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FY2017G'G .yam _ � •; � � a� �ytl; FCORIUA'�� MONROE COUNTY, FLORIDA CLERK OF THE CIRCUIT COURT & COMPTROLLER PROPOSED BUDGET FOR FISCAL YEAR 2017 Presented by: Amy Heavilin, CPA/CFE Ex-officio Clerk to the Board of County Commissioners Submitted: June 1, 2016 AMY REAVILIN, CPA CLERK OF CIRCUIT COURT & COMPTROLLER MONROE COUNTY, FLORIDA FLOWN* June 1, 2016 Mayor Heather Carruthers 500 Whitehead Street Key West, FL 3304 RE: FYE - 2017 Clerk Budget Request Dear Mayor and Commissioners: In accordance with Florida Statute 129.03, I hereby submit the budget for certain court related costs and all non -court related costs. The County is required by Florida Statute 29.008 to fund the cost of facilities for the office of the Clerk. These costs include such items as equipment, leases, computer systems and telephones. This budget does not include the Clerk's Trust Funds/Special Revenue Funds, Federal Child Support Grant or the funding necessary for the Court Operations. The Clerk did not request any increases in FY- 16; however, this year the request has increases over prior year for the following: • 5% Salary Rate Increase and Associated Taxes • FRS Rate Increase • Health Insurance Increase • Upgrades for BOCC H/R; Electronic Timesheets; Audit • TDC Increases • Court Related Costs - County Obligations Per Statute - Court -Related Salary Adjustments - Court -Related Insurance $113,891 $ 67,365 $ 76,417 $ 95,000 $ 3,560 $ 0 $ 97,939 $132,857 587 029 500 Whitehead Street Suite 101, PO Box 1980, Key West, FL 33040 Phone: 305-295-3130 Fax: 305-295-3663 3117 Overseas Highway, Marathon, FL 33050 Phone: 305-289-6027 Fax: 305-289-6025 88820 Overseas Highway, Plantation Key, FL 33070 Phone: 852-7145 Fax: 305-852-7146 Page 2 June 1, 2016 Re: FYE-2017 Budget Request A salary adjustment cannot be given to the Clerk employees funded by the County without providing the same adjustment to the court -related employees. The County has no obligation to fund court -related salary adjustments; however, without the Board's assistance, it becomes more and more difficult to offer a competitive wage for our employees to afford the high cost of living. We continue our efforts in modernizing our office in order to reduce our costs. We have been able to implement e-filing; however until the Supreme Court and the local Chief Judge provide their approval, we are unauthorized to go paperless with the Court records. This fall, we will be upgrading our recording software which will be a paperless E-recording environment for this division. By upgrading, we anticipate future savings in the cost of operations which we will measure and report back to the County next fiscal year. I am requesting that court -related insurances continue to be included in the budget. This appropriation would not be used unless there is a shortfall in the court -related revenues. In past years, the Clerk's office has been able to return the funding for court related insurances and more, as excess fees. I am concerned that continued declines in the court revenues due to external factors, such as the legislative re- distribution of funding sources and shifts in case loads will continue to occur. The court -related budget to the Clerk of Courts Operations Corporation (CCOC) will be submitted as required by Florida Statute and it will be made available to the BOCC as well as the public. I welcome any questions or comments you may have on this document. Sincerely, 4= ".I - - /010') Amy H vilin, ICC • Clerk of ourt & Comptroller Ex-officio Clerk to the Board of County Commissioners CC: Office of OMB Clerk's Finance Division 500 Whitehead Street Suite 101, PO Box 1980, Key West FL 33040 Phone: 305-295-3130 Fax: 305-295-3563 3117Overseas Highway, Marathon, FL 33050 Phone: 305-289-6027Fax: 305-289-6025 88820 Overseas Highway, Plantation Key, FL 33070 Phone: 852-7145 Fax: 305-852-7146 MONROE COUNTY, FLORIDA CLERK OF THE CIRCUIT COURT & COMPTROLLER TABLE OF CONTENTS INTRODUCTORY SECTION OrganizationCharts-------------------------------------------------------------------------------------------------------------------------------------------- 2-3 Dutiesand Functions----------------------------------------------------------------------------------------------------------------------------------------------4 OPERATIONAL BUDGET COMPARISON .................................................................................................... 