FY2009_06/18/2008 1
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1 MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT
PROPOSED BUDGET
FISCAL YEAR 2008 -2009
1 JUNE 78, 2008
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I MONROE COUNTY COURTHOUSE BRANCH OFFICE:
500 WHITEHEAD STREET, SUITE 101 `sb ° °uvey PLANTATION KEY
KEY WEST, FLORIDA 33040 % 4J s ` ' cu �` '.l' I GOVERNMENT CENTER
TEL. (305) 294 -4641 * . _ 7M! * 88820 OVERSEAS HIGHWAY
I FAx (305) 295 -3663 // ; • •'.I�'�i : c j PLA KEY, FLORIDA 33070
1 qt. o.q . TEL. (305) 852 -7145 • BRANCH OFFICE: 1 \ � �� FAx (305) 852 -7146
MARATHON SUB COURTHOUSE
I 3117 OVERSEAS HIGHWAY
MARATHON, FLORIDA 33050 CLERK OF THE CIRCUIT COURT ROTH BUILDING
MONROE COUNTY 50 HIGH POINT ROAD
TEL. (305) 289 -6027 PLANTATION KEY, FLORIDA 33070
FAx (305) 289 -1745 www.clerk -of- the- court.com TEL. (305) 852 -7145
May 30, 2008
FA305) 853 -7440
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1 Mayor Mario DiGennaro r" T I . --c ��
Members of the Board of County Commissioners _
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1 9400 O/S Highway, Suite 210;
Florida Keys Marathon Airport Terminal =<" + w
= c , .F' k--) Marathon, FL 33050 r
I Dear Mayor and Commissioners:
I Enclosed please find my request for those budgets of the Clerk of the Circuit
Court/Clerk to the Board of County Commissioners that are not court- related.
1 I have also enclosed a budget for certain court- related costs. Pursuant to Florida
Statutes, the Board is responsible for funding the non -court related activities as well as
certain other expenditures — namely telephones, equipment, and information systems
1 costs — in the court- related budgets.
It is my understanding that the tentative budget for FY 2008 -2009 that will be
I presented to you in July will not contain any salary increases for county employees other
than those covered by collective bargaining agreements. Accordingly, my budgets do not
contain any such increases.
I
However, should the Board decide during the budget process to provide funding
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for salary increases, I am requesting that I be allowed to amend my budget accordingly.
I The Operating Budget Comparison shown on page 4 shows a comparison of the
p g a g P pg P
current request with the approved budgets for Fiscal Year 2007 -2008. As you can see,
I my budget request for Fiscal Year 2008 -2009 reflects a decrease of $90,234 in what was
budgeted for Fiscal Year 2007 -2008.
1 I ask that you continue to fund my insurance costs, both court- related and non
court- related. I anticipate that the amount of excess fees I will be returning to the Board
I at the end of the fiscal year will far exceed the amount of appropriated from the General
Fund to cover court- related costs despite my conservative estimate of $1.2 million. This
amount is the same as that budgeted for 2005 -2006. I actually returned $1,954,000 at the
1 end of 2006 -2007.
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' Mayor DiGennaro
May, 30, 2008
Page 2
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Florida Statute 28.36 requires that I submit budgets for court- related functions to the Clerk of
' Courts Operations Corporations on or before August 15. I will file a copy of those budgets with
the Board for your information, and, of course, they will be made available to the public.
1 Should you have any questions concerning this matter, please do not hesitate to contact
me.
Sincerely yours,
\ db.
