FY2012 Non-Court Related MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT
PROPOSED BUDGET
FISCAL YEAR 2011 -2012
JUNE 1, 2011
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MONROE COUNTY COURTHOUSE '"" glob, BRANCH OFFICE:
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500 WHITEHEAD STREET, SUITE 101 Ja c �
KEY WEST, FLORIDA 33040 /�,' s` �. U E .•. GOVERNMENT CENTER
TEL. (305) 294 -4641 * 88820 OVERSEAS HIGHWAY
FAX (305) 295 -3663 ; • . /,,I�I� • Q j PLANTATION KEY, FLORIDA 33070
qt, ' • —,: o /
1 , •. , o TEL. (305) 852 -7145
BRANCH OFFICE: ��\"` o� FAX (305) 852 -7146
MARATHON SUB COURTHOUSE
3117 OVERSEAS HIGHWAY CLERK OF THE CIRCUIT COURT ROTH BUILDING
MARATHON, FLORIDA 33050 50 HIGH POINT ROAD
TEL. (305) 289 -6027 MONROE COUNTY PLANTATION KEY, FLORIDA 33070
FAX (305) 289 -1745 www.clerk -of- the - court.com TEL. (305) 852 -7145
FAX (305) 853 -7440
June 1, 2011
Mayor Heather Carruthers
Members of the Board of County Commissioners
530 Whitehead Street
Key West, FL 33040
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
Statutes, the Board is responsible for funding the non -court related activities as well as
certain other expenditures — such as telephones, equipment, and information systems
costs — in the court- related budgets.
As you are aware, the 2011 Legislature enacted legislation that will require
employees to contribute 3% of their salary for participation in the Florida Retirement
System, effective July 1, 2011.
Over the past two fiscal years, adjusting to economic conditions, we have
eliminated eleven (11) positions. Furthermore, as with the county and other agencies,
Clerk employees have not received a salary increase in three years.
At the request of the County Administrator, Roman Gastesi, all of the
constitutional officers met with Mr. Gastesi and staff to discuss the issue of salary
increases. It was agreed by all to begin the budget process by including a 5% cost -of-
living increase in our budgets to be funded by the reduction in the retirement rate paid by
the emp}.oyer. An appropriation for a 5% cost -of- living adjustment for all non -court
related employees is included as a separate line -item in my budget request.
Even with the requested appropriation for a 5% cost -of- living increase, the non-
court related budgets funded by General Revenue reflect a reduction of approximately
$48,000. Of course, as the budget moves through the adoption process, I will adjust my
budget request to reflect whatever policy the board decides upon relative to salary
adjustments.
This budget request does not include any of the court- related activities subject to
the state appropriation process and funded by the Clerk of Courts Trust Fund. I will be
submitting those budgets to the state later in the year. We have already been advised that
no salary increases will be approved by the state for the budgets of the Clerk's court
related functions. Obviously, I could not provide cost -of- living increases to those
employees of the Clerk's Office funded by the BOCC and not provide the same for Clerk
employees in the court- related functions.
The cost to provide a 5% cost -of- living increase for court- related deputy clerks is
$127,571.
The County is not obligated to provide funding for court- related cost -of- living
increases. If the Board chooses not to grant this support, I will remove my request for
cost -of- :living increases for non - court- related employees and reduce my budgets
accordingly.
l: 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 court-
related revenues are not sufficient to cover those costs. In the previous six 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 the
revenues generated by the Clerk's office. Without this appropriation being available, if
needed, there is the possibility that I might have to withdraw from the group.
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 Corporation 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.