5-7 NON -COURT RELATED DEPARTMENTAL OPERATING BUDGETS Annual Budgets: Clerk to the Board of County Commissioners........................................................................................ 8-15 InternalAudit---------------------------------------------------------------------------------------------------------------------------------------- 16-18 InformationSystems------------------------------------------------------------------------------------------------------------------------------ 19-21 Recording---------------------------------------------------------------------------------------------------------------------------------------------- 22-24 RecordsManagement---------------------------------------------------------------------------------------------------------------------------- 25-27 COURT -RELATED CLERK FUNCTIONS Court -Related Clerk Fees-------------------------------------------------------------------------------------------------------------------------------------28 Operational Budget Comparison - FTES.............................................................................................................. 30 PUBLIC RECORDS MODERNIZATION TRUST FUND................................................................................31 1 W J O wrw ICY 0 � O � r J LL,v Q O Z E Z W V ~ V G a N Z a u° i O (� U O U L6 uO i W ,J V d X W zo m Q u F F 0 i 0 i C C CN O � 1% W J J O OC N CL 2 O v ca N OC 7 �0 `V fir♦ V OC v W 2 N L6 O OC W J V M MONROE COUNTY, FLORIDA CLERK OF THE CIRCUIT COURT & COMPTROLLER DUTIES AND FUNCTIONS The Clerk of the Circuit Court & Comptroller 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 & Comptroller shall be: Clerk of the Circuit Court, Clerk of the County, 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: Tax Collector, Property Appraiser, Clerk of the Circuit Court & Comptroller, Sheriff, and Supervisor of Elections. The budget of the Clerk of the Circuit Court for court -related functions is primarily supported by fines, fees, and service charges. Florida Statutes delineate court -related costs, which are the responsibility of the County and costs that must be funded by fines, fees, and service charges. The Statutes also provide a mechanism for funding Clerks who project a deficit in funding necessary to support court -related functions. However, in FY 16, Monroe County faced a 3.61 % (or $105,000) decrease in its State funding due to significant statewide decreases in court fines, fees and service charges that are dedicated to funding Clerks' Offices. It is expected that in FY 17 the Clerk's Office will continue to face a decrease in its funding support from the State. The budgets of the Clerk of the Circuit Court and County courts for court -related functions are contained in the Clerk's Court -Related Fund. Funding for the budget of the Clerk of the Circuit Court & Comptroller, 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. The Clerk of Court's FY 17 budget proposal includes the following requests: • Funding for five percent increase to Clerk non -court employees' wages. Clerk employees have not received a wage increase since FY 15. We are requesting a similar salary adjustment from the CCOC for court -related employees. • Funding for prior year increases to employer's share of health insurance and Florida Retirement System (FRS) contributions. • Funding to install and implement Human Resources and timesheet modules for the Clerk's Finance Plus system. • Funding to purchase internal audit software. 11 MONROE COUNTY, FLORIDA CLERK OF THE COURT & COMPTROLLER OPERATIONAL BUDGET COMPARISON FISCAL YEAR ENDING 2017 FYE 2017 FYE 2016 Proposed Proposed Approved Increase Budget Budget (Decrease) Non -Court Related Clerk Functions Clerk to BOCC /Admin 2,147,533 1,932,903 214,630 Internal Audit 382,276 325,993 56,283 Information Systems 616,390 589,832 26,558 Recording 491,386 449,273 42,113 Records Management 175,021 161,932 13,089 Total Non -Court Related Clerk Functions: 3,812,606 3,459,933 352,673 Court Related Clerk Functions County Obligation per Statute 121,600 121,600 - Court Related Salary Adjustments 169,517 71,578 97,939 Court Related Insurance 589,820 456,963 132,857 Total Court Related