FY2010 Non-Court Related
MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT
PROPOSED BUD.GET
FISCAL YEAR 2009-2010
JUNE 1, 2009
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:
PLANTATION 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
ROTH BUILDING
50 HIGH POINT ROAD
PLANTATION KEY, FLORIDA 33070
TEL. (305) 852-7145
FAX (305) 853-7440
May 28, 2009
Mayor George Neugent
Members of the Board of County Commissioners
25 Ships Way
Big Pine Key, FL 33043
Dear Mayor and Commissioners:
Enclosed please find my request for those budgets of the Clerk of the Circuit
CourU'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
Statutes, the Board is responsible for funding the non-court related activities as well 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 2009-2010 that will be
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.
The Operating Budget Comparison shown on page 4 shows a comparison of the
current request with the approved budgets for Fiscal Year 2008-2009. As you can see,
my budget request for Fiscal Year 2009-2010 reflects a decrease of$143,154 in what was
budgeted for Fiscal Year 2008-2009.
I ask that you continue to provide for the funding of my insurance costs, both
court-related and non-court related. This appropriation would only be used if revenues
are not: sufficient to cover those costs. In the previous 5 fiscal years, I have returned
excess fees to the county far in excess of the appropriation for insurance costs. However,
in the current economic situation, we have seen serious declines in revenues generated by
the office. Without this appropriation being available, if needed, there is the possibility
that I might have to withdraw from the group. Furthermore, the revenue shortfalls that
we are experiencing and actions taken by the 2009 session of the Legislature have made
it necessary for me to make significant cuts to my budgets. I have eliminated a total of
11 positions most coming from the court-related budgets.
Mayor George Neugent
May 28, 2009
Page -2-
Florida Statute 28.36, as amended by SB 2108 adopted by the 2009 Legislature, requires
that I submit budgets for court-related functions to the Clerk of Courts Operations
Corporations on or before October 1. 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.
Should you have any questions concerning this matter, please do not hesitate to
contact me.
Sincerely yours,
.'~/.'o/
. ,&:'--t:'L--2, .,~
Danny L. Kolhage, Clerk
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
I nformation 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 CO.URT
ORGANIZATION CHART
CITIZENS
CLERK OF THE CIRCUIT COURT
Internal Audits
Tourist Development
Tax Audits
ADMINISTRA TIVE CLERK TO CIRCUIT COUNTY
SUPPORT soce eOURT 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 ComptrollerlTreasurer, County
Auditor, County Recorder, and Secretary/Ex-officio Clerk to the Board of County
Commissioners.
Oraanization
Monroe County is a political subdivision of the State of Florida, pursuant to Article VIII,
Section (1), Constitution of the State of Florida. It is guided by an elected Board of
County Commissioners (BOCC) which is governed by State Statutes. In addition to the
members of the BOCC, there are five elected constitutional officers: The Tax Collector,
Property Appraiser, Clerk of the Circuit Court, Sheriff, and the Supervisor of Elections.
Revision 7 to Article V of the Constitution of the State of Florida, HB113A of 2003 and
8B2962 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
2009-2010
2009-2010 2008-2009 Proposed
Proposed Approved Increase
Budget Budget (Decrease)
Non-Court Related Clerk Functions
Clerk to BaCC $ 1,571,018 $ 1,500,702 $ 70,316
Internal Audit 253,961 214,533 39,428
Information Systems 672,818 671,762 1 ,056
Recording 436,892 646,977 (210,085)
Administration 104,637 127,931 (23,294 )
Records Management 122,984 139,049 (16,065)
Contingency 200,000 355,704 (155,704)
Total Non-Court Related Clerk Functions 3,362,310 3,656,658 (294,348)
Court Related Clerk Functions
County Obligation per Statute 127,180 77,217 49,963
Court Related Insurance 400,188 598,957 (198,769)
Total Court Related Clerk Functions 527,368 676,174 (148,806)
Total Clerk Function Expenditures 3,889,678 4,332,832 (443,154)
Less Non-Court Fees and Other Revenues 700,000 1,000,000 (300,000)
General Revenue Funding $ 3, 189,678 $ 3,332,832 $ (143,154)
4
MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT
OPERATING BUDGET COMPARISON - TDC FUNCTIONS
2009-2010
2009-2010 2008-2009 Proposed
Approved Approved Increase
Budget Budget (Decrease)
Clerk Functions Funded by TOG Revenues
Clerk to BaGe $ 55,500 $ 54,373 $ 1 , 127
TOG Audit 155,301 198,824 (43,523)
Total Clerk Functions Funded by TOC Revenues $ 210,801 $ 253,197 $ (42,396)
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 Soard (V AB) 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 Board (Clerk to the SOCC-
VAS).
