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' MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT
' PROPOSED BUDGET
FISCAL YEAR 2012 -2013
1 JUNE 1, 2012
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BRANCH OFFICE:
MONROE COUNTY COURTHOUSE ;7 PLANTATION KEY
500 WHITEHEAD STREET, SUITE 101 � �`JY�uiDUE � GOVERNMENT CENTER
KEY WEST, FLORIDA 33040 v ! �' : a 88820 OVERSEAS HIGHWAY
TEL. (305) 294 -4641 * 7r '
/ II PLANTATION KEY, FLORIDA 33070
FAX (305) 295 -3663
/ Z .: " -? �o„ TEL. (305) 852 -7145
'� e ' • '' ° �
BRANCH OFFICE: FAx (305) 852 -7146
�
MARATHON SUB COURTHOUSE BOTH BUILDING
3117 OVERSEAS HIGHWAY CLERK OF THE CIRCUIT COURT 50 HIGH POINT BONG
MARATHON, FLORIDA 33050 MONROE COUNTY PLANTATION KEY, FLORIDA 33070
TEL. (305) 289 -6027 TEL. (305) 852 -7145
FAx (305) 289 -1745 www.clerk -of- the court.COlri FAx (305) 853 -7440
June 1, 2012
Mayor David P. Rice
9400 Overseas Hwy, #210
Marathon Airport Terminal
Marathon, FL 33050
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.
My budget requests are essentially flat reflecting a decrease of $1355. These budgets do
not include any requests for salary increases. If during the process the Board decides to include
salary increases in your budget, I would reserve the right to amend my budgets accordingly.
I am sure that you are aware that there is a case before the Florida Supreme Court
challenging legislation passed in the 2011 Session of the Legislature requiring employees to
contribute 3% of their salary to the Florida Retirement System. If that legislation is overturned it
could have a significant impact on our budgets. Of course, we do not at this point know how the
court will rule on this issue so it is impossible to include in these budget requests any
consideration for a possible refund scenario or substantial increase in the employer contribution
rate as a result of a Supreme Court decision which will probably occur during next fiscal year.
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 budgets of the Clerk's court related functions. In fact, we are
looking at significant cuts in our court- related budget that may result in a reduction of office
hours and across - the -board salary cuts to court employees.
I ask that you continue to provide 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 seven 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.
Sincerely yours,
q ----- C(4 4- er --- "
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 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 25-27
Records Management
TOURIST DEVELOPMENT TAX AND TOURIST IMPACT TAX
28-29
REVENUE HISTORY
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
CLERK OF THE CIRCUIT COURT
Internal Audits
Tourist Development
Tax Audits
CIRCUIT COUNTY
ADMINISTRATIVE CLERK TO CIRC COURT
SUPPORT BOCC COURT
I Administration I 1 Administration --
Criminal I Criminal
Jury --1 Civil i 1 Civii
I Management II — Finance j �"
Records Value Family [Traffic
I— Management L Adjustment
Board
Juvenile
1 Recording
_ Information Probate
Systems
2
MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT
DUTIES AND FUNCTIONS
ida
The Clerk of the Circuit Court is an elected by office befit tionb by
Constitution. The duties of the office are prov ided
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 t
byt o State a
Statutes. In
The addition to the
members of the BOCC, there are five elected co
Property Appraiser, Clerk of the Circuit Court, Sheriff, and the Supervisor of Elections.
Actions by the Legislature in the 2009 and 2010Vsessions hationsl placed the funding ndgor
Ce of the Circuit Court in the general Legislate appropriations
in the Clerk of Courts
provided by Clerks' court- related revenues statewide t d COUrts for court - related
Trust Fund. The budgets of the Clerk of the Circuit and County
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, osts that are the bBty of
of County Commissioners and certain court-related
County, is an appropriation of the General Revenue of the County.
