FY2010 Court Related 1
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t MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT
' PROPOSED BUDGET
FISCAL YEAR 2009 -2010
August 15, 2009
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MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT
TABLE OF CONTENTS
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INTRODUCTORY SECTION
1 Organization Chart 2
Duties and Functions 3
COURT RELATED OPERATING BUDGET COMPARISON 4
1 COURT RELATED DEPARTMENTAL OPERATING BUDGETS
Jury Management 5 -7
Circuit Criminal 8 -10
1 Circuit Civil 11 -13
Circuit Family 14 -16
Circuit Juvenile 17 -19
1 Circuit Probate 20 -22
County Criminal 23 -25
County Civil 26 -28
1 County Traffic 29 -31
Administration 32 -34
Records Management 35 -37
1 Branch Office Supervision 38 -39
CALCULATION OF OVERHEAD PERCENTAGES 40
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MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT
1 ORGANIZATION CHART
CITIZENS
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CLERK OF THE CIRCUIT COURT
1 Internal Audits
1 Tourist Development
Tax Audits
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1 ADMINISTRATIVE CLERK TO CIRCUIT COUNTY
SUPPORT BOCC COURT COURT
1 Ad mi nistration
-- � 1---1 Administration] i-- Criminal — Criminal I
1 Jury
I Management i ( Finance I 1- Civil I
Records
--I Management Value
`
Adjustment I Family —I Traffic I
Board
1 Recording I Juvenile
Information I
Systems Probate
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' MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT
DUTIES AND FUNCTIONS
The Clerk of the Circuit Court is an elected office established by the Florida
1 Constitution. The duties of the office are provided by the Constitution, by acts of the
Florida Legislature, and by order of the Court.
The Florida Constitution provides that the Clerk of the Circuit Court shall be: Clerk of
the Circuit Court, Clerk of the County Court, County Comptroller/Treasurer, County
1 Auditor, County Recorder, and Secretary/Ex- officio Clerk to the Board of County
Commissioners.
1 Organization
Monroe County is a political subdivision of the State of Florida, pursuant to Article VIII,
1 Section (1), Constitution of the State of Florida. It is guided by an elected Board of
County Commissioners (BOCC) which is governed by State Statutes. In addition to the
members of the BOCC, there are five elected constitutional officers: The Tax Collector,
' Property Appraiser, Clerk of the Circuit Court, Sheriff, and the Supervisor of Elections.
Revision 7 to Article V of the Constitution of the State of Florida, HB113A of 2003 and
' SB2962 of 2004 requires that the budget of the Clerk of the Circuit Court for court-
related functions must be supported by fines, fees and service charges. The statutes
' also delineate court- related costs, which are the responsibility of the County, costs that
must be supported by fines, fees and service charges, and create a mechanism for
funding Clerks of Court who project a deficit in funding necessary to support court-
1 related functions.
Funding for the budgets of the Clerk of the Circuit Court, as ex- officio Clerk to the Board
' of County Commissioners, Management Information Systems, Records Management
and court- related costs that remain the responsibility of the County is budgeted in the
General Revenue of the County.
1 The budgets of the Clerk of the Circuit and County courts for court- related functions are
contained in the Clerk's General Revenue Fund and Clerk's Fine and Forfeiture Fund.