Clerk to the SOCC-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 twenty 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 SOCe-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
BOCC's official documents and makes them available for public inspection.
6
Clerk to the SOCC-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 aU 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 SOCC-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 SOCC - 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 SOCC 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 SOCC.
Clerk to the SOCC-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. qur 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 0.70 0.00 0.70 $69,485
Finance Director 1.00 0.00 1.00 99,264
Assistant Finance Director 1.00 0.00 1.00 77,242
Sr. Accounting Specialists 6.80 0.00 6.80 411,448
Administrative Assistants 1.40 0.00 1.40 75,536
Accounting Specialists 11.00 0.00 11.00 397,063
Subtotal 1,130,038
COLA/Merit Pool (0.00,'<,) 0
Salaries 1 , 130,038
Fringe Benefits 208,279
Life, Health & Worker's Camp. 198,201
Total Personal Services 21.90 I 0.00 I 21.90 $1,536,518
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: 2005 2006 2007 2008
Clerk to the BOCC - Finance
Operating Checks Issued 20,134 17,879 16,052 15,419
Payroll Checks/Direct Deposits 19,005 18,840 18,349 17,861
Cost Centers Maintained 578 554 522 545
Funds Maintained 57 54 52 62
Property Records 3,742 3,925 3,686 4,021
Clerk to the BOCC - VAB (Calendar Year)
V AS Meetings 4 2 2 3
V AS Petitions 384 853 1 ,026 967
Special Magistrate Hearings
(days) 10 21 21 10
Clerk to the Board of County Commissioners
Proposed Approved Proposed
2009-2010 2008-2009 Increase Percent
Budget Summary: Budget Budget (Decrease) Change
Personal Services $1,536,518 $1,465,075 $71,443
Operating Expenses 80,000 80,000 0
Capital Outlay 1 0,000 10,000 0
Total $1,626,518 $1,555,075 $71,443 4.59%
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
r--
Internal Audit
Positions Budget
Position Classification: Current I New I Total Amount
Director of Internal Audit 1.00 0.00 1.00 $84,000
Internal Auditor 1.50 0.00 1.50 97,500
Subtotal 181 ,500
COLA/Merit Pool (0.0%) 0
Salaries 181 ,500
Fringe Benefits 32,162
Life, Health & Worker's Comp. 22,799
Total Personal Services 2.50 I 0.00 I 2.50 $236,461
Budget
Capital Outlay: Quantity Amount
None
Total $0
11
Internal Audit
Workload Measures:
Completed Audits
Salvation Army Misdemeanor Contract
Technical Services Department Purchasing Practices
Contracts with KW Resort Utilities - Capacity Reservation
and Infrastructure Contract and Utility Agreement March, 2004
Supplemental Audit Report of MC Health Benefit Program April, 2004
Reimbursement Methods for Administrative Costs -
Monroe County Housing Authority December,2004
Mel Fisher Maritime Heritage Society, Inc. September, 2005
Monroe County Procurement Policies May,2006
Maximus, Inc. Misdemeanor Contract October ,2006
Literacy Volunteers of America December, 2006
Big Coppitt Volunteer Fire Department October, 2007
Key West Int'l Airport New Terminal Building & Renovation May, 2008
Advanced Data Processing, .Inc. January, 2009
Marine Derelict Vessel Removal February, 2009
Offsite Car Rental Fees--Enterprise Leasing Co. March, 2009
Offsite Car Rental Fees--Vanguard Car Rental May, 2009
Date Reoort Issued
August, 2003
March, 2004
Other Reports
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 - Reports Reviewed - 5/08 through 4/09
October, 2004
October, 2004
