FY2021 Ul
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MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT & COMPTROLLER
PROPOSED
ADJUSTED BUDGET
FOR
FISCAL YEAR 2021
Presented by: Kevin Madok, CPA
Ex-Officio to the Board of County Commissioners
Submitted: July 7, 2020
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Kevin Madok, CPA
r' Clerk of the Circuit Court& Comptroller—Monroe County, Florida
July 7, 2020
Mayor Heather Carruthers
Members of the Board of County Commissioners
500 Whitehead Street
Key West, FL 33040
Dear Mayor and Commissioners:
Enclosed is the Fiscal Year(FY) 2021 budget request for the Monroe County Clerk of the Circuit
Court& Comptroller. This budget request is for both the non-court activities of the Clerk's Office
and for certain court-related costs. Specifically, we are requesting the Board fund court-related
costs including court-related costs that are required to be funded by the County under Section
29.008, F.S. (e.g., telephones, equipment, and information system costs).
Table 1 on page 4 of the enclosed budget proposal details the increase in our FY 2021 proposed
operating budget. The requested funding level essentially holds the Clerk's operating budget at FY
2020 spending levels. Our operating budget does include adjustments due to changes to staffing
allocations and an increase in the cost of court-related computer applications that,by statute, must
be funded by the County. The funding level also will allow us to absorb last fiscal year's increases
in the Florida Retirement System employer contribution rates which were not budgeted for
previously. Further, as in past years, 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.
Finally, as we noted in our FY 2020 budget submission, the Clerk's Office was notified that the
Board's and the Clerk's accounting systems (known as Central Square's Finance Plus system)will
no longer be supported by the vendor. Fortunately, since July 2018, my Office had been working
closely with County staff to select an enterprise-wide system(referred to as an Enterprise Resource
Planning [ERP]) that will meet the County's and Clerk's business needs. The purpose behind an
ERP is to integrate an entity's core business processes to realize processing efficiencies, strengthen
internal controls, and provide management with more timely and accurate information for
decision-making. Our original budget was prepared based on the discussion at the Board's May
20, 2020 meeting. However, given unexpected economic conditions facing the County due to the
COVID-19, there were subsequent discussions with the County Administrator's Office to finance
the ERP system over the next five years. The Clerk's FY 2021 amended budget reduces the Clerk's
FY 2021 budget proposal by $2.4 million.
KEY NET MARATHON PLANTATION KEY PK/ROTH BUILDING
500 Whitehead Street 3117 Overseas Highway 88820 Overseas Highway 50 High Paint Road
Key West,Florida 33040 Marathon,Florida 33050 Plantation Key Florida 33070 Plantation Key,Florida 3 070
305-294-4541 305-289-6027 305-852-7145 305-852-7145
FY 2021 BOCC Budget
Page 2 of 2
July 7, 2020
Section 28.36, F.S., requires that I submit budgets for court-related functions to the Clerk of Court
Operations Corporation(CCOC). 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
1st. 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.
I welcome any questions or comments you may have.
Sincerely,
Kevin Madok, CPA
Clerk of the Circuit Court & Comptroller
Ex-officio Clerk to the Board of County Commissioners
Cc: County Administrator
Clerk's Finance Department
Enclosure
MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT & COMPTROLLER
Table of Contents
Proposed Operational Budget
For Fiscal Year 2021
Introduction.............................................................................................................................................2
OrganizationChart.................................................................................................................................. 2
Functionand Funding.............................................................................................................................. 3
OperationalBudget Comparison.................................................................................................5
Non-Court Departments' Annual Operating Budgets ..............................................................6
Clerk To BOCC-Finance and Administration......................................................................................... 6
InternalAudit........................................................................................................................................ 11
Clerk Information Technology.............................................................................................................. 14
Recording.............................................................................................................................................. 17
RecordsManagement............................................................................................................................ 19
Court-Related Clerk Functions .................................................................................................21
County-Funded Clerk of Court Operations........................................................................................... 21
Summary of Clerk Full-Time Equivalent Positions..............................................................................23
OtherClerk Funding Sources....................................................................................................24
Public Records Modernization Trust Fund........................................................................................... 24
i
MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT & COMPTROLLER
INTRODUCTION
ORGANIZATION CHART
MONROE COUNTY CITIZENS
CLERK OF THE CIRCUIT COURT
& COMPTROLLER
INTERNAL AUDIT
ADMINISTRATIVE CLERK TO BOCC CIRCUIT COURTS COUNTY COURTS
SUPPORT
Administration Administration Criminal Criminal
Jury Management Finance Civil Civil
Records Value Adjustment Family Traffic
Management Board
Juvenile
Recording
Probate
Information
Systems
2
MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT & COMPTROLLER
FUNCTIONS AND FUNDING
The functions of the Monroe County Clerk of Circuit Court 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 Court, Clerk of the County Court, County Comptroller/Treasurer, County Auditor,
County Recorder,and Secretary/Ex-officio Clerk to the Board of County Commissioners (BOCC).