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I MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT
COURT RELATED OPERATING BUDGET COMPARISON
1 2009 -2010
2009 -2010 2008 -2009 Proposed
I Proposed Approved Increase
Budget Budget (Decrease)
Revenues
I Intergovernmental:
Federal Child Support Grant $ 119,000 $ 110,000 $ 9,000
State 562,792 (562,792)
I Awarded October -June 2,519,204 - 2,519,204
Estimated July- September 839,734 839,734
Monroe County 754,989 941,450 (186,461)
I Charges for Services
Filing Fees - 650,000 (650,000)
Service Charges - 275,000 (275,000)
Court Costs
Fines and Forfeitures - 1,078,000 (1,078,000)
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Fines - 1,270,000 (1,270,000)
Bond Estreatures - 220,000 (220,000)
1 Interest Income - 4,000 (4,000)
Total Revenues $ 4,232,927 $ 5,111,242 $ (878,315)
I Expenditures
Direct Costs
I Jury Management $ 114,527 $ 117,740 $ (3,213)
Circuit Criminal 793,263 863,541 (70,278)
Circuit Civil 469,912 370,917 98,995
I Circuit Family 134,318 140,285 (5,967)
Circuit Juvenile 116,034 135,480 (19,446)
Circuit Probate 93,671 92,273 1,398
County Criminal 557,626 731,007 (173,381)
I County Civil 192,856 204,205 (11,349)
County Traffic 643,761 868,272 (224,511)
Total Direct Costs 3,115,968 3,523,720 (407,752)
Indirect Costs
I Administration 281,673 339,558 (57,885)
Records Management 331,541 367,656 (36,115)
I Total Indirect Costs 613,214 707,214 (94,000)
Other Financing Uses
1 Excess Fees 400,188 439,680 (39,492)
Contingency 103,557 440,628 (337,071)
Total Other Financing Uses 503,745 880,308 (376,563)
I Total Court Related Clerk Expenditures $ 4,232,927 $ 5,111,242 $ (878,315)
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MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT
JURY MANAGEMENT BUDGET
1 2009 -2010
1 FUNCTION
The Florida Constitution provides that the Clerk of the Court shall be Clerk of the Circuit
1 Court and County Court.
DESCRIPTION /OBJECTIVE
1 The Jury Management department is responsible for the juror selection process for
rY 9 P P juror P
Circuit and County Court, the Grand Jury and the State Grand Jury. Three separate
1 jury pools are necessary, one for each location (Key West, Marathon and Plantation
Key). The staff determines the number of jurors needed and requests a computer
generated list of prospective jurors, prepares and mails summons notices, prepares the
1 list of jurors to be excused or postponed for approval by the judge, takes roll call to
qualify the jurors, distributes the jurors to assigned panels, tracks attendance for payroll
information, prepares the payroll and prepares monthly reports to the State of Florida.
GOALS
1 During the next fiscal year, the department plans to continue to refine internal systems.
This will facilitate the method of processing information and improve efficiency of
1 operations.
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Positions Jury Management
Budget
Position Classification: Current 1 New 1 Total Amount
Jury Clerk
ry 1.00 0.00 1.00 $54,734
Clerk I 0.25 0.00 0.25 8,453
1 Allocation of Branch Office
Management 0.02 0.00 0.02 1,000
Overtime 100
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Subtotal 64,287
1 COLA/Merit Pool (0.0 %) 0
Salaries 64,287
Fringe Benefits 11,250
Life, Health & Workers' Comp. 11,490
Total 1.27 1 0.00 1 1.27 $87,027
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Budget
1 Capital Outlay: Quantity Amount
None
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Total $0
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I Jury Management
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Estimated
Workload Measures: 2006 2007 2008 2009
1 Jurors Summoned 24,266 27,110 30,934 27,350
Jurors Served 3,761 4,862 4,207 4,000
Number of Checks Issued
to Jurors 1,788 2,346 2,237 2,350
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Proposed Approved Proposed
1 2009 -2010 2008 -2009 Increase Percent
Budget Summary: Budget Budget (Decrease) Change
1 Personal Services $87,027 $90,240 ($3,213)
Operating Expenses 27,500 27,500 0
Capital Outlay 0 0 0
1 Total $114,527 $117,740 ($3,213) -2.73%
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MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT
CIRCUIT CRIMINAL BUDGET
2009 -2010
1 FUNCTION
The Florida Constitution provides that the Clerk of the Court shall be Clerk of the Circuit
1 Court.
DESCRIPTION /OBJECTIVE
1 The Circuit Court Criminal department processes all felony cases. The staff prepares
ares P P
motion court calendars, attends court hearings and trials, records and maintains court
1 evidence, processes County to Circuit Court appeals and prepares appeals to the
District Court.
1 The department also processes all payments made pursuant to Court Orders for fines,
court costs, restitution and any other payments ordered by the Court.
