FY2018MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURTS & COMPTROLLER
PROPOSED BUDGET
FOR
FISCAL YEAR 2018
Presented by: Kevin Madok, CPA
Ex-Officio to the Board of County Commissioners
Submitted: June 1, 2017
June 1, 2017
Mayor George Neugent
Members of the Board of County Commissioners
25 Ships Way
Big Pine Key, FL 33043
Dear Mayor and Commissioners:
Enclosed is the Fiscal Year 2018 budget request for the Clerk of the Circuit Courts/Clerk to the Board of
County Commissioners. This budget request is for the non -court related activities of the Clerk's Office
in addition to the budget for certain court -related costs. We are requesting the Board to fund certain
court -related costs including court -related costs that are required to be funded by the County under
Section 29.008, F.S. (i.e., telephones, equipment, and information system costs).
Our FY 18 budget request proposes increasing the Clerk's general revenue budget by $594,705 from the
previous fiscal year; $399,000, or almost 70%, represents a request for one-time funding. The major
components of this increase include:
• A 2.1% percent COLA increase and a 1.9% Merit increase
$ 98,493
for non -court employees plus related fringe benefit costs
• A 2.1% percent COLA increase and a 1.9% Merit increase
$ 115,889
for court employees plus related fringe benefit costs
• Increase for use of paid interns in non -court operations
$ 29,388
• Increase for employer share of health insurance premiums
and Florida Retirement System contribution rates (FY 18
TBD
rates have not been published as of June 1, 2017)
• Upgrade to Clerk's recording application (one-time
$ 375,000
funding)
• Purchase of Internal Audit Software
Carry Over
• Purchase of HR/Timesheet module
Carry Over
• Purchase of a Vehicle (one-time funding)
$ 24,000
• Reduction in projected collection of non -court fees
$ 30,000
• Corrections to cost allocations from the previous year's
$ 78,065)
budget (costs that should be coded as court personnel)
594 705
Mayor George Neugent
Page 2
June 1, 2017
The salary adjustment included in this budget mirrors the FY 18 salary adjustment included for the
County's departments. We expect our budget to be adjusted consistent with the Board's final policy
decisions on salary adjustments for FY 18,
The salary adjustment reflects the increase for both non -court and court -related staffing. At this point in
time, we do not know what funding will be made available from the State to fund court -related salary
adjustments; we do not anticipate knowing state f1anding levels until early October but we anticipate
ftirther budget cuts. As you are aware, a salary adjustment would be difficult to give to county -funded
Clerk employees without providing the same adjustment to court -related employees, The County is
under 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 in our geographic area. We will adjust our county flulding once we know how much the State
will fund for salaries increases during FY 18.
In addition, 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. Except for last
fiscal year, 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
external factors, such as the legislative re -distribution of funding sources and shifts in caseloads will
continue to occur and make it difficult for us to meet the ever-increasing insurance costs.
Section 28.361requires that I submit budgets for court -related functions to the Clerk of Courts
Operations Corporation (CCOC). While I've submitted an initial budget to the CCOC on June I", MY
Office will be working through July with the CCOC and the other clerks throughout the State to
deliberate and finalize our budget request for inclusion in the CCOC budget that must be presented to
the Legislative Budget Commission no later than August I't. Typically I will not know my actual state
budget appropriation until early October. Once our state budget is finalized it will be made available to
the BOCC as well as the public.