Clerk Functions: 880,937 650,141 230,796 Total Clerk Function Expenditures 4,693,543 4,110,074 583,469 Less non -Court Fees and Other Revenues 650,000 650,000 - Funded by General Revenues 4,043,543 3,460,074 583,469 TDC Related Functions Clerk Functions Funded by 57,018 53,458 3,560 TDC Revenues Total Clerk Related TDC Functions: 57,018 53,458 3,560 Funded by General Revenues & TDC 4,100,561 3,513,532 587,029 INFORMATIONAL PURPOSES: FYE 17 FYE 15 Proposed Court Salary: Proposal Budget Increase/(Decrease - Circuit Civil 26,936 10,805 16,131 - County Civil 11,644 6,220 5,424 - Circuit Criminal 39,667 15,357 24,310 - County Criminal 27,620 10,630 16,990 - Jury Management 4,401 2,361 2,040 - Probate 4,054 1,800 2,254 - Family 7,387 3,784 3,603 - Juvenile - 1,873 (1,873) - Traffic 47,808 18,748 29,060 S 169,517 ,$ 71,578 ,$ 97,939 5 MONROE COUNTY, FLORIDA CLERK OF THE COURT & COMPTROLLER OPERATIONAL BUDGET COMPARISON FOR TDC FUNDING FISCAL YEAR ENDING 2017 FYE - 2017 FYE - 2016 Proposed Proposed Approved Increase Budget Budget (Decrease) Headcount / FTE's 1.00 1.00 - Salary 36,066 33,987 2,079 Other Wages - - - Overtime - - - FICA Taxes 2,764 2,628 136 Retirement Contributions 2,712 2,507 205 Life and Health Insurance 10,620 9,480 1,140 Worker's Compensation 121 121 - Unemployment - - - 52,283 48,723 3,560 Professional / Other Contractual Services - - - Travel and Per Diem - - - Postage 3,500 3,500 - Phones 185 185 - Rentals and Leases - - - Risk Management 100 100 - Repair and Maintenance 150 150 - Printing and Binding - - - Advertising - - - Office Supplies 300 300 - Operating Supplies 500 500 - Books, Publications, Subscriptions - - - 4,735 4,735 - Capital Outlay 57,018 53,458 3,560 The increases presented represent the following: - Personnel Costs 5% increase - Retirement rates increased by FRS over prior year rates (HM/HA) - Health Insurance from County increased over prior year rates C$I CLERK OF THE COURT & COMPTROLLER OPERATIONAL BUDGET COMPARISON (Excludes TDC) FISCAL YEAR ENDING 2017 Headcount / FTE's Executive Salary Salary Other Wages Overtime FICA Taxes Retirement Contributions Life and Health Insurance Worker's Compensation Unemployment Professional / Other Contractual Services Travel and Per Diem Postage Phones Rentals and Leases Risk Management Repair and Maintenance Printing and Binding Advertising Office Supplies Operating Supplies Books, Publications, Subscriptions Capital Outlay FYE - FYE - 2017 2016 Proposed Proposed Approved Increase Budget Budget (Decrease) 38.49 38.49 - 56,000 56,000 - 2,019,207 1,913,409 105,798 23,800 23,800 - 97,643 97,643 - 146,465 138,372 8,093 264,794 197,429 67,365 415,136 338,719 76,417 6,749 6,749 - 5,000 5,000 - 3,034,794 2,777,121 257,673 242,177 242,177 - 20,814 20,814 - 12,022 12,022 - 15,850 15,850 - 15,215 15,215 - 3,823 3,823 - 54,341 54,341 - 12,694 12,694 - 1,860 1,860 - 39,649 39,649 - 336,867 241,867 95,000 14,500 14,500 - 769,812 674,812 95,000 8,000 8,000 - 3,N12,606 3,459,933 352,673 7 MONROE COUNTY, FLORIDA CLERK TO THE BOARD OF COUNTY COMMISSIONERS 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, County Auditor, County Recorder, and Ex-officio Clerk to the Board of County Commissioners. In addition, according to Florida Statutes 125.17 and 28.12, "the Clerk of the Circuit Court & Comptroller 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 of 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. DESCRIPITION/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-seven 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 the state and local government financial reports. Clerk to the BOCC Admin: Administration provides for the general management of all departments reporting to the Clerk of the Circuit Court & Comptroller. Administration is responsible for long-range planning, budget preparation, and the development of policies and procedures. Administrative assistants provide secretarial and technical support. Administrative staff maintains the accounting records for 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 & Comptroller's annual budget; monitoring and processing operating expenditures; accounting for user fees charged by the Clerk of the Circuit Court & Comptroller and transferring these fees to the BOCC, the State of Florida and other local, state and federal agencies. This department prepares and