March, 2005
March, 2005
December, 2005
May, 2007
3
48
Proposed Approved Proposed
2009-2010 2008-2009 Increase Percent
Budget Summary: Budget Budget (Decrease) Change
Personal Services $236,461 $197,033 $39,428
Operating Expenses 17,500 17,500 0
Capital Outlay 0 0 0
Total $253,961 $214,533 $39,428 18.38%
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 0.50 0.00 0.50 31,500
Subtotal 96, 130
COLA/Merit Pool (0.0%) 0
Salaries 96, 130
Fringe Benefits 17,034
Life, Health & Worker's Camp. 13,637
Total Personal Services 1.50 I 0.00 I 1.50 $126,801
Tourist Development Tax Audit
Budget
Capital Outlay: Quantity Amount
None
Total $0
14
Fiscal Year
Estimated
Workload Measures: 2006 2007 2008 2009
Audits and Estimates Conducted 20 35 19 30
Notices of Delinquent Taxes 39 68 64 53
Identification Letters 43 81 102 75
Tourist Development Tax Audit
Proposed Approved Proposed
2009-2010 2008-2009 Increasd Percent
Budget Summary: Budget Budget (Decrease) Change
Personal Services $126,801 $170,324 ($43,523)
Operating Expenses 28,500 28,500 0
Capital Outlay 0 0 0
Total $155,301 $198,824 ($43,523) -21.890/0
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 SOCC and eight (8) other agencies that are a part of the Criminal Justice
I nformation 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 SOCC Accounting
Payroll
Fixed and Moveable Assets
Purchasing
GOALS:
The Information Systems Department will continue to provide the necessary support
functions to the Clerk of Court's and Clerk to the SOCC staff.
16
Information Systems
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 90,407
Subtotal 254,573
COLA/Merit Pool (0.0%) 0
Salaries 254,573
Fringe Benefits 45, 110
Life, Health & Worker's Comp. 39,135
Total Personal Services 4.00 I 0.00 I 4.00 $338,818
Budget
Capital Outlay: Quantity Amount
None
Total $0
17
Fiscal Year
Workload Measures: 2005 2006 2007 2008
Workstations 123 158 153 149
Servers 23 24 24 24
Processing (Hours per day) 15 15 15 12
Information Systems
Proposed Approved . Proposed
2009-2010 2008-2009 Increase Percent
Budget Summary: Budget Budget (Decrease) Change
Personal Services $338,818 $337,762 $1,056
Operating Expenses 334,000 334,000 0
Capital Outlay 0 0 0
Total $672,818 $671 ,762 $1,056 0.16%
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 1.00 0.00 1.00 $37,694
Clerk II 1.25 0.00 1.25 45,377
Clerk I 3.00 0.00 3.00 99,050
Allocation of Branch Office
Supervision 0.97 0.00 0.97 65,789
Subtotal 247,910
COLA/Merit Pool (O.OO~) 0
Salaries 247,910
Fringe Benefits 43,930
Life, Health & Worker's Camp. 56,052
Total Personal Services 6.22 I 0.00 I 6.22 $347,892
Recording
Budget
Capital Outlay: Quantity Amount
None
Total $0
20
Recording
Calendar Year
Estimated
Workload Measures: 2006 2007 2008 2009
Documents Recorded 61,089 56,281 48,629 44,500
Marriage Licenses 3,612 2,942 2,842 3,000
Passports 1 ,944 1,781 1 ,013 1 ,300
Proposed Approved Proposed
2009-2010 2008-2009 Increase Percent
Budget Summary: Budget Budget (Decrease) Change
Personal Services $347,892 $557,977 ($210,085)
Operating Expenses 89,000 89,000 0
Capital Outlay 0 0 0
Total $436,892 $646,977 ($210,085) -32.47%
21
MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT AND COUNTY COURT
ADMINISTRATION
ANNUAL BUDGET
FUNCTION:
The Florida Constitution provides that the Clerk of the Circuit Court shall be: Clerk of
the Circuit Court, Clerk of the County Court, County ComptrollerlTreasurer, County
Auditor, County Recorder, and Secretary/Ex-officio Clerk to the Board of County
Commissioners.