incerely yours,
Da Ko age, 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 2
Duties and Functions 3
OPERATING BUDGET COMPARISON 4 -5
NON -COURT RELATED DEPARTMENTAL OPERATING BUDGETS
Annual Budgets:
Clerk to the Board of County Commissioners 6 -9
Internal Audit 10 -12
Tourist Development Tax Audit 13 -15
Information Systems 16 -18
Recording 19 -21
Administration 22 -24
Records Management 25 -27
TOURIST DEVELOPMENT TAX AND TOURIST IMPACT TAX
REVENUE HISTORY 28 -29
COURT- RELATED CLERK FUNCTIONS
Court- Related Clerk Fees 30
Calculation of Overhead Percentages 31
PUBLIC RECORDS MODERNIZATION TRUST FUND 32
MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT
ORGANIZATION CHART
CITIZENS
1
CLERK OF THE CIRCUIT COURT
Internal Audits
Tourist Development
Tax Audits
r
ADMINISTRATIVE CLERK TO CIRCUIT COUNTY
SUPPORT BOCC COURT COURT
Administration 1 Administration] �-- Criminal I Criminal I
Jury
Managernent Finance i I Civil I i I Civil I
Records Value
Managernent Adjustment I Family I I Traffic I
Board
Recording I I Juvenile 1
Information
Systems I Probate 1
2
MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT
DUTIES AND FUNCTIONS
The Clerk of the Circuit Court is an elected office established by the Florida
Constitution. The duties of the office are provided by the Constitution, by acts of the
Florida Legislature, and by order of the Court.
The Florida Constitution provides that the Clerk of the Circuit Court shall be: Clerk of
the Circuit Court, Clerk of the County Court, County Comptroller/Treasurer, County
Auditor, County Recorder, and Secretary/Ex- officio Clerk to the Board of County
Commissioners.
Organization
Monroe County is a political subdivision of the State of Florida, pursuant to Article VIII,
Section (1), Constitution of the State of Florida. It is guided by an elected Board of
County Commissioners (BOCC) which is governed by State Statutes. In addition to the
members of the BOCC, there are five elected constitutional officers: The Tax Collector,
Property Appraiser, Clerk of the Circuit Court, Sheriff, and the Supervisor of Elections.
Actions by the Legislature in the 2009 and 2010 sessions have placed the funding for
Clerks of the Circuit Court in the general Legislative appropriations process. Funding is
provided by Clerks' court- related revenues statewide and placed in the Clerk of Courts
Trust Fund. The budgets of the Clerk of the Circuit and County courts for court- related
functions are contained in the Clerk's Court- Related Fund and the Clerk's
Modernization Trust Fund.
Funding for the budget of the Clerk of the Circuit Court, as ex- officio Clerk to the Board
of County Commissioners and certain court- related costs that are the responsibility of
the County, is an appropriation of the General Revenue of the County.
3
MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT
OPERATING BUDGET COMPARISON
2011 -2012
2011 -2012 2010 -2011 Proposed
Proposed Proposed Increase
Budget Budget (Decrease)
Non -Court Related Clerk Functions
Clerk to BOCC $ 1,502,562 $ 1,568,184 $ (65,622)
Internal Audit 221,419 275,116 (53,697)
Information Systems 664,374 680,215 (15,841)
Recording 419,459 436,706 (17,247)
Administration 104,965 107,319 (2,354)
Records Management 127,405 130,399 (2,994)
Salary Adjustment 106,259 0 106,259
Contingency 190,000 200,000 (10,000)
Total Non -Court Related Clerk Functions 3,336,443 3,397,939 (61,496)
Court Related Clerk Functions
County Obligation per Statute 121,600 119,230 2,370
Court Related Insurance 460,000 444,180 15,820
Total Court Related Clerk Functions 581,600 563,410 18,190
Total Clerk Function Expenditures 3,918,043 3,961,349 (43,306)
Less Non -Court Fees and Other Revenues 625,000 620,000 (5,000)
General Revenue Funding $ 3,293,043 $ 3,341,349 $ (48,306)
4
MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT
