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FY2009_07/09/2008 MONROE COUNTY, FLORIDA CLERK OF THE CIRCUIT COURT PROPOSED BUDGET-AMENDED FISCAL YEAR 2008-2009 JULY 9, 2008 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-Related 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 CLERK TO CIRCUIT COUNTY SUPPORT SOCC COURT COURT Administration Administration Criminal I Criminal Jury Management Finance Civil Civil Records Value -l Management Adjustment Family Traffic Board Recording Juvenile Information 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 ComptrollerfTreasurer, 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 Vll/, Section (1), Constitution of the State of Florida. It is guided by an elected Board of County Commissioners (SDCC) which is governed by State Statutes. In addition to the members of the SDCC, 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 SS2962 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 Soard 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 2008.2009 2007-2008 2008-2009 Proposed Approved Proposed Increase Budget Budget (Decrease) Non-Court Related Clerk Functions Clerk to BOCC $ 1,531,845 $ 1,488,642 $ (43,203) Internal Audit 217,413 213,333 (4,080) Information Systems 687,965 669,362 (18,603) Recording 642,792 640,335 (2,457) Administration . 127,370 127,368 (2) Records Management 139,248 137,908 (1,340) Contingency 357,456 355,704 (1,752) Total Non-Court Related Clerk Functions 3,704,089 3,632,652 (71,437) Court Related Clerk Functions County Obligation per Statute 70,897 77,217 6,320 Court Related Insurance 648,080 598,957 (49,123) Total Court Related Clerk Functions 718,977 676,174 (42,803) Total Commissions and Fees Budgeted $ 4,423,066 $ 4,308,826 $ (114,240) General Revenue Funding Non-Court Fees and Other Revenues $ 3,343,066 $ 1,080,000 3,308,826 $ 1,000,000 (34,240) (80,000) Total Commissions and Fees Budgeted $ 4,423,066 $ 4,308,826 $ (114,240) 4 MONROE COUNTY, FLORIDA CLERK OF THE CIRCUIT COURT OPERATING BUDGET COMPARISON - TOC FUNCTIONS 2008.2009 2007-2008 2008-2009 Proposed Approved Proposed Increase Budget Budget (Decrease) Clerk Functions Funded by TDC Revenues Clerk to BOCC $ 55,500 $ 53,773 $ (1,727) TDC Audit 202,192 197,624 (4,568) Total Clerk Functions Funded by TDC Revenues $ 257,692 $ 251,397 $ (6,295) 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 Board of County Commissioners" (BOCC). The Clerk "shall keep the minutes and accounts." As Clerk to the Board of County Commissioners, the Clerk is also responsible to serve as Clerk to the Value Adjustment Board (VAB) created pursuant to Florida Statute 194.015. DESCRIPTION/OBJECTIVE: This department includes the accounting function and property control for the BOCC (Clerk to the BOCC-Finance), recording of the minutes of the BOCC meetings (Clerk to the BOCC-Admin) and operations for the Value Adjustment Board (Clerk to the BOCC- VAB). Clerk to the BOCC-Finance: This department maintains BOCC accounts including the Tourist Development Council and the 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 years, the Government Finance Officers Association of the United States and Canada (GFOA) awarded a Certificate of Achievement for Excellence in Financial Reporting to Monroe County for its Comprehensive Annual Financial Report (CAFR). The Certificate of Achievement is a prestigious national award recognizing conformance with the highest standards for preparation of state and local government financial reports. Clerk to the BOCC-Admin: This department prepares and indexes official minutes of regular and special meetings of the BOCC. In addition to preparing minutes and processing ordinances and resolutions resulting from these meetings, the Clerk maintains all County contracts, as well as custody of the County seal, and 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. 