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MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT & COMPTROLLER
PROPOSED
ADJUSTED BUDGET
FOR
FISCAL YEAR 2024
Presented by: Kevin Madok, CPA
Ex-Officio to the Board of County Commissioners
Submitted: June 1, 2023
s U ° Kevin Madok, cPA
f x 4
Clerk of the Circuit Court& Comptroller— Monroe County, Florida
June 1, 2023
Mayor Craig Cates
Members of the Board of County Commissioners
500 Whitehead Street
Key West, FL 33040
Dear Mayor and Commissioners:
Enclosed is the Fiscal Year (FY) 2024 budget request for the Monroe County Clerk of the Circuit Court &
Comptroller. This budget request is for both the non-courtt 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 I on page 4 of the enclosed budget proposal details the increase in our FY 2024 proposed operating budget.
The requested funding level includes a 7% wage adjustment for both court and non-court Clerk employees as well
as raising our pay band minimums. This adjustment was influenced by the County's stated intention of providing
similar employee pay increases and pay band adjustments for FY 2024. 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. It continues to be my policy to adjust my budget request to correspond with the Board's final decision
concerning annual salary increases.
In addition to the pay adjustment,funding is being requested for increases related to fringe benefits namely employer
contribution increases for retirement and health insurance.The increases to retirement contributions are legislatively
mandated and are outside of the County's control. Similarly, the increase related to health insurance reflects
increases imposed mid-year in FY 2023 so were not included in our FY 2023 base budget along with anticipated.
FY 2024 increases. Finally, I am requesting budget adjustments for funding upgrades to my Office's Information
Technology infrastructure and network including needed cybersecurity improvements.
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 I". 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,
411
Kevin Madok, CPA
Clerk of the Circuit Court& Comptroller
Ex-ofticio Clerk to the Board of County Commissioners
Cc: County Administrator
Clerk's Finance Department
KEY WEST MARATHON PLANTATION KEY
500 Whitehead Street 3117 Overseas Highway 88770 Overseas Highway
Key West, Florida 33040 Marathon, Florida 33050 Plantation Key, Florida 33070
MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT & COMPTROLLER
Table of Contents
Proposed Operational Budget
For Fiscal Year 2024
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........................................................................................................................................ 12
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 lst
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 2024 proposed General Fund operating budget
includes a pay adjustment for Clerk employees along with adjustments related to employee fringe
benefit costs. In addition, the budget proposal also includes needed increases for improvements to
the Clerk's information technology infrastructure and networks which includes implementing
cybersecurity improvements.
Table 1
Summary of Increase in FY 2024 Operating Budget
Components of Increase: Amount
Adjustment due to annual pay increases and increase to pay band minimums 639,700
Adjustment due to increases for fringe benefits 528,600
Funding for updating/upgrading IT infrastructure; improve cybersecurity
measures, update aging servers and network, upgrade software applications 570,015
and licenses, scanning paper files
Total $ 1,738,315
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 2024
FY2024 FY2023 Proposed
Proposed Approved Increase
Budget Budget (Decrease)
Non-Court Clerk Functions
Administration $ 607,400 $ 523,700 $ 83,700
Clerk to BOCC 3,753,300 3,307,400 445,900
Internal Audit 635,400 585,000 50,400
Information Technology 1,227,500 858,700 368,800
Recording 669,400 789,200 (119,800)
Records Management 175,500 174,900 600
Total Non-Court Clerk Functions: 7,068,500 6,238,900 829,600
Court-Related Clerk Functions
Court Related Salary Adjustments 1,262,100 865,600 396,500
Court Related Insurance 1,260,400 791,300 469,100
County Obligation per Statute 268,815 239,800 29,015
Total Court-Related Clerk Functions: 2,791,315 1,896,700 894,615
Total Clerk Function Expenditures 9,859,815 8,135,600 1,724,215
Less Non-Court Fees and Other Revenues (900,000) (900,000) -
General Revenue Funding 8,959,815 7,235,600 1,724,215
TDC Functions
Clerk Functions funded by TDC Revenues 96,000 81,900 14,100
Total Clerk Related TDC Functions: 96,000 81,900 14,100
Funded by General Fund and TDC Revenue $ 9,055,815 $ 7,317,500 $ 1,738,315
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-four 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 Annual Comprehensive Financial Report (ACFR). 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 2024, 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 dataa 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:
• Working with Board staff to improve reporting functionality from the County's Enterprise
Planning Resources system.