Danny L. Ko . ge, Clerk
of the Circuit Court and ex- officio
Clerk to the Board of County Commissioners
cc: County Administrator
File
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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
OPERATING BUDGET COMPARISON 4 -5
1 NON -COURT RELATED DEPARTMENTAL OPERATING BUDGETS
Annual Budgets:
Clerk to the Board of County Commissioners 6 -9
Internal Audit
1 10 -12
Tourist Development Tax Audit 13 -15
Information Systems 16 -18
Recording 19 -21
1 Administration 22 -24
Records Management 25 -27
1 TOURIST DEVELOPMENT TAX AND TOURIST IMPACT TAX
REVENUE HISTORY 28 -29
1 COURT RELATED CLERK FUNCTIONS
' Court- Related Clerk Fees 30
Calculation of Overhead Percentages 31
1 PUBLIC RECORDS MODERNIZATION TRUST FUND 32
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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
I Tourist Development
Tax Audits
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ADMINISTRATIVE CLERK TO CIRCUIT COUNTY
1 SUPPORT BOCC COURT COURT
1 —I Administration I 1 1 Administration J ] —1 Criminal I 1 Criminal J
Jury
1 Management Finance i I Civil 1 1 Civil I
Records Value
1 Management Adjustment I Family J Traffic I
Board
Recording I Juvenile I
1 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
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,
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
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contained in the Clerk's General Revenue Fund and Clerk's Fine and Forfeiture Fund.
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MONROE COUNTY, FLORIDA
I CLERK OF THE CIRCUIT COURT
OPERATING BUDGET COMPARISON
2008 -2009
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1 2007 -2008 2008 -2009 Proposed
Approved Proposed Increase
I Budget Budget (Decrease)
Non -Court Related Clerk Functions
Clerk to BOCC $ 1,531,845 $ 1,500,702 $ (31,143)
I Internal Audit 217,413 214,533 (2,880)
Information Systems 687,965 671,762 (16,203)
Recording 642,792 646,977 4,185
I Administration 127,370 127,931 561
Records Management 139,248 139,049 (199)
Contingency 357,456 355,704 (1,752)
I Total Non -Court Related Clerk Functions 3,704,089 3,656,658 (47,431)
I Court Related Clerk Functions
County Obligation per Statute 70,897 77,217 6,320
Court Related Insurance 648,080 598,957 (49,123)
I Total Court Related Clerk Functions 718,977 676,174 (42,803)
1 Total Commissions and Fees Budgeted $ 4,423,066 $ 4,332,832 $ (90,234)
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General Revenue Funding $ 3,343,066 $ 3,332,832 $ (10,234)
I Non -Court Fees and Other Revenues 1,080,000 1,000,000 (80,000)
Total Commissions and Fees Budgeted $ 4,423,066 $ 4,332,832 $ (90,234)
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MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT
' OPERATING BUDGET COMPARISON - TDC FUNCTIONS
2008 -2009
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2007 -2008 2008 -2009 Proposed
Approved Proposed Increase
' Budget Budget (Decrease)
Clerk Functions Funded by TDC Revenues
Clerk to BOCC $ 55,500 $ 54,373 $ (1,127)
1 TDC Audit 202,192 198,824 (3,368)
Total Clerk Functions Funded by TDC Revenues $ 257,692 $ 253,197 $ (4,495)
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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
1 Adjustment Board (VAB) created pursuant to Florida Statute 194.015.
1 DESCRIPTION /OBJECTIVE:
This department includes the accounting function and property control for the BOCC
' (Clerk to the BOCC- Finance), recording of the minutes of the BOCC meetings (Clerk to
the BOCC - Admin) and operations for the Value Adjustment Board (Clerk to the BOCC-
VAB).
1 Clerk to the BO -
CC Finance:
This department maintains BOCC 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 nineteen fiscal ear
y s, 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
1 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
' P p g 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
BOCC's official documents and makes them available for public inspection.
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1 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;
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.
1 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 BOCC- Finance:
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.
1 Clerk to the BOCC - 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 1960 to the present; ordinances from 1970 to the present and marriage licenses
issued from 1898 -1996. All BOCC records are made available to the public at their
' request. This office continues to update its database for county contracts, leases and
other official documents approved by the BOCC.
' Clerk to the BOCC -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 materials and by direct contact with the
taxpayers. Our primary goal is to be as helpful and cooperative as possible throughout
the entire VAB process.