indexes official minutes of regular and special meetings of the BOCC. In addition to preparing and processing ordinances and resolutions resulting from those 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. Clerk to the BOCC-VAB: The Value Adjustment Board (VAB) meets in accordance with applicable Florida Statutes and Department of Revenue rules. The Board 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 VAB. We will maintain the efficient operation of the VAB as the Department of Revenue continues to revise and update the procedures for VAB. The Clerk's office, together with the contracted VAB attorney and the Property Appraiser's office, assists the VAB in its operations. The staff also provides education on VAB by providing general information and requirements through written materials and direct contact to taxpayers. Our primary goal is to be helpful and cooperative as possible throughout the entire VAB process. This department files all petitions, receives filing fees, assists in the process of obtaining 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: In the coming year, the County is scheduled to wrap-up its large capital project for the Cudjoe Regional Wastewater Facilities. The BOCC-Finance staff expects to work closely with BOCC M program staff to ensure that this large project is properly closed out and accounted for with the Florida Keys Aqueduct Authority. In addition, BOCC staff has approached the Clerk to request the installation and implementation of modules to enhance the Clerk's existing Finance Plus financial accounting system. The Finance Plus system is used by the Clerk to maintain the BOCC's accounting and payroll records. The requested modules would expand the functionality of the Finance Plus system to allow the BOCC's Human Resources function (employee timesheets, job application center, benefit management, Affordable Care Act reporting, and workflow) to fully integrate with the BOCC payroll and the general ledger to streamline operations by eliminating redundant data entry and allowing for more efficient and accurate updating of the general ledger. It is estimated that the Clerk's Office will need $65,000 to install and implement the requested modules to its Finance Plus servers as well as provide end -user training to applicable Clerk and BOCC staff on the new applications. The goal would be to begin this project early in FY 17 with an implementation date in early calendar year 2017. Clerk to the BOCC Admin: 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 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. Administration also monitors internal processes and procedures and makes changes where necessary to improve the delivery of services to the public. Due to advancements in technology and less funding from the State, alternative solutions are being evaluated to convert microfilm to another digital medium. This conversion is being accomplished by an outside consultant. 10 MONROE COUNTY, FLORIDA CLERK OF THE COURT & COMPTROLLER OPERATIONAL BUDGET COMPARISON (Finance & Administration) FISCAL YEAR ENDING 2017 Headcount / FTE's Executive Salary Salary Other Wages Overtime FICA Taxes Retirement Contributions Life and Health Insurance Worker's Compensation Unemployment Professional / Other Contractual Services Travel and Per Diem Postage Phones Rentals and Leases Risk Management Repair and Maintenance Printing and Binding Advertising Office Supplies Operating Supplies Books, Publications, Subscriptions Capital Outlay Finance Admin Totals 21.20 2.50 23.70 - 56,000 56,000 1,010,036 93,034 1,103,070 20,000 - 20,000 30,000 67,143 97,143 78,592 11,401 89,993 140,335 31,615 171,950 231,516 26,550 258,066 3,000 506 3,506 5,000 - 5,000 1,518,479 286,249 1,804,728 76,809 106,975 183,784 10,500 2,650 13,150 3,800 1,500 5,300 500 100 600 1,800 8,000 9,800 500 61 561 700 250 950 750 450 1,200 610 150 760 9,500 9,000 18,500 73,200 20,000 93,200 2,000 5,000 7,000 180,669 154,136 334,805 8,000 8,000 1,699,148 448,385 2,147,533 The increases presented represent the following: - Personnel Costs 5% increase - Retirement rates increased by FRS over prior year rates (HM/HA) - Health Insurance from County increased over prior year rates - Sungard Human Resources and Timesheet module upgrades of $65,000 11 Clerk to the BOCC-Finance G ra nts 400 330 300 238 254 � 213 m 200 156 148 0 100 2011 2012 2013 2014 2015 Est. 2016 25,000 a 41 '5 20,000 U a 15,000 w 10,000 5,000 u 0 w 2,000 c m c 1,500 1,000 w w 500 u o - u 0 U Cash Receipts Cost Centers 2011 2012 2013 2014 2015 Est. 2016 2011 2012 2013 2014 2015 Est. 2016 Inventory Property Records 10 434_. 