• Documenting and finalizing the Finance Department's business processes in a Financial
Procedures Manual.
• Revamping the process for developing the County's Annual Comprehensive 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 Administration will continue its 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. In addition, Administration is
working to organize paper files, scan those files and then destroy those files that are allowed by
statute. 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
ADMINISTRATION BOCC
Departmental Allocated Positions Budget
Position Authority 2023 2024 Change Amount
Clerk of Court 0.50 0.50 - 67,000
Deputy Clerks 1.50 2.00 0.50 206,800
Subtotal: 2.00 1 2.501 0.50 $ 273,800
Overtime/Terminal Leave/Payouts -
COLA (7.0%) & increase to pay band mins 23,900
Total Salaries: $ 297,700
FICA, Retirement Contributions 93,900
Life, Health& Workers' Compensation 53,700
Total Fringe Benefits: $ 147,600
Totals: $ 445,300
Fiscal Year
Workload Measures: 2020 2021 2022
CLERK TO BOCC - ADM1N
- BOCC Meetings Held 21 20 16
- Pages of Minutes 270 295 273
- Resolutions Adopted 429 515 522
- Ordinances 39 27 31
- Contracts Executed 937 1,026 1,086
CLERK TO BOCC - VAB
- VAB Meetings 2 2 2
- VAB Petitions 451 309 396
- Special Magistrate Hearings 6 4 5
Proposed Approved Proposed
2024 2023 Increase Percent
Budget Summary: Budget Budget (Decrease) Change
Personnel Services $ 445,300 $ 361,600 $ 83,700 23.15%
Operating Expenses $ 154,100 $ 154,100 $ - 0.00%
Capital Outlay $ 8,000 $ 8,000 $ - 0.00%
Totals:j $ 607,4001 $ 523,7001 $ 83,7001 15.98%
9
MONROE COUNTY,FLORIDA
CLERK OF THE CIRCUIT COURT& COMPTROLLER
CLERK FINANCE
Departmental Allocated Positions Budget
Position Authority 2023 2024 Change Amount
Deputy Clerks 21.00 21.00 - 1,491,400
Subtotal: 21.001 21.00 1 $ 1,491,400
Overtime/Terminal Leave/Payouts 55,000
COLA (7.0%) &increase to pay band miss 141,900
Total Salaries: $ 1,688,300
FICA, Retirement Contributions 392,600
Life,Health&Workers' Compensation 422,400
Total Fringe Benefits: $ 815,000
Totals:1 $ 2,503,300
Fiscal Year
Workload Measures: 2020 2021 2022
CLERK TO BOCC - FINANCE
- Cash Receipts 4,343 4,107 5,701
- Payroll Checks/Direct Deposits 17,501 15,968 21,566
-Vendor Payment Transactions Processed 15,703 14,949 21,116
- Accounts Payable Lines Processed 37,522 37,029 42,577
- Journal Entries processed 1,969 2,233 1,926
- Grants Administered 92 96 96
- Cost Centers Maintained 545 540 971
- Funds Maintained 61 61 70
- Inventory Property Records 4,868 5,176 7,381
Proposed Approved Proposed
2024 2023 Increase Percent
Budget Summary: Budget Budget Decrease Change
Personnel Services $ 2,503,300 $ 2,217,800 $ 285,500 12.87%
Operating Expenses $ 1,250,000 $ 1,089,600 $ 160,400 14.72%
Capital Outlay -
$ 3,753,300 $ 3,307,400 $ 445,900 13.48%
10
MONROE COUNTY,FLORIDA
CLERK OF THE CIRCUIT COURT& COMPTROLLER
TDC
Departmental Allocated Positions Budget
Position Authority 2023 2024 Change Amount
TDC Finance Clerk 1.00 1.00 - 48,600
Subtotal: 1.001 1.00 - $ 48,600
Overtime/Terminal Leave/Payouts -
COLA (7.0%) & increase to pay band mins 5,300
Total Salaries: $ 53,900
FICA, Retirement Contributions 11,100
Life, Health& Workers' Compensation 21,000
Total Fringe Benefits: $ 32,100
Totals: $ 86,000
Proposed Approved Proposed
2024 2023 Increase Percent
Budget Summary: Budget Budget (Decrease) Change
Personnel Services $ 86,000 $ 71,900 $ 14,100 19.61%
Operating Expenses $ 10,000 $ 10,000 $ - 0.00%
Capital Outlay $ - $ - $ -
$ 96,0001 $ 81,9001 $ 14,1001 17.22%
11
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:
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.