1 GOALS
The department will continue to monitor internal systems and the method of processing
1 information in order to improve efficiency of operations. The staff of this department will
also monitor the use of the Clerk of the Court's website and respond to changes in the
nature and extent of public records requests based upon the use of the website.
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I Circuit Criminal
Positions Budget
Position Classification: Current 1 New I Total Amount
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Criminal Division Supervisor 0.90 0.00 0.90 $51,172
I Clerk IV 2.00 0.00 2.00 88,692
Clerk III 1.00 0.00 1.00 44,899
Clerk I I 3.75 0.00 3.75 140,182
I Clerk I 5.10 0.00 5.10 174,737
Allocation of Branch Office
Management 0.65 0.00 0.65 31,519
1 Overtime 2,000
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1 Subtotal 533,201
COLA/Merit Pool (0.0 %) 0
1 Salaries 533,201
Fringe Benefits 93,310
1 Life, Health & Workers' Comp. 120,752
Total 13.40 0.00 1 13.40 $747,263
1 Budget
Capital Outlay: Quantity Amount
I None
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1 Total $0
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I Circuit Criminal
Calendar Year
Estimated
1 Workload Measures: 2006 2007 2008 2009
1 Case Filings - All 1,605 1,300 1,411 1,552
I Cases Reopened 494 441 328 379
Probation Hearings 534 578 259 64
1 Bond Hearings 200 175 93 46
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Proposed Approved Proposed
I 2009 -2010 2008 -2009 Increase Percent
Budget Summary: Budget Budget (Decrease) Change
1 Personal Services $747,263 $817,541 ($70,278)
Operating Expenses 46,000 46,000 $0
1 Capital Outlay 0 0 $0
1 Total $793,263 $863,541 ($70,278) -8.14%
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' MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT
CIRCUIT CIVIL BUDGET
• 2009 -2010
FUNCTION
The Florida Constitution provides that the Clerk of the Court shall be Clerk of the Circuit
1 Court.
DESCRIPTION /OBJECTIVE
1 The Circuit Court Civil Department processes all civil actions over $15,000, foreclosure
actions, dissolutions of marriage, petitions, and all other circuit civil filings. The staff
prepares motion court calendars, attends court hearings and trials, records and
maintains court evidence, processes Circuit Court appeals, and prepares appeals to the
District Court.
1 GOALS
The department will continue to monitor internal systems and the method of processing
information in order to improve efficiency of operations. The staff of this department will
also monitor the use of the Clerk of the Court's website and respond to changes in the
1 nature and extent of public records requests based upon the use of the website.
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1 Circuit Civil
Positions Budget
I Position Classification: Current 1 New • 1 Total Amount
Assistant Supervisor 0.25 0.00 0.25 $10,158
I Clerk IV 0.35 0.00 0.35 18,712
Clerk II 3.00 0.00 3.00 113,515
Clerk I 4.00 0.00 4.00 128,870
1 Allocation of Branch Office
Management 0.58 0.00 0.58 29,989
Overtime 13,000
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1 Subtotal 314,244
COLA/Merit Pool (0.0 %) 0
I Salaries 314,244
Fringe Benefits 54,993
1 Life, Health & Workers' Comp. 73,675
Total 8.18 0.00 1 8.18 $442,912
1 Budget
Capital Outlay: Quantity Amount
I None
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1 Total $0
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I Circuit Civil
aenar ear
Estimated
1 Workload Measures: 2006 2007 2008 2009
I Case filings:
Other Civil 916 1,478 2,190 2,760
Other Civil Reopened 55 83 146 260
1 Domestic Relations 1,264 1,418 1,459 1,380
Domestic Relations Reopened 294 303 287 276
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Proposed Approved Proposed
1 2009 -2010 2008 -2009 Increase Percent
Budget Summary: Budget Budget (Decrease) Change
1 Personal Services $442,912 $343,917 $98,995
Operating Expenses 27,000 27,000 0
1 Capital Outlay 0 0 0
1 Total $469,912 $370,917 $98,995 26.69%
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' MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT
CIRCUIT FAMILY BUDGET
1 2009 -2010
1 FUNCTION
The Florida Constitution provides that the Clerk of the Court shall be Clerk of the Circuit
1 Court.
1 DESCRIPTION /OBJECTIVE
The Circuit Court Family Department is the central depository for receiving, recording,
reporting, monitoring, and disbursing alimony, spousal support, maintenance, and child
support payments pursuant to Florida Statutes Chapter 61.181. Additionally, the
Uniform Support Program processes liens for nonpayment of support. The staff also
1 attends all family - related court hearings and processes all related paperwork.