OPERATING BUDGET COMPARISON - TDC FUNCTIONS
2011 -2012
2011 -2012 2010 -2011 Proposed
Approved Approved Increase
Budget Budget (Decrease)
Clerk Functions Funded by TDC Revenues
Clerk to BOCC $ 55,605 $ 56,900 $ (1,295)
TDC Audit 192,979 157,640 35,339
Salary Adjustment 9,399 0 9,399
Total Clerk Functions Funded by TDC Revenues $ 257,983 $ 214,540 $ 43,443
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 twenty two 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 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 will provide
wastewater facilities throughout the County. 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 1829 -1996. Minutes, resolutions and ordinances are available on the
Clerk's website. 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 1 New 1 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 6.70 0.00 6.70 378,862
Administrative Assistants 1.40 0.00 1.40 79,037
Accounting Specialists 11.00 0.00 11.00 402,039
Subtotal 1,105,929
COLA/Merit Pool (0.0 %) 0
Salaries 1,105,929
Fringe Benefits 151,593
Life, Health & Worker's Comp. 210,645
Total Personal Services 21.80 0.00 I 21.80 $1,468,167
Budget
Capital Outlay: Quantity Amount
Computer Equipment 5 $10,000
Total $10,000
8
Clerk to the Board of County Commissioners
Fiscal Year
Workload Measures: 2007 2008 2009 2010
Clerk to the BOCC - Finance
Operating Checks Issued 16,052 15,419 14,103 14,386
Payroll Checks /Direct Deposits 18,349 17,861 15,919 17,023
Cost Centers Maintained 522 545 580 582
Funds Maintained 52 62 61 61
Property Records 3,686 4,021 4,005 3,835
Clerk to the BOCC - VAB (Calendar Year)
VAB Meetings 2 3 3 3
VAB Petitions 1,026 967 2,105 1,060
Special Magistrate Hearings
(days) 21 10 14 10
Proposed Approved Proposed
2011 -2012 2010 -2011 Increase Percent
Budget Summary: Budget Budget (Decrease) Change
Personal Services $1,468,167 $1,535,084 ($66,917)
Operating Expenses 80,000 80,000 0
Capital Outlay 10,000 10,000 0
Total $1,558,167 $1,625,084 ($66,917) -4.12%
9
MONROE COUNTY, FLORIDA
INTERNAL AUDIT
ANNUAL BUDGET
FUNCTION:
Article V, Section 16 of the Florida Constitution provides that the Clerk of the Circuit
Court is the Ex- officio Clerk to the Board of County Commissioners, Auditor, Recorder,
and Custodian of Public Funds.
The Internal Audit Department was created to audit County Departments, private not -
for- profit entities that receive County funds, Clerk of the Circuit Court operations, and
other audits as authorized and requested. These audits provide reasonable assurance
that entities' policies and procedures are in accordance with the Board of County
Commissioners' and Clerk of the Circuit Court's mission and goals; that entities are
operating in accordance with their established policies and procedures; that internal
controls are established and operating properly to ensure efficient use of County
resources; and that internal controls are adequate to safeguard County assets.
DESCRIPTION /OBJECTIVE:
The department audits County Departments, private not - for - profit entities that receive
County funds, Clerk of the Circuit Court operations, and other audits as authorized and
requested by the Clerk of the Circuit Court. Audits are performed in accordance with
the standards established by the Institute of Internal Auditors.
Preliminary audits are submitted to the Clerk of the Circuit Court and appropriate
persons in order for auditees to respond to the auditors' findings and recommendations.
Once the auditees' responses are received, a final audit report is issued to each
Monroe County Commissioner, County Administrator, County Independent Auditor,
other appropriate personnel and any interested persons.
GOALS:
The department will continue to conduct audits as authorized and requested by the
Clerk of the Circuit Court.