The Clerk's Office has a bifurcated funding structure for its court-related activity. Florida Statutes
identifies which court-related costs are the responsibility of the County versus which court-related
costs must be funded by the State through court fines, fees, and service charges. The budgets of
the Clerk of the Circuit Court and County Court for court-related functions are contained in the
Clerk's Court-Related Fund and the Clerk's Modernization Trust Fund.
The BOCC annually appropriates tax dollars to fund the Clerk's activity that supports the BOCC.
The budget for the Clerk's BOCC activity is accounted for in the Clerk's General 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 Court. The CCOC works directly with all Clerks to develop a
statewide budget that is submitted annually to the Legislative Budget Commission by August Ist
Final determination of Clerks' fiscal year state funding usually is not known until early October.
County Funding
County funding to the Clerk's Office is primarily from the County's 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.
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 and cost-of-living adjustments
(COLA) for both non-court and court-related 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.
3
MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT & COMPTROLLER
As shown in Table 1, the increase in our FY 2021 proposed General Fund operating budget
includes no wage increases for Clerk employees. There are adjustments for fringe benefit increases
from FY 2020 and a slight increase in IT applications that are statutorily required to be a county
expense along with annual financing required for the financial and human resources system that is
being implemented for both the Board and the Clerk.
Table 1
Summary of Increase in FY 2021 Operating Budget
Components of Increase: Amount
Adjustments for FRS contribution rates and other benefits and position
reallocations, anticipated overtime due to system implementation and $ 99,532
retirement payouts
Funding for increase in IT applications that is a statutorily required 38,445
county expense
Year 1 financing of new accounting/human resources system 800,000
Total $ 937,977
Originally,it was discussed at the Board's May 20,2020 meeting,that the Board's FY 2021 budget
will include $3,222,000 to implement a new financial and human resources system for both the
Clerk's and the County's administrative operations. However, given unexpected economic
conditions facing the County due to the COVID-19, there were subsequent discussions with the
County Administrator's Office to finance the system over the next five years. The Clerk's FY 2021
amended budget reduces the Clerk's FY 2021 budget proposal by $2.4 million.
As always, the Clerk's Office will make every effort to be prudent with General Fund monies to
maximize the Office's unspent appropriations which are typically returned to the County at fiscal
year-end as excess fees. However, given the Clerk's and the County's need to implement a new
accounting and human resources system, we expect excess fees to be minimal in order to provide
the initial funding for the purchase and implementation of a new enterprise-wide human resources
and financial system.
4
MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT & COMPTROLLER
OPERATIONAL BUDGET COMPARISON
FISCAL YEAR 2021
FY 2021 FY 2020 Proposed
Proposed Approved Increase
Budget Budget (Decrease)
Non-Court Clerk Functions
Administration $ 500,800 $ 442,720 $ 58,080
Clerk to BOCC 2,791,900 2,073,612 718,288
Internal Audit 384,300 379,370 4,930
Information Technology 799,900 747,964 51,936
Recording 706,200 716,605 (10,405)
Records Management 151,500 93,603 57,897
Total Non-Court Clerk Functions: 5,334,600 4,453,874 880,726
Court-Related Clerk Functions
Court Related Salary Adjustments 443,800 435,940 7,860
Court Related Insurance 768,500 722,131 46,369
County Obligation per Statute 239,800 238,455 1,345
Total Court-Related Clerk Functions: 1,452,100 1,396,526 55,574
Total Clerk Function Expenditures 6,786,700 5,850,400 936,300
Less Non-Court Fees and Other Revenues (700,000) (700,000) -
General Revenue Funding 6,086,700 5,150,400 936,300
TDC Functions
Clerk Functions funded by TDC Revenues 67,400 65,723 1,677
Total Clerk Related TDC Functions: 67,400 65,723 1,677
Funded by General Fund and TDC Revenue $ 6,154,100 $ 5,216,123 $ 937,977
5
MONROE COUNTY,FLORIDA
CLERK OF THE CIRCUIT COURT& COMPTROLLER
NON-COURT DEPARTMENTS'
ANNUAL OPERATING BUDGETS
CLERK TO BOCC- FINANCE AND ADMINISTRATION
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 VAB (Clerk to the BOCC-VAB).