1�
Kevin Madok, CPA
Clerk of the Circuit Court & Comptroller
Ex-officio ClerV to tte
cc: County Administrator
Finance Clerk's Department
MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURTS & COMPTROLLER
TABLE OF CONTENTS
INTRODUCTORY SECTION
OrganizationChart............................................................................................................................. 2
Functionsand Funding.................................................................................................................... 3-5
OPERATIONAL BUDGET COMPARISON........................................................................................... 6
NON -COURT RELATED DEPARTMENTAL OPERATING BUDGETS
Annual Budgets:
Clerk to BOCC Finance and Administration including TDC.................................................... 7-14
InternalAudit....................................................................................................................... 15-18
InformationSystems............................................................................................................ 19-21
Recording............................................................................................................................ 22-24
Records Management......................................................................................................... 25-27
COURT -RELATED CLERK FUNCTIONS
Court -Related Clerk Fees............................................................................................................ 28-29
Operational Budget Comparison - FTES.......................................................................................... 30
PUBLIC RECORDS MODERNIZATION TRUST FUND...................................................................... 31
1
MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURTS & COMPTROLLER
Organization Chart
MONROE COUNTY CITIZENS
CLERK OF THE CIRCUIT COURTS
& COMPTROLLER
INTERNAL AUDIT
ADMINISTRATIVE 1� CLERK TO BOCC I � CIRCUIT COURTS 1� COUNTY COURTS
SUPPORT
Administration Administration Criminal Criminal
ury Management Financei3ri I C ivil
Records Valube Adjustment Family Traffic
Management Board
Juvenile
Racurding
Probate
Information
Systems
2
MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURTS & COMPTROLLER
FUNCTIONS AND FUNDING
The functions of the Monroe County Clerk of Circuit Courts and Comptroller (the Clerk's Office)
are governed by the Florida Constitution, by acts of the Florida Legislature, and by order of the
Court. Specifically, the functions of the Clerk of the Circuit Court and Comptroller shall be:
Clerk of the Circuit Courts, Clerk of the County Courts, County Comptroller/Treasurer, County
Auditor, County Recorder, and Secretary/Ex-officio Clerk to the Board of County
Commissioners (BOCC).
Because the Clerk's Office performs functions for both Florida's state court system and the
Monroe County BOCC, the Clerk's Office receives funding from both governmental entities.
Florida Statutes delineate court -related costs, which are the responsibility of the County and
court costs that must be funded by the State through court fines, fees, and service charges.
The budgets of the Clerk of the Circuit Courts and County Courts for court -related functions
are contained in the Clerk's Court -Related Fund and the Clerk's Modernization Trust Fund.
State Funding
Florida Statute Sections 28.35 and 28.36 established the Florida Clerks of Court Operations
Corporation (CCOC) to review, certify, and recommend proposed state funding for each of
Florida's 67 Clerks of Circuit Courts. The CCOC works directly with all Clerks to develop a
statewide budget that is submitted to the Legislative Budget Commission by August 1st. Final
determination of Clerks' fiscal year (FY) state funding usually is not known until early October.
Over the last number of fiscal years, Clerks throughout the State have faced continued
decreases in State funding due to significant statewide decreases in court fines, fees and
service charges that are dedicated to funding Clerks' Offices. For example, Monroe County's
state funding decreased 14% between FY 14 (state funding of $3,377,387) and FY 17 (state
funding of $2,903,649). It is expected that in FY 18 Clerks' Offices will continue to face
decreased financial support from the State.
County Funding
County funding to the Clerk's Office is primarily from a General Revenue appropriation. The
County provides funding to support the Clerk's work as the County's Comptroller/Treasurer,
County Auditor, County Recorder, and Secretary/Ex-officio Clerk to the BOCC. The Clerk's
Office also receives some funding from the Tourist Development Council (TDC) to support the
Clerk's processing of the TDC's vendor payments. In addition, the County funds certain court -
related costs as specified by statute — namely telephones, equipment, and information system
costs.
3
MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURTS & COMPTROLLER
For the last number of fiscal years, the BOCC has also provided much needed financial
support to the Clerk's Office by appropriating funds for insurance costs for both non -court and
court -related staffing. In addition, in FY 15 and FY 17, the BOCC has provided the Clerk
funding for cost -of -living increases for both court and non -court Clerk staff. The Clerk's Office
uses this county appropriation only if court -related revenues are not sufficient to cover these
operating costs. The Clerk's Office returns any unspent funds to the County through excess
fees at fiscal year-end. The Clerk's Office will continue to expend all available state funding
appropriated to Monroe County before using county funding to support court -related
operations.