10
Internal Audit
Positions Budget
Position Classification: Current 1 New 1 Total Amount
Director of Internal Audit 1.00 0.00 1.00 $95,000
Internal Auditor 1.00 0.00 1.00 65,250
Subtotal 160,250
COLA/Merit Pool (0.0 %) 0
Salaries 160,250
Fringe Benefits 24,132
Life, Health & Worker's Comp. 19,537
Total Personal Services 2.00 0.00 I 2.00 $203,919
Budget
Capital Outlay: Quantity Amount
None
Total $0
11
Internal Audit
Workload Measures:
Completed Audits Date Report Issued
Literacy Volunteers of America December, 2006
Big Coppitt Volunteer Fire Department October, 2007
Key West Int'I 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
MC Grants Management - Human Services Grants August, 2009
Schooner Western Union Preservation Society, Inc. February, 2010
Cellular Telecommunications Policies and Procedures April, 2010
Interlocal Agreements with FKAA -Big Coppitt Wastewater
Project July, 2010
Interlocal Agreements with Key Largo Wastewater
Treatment District July, 2010
Stand Up for Animals, Inc. October, 2010
Humane Animal Care Coalition, Inc. December, 2010
FI. Keys Society for the Prevention of Cruelty to Animals January, 2011
Other Reports
Stand Up for Animals, Inc. Review March, 2005
Island Dolphin Care Review December, 2005
Interim Audit Report of Architectural Fees for KWIA May, 2007
County Administrator Review November, 2010
Upper Keys YMCA Contract - Key Largo Community Park
Review April, 2011
Florida Keys Council of the Arts Contract Review April, 2011
Miscellaneous Special Reports 6
Guardianship Audits - Reports Reviewed - 5/10 through 4/11 64
Proposed Approved Proposed
2011 -2012 2010 -2011 Increase Percent
Budget Summary: Budget Budget (Decrease) Change
Personal Services $203,919 $257,616 ($53,697)
Operating Expenses 17,500 17,500 0
Capital Outlay 0 0 0
Total $221,419 $275,116 ($53,697) - 19.52%
12
MONROE COUNTY, FLORIDA
TOURIST DEVELOPMENT TAX AUDIT
ANNUAL BUDGET
FUNCTION:
Pursuant to the provisions of Florida Statutes 125.0104(10)(c), the Monroe County
Board of County Commissioners adopted Ordinance 026 -1990 and 047 -1995, electing
local administration of the Tourist Development Tax and the Tourist Impact Tax. Those
ordinances provide that the Monroe County Clerk of the Circuit Court will be responsible
for the enforcement and audit function associated with the collection and remission of
the Tourist Development Impact Tax.
DESCRIPTION /OBJECTIVE:
The department randomly selects for audit from among the following: hotels, motels,
campgrounds, real estate companies and individuals who rent transient units, which are
required to collect and remit Tourist Development Tax and Tourist Impact Tax. The
purpose of the audits is to determine compliance with Florida Statutes related to the
Tourist Development Tax and Tourist Impact Tax.
The department also attempts to identify taxpayers who rent to transients and currently
do not collect and /or remit the required tax. The staff also assists the County Tax
Collector In contacting delinquent taxpayers. When necessary, these individuals or
entities are also audited.
This department is funded completely with Tourist Development Tax and Tourist Impact
Tax revenues.
GOALS:
The department plans to continue to perform random audits to identify new taxpayers,
and to assist the Tax Collector in contacting delinquent taxpayers.
13
Tourist Development Tax Audit
Positions Budget
Position Classification: Current I New 1 Total Amount
Senior Tourist Tax Auditor 1.00 0.00 1.00 $64,630
Tourist Tax Auditor 1.00 0.00 1.00 63,750
Subtotal 128,380
COLA/Merit Pool (0.0 %) 0
Salaries 128,380
Fringe Benefits 16,677
Life, Health & Worker's Comp. 19,422
Total Personal Services 2.00 0.00 2.00 $164,479
Budget
Capital Outlay: Quantity Amount
None
Total $0
14
Touri Development Tax Audit
Estimat
Esti P02
20
20 23
Meas ures 38
Wor kload 25 12
19 95
mates C0n ducte • 53
64 35
A and 64 of Delinque Taxes 88
Notices 102
Identification Letters
Propose per
os roposed Ch;
Proposed App roved 2010-
2011 -2012 Budget (Decrease)
Budget Budge Summary
$ 129,140 $35,339
$ 164,479
28,500 0
Services 28, 0
Personal SEXpenses 0
Operating
Outlay $ 157,640 $3533
C o $19 2�g79
Total
15
MONROE COUNTY, FLORIDA
INFORMATION SYSTEMS
ANNUAL BUDGET
FUNCTION:
The role of the Clerk of the Circuit Court in Information Systems is to provide
information systems services to all departments of the Clerk of the Circuit Court, as well
as to the BOCC and eight (8) other agencies that are a part of the Criminal Justice
Information Systems network.
DESCRIPTION /OBJECTIVES:
The Information Systems Department supports the following applications:
Circuit Court: Civil, Probate, Jury Management Clerk of Courts Accounting
County Court: Traffic, Civil /Small Claims Clerk to the BOCC Accounting
Criminal Justice Information System (CJIS) Payroll
Juvenile Fixed and Moveable Assets
Document Recording and Indexing Purchasing
Budgeting
GOALS:
The Information Systems Department will continue to provide the necessary support
functions to the Clerk of Court's and Clerk to the BOCC staff.
