCC-Admin:
This department prepares and indexes official minutes of regular and special meetings
of the SOCC. In addition to preparing minutes and processing ordinances and
resolutions resulting from these meetings, the Clerk maintains all County contracts, as
well as custody of the County seal, and affixes the same to any paper or instrument as
required by law. This department is responsible for the custody and care of the
SOCC's official documents and makes them available for public inspection.
6
Clerk to the BaCC-VAB:
The Value Adjustment Board meets annually and is charged with conducting hearings
and making decisions concerning: Petitions relating to ad valorem assessments;
appeals relating to ad valorem tax exemptions; and appeals concerning ad valorem tax
deferrals and classification. As authorized by Florida Statute 194.035, the VAB
appoints special magistrates 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 magistrates, schedules and notifies petitioners and
parties of hearings before special magistrates and the VAB, attends and records
special magistrate hearings and VAB meetings, documents and sends notification of
final decisions of the VAB, and other duties as directed by law.
GOALS:
Clerk to the BaCC-Finance:
The Finance Department, for fiscal year ending September 30, 2006, has reported the
County's financial statements in the government-wide format as required by Statement
No. 34 issued by the Government Accounting Standards Board.
The County has implemented an ambitious capital projects program which includes
wastewater systems, additional governmental and court related facilities and a new Key
West airport terminal project. The Clerk has reallocated the resources of this
department to accommodate the expanded volume of work generated by the
construction activity.
Clerk to the BaCC - Administration:
The Records Management and Document Imaging System will continue to be updated.
Currently, the imaging system includes minutes from 1980 to the present; resolutions
from 1961 to the present; and ordinances from 1981 to the present. All BaCC records
are made available to the public at their request. Further, this office continues to
update its database for county contracts, leases and other official documents approved
by the BaCC.
Clerk to the BaCC-VAB:
We will continue to maintain the efficient operations of the VAB as developed and
implemented over the past several years. The Clerk's office, together with the County
Attorney and the Property Appraiser's office, assists the Value Adjustment Board in its
operations. The staff will continue to educate the taxpayer by providing general
information and requirements through written material, as well as through direct contact,
and be as helpful and cooperative as possible, with the taxpayers, throughout the entire
VAB process.
7
Clerk to the Board of County Commissioners
Positions Budget
Position Classification: Current I New I Total Amount
Finance Director 1.00 0.00 1.00 $99,264
Assistant Finance Director 1.00 0.00 1.00 77,242
Assistant to the Clerk 0.50 0.00 0.50 49,632
Sr. Accounting Specialists 8.60 0.00 8.60 460,931
Administrative Assistant 1.00 0.00 1.00 53,955
Accounting Specialists 9.00 0.00 9.00 321,687
Subtotal 1,062,711
COLNMerit Pool 13.0%) 31 ,881
Salaries 1,094,592
Fringe Benefits 198,259
Life, Health & Worker's Compo 204,494
Total Personal Services 21.10 I 0.00 I 21.10 $1,497,345
Budget
Capital Outlay: Quantity Amount
Computer Equipment 4 $8,000
Check Signing Machine 1 2,000
Total $10,000
8
Fiscal Year
Workload Measures: 2003 2004 2005 2006
Clerk to the BOCC - Finance
Operating Checks Issued 20,310 19,632 20,134 17,879
Payroll CheckslDirect Deposit! 19,271 18,966 19,005 18,840
Cost Centers Maintained 562 622 578 554
Funds Maintained 54 61 57 54
Property Records 4,781 4,721 3,742 3,925
Clerk to the BOCC - Admin.
Meetings Held 23 26 32 29
Pages of Minutes 324 300 301 327
Resolutions Adopted 563 454 597 647
Ordinances Adopted 49 40 35 39
Contracts Approved 507 574 375 539
Clerk to the BOCC - VAB
VAB Meetings 3 5 4 2
VAB Petitions 241 230 384 853
Special Magistrate Hearings
(days) 9 8 10 21
Clerk to the Board of County Commissioners
Proposed Approved Proposed
2007-2008 2006-2007 Increase Percent
Budget Summary: Budget Budget (Decrease) Change
Personal Services $1 ,497,345 $1,476,808 $20,537
Operating Expenses 80,000 78,000 2,000
Capital Outlay 10,000 8,000 2,000
Total $1,587,345 $1,562,808 $24,537 1.57%
9
MONROE COUNTY, FLORIDA
INTERNAL AUDIT
ANNUAL BUDGET
FUNCTION:
Article V, Section 16 of the Florida Constitution provides that the Clerk of the Circuit
Court is the Ex-officio Clerk to the Board of County Commissioners, Auditor, Recorder,
and Custodian of Public Funds.