This department is also responsible for injunctions for protection, which require
1 significant processing time. This is accomplished by having one deputy clerk at Key
West, Marathon, and Plantation Key on call 24 hours a day, 7 days a week. This
responsibility is rotated among clerk deputies that work in Circuit Court Civil and Circuit
1 Court Family Departments.
GOALS
1 The department acts as a reference oint and liaison for our residents for the o he purpose of
providing case information, troubleshooting and tracking the progress of child support
1 payments made through the State Depository Unit. Also, some child support payments
are still processed locally. We will continue to assist child support payers and custodial
parents with their transactions with the State Depository Unit and the Clerk's office.
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I Circuit Family
Positions Budget
. Position Classification:. Current 1 New 1 Total Amount
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Assistant
Supervisor 0.17 0.00 0.17 $6,907
I Clerk II 2.00 0.00 2.00 69,592
Allocation of Branch Office
Management 0.11 0.00 0.11 6,006
1 Overtime 2,000
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1 Subtotal 84,505
COLA/Merit Pool (0.0 %) 0
1 Salaries 84,505
Fringe Benefits 14,788
I Life, Health & Workers' Comp. 20,525
Total 2.28 0.00 2.28 $119,818
1 Budget
Capital Outlay: Quantity Amount
1 None
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I Total $0
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1 Circuit Family
Fiscal Year
Estimated
Workload Measures: 2006 2007 2008 2009
Collections:
State Disbursement Unit $4,139,888 $4,002,418 $4,105,491 $4,000,000
1 Clerk's Office $1,679,839 $1,538,112 $1,288,829 $1,000,000
Revenues:
1 Clerk Fees $16,909 $15,758 $13,709 $10,200
Federal Grant 140,313 119,890 115.835 120,650
1 Total $157,222 $135,648 $129,544 $130,850
1 Transactions 26,270 23,849 25,013 24,000
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Proposed Approved Proposed
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2009 -2010 2008 -2009 Increase Percent
1 Budget Summary: Budget Budget (Decrease) Change
1 Personal Services $119,818 $125,785 ($5,967)
Operating Expenses 14,500 14,500 0
1 Capital Outlay 0 0 0
Total $134,318 $140,285 ($5,967) -4.25%
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' MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT
CIRCUIT JUVENILE BUDGET
1 2009 -2010
FUNCTION
The Florida Constitution provides that the Clerk of the Court shall be Clerk of the Circuit
Court.
DESCRIPTION /OBJECTIVE
The Circuit Court Juvenile Department processes all juvenile cases. The staff prepares
motion court calendars, attends court hearings and trials, records and maintains court
1 evidence, and processes and prepares appeals to the District Court.
GOALS
1 During the next ext fiscal year, the department plans to continue to refine internal systems.
This will facilitate the method of processing information and improve efficiency of
1 operations.
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1 Circuit Juvenile
Positions Budget
Position Classification: Current 1 New 1 Total Amount .