3
MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT
OPERATING BUDGET COMPARISON
2012 -2013
2012 -2013 2011 -2012 Proposed
Proposed Proposed Increase
Budget Budget (Decrease)
Non -Court Related Clerk Functions
Clerk to BOCC $ 1,584,945 $ 1,563,514 $ 21,431
Internal Audit
231,067 230,667 400
3,075
Information Systems 675,933 679,008 (3,075)
423,846 432,886 (9,040)
Recording 105,862 108,896 (3,034)
Administration
Records Management 151,472 131,472 20,000
Contingency
190,000 190,000 0
Total Non -Court Related Clerk Functions
3,363,125 3,336,443 26,682
Court Related Clerk Functions 121,600 121,600 0
County Obligation per Statute
Court Related Insurance 456,963 460,000 (3,037)
Total Court Related Clerk Functions 578,563 581,600 (3,037)
Total Clerk Function Expenditures 3,941,688 3,918,043 23,645
Less Non -Court Fees and Other Revenues
650,000 625,000 (25,000)
General Revenue Funding
$ 3,291,688 $ 3,293,043 $ (1,355)
4
MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT
OPERATING BUDGET COMPARISON - TDC FUNCTIONS
2012 -2013
2012 -2013 2011 -2012 Proposed
Approved Approved Increase
Budget Budget (Decrease)
Clerk Functions Funded by TDC Revenues $ 57,861 $ 57,728 $ 133
Clerk to 200,593 200,255 338
TDC Audit t
Total Clerk Functions Funded by TDC Revenues $ 258,454 $ 257,983 $ 471
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.
For the last twenty -three 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. The Finance Department also intends to upgrade its accounting
software in order to more efficiently process accounts payable by improving the
communication and coordination between Finance and all other County departments.
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 the Department of
Revenue continues to revise and update the procedures of the VAB. The Clerk's office,
together with the contracted attorney to the VAB 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 $72,959
1.00 0.00 1.00 104,227
Finance Director 101,104
Assistant Finance Director 1.00 0.00 1.00 401,704
Sr. Accounting Specialists 6.70 0.00 6.70 84,669
Administrative Assistants 1.40 0.00 1.40
Accounting Specialists 11.00 0.00 11.00 413,806
Subtotal 1,208,504
COLA/Merit Pool (0.0 %) 0
-
Salaries 1,208,504
_ 167,925
Fringe Benefits 211,377
Life, Health & Worker's Comp.
Total Personal Services 21.80 I 0.00 1 21.80 $1,587,806
Budget
Capital Outlay: Quantity Amount
5 $10,000
Computer Equipment
Total $10,000
8
Clerk to the Board of County Commissioners
Fiscal Year
Workload Measures: 2008 2009 2010 2011
Clerk to the BOCC - Finance
Operating Checks Issued 15,419 14,103 14,386 14,404
Payroll Checks /Direct Deposits 17,861 15,919 17,023 16,888
Cost Centers Maintained 545 580 582 543
Funds Maintained 62 61 61 61
Property Records 4,021 4,005 3,835 3,851
Clerk to the BOCC - VAB (Calendar Year) 3
VAB Meetings 3 3 3
VAB Petitions 967 2,105 1,060 686
Special Magistrate Hearings 12
(days) 10 14 10
Proposed Approved Proposed
2012 -2013 2011 -2012 Increase Percent
Budget Summary: Budget Budget (Decrease) Change
Personal Services $1,587,806 $1,531,242 $56,564
Operating Expenses 45,000 80,000 (35,000)
Capital Outlay 10,000 10,000 0
Total $1,642,806 $1,621,242 $21,564 1.33%
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 a ade
rop s County assets.
ient use of County
ols
resources; and that internal controls are adequate to safeguard nty
DESCRIPTION /OBJECTIVE:
The department audits County Departments, private not - for - profit entities that receive
County funds, Clerk of the Circuit CouCoperations, Aud ts performed sin as accordance wwith requested by the Clerk of the Circuit Co
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 $99,750
Internal Auditor 1.00 0.00 1.00 68,512
Subtotal 168,262
COLA/Merit Pool (0.0 %) 0
—
Salaries 168,262
9
5,68
Fringe Benefits 2 25,689
Life, Health & Worker's Comp.