The Clerk of Circuit Courts and Comptroller's FY 18 BOCC budget proposal includes the
following requests:
• Funding for a 2.1 % percent COLA increase and a 1.9% Merit increase to Clerk non -
court and court -related employees' wages. While we requested a similar salary
adjustment from the CCOC for court -related employees, we will not know what state
funding will be provided (if any) for employee raises until early October. The Clerk's
budget will be adjusted once state funding is finalized for FY 18.
• Funding to cover the increase in the employer share of health care costs and Florida
Retirement System (FRS) contribution rates. At the time of the submission of our
proposal, the FRS has not released its FY 18 contribution rates so the adjustment
needed is unknown at this time.
• Funding to cover the use of a paid intern to provide assistance in the Clerk's Finance
Department. We are working with educational organizations in the area to establish a
formal internship program. We are instituting this program in an effort to lessen or
eliminate the need for staff overtime.
• Funding to upgrade the Clerk's recording application. The recording application was last
upgraded many years ago. Monroe County is one of two locations still using this
software version which is no longer supported. An upgraded system will allow the
Clerk's recording function to interface with the case management system and greatly
increase efficiencies.
• Funding to purchase, install, and implement a Human Resources module and an
electronic timesheet module for the BOCC that will integrate with the Clerk's Finance+
BOCC accounting system. This request was submitted in the Clerk's FY 17 budget and
we are requesting that this budget be carried forward to FY 18.
4
MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURTS & COMPTROLLER
• Funding to purchase software for Internal Audit. This request was submitted in the
Clerk's FY 17 budget and we are requesting that the budget be carried forward to FY
18. One-time funding was requested in FY 17 for Internal Audit software but the Clerk's
Office was not able to proceed with this software purchase in FY 17.
• Funding for the purchase of a vehicle for the Clerk's Office. The leases for the Clerk's
two vehicles expired in March 2017. We have entered into a new lease for one vehicle
but have delayed taking action on acquiring a second vehicle. Under our current vehicle
usage rates, it is more cost-effective to purchase rather than lease a vehicle. We are
requesting the funds to purchase a second vehicle for non -court related business travel.
5
MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURTS & COMPTROLLER
Non Court Related Clerk Functions
Administration
Clark to BOCC
Internal Audit
Information Systems
Recording
Records Management
1 __F_9R9S1Ji
2017-2018
FYE 2018 FYE 2017 Proposed
Proposed Approved Increase
Budget Budget (Decrease)
359,254
450,401
(91,147)
1,785,146
1,736,408
48,738
345,968
387,676
(41, 708)
632,011
622,726
9,285
1,068,447
508,180
560,267
87,802
177,469
(89,667)
Total Non Court Related Clerk Functions: 4,278,628 3,882,860 395,768
Court Related Clerk Functions
Court Related Salary Adjustments 285,406 169,517 115,889
Court Related Insurance 741,008 692,366 48,642
County Obligation per Statute 121,600 121,600 -
Total Court Related Clerk Functions:
Total Clerk Function Expenditures
Less Non -Court Fees and Other Revenues
General Revenue Funding
TDC Functions
Clerk Functions funded by TDC Revenues
Total Clerk Related TDC Functions:
1,148,014 983,483 164,531
5,426,642 4,866,343 560,299
(620,000) (650,000) 30,000
61,424 57,018 4,406
Funded by General Revenue and TDC 4,868,066 4,273,361 594,705
0
MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURTS & COMPTROLLER
CLERK TO BOCC — FINANCE AND 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, County Auditor, County Recorder, and
Ex-officio Clerk to the Board of County Commissioners.
In addition, according to Florida Statute Sections 125.17 and 28.12, "the Clerk of the Circuit
Court and 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
BOCC, the Clerk is also responsible to serve as Clerk to the Value Adjustment Board (VAB)
created pursuant to Florida Statute Section 194.015.