10,500 10,232 10,000 0 9,500 9 078 14 9,155 U 8 9689,0 omc 9,000 0 xk 8,500 8,000 2011 2012 2013 2014 2015 Est. 2016 12 T w c 68 c 66 c LL 64 0 62 Funds 70 1 2 3 4 5 6 Payroll 16,000 14,000 12,000 ��— 10,000 U a 8,000 a 6,000 m a 4,000 2,000 2011 1 2012 2013 2014 1 2015 Est. 2016 ■- Voided Payroll Checks 1 3 8 5 - 6 ■ - Manual Payroll Checks 1 14 19 183 13 10 ■ - Payroll Checks / Direct Deposits 10,459 14,385 1 14,520 14,999 14,712 1 14,458 16,000 14,000 a12,000 10,000 8,000 m 6,000 c 0 4,000 U a 2,000 ■ -Accounts Payable Voids ■ -Manual A/P, WT's, ACH, EFT ■ - Operating Checks Issued Accounts Payable 2011 2012 2013 2014 1 2015 Est. 2016 77 123 89 117 62 82 30 35 129 211 384 62 13,325 113,481 113,705 12,853 14,448 1 11,146 13 Clerk to the BOCC-VAB 30 25 20 15 10 5 Value Adjustment Board 2011 2012 2013 2014 2015 Est. 2016 1,200 1,000 800 600 400 200 _ y T 2010 ■ Special Magistrate Hearings ■ VAB Meetings Value Adjustment Board 2011 2012 2013 2014 2015 14 Clerk to the BOCC-Admin 1,400 1,200 1,000 800 600 400 200 25 20 BOCC Meetings Held 2011 2012 2013 2014 2015 Est.2016 BOCC Activity 2011 2012 2013 2014 2015 Est.2016 15 ■ Contracts Executed Ordinances Adopted ■ Resolutions Adopted ■ Pages of Minutes MONROE COUNTY, FLORIDA CLERK OF COURT & COMPTROLLER INTERNAL AUDIT DIVISION ANNUAL BUDGET FUNCTION: Internal audit is part of the constitutional responsibilities of the Monroe County Clerk of Circuit Court and Comptroller (Clerk of Court). The Internal Audit Division was created to accomplish that constitutional responsibility. Its mission is to provide independent, objective, and comprehensive assurance audits and consulting services designed to add value, increase the efficiency of operations, advance accountability, and improve stewardship of public resources. This is accomplished through a systematic and disciplined approach in which internal auditors actively work with applicable BOCC and Clerk of Court management in identifying risks, evaluating controls, and making recommendations that promote economical, efficient, and effective use of funds and delivery of services. DESCRIPTION/OBJECTIVE: The Internal Audit Division conducts audits and reviews of County departments and offices, Clerk of Court, and all entities that receive County funds. The objective of the Division is to provide the County with independent appraisal of whether desired results and goals are achieved economically, efficiently, and in accordance with applicable laws, regulations, policies and procedures. The Division also performs continuous reviews of projects including guardianship reports and MOU David/David reviews. In addition, the Internal Audit Division reviews and investigates allegations of fraud, waste, abuse, and ethical misconduct (received via the fraud "hotline"). GOALS: As shown on the table on the following page, the Internal Audit Division has been involved in many value-added projects this past year including the audit of the Safety Harbor Animal Rescue of the Keys (SHARK), the audit of the Medical Examiner's operations, an inquiry into duplicate requests for travel reimbursement by Guardian Ad Litem staff, and a follow-up review of the Audit of Monroe County BOCC Purchasing Card. The recommendations resulting from these audits and reviews are expected to have significant impacts and improvements on the operations of the County government. Part of the Clerk's budget request is to authorize $30,000 in one-time funding for purchasing internal audit software that will automate many of the Division's manual processes. The requested software would: 16 • Streamline audit management by easily creating checklists and questionnaires, centralizing audit data and audit trails, and by providing workflow and task management capabilities; • Assist with identifying operational risks and evaluating regulatory compliance by assessing the level of compliance against applicable regulations and county policies, identifying non -conformities and monitor progress of actions initiated to eliminate non- compliance; • Monitor performance by