The Internal Audit Department was created to audit County Departments, private not-
for-profit entities that receive County funds, Clerk of the Circuit Court operations, and
other audits as authorized and requested. These audits provide reasonable assurance
that entities' policies and procedures are in accordance with the Board of County
Commissioners' and Clerk of the Circuit Court's mission and goals; that entities are
operating in accordance with their established policies and procedures; that internal
controls are established and operating properly to ensure efficient use of County
resources; and 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 auditees 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.
10
Internal Audit
Positions Budget
Position Classification: Current I New I Total Amount
Director of Internal Audit 1.00 0.00 1.00 $84,000
Internal Auditor 1.00 0.00 1.00 65,000
Subtotal 149,000
COLNMerit Pool (3.0%) 4,470
Salaries 153,470
Fringe Benefits 26,857
Life, Health & Worker's Compo 19,586
Total Personal Services 2.00 I 0.00 I 2.00 $199,913
Budget
Capital Outlay: Quantity Amount
None
Total $0
11
Internal Audit
Workload Measures:
Completed Audits
Tourist Development Council Turnkey Event Funding
Cesspit Replacement Program
Cash Management - Grants Audit
Bicycle and Pedestrian Coordinator/Planner Grant
Monroe County Prescription Benefit Program
Monroe County Health Benefit Program
Salvation Army Misdemeanant Contract
Technical Services Department Purchasing Practices
Contracts with KW Resort Utilities - Capacity Reservation
and Infrastructure Contract and Utility Agreement
Supplemental Audit Report of MC Health Benefit Program
Reimbursement Methods for Administrative Costs -
Monroe County Housing Authority
Mel Fisher Maritime Heritage Society, Inc.
Monroe County Procurement Policies
Maximus, Inc. Misdemeanor Contract
Literacy Volunteers of America
Other Reports
Stand Up for Animals, Inc. Review
KW Resort Utilities Non-Assessed Parcels Review
Cash Review
Old Firehouse Review
Wastewater Review
Stand Up for Animals, Inc. Review
Island Dolphin Care Review
Miscellaneous Special Reports
Guardianship Audits - 6/06 through 4/07
Date ReDort Issued
October, 2001
May, 2002
July, 2002
October, 2002
May, 2003
May, 2003
August, 2003
March, 2004
March,2004
April,2004
December,2004
September, 2005
May, 2006
October ,2006
December, 2006
November, 2002
July, 2004
October, 2004
October, 2004
March, 2005
March, 2005
December, 2005
3
30
Proposed Approved Proposed
2007-2008 2006-2007 Increase Percent
Budget Summary: Budget Budget (Decrease) Change
Personal Services $199,913 $208,312 ($8,399)
Operating Expenses 17,500 17,000 500
Capital Outlay 0 0 0
Total $217,413 $225,312 ($7,899) -3.51%
12
MONROE COUNTY, FLORIDA
TOURIST DEVELOPMENT 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.