1 Criminal Division Supervisor 0.10 0.00
0.10 $5,686
Clerk III 1.00 0.00 1.00 40,998
I Clerk I 0.75 0.00 0.75 23,940
Allocation of Branch Office
Management 0.11 0.00 0.11 5,970
1 Overtime 1,000
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I Subtotal 77,594
COLA/Merit Pool (0.0 %) 0
I Salaries 77,594
Fringe Benefits 13,579
Life, Health & Workers' Comp. 17,661
1 Total 1.96 1 0.00 I 1.96 $108,834
I Budget
Capital Outlay: Quantity Amount
1 None
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Total $
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I Circuit Juvenile
Calendar Year
Estimated
1 Workload Measures: 2006 2007 2008 2009
1 Case Filings:
Delinquency 357 465 297 320
1 Dependency 89 100 64 56
Cases Reopened 533 692 305 388
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Proposed Approved Proposed
1 2009 -2010 2008 -2009 Increase Percent
Budget Summary: Budget Budget (Decrease) Change
1 Personal Services $108,834 $128,280 ($19,446)
Operating Expenses 7,200 7,200 0
I Capital Outlay 0 0 0
1 Total $116,034 $135,480 ($19,446) - 14.35%
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MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT
CIRCUIT PROBATE BUDGET
1 2009 -2010
FUNCTION
The Florida Constitution provides that the Clerk of the Court shall be Clerk of the Circuit
Court.
DESCRIPTION /OBJECTIVE
1 The Circuit Court Probate department processes all robate mental health, p a th, and
guardianship cases. The staff prepares motion court calendars, attends court hearings
1 and trials, and records and maintains court evidence.
GOALS
During the next fiscal year, the department lans to continue to refine internal nternal systems.
This will facilitate the method of processing information and improve efficiency of
1 operations.
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I Circuit Probate
Budget
Position Classification: Current 1 New I Total Amount
1 Assistant Supervisor 0.08 0.00 0.08
p $3,250
Clerk II 1.25 0.00 1.25 46,509
I Clerk I 0.25 0.00 0.25 8,550
Allocation of Branch Office
I Management 0.10 0.00 0.10 5,342
Overtime 300
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1 Subtotal 63,951
COLA/Merit Pool (0.0 %) 0
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1111 Salaries 63,951
Fringe Benefits 11,191
I Life, Health & Workers' Comp. 15,129
Total 1.68 1 0.00 1 1.68 $90,271
1 Budget
Capital Outlay: Quantity Amount
1 None
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1 Total $0
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I CircuitProbate
aendar ear
Estimated
Workload Measures: 2006 2007 2008 2009
1 Case Filings 644 579 554 580
Cases Reopened 120 101 94 159
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Proposed Approved Proposed
1 2009 -2010 2008 -2009 Increase Percent
Budget Summary: Budget Budget (Decrease) Change
1 Personal Services $90,271 $88,873 $1,398
Operating Expenses 3,400 3,400 0
1 Capital Outlay 0 0 0
1 Total $93,671 $92,273 $1,398 1.52%
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MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT
COUNTY CRIMINAL BUDGET
1 2009 -2010
FUNCTION
The Florida Constitution provides that the Clerk of the Court shall be Clerk of the County
1 Court.
DESCRIPTION /OBJECTIVE
1 The County Court Criminal department rocesses all misdemeanor and
P criminal traffic
cases. The staff prepares motion court calendars, attends court hearings and trials,
records and maintains court evidence, and processes County to Circuit Court appeals.
The staff also processes payments for misdemeanor and criminal traffic fines.
1 GOALS
During the next fiscal year, the department plans to continue to refine internal systems.
' This will facilitate the method of processing information and improve efficiency of
operations. The staff of this department will also monitor the use of the Clerk of the
Court's website and respond to changes in the nature and extent of public records
1 requests based upon the use of the website.