16
Information Systems
Positions Budget
Position Classification: Current 1 New 1 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 91,007
Subtotal 255,173
COLA/Merit Pool (0.0 %) 0
Salaries 255,173
Fringe Benefits 33,147
Life, Health & Worker's Comp. 42,054
Total Personal Services 4.00 0.00 4.00 $330,374
Budget
Capital Outlay: Quantity Amount
None
Total $0
17
Information Systems
Fiscal Year
Workload Measures: 2007 2008 2009 2010
Workstations 153 149 147 144
Servers 24 24 25 24
Processing (Hours per day) 15 12 12 12
Proposed Approved Proposed
2011 -2012 2010 -2011 Increase Percent
Budget Summary: Budget Budget (Decrease) Change
Personal Services $330,374 $346,215 ($15,841)
Operating Expenses 334,000 334,000 0
Capital Outlay 0 0 0
Total $664,374 $680,215 ($15,841) -2.33%
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.
Improvements will be made in the software used to manage and maintain public
records. The software provides a better system of organization and will reduce the
need for vendor maintenance. For more information please refer to the Clerk of Circuit
and County Court Administration section.
19
Recording
Positions Budget
Position Classification: Current 1 New 1 Total Amount
Assistant Supervisor 0.36 0.00 0.36 $14,627
Clerk III 1.00 0.00 1.00 37,694
Clerk II 1.00 0.00 1.00 36,678
Clerk I 3.80 0.00 3.80 123,251
Allocation of Branch Office
Supervision 0.37 0.00 0.37 24,675
Subtotal 236,925
COLA/Merit Pool (0.0 %) 0
Salaries 236,925
Fringe Benefits 30,777
Life, Health & Worker's Comp. 62,757
Total Personal Services 6.53 0.00 6.53 $330,459
Budget
Capital Outlay: Quantity Amount
None
Total $0
20
Recording
Calendar Year
Estimated
Workload Measures: 2008 2009 2010 2011
Documents Recorded 48,629 47,576 46,076 46,500
Marriage Licenses 2,842 2,730 2,790 2,800
Passports 1,013 933 0 0
Proposed Approved Proposed
2011 -2012 2010 -2011 Increase Percent
Budget Summary: Budget Budget (Decrease) Change
Personal. Services $330,459 $347,706 ($17,247)
Operating Expenses 89,000 89,000 0
Capital Outlay 0 0 0
Total $419,459 $436,706 ($17,247) -3.95%
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 Comptroller/Treasurer, County
Auditor, County Recorder, and Secretary/Ex- officio Clerk to the Board of County
Commissioners.
DESCRIPTION /OBJECTIVE:
Administration provides for the general management of all departments reporting to the
Clerk of the Circuit Court. Administration is responsible for 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:
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
Administration
Positions Budget
Position Classification: Current I New 1 Total Amount
Executive Salary 1.00 0.00 1.00 $108,599
Assistant to the Clerk 0.30 0.00 0.30 29,779
Administrative Assistant 0.60 0.00 0.60 33,873
Overtime 500
Subtotal 172,751
COLA/Merit Pool (0.0 %) 0
Salaries 172,751
Fringe Benefits 35,471
Life, Health & Worker's Comp. 18,634
Total Personal Services 1.90 0.00 1.90 $226,856
Budget
Capital Outlay: Quantity Amount
None
Total $0
23
Administration
Calendar Year
Estimated
Workload Measures: 2008 2009 2010 2011
Clerk to the BOCC - Admin.
Meetings Held 26 25 22 24
Pages of Minutes 275 293 270 279
Resolutions Adopted 515 466 469 483
Ordinances Adopted 30 38 38 35
Contracts Approved 550 547 565 554
Proposed Approved Proposed
2011 -2012 2010 -2011 Increase Percent
Budget Summary: Budget Budget (Decrease) Change
Personal Services $226,856 $237,000 ($10,144)
Operating Expenses 53,500 53,500 0
Capital Outlay 0 0 0
Subtotal 280,356 290,500 (10,144)
Allocation to Non -Court Related
Functions (See Page 31) x 37.44% x 36.94%
Total $104,965 $107,319 ($2,354) -2.19%
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 Official Record document images
and indexes to the public.