6 Clerk to the SaCC-VAS: The Value Adjustment Soard 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 VAS appoints special magistrates to take testimony from petitioners and make recommendations to the VAS. 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 VAS, attends and records special magistrate hearings and VAS meetings, documents and sends notification of final decisions of the VAS, and other duties as directed by law. GOALS: Clerk to the SaCC-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. Clerk to the sacc - 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 sacc 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 sacc. Clerk to the SaCC-VAS: We will continue to maintain the efficient operations of the VAS 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 Soard 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. aur primary goal is to be as helpful and cooperative as possible throughout the entire VAS process. 7 Positions Budget Position Classification: Current I New I Total Amount Assistant to the Clerk 0.50 0.00 0.50 $49,632 Finance Director 1.00 0.00 1.00 99,264 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 Accounting Specialists 10.00 0.00 10.00 365,037 Subtotal 1,059,311 COLA/Merit Pool (0.0%) 0 Salaries 1,059,311 Fringe Benefits 202,399 Life, Health & Worker's Compo 190,705 Total Personal Services 21.10 I 0.00 I 21.10 $1,452,415 Clerk to the Board of County Commissioners Budget Capital Outlay: Quantity Amount Computer Equipment 5 $10,000 Total $10,000 8 ~ Fiscal Year Workload Measures: 2004 2005 2006 2007 Clerk to the BOCC - Finance Operating Checks Issued 19,632 20,134 17,879 16,052 Payroll Checks/Direct Deposits 18,966 19,005 18,840 18,349 Cost Centers Maintained 622 578 554 522 Funds Maintained 61 57 54 52 Property Records 4,721 3,742 3,925 3,686 Clerk to the BOCC - V AB VAB Meetings 5 4 2 2 V AB Petitions 230 384 853 1,026 Special Magistrate Hearings (days) 8 10 21 21 Clerk to the Board of County Commissioners Proposed Approved Proposed 2008-2009 2007-2008 Increase Percent Budget Summary: Budget Budget (Decrease) Change Personal Services $1,452,415 $1,497,345 ($44,930) Operating Expenses 80,000 80,000 0 Capital Outlay 10,000 10,000 0 Total $1,542,415 $1,587,345 ($44,930) -2.83% 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 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 66,000 Subtotal 150,000 COLA/Merit Pool (O.O%) 0 Sa'aries 150,000 Fringe Benefits 27,600 Life, Health & Worker's Compo 18,233 Total Personal Services 2.00 I 0.00 I 2.00 $195,833 Internal Audit t Budget Capital Outlay: Quantity Amount None Total $0 11 Internal Audit Workload Measures: Com Dieted Audits Cash Management - Grants Audit Bicycle and Pedestrian Coordinator/Planner Grant Monroe County Prescription Benefit Program Monroe County Health Benefit Program Salvation Army Misdemeanor 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 Big Coppitt Volunteer Fire Department Key West Int'l Airport New Terminal Building & Renovation Other ReDorts Cash Review Old Firehouse Review Wastewater Review Stand Up for Animals, Inc. Review Island Dolphin Care Review Interim Audit Report of Architectural Fees for KWIA Miscellaneous Special Reports Guardianship .Audits - 5/07 through 4/08 . Date ReDort Issued 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 October, 2007 May, 2008 October, 2004 October, 2004 March, 2005 March, 2005 December, 2005 May, 2007 3 25 Proposed Approved Proposed 2008-2009 2007-2008 Increase Percent Budget Summary: Budget Budget (Decrease) Change Personal Services $195,833 $199,913 ($4,080) Operating Expenses 17,500 17,500 0 Capital Outlay 0 0 0 Total $213,333 $217,413 ($4,080) -1.88% 12 MONROE COUNTY, FLORIDA TOURIST DEVELOPMENTTAX AUDIT ANNUAL BUDGET FUNCTION: Pursuant to the provisions of Florida Statutes 125.01 04(1 O)(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 (O.O%) 0 Salaries 127,630 Fringe Benefits 23,484 Life, Health & Worker's Como. 18,010 Total Personal Services 2.00 I 0.00 I 2.00 $169,124 Tourist Development Tax Audit Budget Capital Outlay: Quantity Amount None Total $0 14 Fiscal Year Estimated Workload Measures: 2005 2006 2007. 