Total Personal Services 2.00 I 0.00 I 2.00 $213,567
Budget
Capital Outlay: Quantity Amount
None
Total $0
11
Internal Audit
Workload Measures:
Completed Audits Date Report Issued
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
Key West International Airport Revenue: Onsite Car Rental
Agencies -- Hertz, Avis, Budget, Dollar, Thrifty November, 2011
Human Services Board -- Grants and Grant Policies & Proced. March, 2012
Other Reports
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
Key West Airport Operations Review November, 2011
Health Care Contracts Review January, 2012
Miscellaneous Special Reports 5
1 Guardianship Audits - Reports Reviewed - 5/11 through 4/12 57
Proposed Approved Proposed
2012 -2013 2011 -2012 Increase Percent
Budget Summary: Budget Budget (Decrease) Change
Personal Services $213,567 $213,167 $400
Operating Expenses 17,500 17,500 0
Capital Outlay 0 0 0
Total $231,067 $230,667 $400 0.17%
12
Tourist Development Tax Audit
Positions Budget
Position Classification: Current I New I Total Amount
Senior Tourist Tax Auditor 1.00 0.00 1.00 $67,862
Tourist Tax Auditor
1.00 0.00 1.00 66,938
Subtotal 134,800
COLA/Merit Pool (0.0 %) 0
Salaries _ 134,800
17,807
Fringe Benefits 17,807
Life, Health & Worker's Comp.
Total Personal Services 2.00 1 0.00 I 2.00 $172,093
Budget
Capital Outlay: Quantity Amount
None
Total $0
14
Tourist Development Tax Audit
Fiscal Year
Estimated
Workload Measures: 2009 2010 2011 2012
Audits and Estimates Conducted 25 38 30 25
Notices of Delinquent Taxes 53 95 184 147
Identification Letters 88 64 41 75
Proposed Approved Proposed
2012 -2013 2011 -2012 Increase Percent
Budget Summary: Budget Budget (Decrease) Change
Personal Services $172,093 $171,755 $338
Operating Expenses 28,500 28,500 0
Capital Outlay 0 0 0
Total $200,593 $200,255 $338 0.17%
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 E- filing
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
0.00 1.00 84460
,2
Information Systems Supervisor 1.00 0.00 1.00 $84,260
Computer Systems Coordinator 1.00 0.00 2.00 95,557
8,2114
Computer Operators 2.00
Subtotal 267,931 0
COLA/Merit Pool (0.0 %)
267,931
Salaries
Fringe Benefits 35,394
35,39
Life, Health & Worker's Comp. I I 4.00 $345,933
Total Personal Services 4.00 0.00
Budget
Quantity Amount
Capital Outlay:
None
$0
Total
17
Information Systems
Fiscal Year
Workload Measures: 2008 2009 2010 2011
Workstations 149 147 144 147
Servers 24 25 24 23
Processing (Hours per day) 12 12 12 12
Proposed Approved Proposed
2012 -2013 2011 -2012 Increase Percent
Budget Summary: Budget Budget (Decrease) Change
Personal Services $345,933 $345,008 $925
Operating Expenses 330,000 334,000 (4,000)
Capital Outlay 0 0 0
Total $675,933 $679,008 ($3,075) -0.45%
18
MONROE COUNTY, FLORIDA
RECORDING
ANNUAL BUDGET
FUNCTION:
The Florida Constitution provides that the Clerk I be �ecordedsin shall be the Official p Records f of
recording all instruments authorized by
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
The
Clerk of Courts website has greatly enhanced the public usage of thees ear to
software used to manage and maintain public records was upgraded Y
provide a better system of organization and to
rredideeedactio need
0u for v n sdor
m The software also has the capacity to provide
the use of the new recording software to use its redaction feature, which will
provide efficiencies in the redaction process.
19
Recording
Positions Budget
Position Classification:
Current I New 1 Total Amount
0.40 0.00 0.40 $16,867
Assistant Supervisor
Clerk III 1.00 0.00 1.00 39,579
Clerk II
1.00 0.00 1.00 38,512 Clerk I 3.80 0.00 3.80 129,352
Allocation of Branch Office 0 27 19,977
Supervision 0.27 0.00
Subtotal 244,287 0
COLA/Merit Pool (0.0 %)
244,287
Salaries - 32,270
Fringe Benefits 8
,20
Life, Health & Worker's Comp. I 6 6.47 $33 22 , 2 4 9
Total Personal Services 6.47 l 0.00
Budget
Quantity Amount
Capital Outlay:
None
$0
Total
20
Recording
Calendar Year
Estimated
Workload Measures: 2009 2010 2011 2012
Documents Recorded 47,576 46,076 45,837 47,000
Marriage Licenses 2,730 2,790 3,117 3,175
Passports 933 0 0 0
Proposed Approved Proposed
2012 -2013 2011 -2012 Increase Percent
Budget Summary: Budget Budget (Decrease) Change
Personal Services $338,846 $343,886 ($5,040)
Operating Expenses 85,000 89,000 (4,000)
Capital Outlay 0 0 0
Total $423,846 $432,886 ($9,040) -2.09%
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; transferring accounting for
the
Board charged
Commissioners, the Clerk of the Circuit Court and t g these fees ee
Commissioners, the State of Florida and other agencies.