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I Clerk to the Board of County Commissioners
Positions Budget
Position Classification: Current 1 New I Total Amount
I Assistant to the Clerk 0.50 0.00 0.50 $49,632
Finance Director 1.00 0.00 1.00 99,264
1 Assistant Finance Director 1.00 0.00 1.00 77,242
Sr. Accounting Specialists 7.60 0.00 7.60 414,181
Administrative Assistant 1.00 0.00 1.00 53,955
1 Accounting Specialists 10.00 0,00 10.00 365,037
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I Subtotal 1,059,311
COLA/Merit Pool (0.0 %) 0
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1 Salaries 1,059,311
Fringe Benefits 202,399
Life, Health & Worker's Comp. 203,365
I Total Personal Services 21.10 I 0.00 I 21.10 $1,465,075
1 Budget
Capital Outlay: Quantity Amount
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1 Computer Equipment 5 $10,000
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1 Total $10,000
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I Clerk to the Board of County Commissioners
Fiscal Year
1 Workload Measures: 2004 2005 2006 2007
Clerk to the BOCC - Finance
1 Operating Checks Issued 19,632 20,134 17,879 16,052
Payroll Checks /Direct Deposits 18,966 19,005 18,840 18,349 {
I Cost Centers Maintained 622 578 554 522
Funds Maintained 61 57 54 52
Property Records 4,721 3,742 3,925 3,686 E
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I Clerk to the BOCC - VAB
VAB Meetings 5 4 2 2
VAB Petitions 230 384 853 1,026
1 Special Magistrate Hearings
(days) 8 10 21 21
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Proposed Approved Proposed
1 2008-2009 2007 -2008 Increase Percent
Budget Summary: Budget Budget (Decrease) Change
1 Personal t Services $1,465,075 $1,497,345 ($32,270)
Operating Expenses 80,000 80,000 0
I Capital Outlay 10,000 10,000 0
1 Total $1,555,075 $1,587,345 ($32,270) -2.03%
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1 MONROE COUNTY, FLORIDA
INTERNAL AUDIT
ANNUAL BUDGET
FUNCTION:
1
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
1 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,
1 other appropriate personnel and any interested persons.
' GOALS:
The department will continue to conduct audits as authorized and requested by the
1 Clerk of the Circuit Court.
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Internal Audit
Positions Budget
Position Classification: Current I New I Total Amount
1 Director of Internal Audit 1.00 0.00 1.00 $84,000
Internal Auditor 1.00 0.00 1.00 66,000
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Subtotal 150,000
COLA/Merit Pool (0.0 %) 0
Salaries 150,000
Fringe Benefits 27,600
Life, Health & Worker's Comp. 19,433
Total Personal Services 2.00 I 0.00 I 2.00 $197,033
Budget
1 Capital Outlay: Quantity Amount
None
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1 Internal Audit
I Workload Measures:
Completed Audits Date Report Issued
Cash Management - Grants Audit July, 2002
1 Bicycle and Pedestrian Coordinator /Planner Grant October, 2002
Monroe County Prescription Benefit Program May, 2003
Monroe County Health Benefit Program May, 2003
I Salvation Army Misdemeanor Contract August, 2003
Technical Services Department Purchasing Practices March, 2004
Contracts with KW Resort Utilities - Capacity Reservation
I and Infrastructure Contract and Utility Agreement March, 2004
Supplemental Audit Report of MC Health Benefit Program April, 2004
I Reimbursement Methods for Administrative Costs -
Monroe County Housing Authority December,2004
Mel Fisher Maritime Heritage Society, Inc. September, 2005
I Monroe County Procurement Policies May, 2006
Maximus, Inc. Misdemeanor Contract October ,2006
Literacy Volunteers of America December, 2006
1 Big Coppitt Volunteer Fire Department October, 2007
Key West Int'I Airport New Terminal Building & Renovation May, 2008
1 Other Reports
Cash Review October, 2004
I Old Firehouse Review October, 2004
Wastewater Review March, 2005
Stand Up for Animals, Inc. Review March, 2005
I Island Dolphin Care Review December, 2005
Interim Audit Report of Architectural Fees for KWIA May, 2007
Miscellaneous Special Reports 3
1 Guardianship Audits - 5/07 through 4/08 25
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Proposed Approved Proposed
' 2008 -2009 2007 -2008 Increase Percent
Budget Summary: Budget Budget (Decrease) Change
1 Personal Services $197,033 $199,913 ($2,880)
Operating Expenses 17,500 17,500 0
1 Capital Outlay 0 0 0
1 Total $214,533 $217,413 ($2,880) -1.32%
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MONROE COUNTY, FLORIDA
TOURIST DEVELOPMENT TAX AUDIT
1 ANNUAL BUDGET
1 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
1 entities are also audited.