GOALS:
The Florida Legislature in the 2009 Session mandated that all Clerks of Court begin the
process of enabling e- filing in all court- related functions. In proviso language attached
to the budget legislation in the 2010 session directed Clerks to assist in the acceleration
of the e- filing process by implementing e- filing in five court divisions by January of 2011.
However, the time necessary to link every Clerk to a state -wide system was
underestimated and e- filing is not available in Monroe County at the present time. In
proviso language attached to the budget legislation in the 2011 session requires Clerks
to implement e- filing for the ten trial court divisions by January 1, 2012. The cost of
software and hardware required to comply with this legislative mandate will be provided
by the Public Records Modernization Trust Funds.
25
Records Management
Positions Budget
Position Classification: Current 1 New 1 Total Amount
Records Supervisor 1.00 0.00 1.00 $52,089
Records Technician II 1.00 0.00 1.00 43,360
Records Technician I 2.75 0.00 2.75 96,223
Overtime 0
Subtotal 191,672
COLA/Merit Pool (0.0 %) 0
Salaries 191,672
Fringe Benefits 24,898
Life, Health & Worker's Comp. 45,720
Total Personal Services 4.75 0.00 4.75 $262,290
Budget
Capital Outlay: Quantity Amount
None
Total $0
26
Records Management
Fiscal Year
Estimated
Workload Measures: 2008 2009 2010 2011
Rolls 135 102 0 0
Pages Microfilmed /Scanned 337,500 255,000 283,000 286,000
Microfilm Copies
(2008 -2009 Rolls and CDs) 177 111 51 80
(2010 -2011 CDs)
Proposed Approved Proposed
2011 -2012 2010 -2011 Increase Percent
Budget Summary: Budget Budget (Decrease) Change
Personal Services $262,290 $274,976 ($12,686)
Operating Expenses 78,000 78,000 0
Capital Outlay 0 0 0
Subtotal 340,290 352,976 (12,686)
Allocation to Non -Court Related
Functions (See Page 31) x 37.44% x 36.94%
Total $127,405 $130,399 ($2,994) -2.30%
27
MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT
TOURIST DEVELOPMENT TAX AND TOURIST IMPACT TAX
REVENUE HISTORY
$25,000,000
$20,000,000
1
M
$15,000,000
L
L
O r�
$10,000,000
$5,000,000 — I
$a r . I
FY 2007 FY 2008 FY 2009 FY 2010 FY 2011
03% Tourist Development Tax • 1%Tourist Impact Tax
Estimated
FY 2007 FY 2008 FY 2009 FY 2010 FY 2011
3% Tourist Development Tax $15,281,113 $15,470,137 $15,428,097 $20,266,390 $21,273,713
1% Tourist Impact Tax 5,093,707 5,156,682 4,730,584 5,074,910 5,321,313
Total Tax Collected $20,374,820 $20,626,819 $20,158,681 $25,341,300 $26,595,026
28
MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT
TOURIST DEVELOPMENT TAX AND TOURIST IMPACT TAX
REVENUE HISTORY
Tourist Development Tax Revenues
3% Oct 2006 -May 2009, 4% June 2009 -Sept 2011
Month 6 Months Est. % Increase
Collected FY2006 /07 FY2007/08 FY2008/09 FY2009 /10 FY2010/11 from Prior Year
Oct $776,431 $805,131 $821,069 $1,078,392 $1,234,746 14.50%
Nov 745,402 1,049,064 1,058,291 1,349,232 1,386,514 2.76%
Dec 1,375,171 1,259,861 1,183,102 1,730,753 1,775,091 2.56%
Jan 1,436,441 1,446,709 1,441,733 1,858,813 1,941,358 4.44%
Feb 1,765,537 1,877,082 1,519,489 2,277,091 2,335,872 2.58%
Mar 1,973,772 2,189,775 1,704,773 2,766,607 3,126,132 13.00%
Apr 1,661,596 1,554,712 1,461,352 2,100,317 2,184,000 3.98%
May 1,339,576 1,299,165 1,208,388 1,674,358 1,745,000 4.22%