analyzing performance, assessing progress toward targets; and developing automated scoring methodologies; and • Centralize corrective and preventive action plans and automate the sharing of audit results. INTERNAL AUDIT WORKLOAD MEASURES Report Audits, Reviews, Inquiries and Follow-ups Completed Status Issued Audits 1. Safety Harbor Animal Rescue of the Keys Inc. Completed April 2016 2. Audit of Medical Examiner's Operation Completed May 2016 Inquiries Guardian Ad Litem Travel Reimbursement Inquiry Completed April 2016 Follow-up Reviews Follow-up Review on Audit of BOCC Purchasing Card Completed October 2015 Audits, Reviews and Inquiries Planned or in Progress Status Budget Hours 1. Clerk of Court Mailroom Inquiry In Progress 600 2. Review of Rural Health Network of Monroe County In Progress 700 Florida Inc. 3. Audit of Countywide Cash Management Controls Planned 700 4. Audit of Fire Volunteer Department adherence to agreement provisions Planned 700 Non -Audit Reviews and Activities (described below) On -going 900 # Received # Completed # In Progress Other Reviews and Activities 1. Guardianship Reports reviewed 39 34 5 2. Fraud Hotline & Tip investigations 1 1 3. Follow-up Review of MOU David/Dave and Annual Planned Planned Review Audit Management and Administration 1. Other Audit Director Duties 250 2. Office Management/Support 400 3. Quality Control Reviews 200 4. Staff Development 300 Total Hours 4,750 17 MONROE COUNTY, FLORIDA CLERK OF THE COURT & COMPTROLLER OPERATIONAL BUDGET COMPARISON (Internal Audit) FISCAL YEAR ENDING 2017 FYE - 2017 FYE - 2016 Proposed Proposed Approved Increase Budget Budget (Decrease) Headcount / FTE's 3.00 3.00 - Salary 267,261 256,473 10,788 Other Wages - - - Overtime - - - FICA Taxes 10,825 10,000 825 Retirement Contributions 31,250 20,000 11,250 Life and Health Insurance 31,860 28,440 3,420 Worker's Compensation 644 644 - Unemployment - - - 341,840 315,557 26,283 Professional / Other Contractual Services 75 75 - Travel and Per Diem 4,500 4,500 - Postage 150 150 - Phones 150 150 - Rentals and Leases 1,215 1,215 - Risk Management 500 500 - Repair and Maintenance 591 591 - Printing and Binding - - - Advertising - - - Office Supplies 705 705 - Operating Supplies 31,050 1,050 30,000 Books, Publications, Subscriptions 1,500 1,500 - 40,436 10,436 30,000 Capital Outlay - - - 382,276 325,993 56,283 The increases presented represent the following: - Personnel Costs 5% increase - Retirement rates increased by FRS over prior year rates (HM/HA) - Health Insurance from County increased over prior year rates - Internal Audit software package of $30,000; work currently done manually 18 MONROE COUNTY, FLORIDA CLERK OF THE CIRCUIT COURT & COMPTROLLER INFORMATION SYSTEMS ANNUAL BUDGET FUNCTION: The role of the Clerk of the Circuit Court & Comptroller in Information Systems is to provide information technology support 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 County Court: Traffic, Civil/Small Claims Criminal Justice Information System (CJIS) Juvenile Document Recording and Indexing Budgeting GOALS: Clerk of Court's Accounting Clerk to the BOCC Accounting Payroll Fixed and Moveable Assets Purchasing E-filing The Information Systems Department will continue to provide the necessary support functions to the Clerk of Court's and Clerk to the BOCC staff. Using Modernization Trust Fund Monies, the following items are in the process of being implemented or are being reviewed for implementation: • Redacting software, in progress • Redesign Clerk's website, in progress • Upgrade of finance software, in progress • Upgrade of E-Recording to County Fusion, in progress • Off -site electronic data storage • Tracking software for the inventory in the evidence vault 19 MONROE COUNTY, FLORIDA CLERK OF THE COURT & COMPTROLLER OPERATIONAL BUDGET COMPARISON (Information Technology) FISCAL YEAR ENDING 2017 FYE - 2017 FYE - 2016 Proposed Proposed Approved Increase Budget Budget (Decrease) Headcount / FTE's 3.13 3.13 - Salary 242,663 232,000 10,663 Other Wages - - - Overtime - - - FICA Taxes 15,816 15,000 816 Retirement Contributions 16,838 15,000 1,838 Life and Health Insurance 33,241 20,000 13,241 Worker's Compensation 1,500 1,500 - Unemployment - - - 310,058 283,500 26,558 Professional / Other Contractual Services 48,938 48,938 - Travel and Per Diem 1,000 1,000 - Postage 700 700 - Phones 15,000 15,000 - Rentals and Leases - - - Risk Management - - - Repair and Maintenance 50,000 50,000 - Printing and Binding 8,200 8,200 - Advertising 1,000 1,000 - Office Supplies 12,500 12,500 - Operating Supplies 163,994 163,994 - Books, Publications, Subscriptions 5,000 5,000 - 306,332 306,332 - Capital Outlay - - - 616,390 589,832 26,558 The increases presented represent the following: - Personnel Costs 5% increase - Retirement rates increased by FRS over prior year rates (HM/HA) - Health Insurance from County increased over prior year rates 20 165 160 155 150 145 140 135 130 125 40 35 30 25 20 15 10 5 Workstations & Laptops 2011 2012 2013 2014 2015 Est.2016 Servers 2011 2012 2013 2014 2015 Est.2016 Software Applications 21 MONROE COUNTY, FLORIDA CLERK OF THE CIRCUIT COURT & COMPTROLLER RECORDING ANNUAL BUDGET FUNCTION: The Florida Constitution provides that the Clerk of Court shall be responsible for recording all instruments authorized by law to be recorded in the Official Records of Monroe County. DESCRIPTION/OBJECTIVES: The Recording Division 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 Recording Division 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 Court's website has greatly enhanced the public usage of these records. The software used to manage and maintain public records was recently upgraded to provide a better system of organization and to reduce the need for vendor maintenance. The software also has the capacity to provide redaction. Our goal is to expand the use of the new recording software to use its redaction feature, which will provide efficiencies in the redaction process. 22 MONROE COUNTY, FLORIDA CLERK OF THE COURT & COMPTROLLER OPERATIONAL BUDGET COMPARISON (Recording) FISCAL YEAR ENDING 2017 FYE - 2017 FYE - 2016 Proposed Proposed Approved Increase Budget Budget (Decrease) Headcount / FTE's 7.59 7.59 - Salary 301,575 287,000 14,575 Other Wages 3,800 3,800 - Overtime 500 500 - FICA Taxes 22,115 21,000 1,115 Retirement Contributions 23,017 22,200 817 Life and Health Insurance 80,606 55,000 25,606 Worker's Compensation 700 700 - Unemployment - - - 432,313 390,200 42,113 Professional / Other Contractual Services 5,150 5,150 - Travel and Per Diem 1,500 1,500 - Postage 1,200 1,200 - Phones 100 100 - Rentals and Leases 4,200 4,200 - Risk Management 1,200 1,200 - Repair and Maintenance 2,800 2,800 - Printing and Binding 700 700 - Advertising 100 100 - Office Supplies 2,500 2,500 - Operating Supplies 38,623 38,623 - Books, Publications, Subscriptions 1,000 1,000 - 59,073 59,073 - Capital Outlay 491,386 449,273 42,113 The increases presented represent the following: - Personnel Costs 5% increase - Retirement rates increased by FRS over prior year rates (HM/HA) - Health Insurance from County increased over prior year rates 23 50,000 48,000 46,000 44,000 42,000 40,000 38,000 3,150 3,100 3,050 3,000 2,950 2,900 2,850 2,800 2,750 2,700 Documents Recorded 2011 2012 2013 2014 2015 Est.2016 Marriage Licenses 2011 2012 2013 2014 2015 Est.2016 24 MONROE COUNTY, FLORIDA CLERK OF THE CIRCUIT COURT & COMPTROLLER RECORDS MANAGEMENT ANNUAL BUDGET FUNCTION: The Florida Constitution provides that the Clerk of Court is responsible for the maintenance and protection of a wide variety of public records. DESCRIPTION/OBJECTIVES: The Records Management Division 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 language attached to the budget legislation in the 2010 session, Clerks were directed to implement e-filing in five court divisions by October of 2013. However, the time necessary to link every Clerk to a statewide system was underestimated as specifications had not been developed by the state. In language attached to the budget legislation in the 2013 session Clerks were directed to implement e-filing for the ten trial court divisions by January 1, 2014. The design work necessary to connect local e-filing with the state system, in conformity with requirements that were developed as the statewide project progressed, was completed in Monroe County May, 2012. E-filing for circuit civil cases became available at that time. All remaining civil divisions were completely e-filing in March of 2013. Criminal cases e-filing was completed by December, 2013. The cost of software and hardware required to comply with this legislative mandate was 