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I County Criminal
Positions Budget
Position Classification: Current 1 New . 1 Total Amount
I Assistant Supervisor p 0.50 0.00 0.50 $20,996
Clerk III 0.50 0.00 0.50 18,550
I Clerk II 2.25 0.00 2.25 82,717
Clerk I 6.50 0.00 6.50 212,394
I Allocation of Branch Office
Management 0.65 0.00 0.65 33,478
Overtime 0
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1 Subtotal � 368,135
COLA/Merit Pool (0.0 %) 0
1 Salaries 368,135
Fringe Benefits 64,424
I Life, Health & Workers' Comp. 93,567
Total 10.40 1 0.00 1 10.40 $526,126
1 Budget
Capital Outlay: Quantity Amount
1 None
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1 Total $
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County Criminal
Calendar Year
Estimated
Workload Measures: 2006 2007 2008 2009
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' Case Filings:
County Criminal 4,889 4,401 4,433 3,438
Criminal Traffic 1,643 1,456 1,281 1,115
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Proposed Approved Proposed
2009 -2010 2008 -2009 Increase Percent
Budget Summary: Budget Budget (Decrease) Change
1 Personal Services $526,126 $699,507 ($173,381)
Operating Expenses 31,500 31,500 $0
Capital Outlay 0 0 $0
Total $557,626 $731,007 ($173,381) - 23.72%
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MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT
COUNTY CIVIL BUDGET
2009 -2010
FUNCTION
The Florida Constitution provides that the Clerk of the Court shall be Clerk of the County
1 Court.
DESCRIPTION /OBJECTIVE
1 The County Court Civil department processes p p ocesses all civil actions under $15,000, processes
landlord and tenant claims, and assists customers in filing small claims actions. The
1 staff prepares court calendars, attends hearings and trials, records and maintains court
evidence, and processes County to Circuit Court appeals.
1 GOALS
During the next fiscal year, the department plans to continue to refine internal systems.
' This will facilitate the method of processing information and improve efficiency of
operations. The staff of this department will also monitor the use of the Clerk of the
Court's website and respond to changes in the nature and extent of public records
1 requests based upon the use of the website.
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I County Civil
Budget
Position Classification: Current 1 New 1 Total Amount
I Assistant Supervisor p 0.17 0.00 0.17 $6,907
Clerk I 3.25 0.00 3.25 105,001
1 Allocation of Branch Office
Management 0.22 0.00 0.22 11,461
Overtime 1,500
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I Subtotal 124,869
COLA/Merit Pool (0.0 %) 0
1 Salaries 124,869
Fringe Benefits 21,852
Life, Health & Workers' Comp. 32,735
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Total 3.64 1 0.00 3.64 $179,456
1 Budget
Capital Outlay: Quantity Amount
1 None
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Total $0
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1 County Civil
Calendar Year
1 - Estimated
Workload Measures: 2006 2007 2008 2009
1 Case Filings:
Small Claims 805 971 1,021 740
I Evictions 445 458 466 385
Other County Civil 385 415 483 600
1 Total 1,635 1,844 1,970 1,725
Cases Reopened 88 78 126 142
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1 Proposed Approved Proposed
2009 -2010 2008 -2009 Increase Percent
Budget Summary: Budget Budget (Decrease) Change
1 Personal Services $179,456 $190,805 ($11,349)
Operating Expenses 13,400 13,400 0
1 Capital Outlay 0 0 0
Total $192,856 $204,205 ($11,349) -5.56%
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MONROE COUNTY, FLORIDA
1 CLERK OF THE CIRCUIT COURT
COUNTY TRAFFIC BUDGET
2009 -2010
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FUNCTION
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The Florida Constitution provides that the Clerk of the Court shall be Clerk of the County
Court.
1 D
ESCRIPTION /OBJECTIVE
1 The County Court Traffic department processes payments of traffic tickets and other
miscellaneous fines, and suspends licenses of individuals who have not made payment.
For traffic court, the staff sets dates for court hearings, subpoena officers, prepares
1 court dockets and attends court hearings. The department also maintains a schedule of
individuals who are required to attend traffic school, and suspends driver's licenses of
those who do not attend in the required 90 days.
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GOALS
1 During the next fiscal year, the department plans to continue to refine internal systems.
This will facilitate the method of processing information and improve efficiency of
1 operations. The staff of this department will also monitor the use of the Clerk of the
Court's website and respond to changes in the nature and extent of public records
requests based upon the use of the website.