13
Positions Budget
Position Classification: Current I New I Total Amount
Senior Tourist Tax Auditor 1.00 0.00 1.00 $64,630
Tourist Tax Auditor 1.00 0.00 1.00 63,000
Subtotal 127,630
COLA/Merit Pool (3.0%\ 3,829
Salaries 131,459
Fringe Benefits 23,005
Life, Health & Worker's Como. 19,228
Total Personal Services 2.00 I 0.00 I 2.00 $173,692
Tourist Development Tax Audit
Budget
Capital Outlay: Quantity Amount
None
Total $0
14
Fiscal Year
Estimated
Workload Measures: 2004 2005 2006 2007
Audits and Estimates Conductec 25 19 20 28
Notices of Delinquent Taxes 61 43 39 60
Identification Letters 57 346 43 55
Tourist Development Tax Audit
Proposed Approved Proposed
2007-2008 2006-2007 Increasd Percent
Budget Summary: Budget Budget (Decrease) Change
Personal Services $173,692 $160,394 $13,298
Operating Expenses 28,500 28,000 500
Capital Outlay 0 0 0
Total $202,192 $188,394 $13,798 7.32%
15
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 Management
County Court: Traffic, Civil/Small Claims
Criminal Justice Information System (CJIS)
Juvenile
Document Recording and Indexing
Budgeting
Clerk of Courts Accounting
Clerk to the BOCC Accounting
Payroll
Fixed and Moveable Assets
Purchasing
GOALS:
The Legislature in the implementation of Revision 7 to Article V of the Florida
Constitution has imposed extensive reporting and data sharing requirements on the
Clerks of Court. Accordingly, during the current fiscal year, we will complete the
replacement all of the court applications and hardware with a system that is more
technologically current, is browser based and will be compliant with the new statutory
requirements. This upgrade is being funded by the Clerk of Courts Public Records
Modernization Trust Fund.
The Information Systems Department will continue to provide the necessary support
functions to the Clerk of Court's and Clerk to the BOCC staff.
16
Positions Budget
Position Classification: Current I New I Total Amount
Information Systems Supervisor 1.00 0.00 1.00 $80,248
Computer Systems Coordinator 1.00 0.00 1.00 83,918
Computer Operators 2.00 0.00 2.00 96,070
Subtotal 260,236
COLNMerit Pool (3.0%) 7,807
Salaries 268,043
Fringe Benefits 46,908
Life, Health & Worker's Como. 39,014
Total Personal Services 4.00 I 0.00 I 4.00 $353,965
Information Systems
Budget
Capital Outlay: Quantity Amount
None
Total $0
17
Fiscal Year
Workload Measures: 2003 2004 2005 2006
Workstations 123 123 123 158
Servers 12 11 23 24
Processing (Hours per day) 15 15 15 15
Information Systems
Proposed Approved Proposed
2007-2008 2006-2007 Increase Percent
Budget Summary: Budget Budget (Decrease) Change
Personal Services $353,965 $356,125 ($2,160)
Operating Expenses 334,000 334,000 $0
Capital Outlay 0 $0
Total $687,965 $690,125 ($2,160) -0.31 %
18
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 taxes 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 website has greatly enhanced the public usage of these records.
Pursuant to action of the 2002 Legislature, we have modified 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.
19
Positions Budget
Position Classification: Current I New I Total Amount
Clerk III 2.00 0.00 2.00 $75,526
Clerk II 2.00 0.00 2.00 71,474
Clerk I 5.50 0.00 5.50 179,758
Allocation of Branch Office
Supervision 0.73 0.00 0.73 49,389
Subtotal 376,147
COLA/Merit Pool (3.0%) 11 ,284
Salaries 387,431
Fringe Benefits 67,800
Life, Health & Worker's Compo 98,561
Total Personal Services 10.23 I 0.00 T 10.23 $553,792
Recording
Budget
Capital Outlay: Quantity Amount
None
Total $0
20
Calendar Year
Estimated
Workload Measures: 2004 2005 2006 2007
Documents Recorded 70,255 70,941 61,089 62,000
Marriage Licenses 3,186 3,066 3,612 3,156
Passports 1,518 1,630 1,944 2,640
Recording
Proposed Approved Proposed
2007-2008 2006-2007 Increase Percent
Budget Summary: Budget Budget (Decrease) Change
Personal Services $553,792 $543,406 $10,386
Operating Expenses 89,000 87,000 2,000
Capital Outlay 0 0 0
Total $642,792 $630,406 $12,386 1.96%
21
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 ComptrollerlTreasurer, County
Auditor, County Recorder, and Secretary/Ex-officio Clerk to the Board of County
Commissioners.
DESCRIPTION/OBJECTIVE:
Administration provides for the general management of all departments reporting to the
Clerk of the Circuit Court. Administration is responsible for long-range planning, and
policies and procedures development. Administrative Assistants provide secretarial
su pport.
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 governmental 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; 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:
The capability to accept credit card payments via the internet for some Clerk of Court
functions is currently being developed and will be completed by the end of the year.
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.
A collection agency has been retained to improve the Clerk's collection process. The
new court application software will permit electronic transfer of data to the collection
agency, increasing the revenues distributed by the Clerk.