This department is funded completely with Tourist Development Tax and Tourist Impact
1 Tax revenues.
GOALS:
The department plans to continue to perform random audits to identify new taxpayers,
1 and to assist the Tax Collector in contacting delinquent taxpayers.
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Tourist Development Tax Audit
1 Positions Budget
Position Classification: Current 1 New 1 Total Amount
1 Senior Tourist Tax Auditor 1.00 0.00 1.00 64
$ ,630
Tourist Tax Auditor 1.00 0.00 1.00 63,000
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I Subtotal 127,630
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COLA/Merit Pool (0.0 %) 0
I Salaries 127,630_
Fringe Benefits 23,484
Life, Health & Worker's Comp. 19,210
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Total Personal Services 2.00 � 0.00 2.00 $170,324
I Budget
Capital Outlay: Quantity Amount
1 None
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I Tourist Development Tax Audit
Fiscal Year
Estimated
Workload Measures: 2005 2006 2007 2008
Audits and Estimates Conducted 19 20 35 23
Notices of Delinquent Taxes 43 39 68 25
Identification Letters 346 43 81 80
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Proposed Approved Proposed
I 2008-2009 2007 -2008 Increasd Percent
Budget Budget (Decrease) Change
1 Personal Services $170,324 $173,692 ($3,368)
Operating Expenses 28,500 28,500 0
1 Capital Outlay 0 0 0
1 Total $198,824 $202,192 ($3,368) -1.67%
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1 MONROE COUNTY, FLORIDA
INFORMATION SYSTEMS
' ANNUAL BUDGET
1 FUNCTION:
The role of the Clerk of the Circuit Court in Information Systems is to provide
1 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 Clerk of Courts Accounting
County Court: Traffic, Civil /Small Claims Clerk to the BOCC Accounting
Criminal Justice Information System (CJIS) Payroll
' Juvenile Fixed and Moveable Assets
Document Recording and Indexing Purchasing
Budgeting
GOALS:
During fiscal year 2007 -2008, the Clerk's office completed the replacement of all Court
application software and hardware. This upgrade was funded by the Clerk of Courts
Modernization Trust Fund. The new software provides the ability for the public to pay
traffic fines over the Internet using credit cards and the electronic transmission of
information to our collection contractor.
The Information Systems Department will continue to provide the necessary support
functions to the Clerk of Court's and Clerk to the BOCC staff.
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I Information Systems
Positions Budget
Position Classification: Current I New I Total Amount
I Information Systems Supervisor 1.00 0.00 1.00 $80,248
Computer Systems Coordinator 1.00 0.00 1.00 83,918
1 Computer Operators 2.00 0.00 2.00 88,407
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I Subtotal 252,573
COLA/Merit Pool (0.0 % 0
1 Salaries 252,573
Fringe Benefits 46,473
1 Life, Health & Worker's Comp. 38,716
Total Personal Services 4.00 I 0.00 I 4.00 $337,762
I Capital Outlay: Budget
Quantity Amount
1 None
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1 Total 0
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Information Systems
1 Fiscal Year
Workload Measures: 2004 2005 2006 2007
1 Workstations 123 123 158 153
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I Servers 11 23 24 24
Processing (Hours per day) 15 15 15 15
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Proposed Approved Proposed
I 2008 -2009 2007 -2008 Increase Percent
Budget Summary: Budget Budget (Decrease) Change
1 = `
Personal Services $337,762 $353,965 ($16,203)
Operating Expenses 334,000 334,000 0
1 Capital Outlay 0 0 0
i Total $671,762 $687,965 ($16,203) -2.36%
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1 MONROE COUNTY, FLORIDA
RECORDING
1 ANNUAL BUDGET
1 FUNCTION:
The Florida Constitution provides that the Clerk of Courts shall be responsible for
1 recording all instruments authorized by law to be recorded in the Official Records of
Monroe County.