DESCRIPTION/OBJECTIVE:
Administration provides for the general management of all departments reporting to the
Clerk of the Circuit Court. Administration is responsible for long-range planning, and
policies and procedures development. Administrative Assistants provide secretarial
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 and over the counter for
some Clerk of Court collections has been implemented in one location and will be
available in all locations by the end of the year.
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 $109,348
Assistant to the Clerk 0.30 0.00 0.30 29,779
Administrative Assistant 0.60 0.00 0.60 32,374
Overtime 800
Subtotal 172,301
COLA/Merit Pool (0.0%) 0
Salaries 172,301
Fringe Benefits 39, 179
Life, Health & Worker's Comp. 17,441
Total Personal Services 1.90 I 0.00 I 1.90 $228,921
Administration
Budget
Capital Outlay: Quantity Amount
None
Total $0
23
. Administration
Calendar Year
Estimated
Workload Measures: 2006 2007 2008 2009
Clerk to the BOCC - Admin.
Meetings Held 29 33 26 29
Pages of Minutes 327 315 275 305
Resolutions Adopted 647 569 515 577
Ordinances Adopted 39 47 30 39
Contracts Approved 539 433 550 507
Proposed Approved Proposed
2009-2010 2008-2009 Increase Percent
Budget Summary: Budget Budget (Decrease) Change
Personal Services $228,921 $287,558 ($58,637)
Operating Expenses 53,500 53,500 0
Capital Outlay 0 0 0
Subtotal 282,421 341 ,058 (58,637)
Allocation to Non-Court Related
Functions (See Page 31J x 37.05% x 37.51%
Total $104,637 $127,931 ($23,294) -18.21%
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 imaging technology. Records are maintained
until the retention period has been met. Once the retention period is met, the records
are scanned 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:
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 past filings in our Recording, Circuit and County Court
applications. Depending on the future status of the Modernization Trust Fund, it is our
hope to implement a multi-year project to contract for the archival scanning of our
closed court files.
25
Positions Budget
Position Classification: Current I New I Total Amount
Records Supervisor 1.00 0.00 1.00 $52,089
Microfilm Technician II 1.00 0.00 1.00 43,360
Microfilm Technician I 2.40 0.00 2.40 86,066
Overtime 500
Subtotal 182,015
COLA/Merit Pool (0.0%) 0
Salaries 182,015
Fringe Benefits 32,253
Life, Health & Worke"'s Camp. 39,673
Total Personal Services 4.40 I 0.00 I 4.40 $253,941
Records -Management
Budget
Capital Outlay: Quantity Amount
None
Total $0
26
Records Management
Fiscal Year
Estimated
Workload Measures: 2006 2007 2008 2009
Rolls 386 243 135 145
Pages Microfilmed 965,000 607,500 337,500 362,500
Microfilm Copies
(Rolls and CDs)* 410 295 177 160
*CDs provided contain a comparable number of records.
Proposed Approved Proposed
2009-2010 2008-2009 Increase Percent
Budget Summary: Budget Budget (Decrease) Change
Personal Services $253,941 $292,698 ($38,757)
Operating Expenses 78,000 78,000 0
Capital Outlay 0 0 0
Subtotal 331,941 370,698 (38,757)
Allocation to Non-Court Related
Functions (See Page 31) x 37.05% x 37.51 ok
Total $122,984 $139,049 ($16,065) -11.55%
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
M $12,000,000
I
L $10,000,000
L
I
0 $8,000,000
N
S $6,000,000
$4,000,000
$2,000,000
$0
FY 200~ 3% tr6~evelb))MQWrax FY.El~ouri~~9t Tax
Estimated
FY 2005 FY 2006 FY 2007 FY 2008 FY 2009
30k Tourist Development Tax $14,257,341 $14,373,584 $15,281,113 $15,470,137 $14,048,456