GOALS:
Administration will also continue to monitor internal processes and pr public.
res and
the delivery make changes where necessary to improve ry of services to the
22
Administration
Positions Budget
Position Classification: Current I New 1 Total Amount
Executive Salary 1.00 0.00 1.00 $107,828
Assistant to the Clerk 0.30 0.00 0.30 31,268
Administrative Assistant 0.60 0.00 0.60 36,287
Overtime 0
Subtotal 175,383
COLA/Merit Pool (0.0 %) 0
-
Salaries _ 175,383
• Fringe Benefits 35,295
Life, Health & Worker's Comp. 18,696
Total Personal Services 1.90 I 0.00 I 1.90 $229,374
Budget
Capital Outlay: Quantity Amount
None
Total $0
23
Administration
Calendar Year
Estimated
Workload Measures:
2009 2010 2011 2012
Clerk to the BOCC - Admin. 22 22 24
Meetings Held 25
270 247 273
Pages of Minutes 293 469 442 475
Resolutions Adopted 466 38 25 33
Ordinances Adopted 38 565 562 556
Contracts Approved 547
Proposed Approved Proposed
2012 -2013 2011 -2012 Increase Percent
Budget Summary: Budget Budget (Decrease) Change
Personal Services $229,374 $237,355 ($7,981)
53,500 0
53,
Operating Expenses 53,500 0
Capital Outlay 0 0
Subtotal 282,874 290,855 ( 7,981 )
Allocation to Non -Court Related x 37.42% x 37.44%
Functions (See Pa.e 31 - 2.79%
Total $105,862 $108,896 ($3,034)
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:
In proviso language attached to the budget legislation in the 2010 session directed
Clerks to implement e- filing in five court divisions by January of 2012. However, the
time necessary to link every Clerk to a state -wide system was underestimated as
specifications had not been developed by the state. In proviso language attached to
the budget legislation in the 2012 session required Clerks to implement e- filing for the
ten trial court divisions by January 1, 2013. The design work necessary to connect local
e- filing with the state system, in conformity with requirements that were developed as
the state -wide project progressed, was completed in Monroe County May, 2012. E- filing
for circuit civil cases became available at that time. All remaining civil divisions are
expected to have e- filing availability by July, 1 2012. Criminal cases e- filing is
scheduled to be completed by December, 2012. The cost of software and hardware
required to comply with this legislative mandate will be provided by the Public Records
Modernization Trust Funds.
New documents filed in court cases are redacted as required by Florida Statutes. The
Official Records for 1985 -1996 are in the process of being redacted by an outside
vendor. This process is expected to be complete September, 2012, and work will
commence on the redaction of court records thereafter.
The Clerk intends to strengthen the security of public records by establishing a "hot
site ". A "hot site" is a duplicate set of servers simultaneously updated online over the
internet with all history and transactions processed by the primary set of servers located
in Key West. The duplicate servers are usually located hundreds of miles from the
primary site in a building certified to withstand a category 4 hurricane, flood and other
such disasters.