1
DESCRIPTION /OBJECTIVES:
1 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
1 department also maintains a daily register of recorded documents and provides an
index to the Official Records.
GOALS:
1 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. For
more information please refer to the Clerk of Circuit and County Court Administration
' section.
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' Recording
Positions Budget
Position Classification: Current 1 New 1 Total Amount
Clerk III 2.00 0.00 2.00 {
$75,526
Clerk II
2.00 0.00 2.00 71,474
' Clerk 1 6.25 0.00 6.25 179,758
Allocation of Branch Office
Supervision 0.82 0.00 0.82 54,856
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Subtotal 381,614
COLA/Merit Pool (0.0 %) 0
1 Salaries 381,614
Fringe Benefits 70,217
Life, Health & Worker's Comp.. 106,146
Total Personal Services 11.07 I 0.00 I 11.07 _ $557,977
Budget
Capital Outlay: Quantity Amount
1 None
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Recording
I Calendar Year
Estimated
1 Workload Measures: 2005 2006 2007 2008
1 Documents Recorded 70,941 61,089 56,281 40,000
Marriage Licenses 3,066 3,612 2,942 2,877
Passports 1,630 1,944 1,781 1,343 ,
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Proposed Approved Proposed
1 2008 -2009 2007 -2008 Increase Percent
Budget Summary: Budget Budget (Decrease) Change
1 Personal Services $557,977 $553,792 $4,185
Operating Expenses 89,000 89,000 0
I Capital Outlay 0 0 0
1 Total $646,977 $642,792 $4,185 0.65%
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I MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT AND COUNTY COURT
I ADMINISTRATION
ANNUAL BUDGET
I FUNCTION:
The Florida Constitution provides that the Clerk of the Circuit Court shall be: Clerk of
1 the Circuit Court, Clerk of the County Court, County Comptroller/Treasurer, County
Auditor, County Recorder, and Secretary/Ex- officio Clerk to the Board of County
Commissioners.
DESCRIPTION /OBJECTIVE:
Administration provides for the general management of all departments reporting to the
Clerk of the Circuit Court. Administration is responsible for Tong -range planning, and
I policies and procedures development. Administrative Assistants provide secretarial
support.
1 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
I 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
I Commissioners, the State of Florida and other agencies.
1 GOALS:
I 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,
1 the highest priority, are in the payment of traffic tickets and child support.
1
A collection agency has been retained to improve the Clerk's collection process. The
I new court application software will permit electronic transfer of data to the collection
agency, increasing the revenues distributed by the Clerk.
I The 2008 Legislature adopted legislation authorizing the Clerk to conduct tax deed
sales over the Internet. We will be reviewing the economic feasibility and logistical
issues associated with implementing this alternative.
I Administration will also continue to monitor internal processes and procedures and
make changes where necessary to improve the delivery of services to the public.
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1 Administration
Positions Budget
Position Classification: Current 1 New 1 Total Amount
1 Executive Salary 1.00 0.00
1.00 $109,622
Assistant to the Clerk 0.50 0.00 0.50 49,632
I Administrative Assistant 1.00 0.00 1.00 53,955
Overtime 500
1
1
1
1 Subtotal 213,709
COLA/Merit Pool (0.0 %) 0
I Salaries, 213,709_
Fringe Benefits 49,476
I Life, Health & Worker's Comp. 24,373
Total Personal Services 2.50 I 0.00 I 2.50 $287,558
1 .
Budget
Capital Outlay: Quantity Amount
I None
1
1 Total $0
23
1
Administration
1 Fiscal Year
Estimated a
Workload Measures: 2005 2006 2007 2008
I Clerk to the BOCC - Admin.