DESCRIPTION/OBJECTIVE:
The Clerk to BOCC performs the accounting function and maintains property control for the
BOCC (Clerk to the BOCC-Finance), records the minutes of the BOCC meetings (Clerk to the
BOCC-Administration) and administers the Value Adjustment Board (Clerk to the BOCC-VAB).
Clerk to the BOCC-Finance:
The Clerk's Finance Department maintains BOCC accounting records including the accounting
records of the TDC and the Clerk's court -related accounts in accordance with United States
generally accepted governmental accounting principles and in compliance with statutory
requirements. The Finance Department's responsibilities also include managing cash,
investment, debt, and property management for the BOCC as well as processing the receipt
and disbursement of Monroe County's funds, including payroll.
For the last twenty-eight 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:
The Clerk's Administration provides for the general management of all departments reporting
to the Clerk of the Circuit Court and Comptroller. Administration is responsible for long-range
7
MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURTS & COMPTROLLER
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 and Comptroller's annual budget; monitoring
and processing operating expenditures; accounting for user fees charged by the Clerk of the
Circuit Court and Comptroller and transferring these fees to the BOCC, the State of Florida
and other local, state and federal agencies.
Administration 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's Administration maintains all County contracts and custody of the
County seal as well as affixes the seal to any paper or instrument as required by law. Finally,
Administration 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 VAB meets in accordance with applicable Florida Statutes and Department of Revenue
rules. VAB 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 Section 194.035, the VAB appoints special magistrates to take testimony from
petitioners and make recommendations to VAB.
The Clerk's office, together with the contracted VAB attorney and the Property Appraiser's
office, assists in VAB's operations. The Clerk's 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.
The Clerk's Office 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.
8
MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURTS & COMPTROLLER
GOALS:
Clerk to the BOCC-Finance:
During the last quarter of FY 17, the Clerk's Finance Department began work with BOCC staff
to install and implement 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 modules being installed will expand the functionality of the
Finance Plus system by allowing the BOCC's Human Resources function (employee
timesheets, employee activity center, and workflow) to fully integrate with the BOCC payroll
and the general ledger; to streamline operations by eliminating redundant ntry; and to
allow for more efficientn ccurate updating of the general ledger.One-time funding o
$65,000 was included in the Clerk Office's FY Office'17 budget. Because of unanticipated del s, this
project was not started until late FY 17 and work will continue into FY 18. Therefore, the
budgetro o I includes continuation of the $65,000 one-time funding in FY 18 to fund this
ongoing roject.
In FY 18, Clerk Finance staff will be focusing on training and organizing operations to bring the
production of Monroe County's Comprehensive Annual Financial Report (CAFR) in-house.
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.
11
MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURTS & COMPTROLLER
Administration-BOCC
Position Classification:
Positions
Budget
Amount
Current
New
Total
Clerk of Court & Comptroller
Director (Special Prjts)
DIRECTOR
0,50 0.50 -
1.00 0,62 (038)
1,00 (1,00)
55,325
55,805
Subtotal:
COLA/Merit Pool (4.0%)
111,130
2,232
Salaries:
113,362
Fringe Benefits
Life, Health A Worker's Comp.