Clerk to the BOCC-Finance:
The Clerk's Finance Department maintains the BOCC's accounting records including the
accounting records of the Tourist Development Council (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 receipts and disbursements of Monroe County's funds, including payroll.
For the last thirty-one 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.
6
MONROE COUNTY,FLORIDA
CLERK OF THE CIRCUIT COURT& COMPTROLLER
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
planning, clerk 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's
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 pertaining to: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 as 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.
7
MONROE COUNTY,FLORIDA
CLERK OF THE CIRCUIT COURT& COMPTROLLER
GOALS:
Clerk to the BOCC-Finance:
During FY 2021, the Clerk's Finance Department budget includes annual financing for the
implementation of a new accounting and human resources system for both the Board and the Clerk.
The Finance Department also will continue its work on streamlining its operations. This initiative
includes promoting paperless transactions; eliminating redundant data entry; training and cross-
training staff to perform more complex accounting functions; and designing procedures to allow
for more efficient and accurate updating of the general ledger. To achieve these goals, the Clerk's
Finance Department will focus its efforts in the following areas:
• Continuing our work with BOCC staff to implement an ERP system to replace the County's
Finance Phis accounting and payroll system. As explained in the Clerk's FY 2020 budget,
the Clerk's Office was notified last year that Finance Phis will no longer be vendor-
supported. Throughout FYs 2019 and 2020, the Clerk and County staff completed the
difficult step of identifying the Clerk's and the County's business needs. For the remainder
of FY 20 and into FY 2021, Clerk and County staff will work together to implement the
new system over a 55-week period. This will comprise of establishing the new system's
foundation, configuring the system, and conducting testing. The scheduled go-live date is
July 1, 2021.
• Improving Finance Department's records management procedures. This includes
developing procedures for properly inventorying and/or destroying financial records by
fiscal year in accordance with applicable State of Florida's records management laws and
procedures.
• Standardizing and inventorying the Finance Department's official forms.
• Documenting and finalizing the Finance Department's business processes in a Financial
Procedures Manual.
Clerk to the BOCC Admin:
The Clerk's Administration is finalizing a redesign of the Clerk's website. The new web site,which
will be rolled out before the end of FY 2020, will allow the general public to more easily navigate
through all the Clerk's various on-line offerings and will continue to provide the Board's
resolutions, minutes, ordinances, county contracts, leases and other official documents approved
by the BOCC. In addition, the Administration will continue to work to improve its Document
Imaging System which maintains 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.
Finally,Administration also monitors internal processes and procedures and makes changes where
necessary to improve the delivery of services to the public.