In response to public request, we will enhance the Clerk of Court's website by adding a
list of pending Tax Deed Application sales.
Administration will also continue to monitor internal processes and procedures and
make changes where necessary to improve the delivery of services to the public.
22
Positions Budget
Position Classification: Current I New I Total Amount
Executive Salary 1.00 0.00 1.00 $110,114
Assistant to the Clerk 0.50 0.00 0.50 49,632
Administrative Assistant 1.00 0.00 1.00 53,955
Overtime 1,200
Subtotal 214,901
COLA/Merit Pool (3.0%) 6,447
Salaries 221,348
Fringe Benefits 47,984
Life, Health & Worker's Compo 24,603
Total Personal Services 2.50 I 0.00 I 2.50 $293,935
Administration
Budget
Capital Outlay: Quantity Amount
None
Total $0
23
Fiscal Year
Estimated
Workload Measures: 2004 2005 2006 2007
Clerk to the BOCC - Admin.
Meetings Held 26 32 29 35
Pages of Minutes 300 301 327 309
Resolutions Adopted 454 597 647 566
Ordinances Adopted 40 35 39 38
Contracts Approved 574 375 539 496
Administration
Proposed Approved Proposed
2007-2008 2006-2007 Increase Percent
Budget Summary: Budget Budget (Decrease) Change
Personal Services $293,935 $293,236 $699
Operating Expenses 53,500 52,000 1,500
Capital Outlay 0 0 0
Subtotal 347,435 345,236 2,199
Allocation to Non-Court Related
Functions (See Page 30) x 36.66% x 36.66%
Total $127,370 $126,564 $806 0.64%
24
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 Records Management Department has now converted its major microfilming
processes to imaging technology. All documents recorded in the Official Records are
scanned at the time of recording. The images are available for public viewing in the
Clerk's Offices in Key West, Marathon and Plantation Key, as well as on the Clerk's
website at c1erk-of-the-court.com.
A copy of the scanned images are then electronically forwarded to a vendor who
converts the images to 16 millimeter microfilm that is sold to the public. The
Department has also converted its archival processes from microfilming to imaging.
25
Positions Budget
Position Classification: Current I New I Total Amount
Microfilm Supervisor 1.00 0.00 1.00 $52,089
Microfilm Clerk II 1.00 0.00 1.00 43,360
Microfilm Clerk I 2.00 0.00 2.00 70,635
Photo Tech I 1.00 0.00 1.00 32,100
Allocation of Branch Office
Supervision 0.14 0.00 0.14 9,730
Overtime 500
Subtotal 208,414
COLA/Merit Pool (3.0%) 6,252
Salaries 214,666
Fringe Benefits 37,567
Life, Health & Worker's Compo 49,603
Total Personal Services 5.14 I 0.00 I 5.14 $301,836
Records Management
Budget
Capital Outlay: Quantity Amount
None
Total $0
26
Fiscal Year
Estimated
Workload Measures: 2004 2005 2006 2007
Rolls 648 636 386 100
Pages Microfilmed 1,620,000 1,590,000 965,000 250,000
Microfilm Copies
(Rolls and CDs)* 1,112 560 410 400
*CDs provided contain a comparable number of records.