44,803
14,953
Total
2.50
1.12
(1.38)
$ 173,118
Capital Outlay:
Quantity
Budget
Amount
Purchase of Vehicle (one-time)
Equipment for Operations (on -going)
24,000
8,000
Total
32,000.00
10
MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURTS & COMPTROLLER
Administration BOCC
Workload Measures:
Calendar Year
2014
2015
2016
CLERK TO U CC - ADMIN
- E CC Meetings Field
22
26
24
- Pages of Minutes
297
275
331
- Resolutions Adopted
406
412
323
- Ordinances Adopted
26
34
32
- Contracts Executed
590
532
560
CLERK TO UCCC - VAE
- VAE Meetings
2
2
2
- VAR Petitions
355
316
243
- Special Magistrate Hearings
21
21
6
Budget Summary:
Proposed
2018 Budget
Approved
2017 Budget
Proposed
Increase
(Decrease)
Percent
Change
Personnel Services
$ 173,118
$ 288,265
$ (115,147)
-39.94%
Operating Expenses
$ 154,136
$ 154,136
$ -
0.00%
Capital Outlay
$ 32,000
$ 6,000
24,000
300.00%
$ 359,254
$ 450,401
$ (91,147)
-20.24°l0
11
Finance
Positions
Budget
Current
New
Total
Position Classification:
Amount
Accounting Supv
1.00 1.00 -
50,000
Adm in Assistant
1.00 1.00 -
42,077
AP Supervisor
1.00 1,00 -
66,374
Assistance Fin Dir
1.00 1.00 -
82,467
BOCC Payroll Clerk
1.00 1.00 -
39,324
Chief Accountant
1.00 1.00 -
57,273
Director
1.00 1.00
92,500
Executive Aide
0.70 0,70 -
44,100
Finance Clerk
MO 1.00 1.00
37,148
Finance Clerk 1
ZOO ZOO -
71,098
Finance Clerk 11
1.50 2.00 0.50
81,115
Finance Clerk 111
4.00 2.00 (2.00)
84,274
Finance Clerk IV
5.00 3,00 (2,00)
149,891
Finance Director
1.00 1.00
104,999
Payroll Supv
1.00 1.00 -
72,828
INTERN
0.00 1,00 1.00
27,300
Subtotal:
1,102,768
COLA/Merit Pool (4.0%)
43,019
Salaries:
1,146,787
Fringe Benefits
203,726
Life, Health & Worker's Comp.
254,964
Total,
21.20
20.70
(0.60)1
1,604,477
Budget
Capital Outlay:
Quantity
Amount
Total
12
Finance
Calendar Year
2014
2015
2016
Workload Measures:
CLERK T FINANCE
- Cash Receipts
3,889
4,162
4,357
- Payroll Checks 6 Direct Deposits
14,999
14,712
1,199
-Vendor Payment Transactions Processed
12,877
13,697
13,306
-Accounts Payable Lines Processed
39,170
48,276
49,278
- Journal Entries processed
2,04
2,668
2,093
- Grants Administered
82
75
78
- Cost Centers Maintained
696
761
800
- Funds Maintained
76
77
78
- Inventory Property Records
3,966
3,50
4,34
Proposed
Approved
Proposed
2018
2017
Increase
Percent
ud Summary:
Budget
Budget
(Decrease
Change
Personnel Services
$1,604,476
$1,555,739
48,737
3.13%
Operating Expenses
180,669
180,669
-
0.00%
Capital Outlay
1,785,145
$1,736,408
48,737
2.81 °lo
13
TDC
Position Classification:
Positions
Budget
Amount
Current
New
Total
Subtotal:
COLA/Merit Pool (4,0%)
36,666
1,466
Salaries:
38,132
Fringe Benefits
Life, Health A Worker's Comp,
5,785
12,771
Budget Summary:
Proposed
2018
Budget
Approved
2017
Budget
Proposed
Increase
(Decrease)
Percent
Change
14
INTERNAL AUDIT DIVISION
ANNUAL BUDGET
FUNCTION:
Internal audit is part of the constitutional responsibilities of the Clerk's Office. Internal Audit's 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:
Internal Audit conducts audits and reviews of County departments and offices, Clerk of Court, and all
entities that receive County funds. The department's objective 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. Internal Audit also
performs continuous reviews of projects including guardianship reports and MOU David/David
reviews. In addition, Internal Audit reviews and investigates allegations of fraud, waste, abuse, and
ethical misconduct (received via the fraud "hotline").
GOALS:
As shown on the following table, Internal Audit has been involved in many value-added projects this
past year. 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 the departments' manual processes. The requested software
would:
• Streamline audit management by easily creating checklists and questionnaires, centralizing
audit data and audit trails, and by providing workflow and task management capabilities;
15
• 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.