8
MONROE COUNTY,FLORIDA
CLERK OF THE CIRCUIT COURT& COMPTROLLER
CLERK FINANCE
Departmental Allocated Positions Budget
Position Authority 2020 2021 Change Amount
Deputy Clerks 22.50 20.00 (2.50) 1,239,300
Subtotal: 22.50 20.00 2.50 $ 1,239,300
Overtime/Terminal Leave/Payouts 55,000
COLA 0.0% -
Total Salaries: $ 1,294,300
FICA, Retirement Contributions 257,800
Life, Health&Workers' Compensation 275,800
Total Fringe Benefits: $ 533,600
Totals: 1,827,900
Fiscal Year
Workload Measures: 2017 2018 2019
CLERK TO BOCC - FINANCE
- Cash Receipts 4,317 4,551 4,197
- Payroll Checks/ Direct Deposits 15,378 16,638 16,030
-Vendor Payment Transactions Processed 13,098 14,681 16,630
- Accounts Payable Lines Processed 48,010 42,278 40,034
- Journal Entries processed 2,034 2,096 1,646
- Grants Administered 90 84 60
- Cost Centers Maintained 518 534 533
- Funds Maintained 62 60 60
- Inventory Property Records 4,161 4,507 4,453
Proposed Approved Proposed
2021 2020 Increase Percent
Budget Summary: Budget Budget Decrease Change
Personnel Services $ 1,827,900 $ 1,889,101 $ (61,201) -3.24%
Operating Expenses $ 984,500 $ 184,511 $ 799,989 433.57%
Capital Outlay $ - $ - $ - 0.00%
$ 2,812,400 j $ 2,073,612 j $ 738,788 j 35.63%
9
MONROE COUNTY,FLORIDA
CLERK OF THE CIRCUIT COURT& COMPTROLLER
TDC
Departmental Allocated Positions Budget
Position Authority 2020 2021 Change Amount
TDC Finance Clerk 1.00 1.00 - 41,100
Subtotal: 1.001 1.00 - $ 41,100
Overtime/Tem final Leave/Payouts 1,000
COLA (0.0%) -
Total Salaries: $ 42,100
FICA, Retirement Contributions 6,900
Life, Health& Workers' Compensation 13,700
Total Fringe Benefits: $ 20,600
Totals:j $ 62,700
Proposed Approved Proposed
2021 2020 Increase Percent
Budget Summary: Bud et Budget (Decrease) Change
Personnel Services $ 62,700 $ 60,988 $ 1,712 2.81%
Operating Expenses $ 4,700 $ 4,735 $ (35) -0.74%
Capital Outlay $ - $ - $ - 0.00%
$ 67,4001 $ 65,723 1 $ 1,6771 2.55%
10
MONROE COUNTY,FLORIDA
CLERK OF THE CIRCUIT COURT& COMPTROLLER
INTERNAL AUDIT
FUNCTION:
The Internal Audit Department performs audits as part of the constitutional responsibilities of the
Monroe County Clerk of Circuit Court and Comptroller. The mission of the Internal Audit
Department is to provide independent and objective reviews and assessments of Monroe County's
business activities, operations, financial systems and internal controls.
DESCRIPTION/OBJECTIVE:
Comprehensive assurance audits and consulting services are 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.
Internal Audit conducts audits and reviews of County departments and offices, Clerk of the Circuit
Court, and all entities that receive County funds. 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.
The goals of the Internal Audit Department include:
• Assist with identifying operational risks and evaluating regulatory compliance by assessing
the level of compliance against applicable regulations and county policies and procedures,
identifying non-conformities and monitor the progress of actions initiated to eliminate non-
compliance.
• Cash handling policies and procedures are reviewed as part of each department audit.
11
MONROE COUNTY,FLORIDA
CLERK OF THE CIRCUIT COURT& COMPTROLLER
• Assist in implementing any improvements in processes, systems whenever possible.
• Cost reductions or increased revenue sources will be analyzed as part of each audit.
• Review and answer all inquiries from the BOCC and the Monroe County Administration.