25
Records Management
Positions Budget
Position Classification: Current New Total Amount
Records Supervisor 1.00 0.00 1.00 $54,693
Records Technician II 1.00 0.00 1.00 45,528
Records Technician I 3.75 0.00 3.75 139,425
Overtime 0
Subtotal 239,646
COLA/Merit Pool (0.0 %) 0
Salaries _ 239,646
Fringe Benefits 31,657
Life, Health & Worker's Comp. 55,445
Total Personal Services 5.75 0.00 5.75 $326,748
Budget
Capital Outlay: Quantity Amount
None
Total $0
26
•
Records Management
Fiscal Year
Estimated
Workload Measures: 2009 2010 2011 2012
Rolls 102 0 0 0
Pages Microfilmed /Scanned 255,000 260,000 275,000 250,000
Microfilm and Electronic Copies 50
(2009 Rolls and CDs) 111 51 55
(2010 -2012 CDs)
Proposed Approved Proposed
2012 -2013 2011 -2012 Increase Percent
Budget Summary: Budget Budget (Decrease) Change
Personal Services $326,748 $273,154 $53,594
Operating Expenses 78,000 78,000 0
Capital Outlay 0 0 0
Subtotal 404,748 351,154 53,594
Allocation to Non -Court Related
Functions (See Page 31) x 37.42% x 37.44%
Total $151,472 $131,472 $20,000 15.21%
27
MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT
TOURIST DEVELOPMENT TAX AND TOURIST IMPACT TAX
REVENUE HISTORY
$30,000,000
$25,000,000
M $20,000,000
1
$15,000,000
o
N
S $10,000,000
$5,000,000 —
$0
FY 2008 FY 2009 FY 2010 FY 2011 FY 2012
0 3% Tourist Development Tax 0 1% Tourist Impact Tax
Estimated
FY 2010 FY 2011 I FY 2012
FY 2008 FY 2009
3% Tourist Development Tax $15,470,137 $15,428,097 $20,266,390 $23,102,617 $25,966,071
1% Tourist Impact Tax 5,156,682 4,730,584 5,074,910 5,779,010 6,495,042
Total Tax Collected $20,626,819 $20,158,681 $25,341,300 $28,881,627 $32,461,113
28
MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT
TOURIST DEVELOPMENT TAX AND TOURIST IMPACT TAX
REVENUE HISTORY
Tourist Development Tax Revenues
3% Oct 2007 -May 2009, 4% June 2009 -Sept 2012
I Month 6 Months Est. % Increase
Collected I FY2007/08 I FY2008/09 I FY2009/10 I FY2010/11 I FY2011/12 from Prior Year
Oct $805,131 $821,069 $1,078,392 $1,234,746 $1,542,746 24.94%
Nov 1,049,064 1,058,291 1,349,232 1,386,514 1,731,331 24.87%
Dec 1,259,861 1,183,102 1,730,753 1,775,091 2,077,057 17.01%
Jan 1,446,709 1,441,733 1,858,813 1,941,358 2,355,650 21.34%
Feb 1,877,082 1,519,489 2,277,091 2,335,872 2,852,894 22.13%
Mar 2,189,775 1,704,773 2,766,607 3,126,132 3,425,313 9.57%
Apr 1,554,712 1,461,352 2,100,317 2,544,361 2,697,023 6.00%
May 1,299,165 1,208,388 1,674,358 2,078,145 2,202,834 6.00%
Jun 1,255,671 1,391,334 1,572,704 1,911,949 2,026,666 6.00%
Jul 1,260,857 1,590,023 1,659,437 2,054,044 2,177,287 6.00%
Aug 1,002,919 1,257,826 1,248,345 1,619,310 1,716,469 6.00%
Sep 469,191 790,717 950,341 1,095,095 1,160,801 6.00%
Total $15,470,137 $15,428,097 $20,266,390 $23,102,617 $25,966,071
Increase 1.24% -0.27% 31.36% 13.99% 12.39%
1% Tourist Impact Tax Revenues
Month 6 Months Est. % Increase
I
Collected FY2007/08 I FY2008 /09 I FY2009 /10 I FY2010/11 I FY2011/12 from Prior Year
Oct $268,377 $273,690 $269,824 $308,708 $385,687 24.94%
Nov 349,688 352,763 338,547 346,697 432,844 24.85%
Dec 419,954 394,367 433,338 444,484 519,437 16.86%
Jan 482,236 480,578 466,359 485,340 589,582 21.48%
Feb 625,694 506,496 570,167 584,001 713,223 22.13%
Mar 729,925 568,258 693,726 781,533 856,328 9.57%
Apr 518,237 487,117 525,274 636,090 674,255 6.00%
May 433,055 401,741 418,650 520,094 551,300 6.00%
Jun 418,557 351,175 393,223 479,404 508,168 6.00%
Jul 420,256 401,142 414,956 513,511 544,322 6.00%
Aug 334,306 315,144 312,086 405,374 429,696 6.00%
Sep 156,397 198,113 238,760 273,774 290,200 6.00%
Total $5,156,682 $4,730,584 $5,074,910 $5,779,010 $6,495,042
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