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MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT & COMPTROLLER
PROPOSED
ADJUSTED BUDGET
FOR
FISCAL YEAR 2022
Presented by: Kevin Madok, CPA
Ex-Officio to the Board of County Commissioners
Submitted: June 1, 2021
G,,I COURr,C
°A Kevin Madok, CPA
. .......b,�' Clerk of the Circuit Court& Comptroller— Monroe County Florida
�RoE GOUNSy a J 1
June 1, 2021
Mayor Michelle Coldiron
Members of the Board of County Commissioners
25 Ships Way
Big Pine Key, FL 33043
Dear Mayor and Commissioners:
Enclosed is the Fiscal Year(FY) 2022 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 2022 proposed
operating budget. The requested funding level includes a 5% wage adjustment for both court and
non-court Clerk employees. This adjustment was influenced by the County's stated intention of
providing similar pay adjustments to their employees for FY 2022. We set our pay adjustments at
the same level in the hopes that we will be competitive in attracting qualified employees as well
as retaining our current employees.
Other than the pay adjustment, the requested funding level essentially holds the Clerk's operating
budget at FY 2021 spending levels. Our operating budget does include adjustments due to changes
to staffing allocations. 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 discussed during the FY 2021 budget cycle, the Clerk's FY 2022 budget is structured
to repay the loan for the Enterprise Resources Planning (ERP) system. Over the past year, the
Clerk's Office has been working in conjunction with Board staff to implement an ERP system that
will meet the County's and the Clerk's business needs. The new system will replace the County's
legacy human resources/payroll/financial accounting systems that sunsets at the end of calendar
year 2021. The new ERP system is scheduled to go live effective July 1, 2021.
KEY WEST MARATHON PLANTATION KEY PK/ROTH BUILDING
500 Whitehead Street 3117 Overseas Highway 88820 Overseas Highway 50 High Point Road
Key West,Florida 33040 Marathon,Florida 33050 Plantation Key,Florida 33070 Plantation Key,Florida 33070
305-294-4641 305-289-6027 305-852-7145 305-852-7145
FY 2021 BOCC Budget
Page 2 of 2
June 1, 2021
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
Ist. 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,
41
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 2022
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 Pt
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 2022 proposed General Fund operating budget
includes a pay adjustment for Clerk employees along with adjustments related to employee fringe
benefit costs.
Table 1
Summary of Increase in FY 2022 Operating Budget
Components of Increase: Amount
Adjustments for FRS contribution rates and other benefits and position 14,200
reallocations and reti rement payouts
Funding for 5%pay adjustment 274,700
Adjustments for updated system technology- TDC ERP licensing 5,300
Total $ 294,200
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.
4
MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT & COMPTROLLER
OPERATIONAL BUDGET COMPARISON
FISCAL YEAR 2022
FY 2022 FY 2021 Proposed
Proposed Approved Increase
Budget Budget (Decrease)
Non-Court Clerk Functions
Administration $ 520,700 $ 500,800 $ 19,900
Clerk to BOCC 2,891,200 2,818,700 72,500
Internal Audit 405,000 384,300 20,700
Information Technology 838,100 799,900 38,200
Recording 674,400 706,200 (31,800)
Records Management 158,800 151,500 7,300
Total Non-Court Clerk Functions: 5,488,200 5,361,400 126,800
Court-Related Clerk Functions
Court Related Salary Adjustments 615,500 456,000 159,500
Court Related Insurance 769,200 768,500 700
County Obligation per Statute 239,800 239,800 -
Total Court-Related Clerk Functions: 1,624,500 1,464,300 160,200
Total Clerk Function Expenditures 7,112,700 6,825,700 287,000
Less Non-Court Fees and Other Revenues (700,000) (700,000) -
General Revenue Funding 6,412,700 6,125,700 287,000
TDC Functions
Clerk Functions funded by TDC Revenues 74,600 67,400 7,200
Total Clerk Related TDC Functions: 74,600 67,400 7,200
Funded by General Fund and TDC Revenue $ 6,487,300 $ 6,193,100 $ 294,200
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-two fiscal years, the Government Finance Officers Association of the United
States and Canada (GFOA) awarded a Certificate of Achievement for Excellence in Financial
Reporting to Monroe County for its Comprehensive Annual Financial Report (CAFR). The
Certificate of Achievement is a prestigious national award recognizing conformance with the
highest standards for preparation of 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 2022, 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.
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 successfully implement the new County Human
Resources and Accounting Management Planning System (CHAMPS). CHAMPS is an
ERP system using the Workday application. Clerk and County staff worked together since
2018 to select an ERP application that would replace the County's Finance Plus accounting
and payroll system which is scheduled to sunset by the end of calendar year 2021. The
Clerk's Finance Department will focus on troubleshooting issues; attending training; and
identifying and communicating procedural changes.
• Documenting and finalizing the Finance Department's business processes in a Financial
Procedures Manual.
• Revamping the process for developing the County's Comprehensive Annual Financial
Report.
• Scanning remaining paper records so they are readily available electronically.
• Evaluating changes to processing tax deeds and managing the Court Registry.