2008 Audits and Estimates Conductec 19 20 35 23 Notices of Delinquent Taxes 43 39 68 25 Identification Letters 346 43 81 80 Tourist Development Tax Audit Proposed Approved Proposed 2008-2009 2007-2008 Increasd Percent Budget Summary: Budget Budget (Decrease) Change Personal Services $169,124 $173,692 ($4,568) Operating Expenses 28,500 28,500 0 Capital Outlay 0 0 0 Total $197,624 $202,192 ($4,568) -2.26% 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 BaCC 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 BaCC Accounting Payroll Fixed and Moveable Assets Purchasing 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 BaCC 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 Compute,r Operators 2.00 0.00 2.00 88,407 Subtotal 252,573 COLA/Merit Pool (0.0%) 0 Salaries 252,573 Fringe Benefits 46,473 Life, Health & Worker's Compo 36,316 Total Personal Services 4.00 I 0.00 I 4.00 $335,362 Information Systems Budget Capital Outlay: Quantity Amount None Total $0 17 Fiscal Year Workload Measures: 2004 2005 2006 2007 Workstations 123 123 158 153 Servers 11 23 24 24 Processing (Hours per day) 15 15 15 15 Information Systems Proposed Approved Proposed 2008-2009 2007-2008 Increase Percent Budget Summary: Budget BUdget (Decrease) Change Personal Services $335.362 $353.965 ($18.603) Operating Expenses 334,000 334,000 0 Capital Outlay 0 0 0 Total $669,362 $687,965 ($18,603) -2.70% 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. 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 6.25 0.00 6.25 179,758 Allocation of Branch Office Supervision 0.82 0.00 0.82 54,856 Subtotal 381,614 COLA/Merit Pool (0.0%) 0 . Salaries 381,614 Fringe Benefits 70,217 Life, Health & Worker's Compo 99,504 Total Personal Services 11.07 I 0.00 I 11.07 $551,335 Recording Budget Capital Outlay: Quantity Amount None Total $0 20 Calendar Year Estimated Workload Measures: 2005 2006 2007 2008 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 Recording Proposed Approved Proposed 2008-2009 2007-2008 Increase Percent Budget Summary: Budget Budget (Decrease) Change Personal Services $551,335 $553,792 ($2,457) Operating Expenses 89,000 89,000 0 Capital Outlay 0 0 0 Total $640,335 $642,792 ($2,457) -0.38% 21 --__.~._~.,.>.,__._,_". v. 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 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 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. 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. 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 $109,622 Assistant to the Clerk 0.50 0.00 0.50 49,632 Administrative Assistant 1.00 0.00 1.00 53,955 Overtime 500 Subtotal 213,709 COLA/Merit Pool (0.0%) 0 Salaries 213,709 Fringe Benefits 49,476 Life, Health & Worker's Compo 22,873 Total Personal Services 2.50 I 0.00 I 2.50 $286,058 Administration Budget Capital Outlay: Quantity Amount None Total $0 23 Fiscal Year Estimated Workload Measures: 2005 2006 2007 2008 Clerk to the BOCC . Admin. Meetings Held 32 29 33 31 Pages of Minutes 301 327 315 314 Resolutions Adopted 597 647 569 604 Ordinances Adopted 35 39 47 40 Contracts Approved 375 539 433 319 Administration Proposed Approved Proposed 2008-2009 2007-2008 Increase Percent Budget Summary: Budget Budget (Decrease) Change Personal Services $286,058 $293',935 ($7,877) Operating Expenses 53,500 53,500 0 Capital Outlay 0 0 0 Subtotal 339,558 347.435 (7,877) Allocation to Non-Court Related Functions (See PaQe 31) x 37,51% x 36,66% Total $127,36~ $127,370 ($2) 0.00% 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 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. 