1 % Tourist Impact Tax 4,752,448 4,791,195 5,093,707 5,156,682 4,682,816
Total Tax Collected $19,009,789 $19,164,779 $20,374,820 $20,626,819 $18,731,272
28
MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT
TOURIST DEVELOPMENT TAX AND TOURIST IMPACT TAX
REVENUE HISTORY
30/0 Tourist Development Tax Revenues
Month 6 Months Est. % Increase
Collected FY2004/05 FY2005/06 FY2006/07 FY2007/08 FY2008/09 from Prior Year
Oct $818,628 $671,813 $776,431 $805,131 $821,069 1.98%
Nov 937,963 862,224 745,402 1,049,064 1 ,058,291 0.88%
Dee 1 , 123,888 1 , 184,085 1,375, 171 1,259,861 1,183,102 -6.09%
Jan 1,420,455 1 ,415,642 1,436,441 1 ,446,709 1,441,732 -0.34%
Feb 1,745,609 1,575,553 1 ,765,537 1 ,877,082 1 ,519,489 -19.05%
Mar 2,022,509 1 ,916,018 1 ,973,772 2,189,775 1,704,773 -22.150/0
Apr 1,471,187 1 ,684,955 1,661,596 1,554,712 1,250,000 -19.60%
May 1,208,600 1 ,360,340 1 ,339,576 1 ,299, 165 1,100,000 -15.33%
Jun 1 ,076,264 1,145,947 1 ,255,176 1 ,255,671 1,250,000 -0.45%
Jul 1,278,491 1,127,368 1,250,784 1 ,260,857 1,250,000 -0.86%
Aug 823,213 806,290 961 ,437 1,002,919 1,000,000 -0.29%
Sep 330,534 623,349 739,790 469, 191 470,000 0.17%
Total $14,257,341 $14,373,584 $15,281 , 113 $15,470,137 $14,048,456
% Increase 1.71 % 0.82% 6.31% 1.24 % -9.19%
1% Tourist Impact Tax Revenues
Month 6 Months Est. % Increase
Collected FY2004/05 FY2005/06 FY2006/07 FY2007/08 FY2008/09 from Prior Year
Oct $272,876 $223,938 $258,811 $268,377 $273,690 1.98Ok
Nov 312,654 287,408 248,467 349,688 352,764 0.88%
Dee 374,629 394,695 458,391 419,954 394,367 -6.09%
Jan 473,485 471,881 478,814 482,236 480,578 -0.34%
Feb 581,870 525,184 588,513 625,694 506,496 -19.05%
Mar 674,170 638,673 657,924 729,925 568,258 -22.15%
Apr 490,396 561,652 553,866 518,237 416,666 -19.60%
May 402,867 453,447 446,525 433,055 366,666 -15.33%
Jun 358,755 381,982 418,392 418,557 416,666 -0.45%
Jul 426,164 375,789 416,928 420,256 416,666 -0.85%
Aug 274,404 268,763 320,479 334,306 333,333 -0.29%
Sep 110,178 207,783 246,597 156,397 156,666 0.170/0
Total $4,752,448 $4,791,195 $5,093,707 $5, 156,682 $4,682,816
29
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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 sacc
Internal Audit
TOC Audit
Recording
21.90
2.50
1.50
6.22
Total Non-Court Related
32.12 37.05%
Court Related
54.58 62.950/.
Total Direct Service Employees
86.70 100.00%
Direct Service Employees
86.70 89.38%
Indirect Service Employees
10.30 10.62%
Total Clerk Employees
97.00 100.00%
31
Proposed
2010
Revenue Budget Summary: Budget
Recording Fees $ 256,000
Fines 90,000
Cash Carryforward 636,400
Total $ 982,400
Public Records Modernization Trust Fund
Proposed
2010
Expenditure Budget Summary: Budget
Operating Expenses $ 637,720
Equipment 50,000
Contingency 98,200
Reserves 196,480
Total $ 982,400
The Public Records Modernization Trust Fund is authorized by Florida Statutes 28.24(12)(d)(e).
Recording revenues are restricted to the modernization of the court related public records system as
described therein.
Pursuant to Florida Statutes 28.37, 10% of all court-related fines collected by the Clerk shall be
deposited in the Clerk1s Modernization Trust Fund for court related operational needs and program
enhancements.
Due to action of the 2009 Florida legislature, this budget is presented on a "pro-formall basis. Activity
in the fund will be held to a minimum pending legislative decisions that may affect the future
disposition of this fund.
32