[Eel
Internal Audit
Position Classification:
Positions
Budget
Amount
Current
New
Total
Internal Audit Director
Internal Auditor
Senior Internal Auditor
1
1
1
94,500
52,577
63,525
Subtotal:
COLA/Merit Pool (4.0%)
210,602
8,424
Salaries:
219,026
Fringe Benefits
Life, Health & Worker's Comp.
47,231
39,275
Total
3.00
3.00
306,632
Capital Outlay:
Quantity
Budget
Amount
—
Total
$
17
INTERNAL AUDIT WORKLOAD MEASURES Report
Completed
IStatus
Issued
.1. Clerk of Court Mailroom Inquiry. Completed
Jun-16
2. Follow-up Review of MOU David System Completed
Sept-16
3. Annual Review of DAVID System Completed
Apr-16
Non -Audits
3. Unannounced Cash Counts, Clerk of Courts Completed
Sep-16
Budget
Planned or in Progress IStatus
Hours
Audits/Reviews
1. Audit of County COBRA Program In Progress 600
2. Follow-up Audit of the Medical Examiner's Office In Progress 200
3. Audit of Countywide Cash Management Controls In Progress 850
4. Audit of BOCC Payroll Planned 800
5. Audit of County Fixed Assets Planned 750
6. Review of Clerk of Court of DAVID System Planned 300
7. Assistance and Guidance Planned 450
Non -Audits
8. Unannounced Cash Count — Clerk of Court Planned
75
9. BOCC Appointed Official's Annual Evaluation In Progress/Planned
4,025
On -going
Non -Audit
# Received
# In
Current Yr.
# Completed
Progress
Other Reviews and Activities
Current Yr.
22
28
6
1. Guardianship Reports reviewed
1
1
2. Fraud Hotline & Tip investigations
Audit Management and Administration
250
1 . Other Audit Director Duties
2. Office Management/Support
400
3. Quality Control Reviews
200
4. Staff Development
300
Total Hours
5,175
Proposed
Approved
Proposed
Percent
Budget Summary:
2018
2016-2017
Increase
Change
Personnel Services
$ 305,532
$ 347,240
$ (41,708)
-12.01%
Operating Expenses
$ 40,436
$ 40,436
$
0.00%
Capital Outlay
$ -
$ -
$
0.00%
$ 345,968
$ 387,676
$ (41,708)
-10.76%
18
INFORMATION SYSTEMS
ANNUAL BUDGET
FUNCTION:
The role of the Clerk's 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 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 Court's 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.
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;
• Upgrade of E-Recording, in progress;
• Off -site Court data systems; and
• Tracking software for the inventory in the evidence vault.
19
Clerk Information Systems
Position Classification:
Positions
Budget
Amount
Current
New
Total
Assistant Sup
IT Director
IT Tech
0.50 0.50 -
0.63 1.00 0.37
ZOO 1.52 (0A8)
46,475
95,000
88,674
Subtotal:
COLA/Merit Pool (4.0%)
230,149
9,205
Salaries:
239,354
Fringe Benefits
Life, Health A Worker's Comp.
38,954
47,370
Total
1 3.131
3.021
(0.11)1
325,678
Capital Outlay:
Quantity
Budget
Amount
Total
20
Information Systems
Workload Measures:
Calendar Year
2014
2015
2016
INFORMATION SYSTEMS
- Workstations and Laptops
163
143
160
- Servers
31
36
41
- Software Applications
12
12
13
Budget Summary:
Proposed
2018 Budget
Approved
2017 Budget
Proposed
Increase
(Decrease)
Percent
Change
Personnel Services
$ 325,678
$ 316,394
$ 9,234
2.93%
Operating Expenses
$ 306,332
$ 306,332
$ -
0.00%
Capital Outlay
$ 632,010
$ 622,726
$ 9,264
1.49%
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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. However, the
software used to record official documents is in desperate need of upgrading. Only Monroe
uses this dated software application and the vendor will no longer support the application. As a
result, the Clerk's official recording function must be upgraded in FY 18 so the Clerk's
recording function is not jeopardized.