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 72,148 Photo Tech I 1.00 0.00 1.00 32,100 Allocation of Branch Office Supervision 0.07 0.00 0.07 5,871 Overtime 500 Subtotal 206,068 COLA/Merit Pool (0.0%) 0 Salaries 206,068 Fringe Benefits 37,917 Life, Health & Worker's Como. 45,671 Total Personal Services 5.07 I 0.00 I 5.07 $289,656 Records Management Budget Capital Outlay: Quantity Amount None Total $0 26 Fiscal Year Estimated Workload Measures: 2005 2006 2007 2008 Rolls 636 386 243 205 Pages Microfilmed 1,590,000 965,000 607,500 512,500 Microfilm Copies (Rolls and CDs)* 560 410 295 295 *CDs provided contain a comparable number of records. Records Management Proposed Approved Proposed 2008-2009 2007-2008 Increase Percent Budget Summary: Budget Budget (Decrease) Change Personal Services $289,656 $301,836 ($12,180) Operating Expenses 78,000 78,000 0 Capital Outlay 0 0 0 Subtotal 367,656 379,836 (12,180) Allocation to Non-Court Related FunctionsJSee PaQe 31) x 37.51% x 36.66% Total $137,908 $139,248 ($1,340) -0.96% 27 MONROE COUNTY, FLORIDA CLERK OF THE CIRCUIT COURT TOURIST DEVELOPMENT TAX AND TOURIST IMPACT TAX REVENUE HISTORY $18,000,000 $16,000,000 $14,000,000 $12,000,000 lIJ ~ $10,000,000 ::::i ::! $8,000,000 :::E $6,000,000 $4,000,000 $2,000,000 $0 MONROE COUNTY TOURIST TAX REVENUE 2004 2005 2006 2007 2008 FISCAL YEAR Estimated FY 2004 FY 2005 FY 2006 FY 2007 FY 2008 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 Total Tax Collected $18,690,484 $19,009,789 $19,164,779 $20,374,820 $20,970,162 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. % Increase Collected FY2003/04 FY2004/05 FY2005/06 FY2006/07 FY2OO7/08 from Prior Year Oct $730,365 $818,628 $671,813 $776.431 $805,131 3.70% Noy 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% 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% 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% 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% 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% 1% Tourist Impact Tax Revenues Month 6 Months Est. % Increase Collected FY2003/04 FY2004/05 FY2005/06 FY2006/07 FY2OO7/08 from Prior Year Oct $243.455 $272,876 $223,938 $258,811 $268,377 3.70% Noy 309,243 312,654 287,408 248,467 349,688 40.74% 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% 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% Jun 351,293 358,755 381,982 418,392 400,000 -4.40% Jul 452,295 426,164 375,789 416,928 400,000 -4.06% Aug 268,259 274,404 268,763 320.479 300,000 -6.39% 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 $5,242,540 29 c(~:3 c:Jw -ou.. 11:::0 x: 91-11::: u..5w .0....1 '" ~lI:::og z-c.... :JOw' oW~~ 0j!:.J~ Wu..W 0011::: !ix:~ oll::::J "'Wo ..~o ~g ia.s~ 1S=a t-'tU= -.c Vlo 1: m a> III E III .g.~ "", CTC W III ~ .$ a> " ~ a. a> E a. 0)( OW ., u ~f 1-;;: .E -"'~ -Iii III a> a:: III C III ::;: f!~ ~ E 00 ;,:tl III "gl: lll.<= ~1ij .- a> -':c s o I- ~I ~ "ltClOmClO"",,cn~olt) t-"ltor-OOC"l(COUlt-m oolt)_CDQ)It)I--OIt) tf)..or:.,.:N' It)" It)"NN"'N' "I;tt--NN_M"ltIl)or- .... ........ 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'" N 00 I() V> MONROE COUNTY, FLORIDA CLERK OF THE CIRCUIT COURT CALCULATION OF OVERHEAD PERCENTAGES 2008.2009 No. of Employees Non-Court Related Clerk to sacc Internal Audit TOC Audit Recording 21.10 2.00 2.00 11.07 Total Non-Court Related 36.17 37.51% Court Related 60.26 62.49% Total Direct Service Employees 96.43 100.00% Direct Service Employees 96.43 89.29% Indirect Service Employees 11.57 10.71% Total Clerk Employees 108.00 100.00% 31 Proposed 2009 Revenue Budget Summary: Budget Recording Fees $ 256,000 Cash Carryforward 636,400 Total $ 892,400 Public Records Modernization Trust Fund Proposed 2009 Expenditure Budget Summary: Budget Operating Expenses $ 764,400 Contingency 128,000 Total $ 892,400 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 MONROE COUNTY, FLORIDA CLERK OF THE CIRCUIT COURT. PROPOSED BUDGET FISCAL YEAR 2008-2009 JUNE 18, 2008 MONROE COUNTY COURTHOUSE 500 WHITEHEAD STREET, SUITE 101 KEY WEST, FLORIDA 33040 TEL. (305) 294-4641 FAX (305) 295-3663 BRANCH OFFICE: MARATHON SUB COURTHOUSE 3117 OVERSEAS HIGHWAY MARATHON, FLORIDA 33050 TEL. (305) 289-6027 FAX (305) 289-1745 BRANCH OFFICE: PLANT A TION KEY GOVERNMENT CENTER 88820 OVERSEAS HIGHWAY PLANTATION KEY, FLORIDA 33070 TEL. (305) 852-7145 FAX (305) 852-7146 CLERK OF THE CIRCUIT COURT MONROE COUNTY www.clerk-of-the-court.com May 30, 2008 ROTH BUILDING 50 HIGH POINT ROAD PLANTATION KEY, FLORIDA 33070 TEL. (305) 852-7145 FA~05) 853-7440 g "71 "'" :x """ -< w o :J: Cl ~ );> ?O ;?