Jun 1,255,176 1,255,671 1,391,334 1,572,704 1,635,000 3.96%
Jul 1,250,784 1,260,857 1,590,023 1,659,437 1,714,000 3.29%
Aug 961,437 1,002,919 1,257,826 1,248,345 1,236,000 -0.99%
Sep 739,790 469,191 790,717 950,341 960,000 1.02%
Total $15,281,113 $15,470,137 $15,428,097 $20,266,390 $21,273,713
% Increase 6.31% 1.24% -0.27% 31.36% 4.97%
1% Tourist Impact Tax Revenues
Month 6 Months Est. % Increase
Collected FY2006/07 FY2007/08 FY2008/09 FY2009/10 FY2010/11 from Prior Year
Oct $258,811 $268,377 $273,690 $269,824 $308,708 14.41%
Nov 248,467 349,688 352,763 338,547 346,697 2.41%
Dec 458,391 419,954 394,367 433,338 444,484 2.57%
Jan 478,814 482,236 480,578 466,359 485,340 4.07%
Feb 588,513 625,694 506,496 570,167 584,001 2.43%
Mar 657,924 729,925 568,258 693,726 781,533 12.66%
Apr 553,866 518,237 487,117 525,274 546,300 4.00%
May 446,525 433,055 401,741 418,650 436,200 4.19%
Jun 418,392 418,557 351,175 393,223 409,000 4.01%
Jul 416,928 420,256 401,142 414,956 429,000 3.38%
Aug 320,479 334,306 315,144 312,086 308,900 -1.02%
Sep 246,597 156,397 198,113 238,760 241,150 1.00%
Total $5,093,707 $5,156,682 $4,730,584 $5,074,910 $5,321,313
29
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MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT
CALCULATION OF OVERHEAD PERCENTAGES
2011 -2012
No. of
Employees
Non -Court Related
Clerk to BOCC 21.80
Internal Audit 2.00
TDC Audit 2.00
Recording 6.53
Total Non -Court Related 32.33 37.44%
Court Related 54.02 62.56%
Total Direct Service Employees 86.35 100.00%
Direct Service Employees 86.35 89.02%
Indirect Service Employees 10.65 10.98%
Total Clerk Employees 97.00 100.00%
31
Public Records Modernization Trust Fund
Proposed
2012
Revenue Budget Summary: Budget
Recording Fees $ 223,000
Fines 222,000
Interest Income 6,600
Cash Carryforward 1,079,000
Total $ 1,530,600
Proposed
2012
Expenditure Budget Summary: Budget
Operating Expenses $ 912,600
Equipment 161,000
Contingency 152,000
Reserves 305,000
Total $ 1,530,600
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 Clerk's Modernization Trust Fund for court related operational needs and program
enhancements.
32
2008 2009 2010 2011 2012
Active Employees 108 108 97 97 97
Employee Reductions 0 0 11 11 11
Total Pre - Recession Employees 108 108 108 108 108
CPI 3.80% -0.04% 1.60% 3.60%
raise 3% 0% 0% 0% ?%
Documents Recorded 48,628 47,576 46,076 46,500(e)
2008 2009 2010 2011 2012
Excess Fees
Non -Court Related 670,130 454,259 403,993 447,000(e) 190,000(e)
Child Support Settlement 313,000
Court Related 594,742 622,835 434,825 450,000(e) 460,000(e)
1,264,872 1,077,094 838,818 1,210,000(e 650,000(e)
38% 33% 26% 36 %(e) 20 %(e)
Funding Received 3,343,066 3,308,826 3,189,678 3,341,349 3,293,043(e)
100% 100% 100% 100% 100%
Change in funding received - 34,240 - 119,148 151,671 - 48,306
% Change -1.02% -3.60% 4.76% -1.45%
3% 4% 5%
Cost of Raises
NonCourt - General Revenue 63,761 85,037 106,259
NonCourt-TDC: Revenue 5,640 7,522 9,399
Court (to be funded with 10% fine revenue) 76,562 102,068 127,571
145,963 194,627 243,229
Non -Court % of 2012 Budget Request 2% 3% 3%
Decrease in Funding Requested w/ 5% Raises -48306
Increase in Budget due to Raises - 106259
Decrease in Budget if no Raises approved - 154565
F: \FINANCE \CLERK FY 12 \2012 Budget \BOCCBdgtPres.xlsx