INTERNAL AUDIT WORKLOAD MEASURES
Completed Status Report Issued
1. Monroe County Prescription Audit Completed 10/7/2019
2. Key WwestInternational Airport Lease&Concession Agreement Audit Completed 3/4/2020
3. Healthcare Claims Audit(Final)Monroe County-Florida Blue Completed 9/17/2019
4. Building Department Completed
5. Boys&Girls Club Completed
6. Cash Handling Procedures-Clerk of Courts Completed
7. Abandoned Funds Completed
8. Purchasing Process-2 contracts Completed
9. County Attorney&County Administrator Evaluations Completed
Planned or in Progress Istatus
Audits/Reviews
10. Local Workforce Investment Board d/b/a Career Source InProcess 600
11. Key West International Airport-Onsite Car Rentals InProcess 600
12. Audit of Various BOCC Processes Planned 1,600
13. Audit of TBD Construction Project Planned 800
14. Assitance and Guidance Planned 200
3,800
Non-Audits
6. Cash Handling Procedures,Clerk of Court Planned
Non-Audit Status
#Received #Completed
Other Reviews and Activities Current Yr. Current Yr #In Progress
Audit Management and Administration
1. Other Audit Director Duties 250
2. Office Management/Support 400
3. Quality Control Reviews 200
4. Staff Development 300
1,150
Total Hours 4,950
12
MONROE COUNTY,FLORIDA
CLERK OF THE CIRCUIT COURT& COMPTROLLER
INTERNAL AUDIT
Departmental Allocated Positions Budget
Position Authority 2020 2021 Change Amount
Deputy Clerks 3.00 3.00 - 260,000
Subtotal: 3.00 1 3.00 - $ 260,000
Overtime/Terminal Leave/Payouts -
COLA (0.0%) -
Total Salaries: $ 260,000
FICA, Retirement Contributions 61,200
Life, Health& Workers' Compensation 42,100
Total Fringe Benefits: $ 103,300
Totals: $ 363,300
Proposed Approved Proposed
2021 2020 Increase Percent
Budget Summary: Budget Budget (Decrease) Change
Personnel Services $ 363,300 $ 358,351 $ 4,949 1.38%
Operating Expenses $ 21,000 $ 21,019 $ (19) -0.09%
Capital Outlay $ - $ - $ - 0.00%
$ 384,300 j $ 379,370 j $ 4,930 j 1.30%
13
MONROE COUNTY,FLORIDA
CLERK OF THE CIRCUIT COURT& COMPTROLLER
CLERK INFORMATION TECHNOLOGY
FUNCTION:
The role of the Clerk's Information Technology (IT) Department 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 (CJIS)
network.
DESCRIPTION/OBJECTIVES:
The IT Department supports the following functions:
• Circuit Court: Civil, Probate, Jury Management
• County Court: Traffic, Civil/Small Claims
• Criminal Justice Information System (CJIS)
• Juvenile
• E-Filing
• Document Recording and Indexing
• Budgeting
• Clerk of Court's Accounting and Financial Reporting
• Clerk to the BOCC Accounting and Financial Reporting
• Clerk to the BOCC Payroll
• Fixed and Moveable Assets
• Clerk to the BOCC Purchasing and Workflow
• Clerk Purchasing and Workflow
The Clerk's IT Department is responsible for maintaining an up-to-date IT infrastructure and
network to ensure a secure and efficient technology network that interfaces and shares data with
the Clerk's justice partners and BOCC stakeholders.
GOALS:
The IT Department will focus on continuing to upgrade the Clerk's IT environment. Some of the
most notable initiatives for the department includes storing the Clerk's servers at an off-site
facility, refreshing firewalls, setting up an equipment replacement plan that will ensure that the
Clerk's IT equipment is maintained and replaced on a proper lifecycle. The IT Department also
will continue its work on the following:
14
MONROE COUNTY,FLORIDA
CLERK OF THE CIRCUIT COURT& COMPTROLLER
• Work with the Clerk's Finance Department and assigned County staff to implement the
new ERP system.
• Upgrade all Clerk Office end users to the new version of Office.
• Perform an external Security Audit on the Clerk's IT infrastructure.
• Review software business requirement and hardware needs for the Clerk's Office and
prepare a strategic short-range and long-range implementation plans.
15
MONROE COUNTY,FLORIDA
CLERK OF THE CIRCUIT COURT& COMPTROLLER
CLERK INFORMATION TECHNOLOGY
Departmental Allocated Positions Budget
Position Authority 2020 2021 Change Amount
Deputy Clerks 3.00 3.00 - 282,500
Subtotal: 3.00 1 3.00 - $ 282,500
Overtime/Terminal Leave/Payouts 5,000
COLA (0.0%) -
Total Salaries: $ 287,500
FICA, Retirement Contributions 70,300
Life, Health& Workers' Compensation 51,300
Total Fringe Benefits: $ 121,600
Totals: $ 409,100
Fiscal Year
Workload Measures: 2017 2018 2019
- Workstations and Laptops 160 160 215
- Servers 51 85 97
- Software Applications 15 19 19
Proposed Approved Proposed Percent
2021 2020 Increase Change
Budget Summary: Budget Budget (Decrease)
Personnel Services $ 409,100 $ 394,343 $ 14,757 3.74%
Operating Expenses $ 245,200 $ 228,045 $ 17,155 7.52%
Capital Outlay $ 145,600 $ 125,576 $ 20,024 15.95%
$ 799,9001 $ 747,9641 $ 51,936 1 6.94%
16
MONROE COUNTY,FLORIDA
CLERK OF THE CIRCUIT COURT& COMPTROLLER
RECORDING
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. Further, since FY 2018,
the Clerk's Office has focused on significant improvements to the recording system. This has
included allowing the Clerk's Office to accept e-records from the general public as well as
accepting credit cards as payment when a document is recorded for the County. The Clerk's Office
will continue to evaluate its recording function and make improvements.