-: 0("');;':: fT\ r -( ('")~t-> o(j. ~?JZ.> 2. ~:~ ~,:. r fTi ~-- Cj Mayor Mario DiGennaro Members of the Board of County Commissioners 9400 O/S Highway, Suite 210 Florida Keys Marathon Airport Terminal Marathon, FL 33050 -"1 c:::J 7..] -0 :x <a .r:- eo --;;:"5 nl n o :X) o J> Dear Mayor and Commissioners: 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. I have also enclosed a budget for certain court-related costs. Pursuant to Florida Statut<:s, the Board is responsible for funding the non-court related activities as wel1 as certain other expenditures - namely telephones, equipment, and information systems costs - in the court-related budgets. It is my understanding that the tentative budget for FY 2008-2009 that will be presented to you in July will not contain any salary increases for county employees other than those covered by col1ective bargaining agreements. Accordingly, my budgets do not contain any such increases. However, should the Board decide during the budget process to provide funding for salary increases, I am requesting that I be al10wed to amend my budget accordingly. The Operating Budget Comparison shown on page 4 shows a comparison of the current request with the approved budgets for Fiscal Year 2007-2008. As you can see, my budget request for Fiscal Year 2008-2009 reflects a decrease of $90,234 in what was budgeted for Fiscal Year 2007-2008. I ask that you continue to fund my insurance costs, both court-related and non court-n:lated. I anticipate that the amount of excess fees I wil1 be returning to the Board 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 actual1y returned $1,954,000 at the end of2006-2007. Mayor DiGennaro May 30, 2008 Page 2 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 ofthose budgets with the Board for your information, and, of course, they will be made available to the public. Should you have any questions concerning this matter, please do not hesitate to contact me. Sincerely yours, .~ Danny L. Ko ge, C~ of the Circuit Court and ex-officio Clerk to the Board of County Commissioners cc: County Administrator File 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-Related 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 CLERK TO CIRCUIT COUNTY SUPPORT SOCC COURT COURT Administration Administration I Criminal Criminal Jury I Management Finance Civil Civil Records Value -/ Management Adjustment Family Traffic Board Recording Juvenile Information 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 Comptrollerrrreasurer, 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, HB 113A 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 2008-2009 2007-2008 2008-2009 Proposed Approved Proposed Increase Budget Budget (Decrease) Non-Court Related Clerk Functions Clerk to BOCC $ 1,531,845 $ 1,500,702 $ (31,143) Internal Audit 217,413 214,533 (2,880) Information Systems 687,965 671,762 (16,203) Recording 642,792 646,977 4,185 Administration 127,370 127,931 561 Records Management 139,248 139,049 (199) Contingency 357,456 355,704 (1,752) Total Non-Court Related Clerk Functions 3,704,089 3,656,658 (47,431 ) Court Related Clerk Functions County Obligation per Statute 70,897 77,217 6,320 Court Related Insurance 648,080 598,957 (49,123) Total Court Related Clerk Functions 718,977 676,174 (42,803) Total Commissions and Fees Budgeted $ 4,423,066 $ 4,332,832 $ (90,234) General Revenue Funding Non-Court Fees and Other Revenues $ 3,343,066 $ 1,080,000 3,332,832 $ 1,000,000 (10,234) (80,000) (90,234) Totai Commissions and Fees Budgeted $ 4,423,066 $ 4,332,832 $ 4 MONROE COUNTY, FLORIDA CLERK OF THE CIRCUIT COURT OPERATING BUDGET COMPARISON - TOC FUNCTIONS 2008-2009 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) TDC Audit 202,192 198,824 (3,368) Total Clerk Functions Funded by TOC Revenues $ 257,692 $ 253,197 $ (4,495) 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 nineteen 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 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. 