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 2021, 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 2021 2022 Change Amount
Deputy Clerks 20.00 21.00 1.00 1,276,700
Subtotal: 20.00 21.00 1.00 $ 1,276,700
Overtime/ Terminal Leave/Payouts 25,000
COLA 0.05.0% 60,600
Total Salaries: $ 1,362,300
FICA, Retirement Contributions 275,000
Life, Health&Workers' Compensation 289,900
Total Fringe Benefits: $ 564,900
Totals: I,927,200
Fiscal Year
Workload Measures: 2018 2019 2020
CLERK TO BOCC- FINANCE
- Cash Receipts 4,551 4,197 4,343
- Payroll Checks/ Direct Deposits 16,638 16,030 17,501
-Vendor Payment Transactions Processed 14,681 16,630 15,703
- Accounts Payable Lines Processed 42,278 40,034 37,522
- Journal Entries processed 2,096 1,646 1,969
- Grants Administered 84 60 92
- Cost Centers Maintained 534 533 545
- Funds Maintained 60 60 61
- Inventory Property Records 4,507 4,453 4,868
Proposed Approved Proposed
2022 2021 Increase Percent
Budget Summary: Budget Budget Decrease Change
Personnel Services $ 1,927,200 $ 1,854,700 $ 72,500 3.91%
Operating Expenses $ 964,000 $ 964,000 $ - 0.00%
Capital Outlay $ - $ - $ -
$ 2,891,200 j $ 2,818,700 j $ 72,500 j 2.57%
9
MONROE COUNTY,FLORIDA
CLERK OF THE CIRCUIT COURT& COMPTROLLER
TDC
Departmental Allocated Positions Budget
Position Authority 2021 2022 Change Amount
TDC Finance Clerk 1.00 1.00 - 41,100
Subtotal: 1.00 1.00 - 41,100
Overtime/ Terminal Leave/Payouts -
COLA 0.05.0% 2,100
Total Salaries: $ 43,200
FICA, Retirement Contributions 7,700
Life, Health&Workers' Compensation 13,700
Total Fringe Benefits: 21,400
Totals: 64,600
Proposed Approved Proposed
2022 2021 Increase Percent
Budget Summary: Budget Budget Decrease Change
Personnel Services $ 64,600 $ 62,700 $ 1,900 3.03%
Operating Expenses $ 10,000 $ 4,700 $ 5,300 112.77%
Capital Outlay $ - $ - $ - 0.00%
$ 74,600 $ 67,400 $ 7,200 10.68%
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. Local Workforce Investment Board d/b/a Career Source Draft 2/19/2021
2. Cash Handling Procedures-Clerk of Courts Completed 12/9/2020
3. Abandoned Funds Completed Monthly
4. Agreement with PtWOut USA,Inc. Draft 2/17/2021
5. Guardianship Policies and Procedures
6. Guardianships 56
7. Workday Implementation Meetings
Planned or in Progress IStatus
Audits/Reviews
7. Bayshore Manor 1,000
8. Audit of Various BOCC Processes Planned 1,800
9. Audit of TBD Construction Project Planned 800
10. 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 2021 2022 Change Amount
Deputy Clerks 3.00 3.00 - 260,000
Subtotal: 3.00 3.00 - 260,000
Overtime/ Terminal Leave/Payouts -
COLA 0.05.0% 13,000
Total Salaries: $ 273,000
FICA, Retirement Contributions 68,800
Life, Health&Workers' Compensation 42,200
Total Fringe Benefits: 111,000
Totals: 384,000
Proposed Approved Proposed
2022 2021 Increase Percent
Budget Summary: Budget Budget Decrease Change
Personnel Services $ 384,000 $ 363,300 $ 20,700 5.70%
Operating Expenses $ 21,000 $ 21,000 $ - 0.00%
Capital Outlay $ - $ - $ - 0.00%
$ 405,000 $ 384,300 $ 20,700 5.39%
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 CHAMPS 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 2021 2022 Change Amount
Deputy Clerks 3.00 3.00 - 279,900
Subtotal: 3.00 3.00 - 279,900
Overtime/Terminal Leave/Payouts 30,000
COLA 0.05.0% 7,500
Total Salaries: $ 317,400
FICA, Retirement Contributions 78,300
Life, Health&Workers' Compensation 51,600
Total Fringe Benefits: 129,900
Totals: 447,300
Fiscal Year
Workload Measures: 2018 2019 2020
- Workstations and Laptops 160 215 150
- Servers 85 97 99
- Software Applications 19 19 20
Proposed Approved Proposed Percent
2022 2021 Increase Change
Budget Summary: Budget Budget Decrease
Personnel Services $ 447,300 $ 409,100 $ 38,200 9.34%
Operating Expenses $ 245,200 $ 245,200 $ - 0.00%
Capital Outlay $ 145,600 $ 145,600 $ - 0.00%
$ 838,100 $ 799,900 $ 38,200 4.78%
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. An automated recording
system allows the Clerk's Office to accept e-records from the general public and, in turn, accept
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 2021 2022 Change Amount
Deputy Clerks 10.30 9.40 (0.90) 381,200
Subtotal: 10.301 9.40 0.90 381,200
Overtime/ Terminal Leave/Payouts 18,000
COLA 0.05.0% 18,300
Total Salaries: $ 417,500
FICA, Retirement Contributions 69,800
Life, Health&Workers' Compensation 128,000
Total Fringe Benefits: 197,800
Totals: 615,300
Fiscal Year
Workload Measures: 2018 2019 2020
- Documents Recorded 50,737 50,180 47,295
- Pages Recorded 142,610 147,323 161,941
- Marriage Licenses Issued 2,256 2,639 2,964
Proposed Approved Proposed Percent
2022 2021 Increase Change
Budget Summary: Budget Budget (Decrease)
Personnel Services $ 615,300 $ 647,100 $ (31,800) -4.91%
Operating Expenses $ 59,100 $ 59,100 $ - 0.00%
Capital Outlay $ - $ - $ - 0.00%
$ 674,400 $ 706,200 $ 31,800 -4.50%
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 redacts sensitive information that is prohibited from being publicly available
from official records. Preservation of historical court records was maintained by converting these
files into electronic or another format.