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I County Traffic
Positions Budget
Position Classification: Current 1 New 1 Total • Amount •
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Assistant Supervisor 0.50 0.00 0.50 $20,996
I Clerk IV 0.35 0.00 0.35 18,712
Clerk III 0.50 0.00 0.50 18,550
Clerk II 2.75 0.00 2.75 101,124
I Clerk I 6.50 0.00 6.50 214,703
Allocation of Branch Office
Management 0.83 0.00 0.83 42,415
1 Overtime 0
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1 Subtotal 416,500
COLA/Merit Pool (0.0 %) 0
1 Salaries 416,500
Fringe Benefits 72,888
1 Life, Health & Workers' Comp. 102,873
Total 11.43 1 0.00 1 11.43 $592,261
1 Budget
Capital Outlay: Quantity Amount
1 None
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1 Total $0
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1 County Traffic
Calendar Year
Estimated
1 Workload Measures: 2006 2007 2008 2009
1 Case Filings - Infractions 38,118 37,478 28,575 29,254
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Proposed Approved Proposed
1 2009 -2010 2008 -2009 Increase Percent
Budget Summary: Budget Budget (Decrease) Change
Personal Services
$592,261 $816,772 ($224,511)
Operating Expenses 51,500 51,500 0
Capital Outlay 0 0 0
1 Total $643,761 $868,272 ($224,511) - 25.86%
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I MONROE COUNTY, FLORIDA
LERK OF THE CIRCUIT COURT
ADMINISTRATION BUDGET _
1 2009 -2010
1 FUNCTION
The Florida Constitution provides that the Clerk of the Circuit Court shall be Clerk of the
1 Circuit Court, Clerk of the County Court, County Comptroller/Treasurer, County Auditor,
County Recorder, and Secretary/Ex- officio Clerk to the Board of County
Commissioners.
1
DESCRIPTION /OBJECTIVE
1 Administration provides for the general management of all departments reporting to the
Clerk of the Circuit Court. Administration is responsible for long -range planning, and
policies and procedures development. Administrative assistants provide clerical
support.
Administration staff maintains the accounting records for the receipt and disbursement
1 of the Clerk of the Circuit and County Court activities in accordance with United States
generally accepted accounting principles, and in compliance with statutory
requirements. This includes preparing the Clerk's annual budget, monitoring and
1 processing operating expenditures, and 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
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
1 agency, increasing the revenues distributed by the Clerk.
Administration will also continue to monitor internal processes and procedures, and
make changes where necessary to improve the delivery of services to the public.
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I Administration
Positions Budget
Position Classification: Current 1 New 1 Total Amount
I Executive Salary 1.00 0.00 1.00 $109,348
Assistant to the Clerk 0.30 0.00 0.30 29,779
I Administrative Assistant 0.60 0.00 0.60 32,374
Overtime 800
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1
1
1
1
1
Subtotal 172,301
1 COLA/Merit Pool (0.0 %) 0
Salaries 172,301
1 Fringe Benefits 38,431
Life, Health & Worker's Comp. 17,441
1 Total Personal Services 1.90 1 0.00 I 1.90 $228,173
Budget
1
Capital Outlay: Quantity Amount
1 None
1
1
Total $0
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1
1 Administration
Fiscal Year
Estimated
1 Workload Measures: 2006 2007 2008 2009
1 Clerk to the BOCC - Admin.
Meetings Held 29 33 26 29
I Pages of Minutes 327 315 275 305
Resolutions Adopted 647 569 515 577
Ordinances Adopted 39 47 30 39
1 Contracts Approved 539 433 550 507
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1
1
1
1
1
1 Proposed Approved Proposed
2009 -2010 2008 -2009 Increase Percent
1 Budget Summary: Budget Budget (Decrease) Change
Personal Services $228,173 $286,058 ($57,885)
1 Operating Expenses 53,500 53,500 0
Capital Outlay 0 0 0
1 Subtotal 281,673 339,558 (57,885)
Allocation to Court Related
I Functions (See Page 40) x 63.00% x 62.49%
Total $192,467 $212,190 ($19,723) - 9.29%
1
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1
1
MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT
RECORDS MANAGEMENT BUDGET
2009 -2010
FUNCTION
1
The Florida Constitution provides that the Clerk of the Court is responsible for the
maintenance and protection of a wide variety of public records.