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. 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. 7 Clerk to the Board of County Commissioners Positions Budget Position Classification: Current I New I Total Amount Assistant to the Clerk 0.50 0.00 0.50 $49,632 Finance Director 1.00 0.00 1.00 99,264 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 Accounting Specialists 10.00 0.00 10.00 365,037 Subtotal 1,059,311 COLNMerit Pool (0.0%) 0 Salaries 1,059,311 Fringe Benefits 202,399 Life, Health & Worker's Compo 203,365 Total Personal Services 21.10 I 0.00 I 21.10 $1,465,075 Budget Capital Outlay: Quantity Amount Computer Equipment 5 $10,000 Total $10,000 8 Fiscal Year Workload Measures: 2004 2005 2006 2007 Clerk to the BOCC - Finance Operating Checks Issued 19,632 20,134 17,879 16,052 Payroll CheckslDirect Deposits 18,966 19,005 18,840 18,349 Cost Centers Maintained 622 578 554 522 Funds Maintained 61 57 54 52 Property Records 4,721 3,742 3,925 3,686 Clerk to the BOCC - V AB V AB Meetings 5 4 2 2 V AB Petitions 230 384 853 1,026 Special Magistrate Hearings (days) 8 10 21 21 Clerk to the Board of County Commissioners Proposed Approved Proposed 2008-2009 2007-2008 Increase Percent Budget Summary: Budget Budget (Decrease) Change Personal Services $1,465,075 $1,497,345 ($32,270) Operating Expenses 80,000 80,000 0 Capital Outlay 10,000 10,000 0 Total $1,555,075 $1,587,345 ($32,270) -2.03% 9 MONROE COUNTY, FLORIDA INTERNAL AUDIT ANNUAL BUDGET FUNCTION: Article \I, 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 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 66,000 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 Internal Audit Budget Capital Outlay: Quantity Amount None Total $0 11 Internal Audit Workload Measures: Comoleted Audits Cash Management - Grants Audit Bicycle and Pedestrian Coordinator/Planner Grant Monroe County Prescription Benefit Program Monroe County Health Benefit Program Salvation Army Misdemeanor 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 Big Coppitt Volunteer Fire Department Key West Int'I Airport New Terminal Building & Renovation Other Reoorts Cash Review Old Firehouse Review Wastewater Review Stand Up for Animals, Inc. Review Island Dolphin Care Review Interim Audit Report of Architectural Fees for KWIA Miscellaneous Special Reports Guardianship Audits - 5/07 through 4/08 Date Reoort Issued 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 October, 2007 May, 2008 October, 2004 October, 2004 March, 2005 March, 2005 December, 2005 May, 2007 3 25 J Proposed Approved Proposed 2008-2009 2007-2008 Increase Percent Budget Summary: Budget Budget (Decrease) Change Personal Services $197,033 $199,913 ($2,880) Operating Expenses 17,500 17,500 0 Capital Outlay 0 0 0 Total $214,533 $217,413 ($2,880) -1.32% 12 MONROE COUNTY, FLORIDA TOURIST DEVELOPMENT TAX AUDIT ANNUAL BUDGET FUNCTION: Pursuant to the provisions of Florida Statutes 125.01 04(1 O)(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 (0.0%) 0 Salaries 127,630 Fringe Benefits 23,484 Life, Health & Worker's Compo 19,210 Total Personal Services 2.00 I 0.00 I 2.00 $170,324 Tourist Development Tax Audit Budget Capital Outlay: Quantity Amount None Total $0 14 Fiscal Year Estimated Workload Measures: 2005 2006 2007 2008 Audits and Estimates Conductec 19 20 35 23 Notices of Delinquent Taxes 43 39 