Meetings Held 32 29 33 31
Pages of Minutes 301 327 315 314
1 Resolutions Adopted 597 647 569 604
Ordinances Adopted 35 39 47 40
Contracts Approved 375 539 433 319
1
i
1
1
1
1
1
1
1
Proposed Approved Proposed
I 2008 -2009 2007 -2008 Increase Percent
Budget Summary: Budget Budget (Decrease) Change
1 Personal a Services $287,558 $293,935 ($6,377)
I Operating Expenses 53,500 53,500 0
Capital Outlay 0 0 0
Subtotal 341,058 347,435 (6,377)
1 Allocation to Non -Court Related
Functions (See Page 31) x 37.51 % x 36.66%
1 Total $127,931 $127,370 $561 0.44%
24
1
1
MONROE COUNTY, FLORIDA
RECORDS MANAGEMENT
ANNUAL BUDGET
1 FUNCTION:
The Florida Constitution provides that the Clerk of Courts is responsible for the
1 maintenance and protection of a wide variety of public records.
1 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
1 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:
I it major microfilming
Records Management Department has now converted its aj g
processes to imaging technology. All documents recorded in the Official Records are
i 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 clerk -of- the- court.com.
We are currently scanning all filings in our Recording, Circuit and County Court
{
applications. During this fiscal year, we are receiving proposals from qualified
companies for archival scanning of our closed court files. We hope to implement this
multi -year project in fiscal year 2008 -2009 with funding from the Clerk of Courts
Modernization Trust Fund.
1
1
1
1
25
1
Records Management
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
1 Microfilm Clerk I 2.00 0.00 2.00 72,148
Photo Tech I 1.00 0.00 1.00 32,100
Allocation of Branch Office
1 Supervision 0.07 0.00 0.07 5,871
Overtime 500
1
1
1
1
1
r.
I Subtotal 206,068
COLA/Merit Pool (0.0 %) 0
1 Salaries 206,068
Fringe Benefits 37,917
Life, Health & Worker's Comp. 48,713
I Total Personal Services 5.07 0.00 I 5.07 $292,698
I Budget
Capital Outlay: Quantity Amount
,
1 None
1
1
1 Total $0
26
i
1
Records Management
1 Fiscal Year
Estimated
Workload Measures: 2005 2006 2007 2008
1 Rolls 636 386 243 205
Pages Microfilmed 1,590,000 965,000 607,500 512,500
I Microfilm
Copi es
(Rolls and CDs)* 560 410 295 295
1
1
*CDs provided contain a comparable number of records.
1
1
1
1
Proposed Approved Proposed
1 2008 -2009 2007 -2008 Increase Percent
Budget Summary: Budget Budget (Decrease) Change
1 Personal Services
$292,698 $301,836 ($9,138)
I Operating Expenses 78,000 78,000 0
Capital Outlay 0 0 0
Subtotal 370,698 379,836 (9,138)
1 Allocation to Non -Court Related
Functions (See Page 31) x 37.51% x 36.66%
1 Total $139,049 $139,248 ($199) -0.14%
27
i
1
MONROE COUNTY, FLORIDA
1 CLERK OF THE CIRCUIT COURT
TOURIST DEVELOPMENT TAX AND TOURIST IMPACT TAX
1 REVENUE HISTORY
1
MONROE COUNTY TOURIST TAX
1 REVENUE
$18,000,000
1 $16,000,000 ium {
$14,000,000
1
111 al 111 ,
$12,000,000
cn
0 $10,000,000 IIIII. III 11 al
1 _ $
2 $6,000,000 1 111 11 III III
1 $4,000,000 1
$ 2,000,000
1
I i i i il i ,
$0 I
I 2004 2005 2006 2007 2008
FISCAL YEAR
1
1
1 Estimated
FY 2004 FY 2005 FY 2006 FY 2007 FY 2008
I 3% Tourist Development Tax $14,017,861 $14,257,341 $14,373,584 $15,281,113 $15,727,622