17
MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT& COMPTROLLER
RECORDING
Departmental Allocated Positions Budget
Position Authority 2020 2021 Change Amount
Deputy Clerks 12.95 10.30 (2.65) 418,300
Subtotal: 12.951 10.30 (2.65) $ 418,300
Overtime/Terminal Leave/Payouts 18,000
COLA (0.0%) 1,000
Total Salaries: $ 437,300
FICA, Retirement Contributions 69,700
Life, Health& Workers' Compensation 140,100
Total Fringe Benerits:1 $ 209,800
Totals: $ 647,100
Fiscal Year
Workload Measures: 2017 2018 2019
- Documents Recorded 44,339 50,737 50,180
- Pages Recorded 131,050 142,610 147,323
- Marriage Licenses Issued 2,611 2,256 2,639
Proposed Approved Proposed Percent
2021 2020 Increase Change
Budget Summary: Budget Budget (Decrease)
Personnel Services $ 647,100 $ 657,532 $ (10,432) -1.59%
Operating Expenses $ 59,100 $ 59,073 $ 27 0.05%
Capital Outlay $ - $ - $ - 0.00%
$ 706,2001 $ 716,605 1 $ (10,405) -1.45%
18
MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT& COMPTROLLER
RECORDS MANAGEMENT
FUNCTION:
The Florida Constitution provides that the Clerk of Court is responsible for the maintenance and
protection of public records under his stewardship.
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 redacting from official records on file was
completed FY 2017. Preservation of historical court records was maintained by converting these
files into electronic or another format.
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MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT& COMPTROLLER
RECORDS MANAGEMENT
Positions Budget
Departmental Positions 2020 2021 Change Amount
Deputy Clerks 0.70 1.10 0.40 84,100
Subtotal: 0.701 1.101 0.40 $ 84,100
Overtime/Terminal Leave/Payouts -
COLA (0.0%) -
Total Salaries: $ 84,100
FICA, Retirement Contributions 22,800
Life, Health& Workers' Compensation 15,400
Total Fringe Benerits:1 $ 38,200
Totals: $ 122,300
Fiscal Year
Workload Measures: 2017 2018 2019
- Documents Recorded 137,247 150,765 150,765
- Pages Recorded 17 24 24
- Marriage Licenses Issued 3,099 1,811 1,811
Proposed Approved Proposed Percent
2021 2020 Increase Change
Budget Summary: Budget Budget (Decrease)
Personnel Services $ 122,300 $ 64,437 $ 57,863 89.80%
Operating Expenses $ 29,200 $ 29,166 $ 34 0.12%
Capital Outlay $ - $ - $ - 0.00%
$ 151,5001 $ 93,603 1 $ 57,897 1 61.85%
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MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT& COMPTROLLER
COURT-RELATED CLERK FUNCTIONS
COUNTY-FUNDED CLERK OF COURT OPERATIONS
Salary Increases and Related Fringe Benefits
Prior Year FY
DIRECT COSTS Funding 2021 Total
Circuit Court Juvenile 17,600 - 17,600
Circuit Court Civil 65,000 - 65,000
Circuit Court Criminal 89,300 - 89,300
Circuit Court Family 18,000 - 18,000
Circuit Court Probate 13,900 - 13,900
County Court Civil 33,000 - 33,000
County Court Criminal 72,900 - 72,900
County Court Traffic 96,000 - 96,000
Jury Management 12,900 - 12,900
TOTAL DIRECT COSTS: 418,600 - 418,600
INDIRECT COSTS
Administration 16,100 1,400 17,500
Records Management 7,700 - 7,700
TOTAL INDIRECT COSTS: 23,800 1,400 25,200
TOTAL COSTS: 442,400 1,400 443,800
*FYI5,FYI7,FYI8,FYI9,and FY20 increases
Employee B e ne fits
Health Workers' Risk
DIRECT COSTS Ins Comp Mgt Total
Circuit Court Juvenile 25,200 900 100 26,200