68 25 Identification Letters 346 43 81 80 Tourist Development Tax Audit Proposed Approved Proposed 2008-2009 2007-2008 Increasd Percent Budget Summary: Budget Budget (Decrease) Change Personal Services $170,324 $173,692 ($3,368) Operating Expenses 28,500 28,500 0 Capital Outlay 0 0 0 Total $198,824 $202,192 ($3,368) -1.67% 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 BaCC and eight (8) other agencies that are a part of the Criminal Justice Information Systems network. DESCRIPTIONIOBJECTIVES: The Information Systems Department supports the following applications: Circuit Court: Civil, Probate, Jury Management County Court: Traffic, CivillSmall Claims Criminal ,Justice Information System (CJIS) Juvenile Document Recording and Indexing Budgetin!~ Clerk of Courts Accounting Clerk to the BaCC Accounting Payroll Fixed and Moveable Assets Purchasing 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 BaCC 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 88,407 Subtotal 252,573 COLA/Merit Pool (0.0%) 0 Salaries 252,573 Fringe Benefits 46,473 Life, Health & Worker's Compo 38,716 Total Personal Services 4.00 I 0.00 I 4.00 $337,762 Information Systems Budget Capital Outlay: Quantity Amount . None Total $0 17 Fiscal Year Workload Measures: 2004 2005 2006 2007 Workstations 123 123 158 153 Servers 11 23 24 24 Processing (Hours per day) 15 15 15 15 Information Systems Proposed Approved Proposed 2008-2009 2007-2008 Increase Percent Budget Summary: Budget Budget (Decrease) Change Personal Services $337,762 $353,965 ($16,203) Operating Expenses 334,000 334,000 0 Capital Outlay 0 0 0 Total $671,762 $687,965 ($16,203) -2.36% 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. 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 "' 2.00 0.00 2.00 $75,526 Clerk II 2.00 0.00 2.00 71,474 Clerk I 6.25 0.00 6.25 179,758 Allocation of Branch Office Supervision 0.82 0.00 0.82 54,856 Subtotal 381,614 COLA/Merit Pool (0.0%) 0 Salaries 381,614 Fringe Benefits 70,217 Life, Health & Worker's Compo 106,146 Total Personal Services 11.07 I 0.00 I 11.07 $557,977 Recording Budget Capital Outlay: Quantity Amount None Total $0 20 Calendar Year Estimated Workload Measures: 2005 2006 2007 2008 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 Recording Proposed Approved Proposed 2008-2009 2007-2008 Increase Percent Budget Summary: Budget Budget (Decrease) Change Personal Services $557,977 $553,792 $4,185 Operating Expenses 89,000 89,000 0 Capital Outlay 0 0 0 Total $646,977 $642,792 $4,185 0.65% 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 ComptrollerfTreasurer, County Auditor, County Recorder, and Secretary/Ex-officio Clerk to the Board of County Commissioners. DESCRIPTION/OBJECTIVE: Administration provides for the general management of all departments reporting to the Clerk of the Circuit Court. Administration is responsible for long-range planning, and policies and procedures development. Administrative Assistants provide secretarial support. Administration staff maintains the accounting records for the receipt and disbursement of the Clerk of the Circuit and County Court activities in accordance with 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. 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. 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 $109,622 Assistant to the Clerk 0.50 0.00 0.50 49,632 Administrative Assistant 1.00 0.00 1.00 53,955 Overtime 500 Subtotal 213,709 COLNMerit Pool (0.0%) 0 Salaries 213,709 Fringe Benefits 49,476 Life, Health & Worker's Compo 24,373 Total Personal Services 2.50 I 0.00 I 2.50 $287,558 Administration Budget Capital Outlay: Quantity Amount None Total $0 23 ----.--...-.,...