The Clerk is requesting one-time funding to upgrade the Recording software. New recording
software will not only ensure that the Clerk's recording application is properly supported but it
will also allow the Clerk's Office to accept e-record and accept credit cards as payment when a
document is recorded for the County.
22
Recording
Positions
Budget
Current
New
Total
Position Classification:
Amount
Clerk 1
2.50 3,50 1.00
129,052
Clerk 11
2,00 3.50 1.50
148,733
Clerk 111
1.09 1,00 (a09)
41,290
Finance Clerk IV
- 0.03 0.03
1,530
Court Manager
1.00 1,00
92,500
Supervisor
1.00 0.30 (0.70)
14,695
Subtotal:
427,800
COLA/Merit Pool (4.0%)
17,111
Salaries:
444,911
Fringe Benefits
82,386
Life, Health & Worker's Comp.
107,102
Total
7.59
9.33
1.74
634,399
Capital Outlay:
Quantity
Budget
Amount
Recording Application upgrade- One time
338,000
Total
338,000
23
Recording
WorkloadMeasures:
Calendar Year
2014
2015
201
RECORDING
- Documents Recorded
47,656
47,966
46,17
- Marriage Licenses
2,663
3,039
3,100
Budget Summary:
Proposed
2018 Budget
Approved
2017 Budget
Proposed
Increase
(Decrease)
Percent
Change
Personnel Services
$ 634,399
$ 449,107
$ 185,292
41.26%
Operating Expenses
$ 96,073
$ 59,073
$ 37,000
62.63%
Capital Outlay
$ 338,000
$ -
$ 338,000
0.00%
$1,068,472
$ 508,180
$ 560,292
11002 ®l
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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. In addition, the department provides Official Record document images and indexes to
the public.
GOALS:
New documents filed in Monroe County 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
2016 and 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 by storing 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.
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Records Management
Positions
Budget
Current
New
Total
Position Classification:
Amount
Clerk 1
0.07 0.40 0.33
17,854
Court Manager
1.00 0.11 (0.89)
10,527
Finance Clerk III
0.08 0.08
3,441
Finance Clerk IV
0.16 0.16
8,130
Subtotal:
39,952
COLA/Merit Pool (4.0%)
1,593
Salaries:
41,545
Fringe Benefits
7,355
Life, Health & Worker's Comp.
9,736
Total
1 1.071
0.751
(0.32)1
58,6366
Capital utlay®
Quantity
Budget
Amount
Total
we
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Records Management
Workload ea ure :
Calendar Year
2014
2015
2016
Records Management
- Pages Microfilmed
265,000
280,000
179,586
- Microfilm & Electronic Copies
53
56
-
-iliin
- Criminal
12,532
20,752
25,64
- Civil
46,679
46,160
46,750
Budget Summary:
Proposed
2018 Budget
Approved
2017 Budget
Proposed
Increase
(Decrease)
Percent
Change
Personnel Services
$ 56,636
$ 148,303
$ (89,667)
-60.46%
Operating Expenses
$ 29,166
$ 29,166
$ -
0.00%
Capital Outlay
$ -
$ -
$ -
0.00%
$ 37,602
$ 177,469
$ (89,667)
-50. 3%
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DIRECT COSTS
- Circuit Court Juvenile
- Circuit Court Civil
- Circuit Court Criminal
- Circuit Court Family
- Circuit Court Probate
- County Court Civil
- County Court Criminal
- County Court Traffic
- Jury Management
TOTAL DIRECT COSTS:
INDIRECT COSTS
- Administration
- Records Management
TOTAL INDIRECT COSTS:
TOTAL COSTS
*FY15 and FY17 increases
DIRECT COSTS
- Circuit Court Juvenile