Circuit Court Civil 99,200 2,800 500 102,500
Circuit Court Criminal 115,800 3,600 900 120,300
Circuit Court Family 46,300 1,400 200 47,900
Circuit Court Probate 31,800 1,000 100 32,900
County Court Civil 64,800 1,800 300 66,900
County Court Criminal 94,600 2,800 400 97,800
County Court Traffic 125,700 3,700 900 130,300
Jury Management 14,600 500 100 15,200
TOTAL DIRECT COSTS: 618,000 18,500 3,500 640,000
INDIRECT COSTS
Administration 112,500 8,900 1,500 122,900
Records Management 5,300 200 100 5,600
TOTAL INDIRECT COSTS: 117,800 9,100 1,600 128,500
TOTAL COSTS: 735,800 27,600 5,100 768,500
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MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT& COMPTROLLER
COURT RELATED FUNDING
FISCAL YEAR 2021
Statutory Obligations
Equip/
DIRECT COSTS Phones Computers Leases Total
- Circuit Court Juvenile 100 7,800 750 8,650
- Circuit Court Civil 150 19,500 1,900 21,550
- Circuit Court Criminal 300 39,000 3,750 43,050
- Circuit Court Family 50 5,900 600 6,550
- Circuit Court Probate 50 5,900 600 6,550
- County Court Civil 300 37,100 3,600 41,000
- County Court Criminal 300 37,100 3,600 41,000
- County Court Traffic 400 39,000 3,800 43,200
- Jury Management 50 4,000 400 4,450
TOTAL DIRECT COSTS: 1,700 195,300 19,000 216,000
INDIRECT COSTS
- Administration 50 2,500 850 3,400
- Records Management 200 15,000 5,200 20,400
TOTAL INDIRECT COSTS: 250 17,500 6,050 23,800
TOTAL COSTS: 1,950 212,800 25,050 239,800
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MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT& COMPTROLLER
SUMMARY OF CLERK FULL-TIME EQUIVALENT POSITIONS
Non-Court Related # OF FTE*
Clerk to BOCC 22.00
Internal Audit 3.00
Information Systems 3.00
Recording 10.30
Records Management 1.10
TDC 1.00
Total Non-Court FTEs 40.40 42.08%
Court Related FTEs 55.60 57.92%
Total Clerk FTEs 96.00 100.00%
FTEs providing Direct Service 90.00 93.75%
FTEs providing Indrect Service 6.00 6.25%
Total Clerk Positions 96.00 100.00%
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MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT& COMPTROLLER
OTHER CLERK FUNDING SOURCES
PUBLIC RECORDS MODERNIZATION TRUST FUND
Florida Stats. Florida Stats.
28.24(12)(d) 28.24(12)(e)(1)
Revenues
Recording Fees 49,100 139,100
Interest Income 6,600 18,600
Cash Carry Forward 946,900 1,738,000
Total Revenues 1,002,600 1,895,700
Expenditures
Personnel Services
Operating Expenses 650,000 850,000
Equipment
Contingency
Reserves
Total Expenditures 650,000 850,000
Estimated ending balance 352,600 1,045,700
The Public Records Mode rnizationTrus t Fund is authorized by Florida Statutes
Section 28.24 (12)(d) and(e). The use of these funds is restricted as follows:
• Public Records Modernization Trust Funds [Florida Statute 28.24(12)(d)] are to
be used for equipment, maintenance,personnel training, and technical assistance
in modernizing the public records system of the Clerk's Office.
• Public Records Court Technology Funds [Florida Statute 28.24(12)(e)(1)] are to
be used exclusively for the operation and support of an integrated computer system
for judicial agencies and to support the operations and maintenance of the state
court system.
FOR INFORMATIONAL PURPOSES ONLY
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