Records Management
Proposed Approved Proposed
2007-2008 2006-2007 Increase Percent
Budget Summary: Budget Budget (Decrease) Change
Personal Services $301,836 $296,728 $5,108
Operating Expenses 78,000 76,000 2,000
Capital Outlay 0 0 0
Subtotal 379,836 372,728 7,108
Allocation to Non-Court Related
Functions (See PaQe 30) x 36.66% x 36.66%
Total $139,248 $136,642 $2,606 1.91%
27
MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT
TOURIST DEVELOPMENT TAX AND TOURIST IMPACT TAX
REVENUE HISTORY
MONROE COUNTY TOURIST TAX
REVENUE
$16,000,000
$14,000,000
$12,000,000
!1l $10,000,000
Z
~ $8,000,000
-l
:i $6,000,000
$4,000,000
$2,000,000
$0
2003 2004 2005 2006 2007
FISCAL YEAR
--..-..-----..----..-----..---------..-
Estimated J
FY 2003 FY 2004 FY 2005 FY 2006 FY 2007
3% Tourist Development Tax
1 % Tourist Impact Tax
Total Tax Collected
$12,775,644
4,258,548
$17,034,192
$14,017,861 $14,257,341 $14,373,584
4,672,623 4,752,448 4,791,195
$18,690,484 $19,009,789 $19,164,779
$14,592,754
4,864,252
$19,457,006
28
MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT
TOURIST DEVELOPMENT TAX AND TOURIST IMPACT TAX
REVENUE HISTORY
3% Tourist Development Tax Revenues
Month 6 Months Est. 0/0 Increase
Collected FY2002/03 FY2003/04 FY2004/05 FY2005/06 FY2006/07 from Prior Year
Oct $799,943 $730,365 $818,628 $671,813 $776,431 15.57%
Noy 815,971 927,729 937,963 862,224 745,402 -13.55%
Dee 1,010,353 1,156,959 1,123,888 1,184,085 1,375,171 16.14%
Jan 1,102,991 1,307,507 1,420,455 1,415,642 1,436,441 1.47%
Feb 1,499,473 1,756,777 1,745,609 1,575,553 1,765,537 12.06%
Mar 1,612,152 1,887,820 2,022,509 1,916,018 1,973,772 3.01%
Apr 1,296,435 1,471,761 1,471,187 1,684,955 1,500,000 -10.98%
May 1,171,019 1,134,690 1,208,600 1,360,340 1,300,000 -4.44%
Jun 920,928 1,053,878 1,076,264 1,145,947 1,200,000 4.72%
Jul 1,100,525 1,356,875 1,278,491 1,127,368 1,200,000 6.44%
Aug 959,394 804,778 823,213 806,290 820,000 1.70%
Sep 486,460 428,722 330,534 623,349 500,000 -19.79%
Total $12,775,644 $14,017,861 $14,257,341 $14,373,584 $14,592,754
% Increase 5.40% 9.72% 1.71% 0.82% 1.52%
1 % Tourist Impact Tax Revenues
Month 6 Months Est. % Increase
Collected FY2002l03 FY2003/04 FY2004/05 FY2005/06 FY2006/07 from PrIor Year
Oct $266,648 $243,455 $272,876 $223,938 $258,811 15.57%
Noy 271,990 309,243 312,654 287,408 248,467 -13.55%
Dee 336,784 385,653 374,629 394,695 458,391 16.14%
Jan 367,664 435,836 473,485 471,881 478,814 1.47%
Feb 499,824 585,592 581,870 525,184 588,513 12.06%
Mar 537,384 629,273 674,170 638,673 657,924 3.01%
Apr 432,145 490,587 490,396 561,652 500,000 -10.98%
May 390,340 378,230 402,867 453,447 433,333 -4.44%
Jun 306,976 351 ,293 358,755 381,982 400,000 4.72%
Jul 366,842 452,295 426,164 375,789 400,000 6.44%
Aug 319,798 268,259 274,404 268,763 273,333 1.70%
Sep 162,153 142,907 110,178 207,783 166,666 -19.79%
Total $4,258,548 $4,672,623 $4,752,448 $4,791,195 $4,864,252
29
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MONROE COUNTY,FLORIDA
CLERK OF THE CIRCUIT COURT
CALCULATION OF OVERHEAD PERCENTAGES
2007-2008
No. of
Employees
Non-Court Related
Clerk to SOCC
Internal Audit
TDC Audit
Recording
21.10
2.00
2.00
10.23
Total Non-Court Related
35.33 36.66%
Court Related
61.03 63.34%
Total Direct Service Employees
96.36 100.00%
Direct Service Employees
96.36 89.22%
Indirect Service Employees
11.64 10.78%
Total Clerk Employees
108.00 100.00%
31
Proposed
2008
Revenue Budget Summary: Budget
Recording Fees $440,000
Interest Income 55,000
Cash Carryforward 1,064,000
Total $1,559,000
Public Records Modernization Trust Fund
Proposed
2008
Expenditure Budget Summary: Budget
Personal Services $100,000
Operating Expenses 330,000
Capital Outlay 973,100
Contingency 155,900
Total $1,559,000
The Public Records Modernization Trust Fund is authorized by Florida Statutes 28.24
(12)(d) and (e). Its uses are restricted to the modernization of the public records system
as described therein.
32