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 have been redacted by an outside vendor. The Court Record redaction software was acquired in March, 2015, and significant progress was made throughout 2016and this project is scheduled for completion in early FY 17. Preservation of historical court records will be maintained by converting these files into electronic or other format. The Clerk intends to strengthen the security of public records by setting up a "hot site." A hot site would provide real-time redundancy of the Clerk's critical computerized data. This would be accomplished bystoring the data on servers located hundreds of miles from the Clerk's Monroe County courthouse offices in a building certified to withstand a category 4 hurricane, flood and other such disasters. This project is currently being analyzed by IT staff. 25 MONROE COUNTY, FLORIDA CLERK OF THE COURT & COMPTROLLER OPERATIONAL BUDGET COMPARISON (Records Mgt) FISCAL YEAR ENDING 2017 FYE - 2017 FYE - 2016 Proposed Proposed Approved Increase Budget Budget (Decrease) Headcount / FTE's 1.07 1.07 - Salary 104,638 99,802 4,836 Other Wages - - - Overtime - - - FICA Taxes 7,716 7,346 370 Retirement Contributions 21,739 15,075 6,664 Life and Health Insurance 11,363 10,144 1,219 Worker's Compensation 399 399 - Unemployment - - - 145,855 132,766 13,089 Professional / Other Contractual Services 4,230 4,230 - Travel and Per Diem 664 664 - Postage 4,672 4,672 - Phones - - - Rentals and Leases - - - Risk Management 1,562 1,562 - Repair and Maintenance - - - Printing and Binding 2,594 2,594 - Advertising - - - Office Supplies 5,444 5,444 - Operating Supplies 10,000 10,000 - Books, Publications, Subscriptions - - - 29,166 29,166 - Capital Outlay - - - 175,021 161,932 13,089 The increases presented represent the following: - Personnel Costs 5% increase - Retirement rates increased by FRS over prior year rates (HM/HA) - Health Insurance from County increased over prior year rates L►o 70,000 60,000 50,000 IX an 40,000 w c 30,000 20,000 10,000 E-filing Statistics ■ E-filing (Criminal) ■ E-filing (Civil) 2013 2014 2015 Est.2016 Court Case Types Processed Annually 27 osures Cases ile Dependency Case iI Health Cases ile Delinquency Case to Cases Claims Cases y Court Cases Cases Cases ircuit Cases Cases ummons l IR 'IT lf� M l C� kn M "T C� \c l C� \c t AO O C� == \c M = l N l O O� N \c IIRI O N C� O N lf� M Olf� N l lf� tn=C� 0 0 0 M 0 N O O O GO O GO O O O"1, l � GO \p M A C M O M O M co O W N It C M W M I l \O Qh N N N eq OC�C� h �O O O O oc W M N O O M N O \O o0 M \O N ll� --� \O N -- N O N r- O O N O N N N 01 N o0 U M o0 o0 Vn Vn l— \c Vn l— o0 N lr— O -- -- -- M M C�M= O� \c = N O N O W 14-� N O O M C� kn M tn M 00 N C M \C - C W W l � GO AO GO M GO l N O O tn N 00 C� C� M 'IT � 'IT 'IT 00 tn o� 'tococ�� 7t all 7tN v � o, N 7 o 7t O 110 r- N all �o r- -- -- -- O M O -- \O M -- 4 -- 7t V') Vl ' Vl \O !t 00 N 01 O O O O O O O O O O l� It It 7t 7t 00 7t N 00 \O \O O N \c O O 7t O 7t O 01 N -- 01 M m -- M 7t 7 j O cl U:z o :z 0 �J 0 �:i 0 �:i o o 00 to W W a U v U v U v U v = . A O q oc N MONROE COUNTY, FLORIDA CLERK OF THE COURT & COMPTROLLER OPERATIONAL BUDGET COMPARISON - FTE's FISCAL YEAR ENDING 2017 TDC BOCC Court Funded Funded Funded TOTAL Clerk to BOCC 1.00 23.70 - 24.70 Internal Audit 3.00 - 3.00 Information Systems 3.13 0.87 4.00 Recording 7.59 - 7.59 Records Management 1.07 4.68 5.75 Court Related - 50.96 50.96 TOTAL FTES 1.00 38.49 56.51 96.00 29 MONROE COUNTY, FLORIDA CLERK OF THE COURT & COMPTROLLER PUBLIC RECORDS MODERNIZATION TRUST FUND FISCAL YEAR ENDING 2017 SRF - 192 SRF -192 10 % Fines MT Fund Recording Fees - 245,000 Fines 152,500 - Interest Income 2,500 12,000 Cash Carry Forward 452,676 1,699,499 Total Revenues 607,676 1,956,499 Personnel Services Operating Expenses 607,676 - Equipment - - Contingency - - Reserves - 1,956,499 Total Expenditures 607,676 1,956,499 The Public Records Modernization Trust Fund is authorized by Florida Statutes Section 28.24(12)(d) and (e). Recording revenue is restricted to the modernization of the court -related records system as described herein. Pursuant to Florida Statutes Section 28.37, ten percent of all court -related fines collected by the Clerk shall be deposited in the Clerk's special revenue fund for court -related operational needs and program enhancements. FOR INFORMATIONAL PURPOSES ONLY 30