DESCRIPTION /OBJECTIVE
1 The Records Management department processes all official records, court records, and
other miscellaneous records with 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
111 the library and the District School Board, as requested, on a limited basis.
GOALS
1 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,
1 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.
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1 Records Management
Positions Budget
Position Classification: Current New 1 Total Amount
1 Records Supervisor 1.00 0.00 1.00 52 0
$ 89
Records Technician II 1.00 0.00 1.00 43,360
I Records Technician I 2.40 0.00 2.40 86,066
Overtime 500
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1
1
1
1
1
I Subtotal 182,015
COLA/Merit Pool (0.0 % 0
I Salaries 182,015
nge eneis 31,853
Life, Health & Workers' Comp. 39,673
1
Total 4.40 I 0.00 I 4.40 $253,541
I Budget
Capital Outlay: Quantity Amount
1 None
1
1
Total $
1
36
1
1
I Records Management
Fiscal Year
Estimated
1 Workload Measures: 2006 2007 2008 2009
1 Rolls 386 243 135 145
Pages Imaged 965,000 607,500 337,500 362,500
I
Image Copies 410 295 177 160
1 * (Microfilm Rolls and CDs)
1
1
1
*CDs provided contain a comparable number of records.
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1
1
1
Proposed Approved Proposed
I 2009 -2010 2008 -2009 Increase Percent
Budget Summary: Budget Budget (Decrease) Change
1 Personal Services $253,541 $289,656 ($36,115)
Operating Expenses 78,000 78,000 0
1 Capital Outlay 0 0 0
Subtotal 331,541 367,656 (36,115)
I Allocation to Court Related
Functions (See Page 40) x 63.00% x 62.49%
Total $208,871 $229,748 ($20,877) -9.09%
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1
MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT
BRANCH OFFICE SUPERVISION
1 2009 -2010
' FUNCTION
The Florida Constitution provides that the Clerk of the Court shall be Clerk of the Circuit
1 Court and County Court.
DESCRIPTION /OBJECTIVE
Court Services, Recording and Records ds Management Administration are not separate
departments. The personnel within this department are responsible for managing the
' functions of the Circuit Court, County Court, Jury Management, Recording and Records
Management. These salaries are allocated to the departments managed based on the
number of positions in each department.
1 GOALS
' No specific goals are provided. The branch office staff is responsible for the goals of
the individual departments they manage.
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1
I B ranch Office Administration
ns Budget
Position Classification: Current 1 New 1 Total Amount
I Director of Adminstrative Svcs. 0.20 0.00 0.20 16,730
Branch Office Supervisors 2.00 0.00 2.00 124,217
I Senior Accounting Specialist 1.00 0.00 1.00 55,134
Collections Clerk 1.00 0.00 1.00 37,000
1
1
1
1
1 Total
4.20 1 0.00 1 4.20 $233,081
1 Positions Positions Budget
Allocation of Branch Administration Supervised Allocated Amount
1 Recording 5.63 0.93 $65,901
Circuit Criminal 12.75 0.65 31,519
I Circuit Civil 7.60 0.58 29,989
Circuit Family 2.17 0.11 6,006
Circuit Juvenile 1.85 0.11 5,970
1 Circuit Probate 1.58 0.10 5,342
County Criminal 9.75 0.65 33,478
County Civil 3.42 0.22 11,461
1 County Traffic 10.60 0.83 42,415
Jury Management 1.25 0.02 1,000
1
1
1
1 Total 56.60 4.20 $233,081
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1
MONROE COUNTY,FLORIDA
CLERK OF THE CIRCUIT COURT
CALCULATION OF OVERHEAD PERCENTAGES
2009 -2010
1
1
No. of
1 Employees
Non -Court Related
1 Clerk to BOCC 21.30
Internal Audit 2.50
TDC Audit 1.50
1 Recording 6.56
Total Non -Court Related 31.86 37.00%
Court Related
54.24 63.00%
1 Total Direct Service Employees 86.10 100.00%
1
Direct Service Employees 86.10 88.76%
Indirect Service Employees 10.90 11.24%
Total Clerk Employees 97.00 100.00%
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