- Circuit Court Civil
- Circuit Court Criminal
- Circuit Court Family
- Circuit Court Probate
- County Court Civil
- County Court Criminal
- County Court Traffic
- Jury Management
TOTAL DIRECT COSTS:
INDIRECT COSTS
- Administration
- Records Management
TOTAL INDIRECT COSTS:
TOTAL COSTS
COURT RELATED FUNDING
FISCAL YEAR ENDING 2018
Tft
Additional
FY17*
FY18 A yiust eats
Total
-
4,939
4,939
26,936
16,084
43,020
39,667
25,515
65,182
7,387
4,590
11,977
4,054
4,173
8,227
11,644
6,311
17,955
27,620
19,285
46,905
47,808
23,528
71,336
4,401
3,037
7,438
169,17
107,462
276,979
7,193
7,193
1,234
1,234
-
8,427
8,427
169.517
115.889 -
285.406
Workers
Health Ins
O
Risk YA
Total
29,647
1,023
100
30,770
97,570
3,309
500
101,379
159,274
5,292
900
16,466
29,643
942
200
30,785
23,681
858
100
24,639
41,069
1,302
300
42,671
131,328
3,998
800
136,126
137,200
4,739
900
142,839
18,464
628
100
19,192
667,876
22,091
3,900
693,867
33,079
4,754
1,500
39,333
7,452
256
100
7,808
40,531
5,010
1,600
47,141
708.407
27.101
5,500
741=8
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COURT RELATED FUNDING
FISCAL YEAR ENDING 2018
Statutory Obligations
Fuel
DIRECT COSTS
Phones
Computers
F uiDl Leases
Total
- Circuit Court Juvenile
110
2,125
1,680
3,915
- Circuit Court Civil
385
9,250
7,200
16,835
- Circuit Court Criminal
730
12,690
11,300
24,720
- Circuit Court Family
85
2,435
1,800
4,320
- Circuit Court Probate
70
1,605
1,400
3,07
- County Court Civil
250
5,130
3,000
8,380
- County Court Criminal
550
10,205
9,400
2,155
- County Court Traffic
770
11,220
8,200
20,190
- Jury Management
60
1,400
1,070
2,30
TOTAL DIRECT COSTS:
3,010
56,0604,00
104,120
INDIRECT COSTS
- Administration
20
2,280
1,600
3,900
- Records Management
150
9,730
3,700
13,580
TOTAL INDIRECT COSTS:
170
12,010
5,300
17,48
TOTAL COSTS:
3,180
68,07050,350
121,60
we
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OPERATIONAL BUDGET COMPARISONS
OF FULL-TIME EQUIVALENT (FTE) CLERK POSITIONS
FOR FISCAL YEAR 2018
Non -Court Related Positions
Clerk to BOCC Administration
Clerk to BOCC Finance
TDC
Internal Audit
Information Systems
Recording
Records Management
Total Non -Court FTEs
Court -Related FTEs
Total Clerk FTEs
FTEs providing Direct Service
FTEs providing Indirect Service
Total Clerk FTEs
# Of FTE*
1.12
20.70
1.00
3.00
3.02
9.33
.75
38.92
40.54%
57.08
59.46%
96.00
100.00%
91.36
95.17%
4.64
4.83%
96.00
100.00%
*Excludes employees that are interns
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Recording Fees
Fines
Interest Income
Cash Carry Forward
Total Revenues
Personnel Services
Operating Expenses
Equipment
Contingency
Reserves
Total Expenditures
Modernization Trust Fund
FISCAL YEAR ENDING 2018
152,500
2,500
757,078
912,078
500,000
500,000
M
12,000
1,708,423
1,965,423
1,708,423
1,708,423
The Public Records Modernization Trust Fund is authorized by Florida Statutes
Section 28.24 (12) (d) and (a). Recording revenues are restricted to the modernization
of the court -related records system as described therein.
........ ........ . I - M
collected by the Clerk shall be deposited in the Clerk's special revenue fund
court -related operational needs and program enhancements.
"FOR INFORMATIONAL PURPOSES ONLY"
31