19
MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT& COMPTROLLER
RECORDS MANAGEMENT
Positions Budget
Departmental Positions 2021 2022 Change Amount
Deputy Clerks 1.10 1.10 - 87,100
Subtotal: 1.101 1.10 - $ 87,100
Overtime/Terminal Leave/Payouts -
COLA (0.05.0%) 1,500
Total Salaries: $ 88,600
FICA, Retirement Contributions 25,600
Life, Health& Workers' Compensation 15,400
Total Fringe Benefits: $ 41,000
Totals: $ 129,600
Fiscal Year
Workload Measures: 2018 2019 2020
- Pages Microfihned 150,765 146,633 151,442
- Microfilm&Electronic Copies 24 20 22
- Efiled Cases 1,811 5,871 16,624
Proposed Approved Proposed Percent
2022 2021 Increase Change
Budget Summary: Budget Budget (Decrease)
Personnel Services $ 129,600 $ 122,300 $ 7,300 5.97%
Operating Expenses $ 29,200 $ 29,200 $ - 0.00%
Capital Outlay $ - $ - $ - 0.00%
$ 158,8001 $ 151,5001 $ 7,3001 4.82%
20
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 2022 Total
Circuit Court Juvenile 17,600 7,300 24,900
Circuit Court Civil 65,000 16,400 81,400
Circuit Court Criminal 89,300 23,100 112,400
Circuit Court Family 18,000 3,200 21,200
Circuit Court Probate 13,900 5,300 19,200
County Court Civil 33,000 9,600 42,600
County Court Criminal 72,900 18,400 91,300
County Court Traffic 96,000 22,600 118,600
Jury Management 12,900 4,800 17,700
TOTAL DIRECT COSTS: 418,600 110,700 529,300
INDIRECT COSTS
Administration 17,500 59,800 77,300
Records Management 7,700 1,200 8,900
TOTAL INDIRECT COSTS: 25,200 61,000 86,200
TOTAL COSTS: 443,800 171,700 615,500
*FY15,FYI 7,FY18,FY19,and FY20 increases
Employee Benefits
Health Workers' Risk
DIRECT COSTS Ins Comp Mgt Total
Circuit Court Juvenile 26,500 1,000 100 27,600
Circuit Court Civil 80,700 2,500 500 83,700
Circuit Court Criminal 123,700 3,900 900 128,500
Circuit Court Family 47,700 1,500 200 49,400
Circuit Court Probate 29,800 1,000 100 30,900
County Court Civil 59,600 1,800 300 61,700
County Court Criminal 102,500 3,200 400 106,100
County Court Traffic 127,000 3,900 900 131,800
Jury Management 15,900 600 100 16,600
TOTAL DIRECT COSTS: 613,400 19,400 3,500 636,300
INDIRECT COSTS
Administration 115,800 10,000 1,500 127,300
Records Management 5,300 200 100 5,600
TOTAL INDIRECT COSTS: 121,100 10,200 1,600 132,900
TOTAL COSTS: 734,500 29,600 5,100 769,200
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MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT& COMPTROLLER
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 9 OF FTE*
Clerk to BOCC 23.00
Internal Audit 3.00
Information Systems 3.00
Recording 9.40
Records Management 1.10
TDC 1.00
Total Non-Court FTEs 40.50 42.19%
Court Related FTEs 55.50 57.81%
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
PUBLIC RECORDS MODERNIZATION TRUST FUND
Florida Stats. Florida Stats.
28.24(12)( ) 28.24(12)(e)(1)
Revenues
Recording Fees 75,600 213,900
Interest Income 10,100 28,600
Cash Carry Forward 991,700 1,822,000
Total Revenues 1,077,400 2,064,500
Expenditures
Personnel Services
Operating Expenses 650,000 850,000
Equipment
Contingency
Reserves
Total Expenditures 650,000 850,000
Estimated ending balance 427,400 1,214,500
The Public Records Mode rniz ationTrust 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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