--. Fiscal Year Estimated Workload Measures: 2005 2006 2007 2008 Clerk to the BOCC - Admin. Meetings Held 32 29 33 31 Pages of Minutes 301 327 315 314 Resolutions Adopted 597 647 569 604 Ordinances Adopted 35 39 47 40 Contracts Approved 375 539 433 319 Administration Proposed Approved Proposed 2008-2009 2007-2008 Increase Percent Budget Summary: Budget Budget (Decrease) Change Personal Services $287,558 $293,935 ($6,377) Operating Expenses 53,500 53,500 0 Capital Outlay 0 0 0 Subtotal 341,058 347,435 (6,377) Allocation to Non-Court Related Functions (See Page 31) x37.51% x 36.66% Total $127,931 $127,370 $561 0.44% 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 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. 25 ------"".-.".-.-,..., Positions Budget Position Classification: Current I New T 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 72,148 Photo Tech I 1.00 0.00 1.00 32,100 Allocation of Branch Office Supervision 0.07 0.00 0.07 5,871 Overtime 500 Subtotal 206,068 COLA/Merit Pool (0.0%) 0 Salaries 206,068 Fringe Benefits 37,917 Life, Health & Worker's Camp. 48,713 Total Personal Services 5.07 I 0.00 T 5.07 $292,698 Records Management Budget Capital Outlay: Quantity Amount None Total $0 26 Fiscal Year Estimated Workload Measures: 2005 2006 2007 2008 Rolls 636 386 243 205 Pages Microfilmed 1,590,000 965,000 607,500 512,500 Microfilm Copies (Rolls and CDs)* 560 410 295 295 *CDs provided contain a comparable number of records. Records Management Proposed Approved Proposed 2008-2009 2007-2008 Increase Percent Budget Summary: Budget Budget (Decrease) Change Personal Services $292,698 $301,836 ($9,138) Operating Expenses 78,000 78,000 0 Capital Outlay 0 0 0 Subtotal 370,698 379,836 (9,138) Allocation to Non-Court Related Functions (See Page 31) x 37.51 % x 36.66% Total $139,049 $139,248 ($199) -0.14% 27 MONROE COUNTY, FLORIDA CLERK OF THE CIRCUIT COURT TOURIST DEVELOPMENT TAX AND TOURIST IMPACT TAX REVENUE HISTORY $18,000,000 $16,000,000 $14,000,000 $12,000,000 I/) ~ $10,000,000 ::::i :::! $8,000,000 :2: $6,000,000 $4,000,000 $2,000,000 $0 MONROE COUNTY TOURIST TAX REVENUE 2004 2005 2006 2007 2008 FISCAL YEAR Estimated FY 2004 FY 2005 FY 2006 FY 2007 FY 2008 3% Tourist Development Tax 1% Tourist Impact Tax Total Tax Collected $14,017,861 4,672,623 $18,690,484 $14,257,341 4,752,448 $19,009,789 $14,373,584 4,791,195 $19,164,779 $15,281,113 5,093,707 $20,374,820 $15,727,622 5,242,540 $20,970,162 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. % Increase Collected FY2003/04 FY2004/05 FY2005/06 FY2006/07 FY2007/08 from Prior Year 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% Dee 1,156,959 1,123,888 1,184,085 1,375,171 1,259,861 -8.39% 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% 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% 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% 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% 1% Tourist Impact Tax Revenues Month 6 Months Est. % Increase 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% Dee 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% 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% Jun 351,293 358,755 381,982 418,392 400,000 -4.40% Jul 452,295 426,164 375,789 416,928 400,000 -4.06% Aug 268,259 274,404 268,763 320,479 300,000 -6.39% 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 <li:13 C:;)W -Oll.. 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MONROE COUNTY, FLORIDA CLERK OF THE CIRCUIT COURT CALCULATION OF OVERHEAD PERCENTAGES 2008-2009 No. of Employees Non-Court Related Clerk to BOCC Internal Audit TDC Audit Recording 21.10 2.00 2.00 11.07 Total Non-Court Related 36.17 37.51% Court Related 60.26 62.49% Total Direct Service Employees 96.43 100.00% Direct Service Employees 96.43 89.29% Indirect Service Employees 11.57 10.71% Total Clerk Employees 108.00 100.00% 31 Proposed 2009 Revenue Budget Summary: Budget Recording Fees $ 256,000 Cash Carryforward 636,400 Total $ 892,400 Public Records Modernization Trust Fund Proposed 2009 Expenditure Budget Summary: Budget Operating Expenses $ 764,400 Contingency 128,000 Total $ 892,400 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