1% Tourist Impact Tax 4,672,623 4,752,448 4,791,195 5,093,707 5,242,540
1 Total Tax Collected $18,690,484 $19,009,789 $19,164,779 $20,374,820 $20,970,162
1
1
28
i
1
I MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT
TOURIST DEVELOPMENT TAX AND TOURIST IMPACT TAX
1 REVENUE HISTORY
1
3% Tourist Development Tax Revenues
I Month 6 Months Est. % Increase
Collected FY2003/04 FY2004/05 FY2005/06 FY2006/07 FY2007 /08 from Prior Year
I Oct $730,365 $818,628 $671,813 $776,431 $805,131 3.70%
Nov 927,729 937,963 862,224 745,402 1,049,064 40.74%
Dec 1,156,959 1,123,888 1,184,085 1,375,171 1,259,861 -8.39%
I Jan 1,307,507 1,420,455 1,415,642 1,436,441 1,446,709 0.71%
Feb 1,756,777 1,745,609 1,575,553 1,765,537 1,877,082 6.32%
Mar 1,887,820 2,022,509 1,916,018 1,973,772 2,189,775 10.94%
Apr 1,471,761 1,471,187 1,684,955 1,661,596 1,600,000 -3.71%
I May 1,134,690 1,208,600 1,360,340 1,339,576 1,500,000 11.98%
Jun 1,053,878 1,076,264 1,145,947 1,255,176 1,200,000 - 4.40%
Jul 1,356,875 1,278,491 1,127,368 1,250,784 1,200,000 -4.06%
I Aug 804,778 823,213 806,290 961,437 900,000 - 6.39%
Sep 428,722 330,534 623,349 739,790 700,000 - 5.38%
1 Total $14,017,861 $14,257,341 $14,373,584 $15,281,113 $15,727,622
% Increase 9.72% 1.71% 0.82% 6.31% 2.92%
I 1% Tourist Impact Tax Revenues
Month 6 Months Est. % Increase
I Collected FY2003/04 FY2004/05 FY2005/06 FY2006 /07 FY2007/08 from Prior Year
Oct $243,455 $272,876 $223,938 $258,811 $268,377 3.70%
Nov 309,243 312,654 287,408 248,467 349,688 40.74%
1 Dec 385,653 374,629 394,695 458,391 419,954 - 8.39%
Jan 435,836 473,485 471,881 478,814 482,236 0.71%
Feb 585,592 581,870 525,184 588,513 625,694 6.32%
I Mar 629,273 674,170 638,673 657,924 729,925 10.94%
Apr 490,587 490,396 561,652 553,866 533,333 -3.71
May 378,230 402,867 453,447 446,525 500,000 11.98%
I Jun 351,293 358,755 381,982
452,295 426,164 375,789 418,392 400,000 - 4.40%
Jul 416,928 400,000 - 4.06%
Aug 268,259 274,404 268,763 320,479 300,000 - 6.39%
I Sep 142,907 110,178 207,783 246,597 233,333 - 5.38%
,
Total $4,672,623 $4,752,448 $4,791,195 $5,093,707 $5,242,540
29
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1
MONROE COUNTY, FLORIDA
' CLERK OF THE CIRCUIT COURT
CALCULATION OF OVERHEAD PERCENTAGES
2008 -2009
1
No. of
Employees
' Non -Court Related
Clerk to BOCC 21.10
1 Internal Audit 2.00
TDC Audit 2.00
Recording 11.07
Total Non-Court o
ourt Related 36.17 37.51 /o
1 Court Related 60.26 62.49%
Total Direct Service Employees 96.43 100.00%
1
Direct Service Employees o
96.43 89.29 /o
1 Indirect Service Employees 11.57 10.71%
Total Clerk Employees 108.00 100.00%
1
1
1
1
31
1
1
I Public Records Modernization Trust Fund
Proposed
2009
1 Revenue Budget Summary: Budget
Recording Fees $ 256,000
1 Cash Carryforward 636,400
1
Total $ 892,400
I Proposed
2009
1 Expenditure Budget Summary: Budget
Operating Expenses $ 764,400
1 Contingency 128,000
1
Total $ 892,400
The Public Records Modernization Trust Fund is authorized by Florida Statutes 28.24
I (12)(d) and (e). Its uses are restricted to the modernization of the public records system
as described therein.
1
1
1
1
1
32