• Cash handling policies and procedures are reviewed as part of each department audit.
• 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.
12
MONROE COUNTY,FLORIDA
CLERK OF THE CIRCUIT COURT& COMPTROLLER
INTERNAL AUDIT
Departmental Allocated Positions Budget
Position Authority 2023 2024 Change Amount
Deputy Clerks 4.00 4.00 - 383,400
Subtotal: IF 4.001 4.00 - $ 383,400
Overtime/Terminal Leave/Payouts -
COLA (7.0%) & increase to pay band mins 32,500
Total Salaries: $ 415,900
FICA, Retirement Contributions 113,200
Life, Health& Workers' Compensation 85,300
Total Fringe Benefits: $ 198,500
Totals:j $ 614,400
WORKLOAD MEASURES
Audits Completed, Planned or In Progress
Harry Harris Park Cash Receipts
Key West International Airport-Construction Manager at Risk
Risk Mangement Department Operations
Monroe County Fire Rescue Controlled Substances
Abandoned Funds
Guardianships
Audit of Various BOCC Processes
Assistance and Guidance
Non-Audit/Administrative
Other Internal Audit Duties
Quality Control Reviews
Staff Development
Fraud Hotline Investigation and Development
Proposed Approved Proposed
2024 2023 Increase Percent
Budget Summary: Budget Bud et (Decrease) Change
Personnel Services $ 614,400 $ 564,000 $ 50,400 8.94%
Operating Expenses $ 21,000 $ 21,000 $ - 0.00%
Capital Outlay $ - $ - $ - 0.00%
$ 635,400 $ 585,000 $ 50,4001 8.62%
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
• Implement and improve cybersecurity measures over the Clerks IT infrastructure.
• Upgrade aging the Clerk's servers.
• 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 2023 2024 Change Amount
Deputy Clerks 2.50 2.00 (0.50) 236,100
Subtotal: IF 2.50 1 2.00 (0.50) $ 236,100
Overtime/Ternimi lLeave/Payouts 5,000
COLA (7.0%) & increase to pay band mi is 20,300
Total Salaries: $ 261,400
FICA, Retirement Contributions 89,700
Life, Health& Workers' Compensation 51,400
Total Fringe Benerits:1 $ 141,100
Totals: $ 402,500
Fiscal Year
Workload Measures: 2020 2021 2022
- Workstations and Laptops 150 167 154
- Servers 99 104 105
- Software Applications 20 22 26
Proposed Approved Proposed Percent
2024 2023 Increase Change
Budget Summary: Budget Budget (Decrease)
Personnel Services $ 402,500 $ 393,500 $ 9,000 2.29%
Operating Expenses $ 500,000 $ 265,200 $ 234,800 88.54%
Capital Outlay $ 325,000 $ 200,000 $ 125,000 62.50%
$ 1,227,500 i $ 858,700 $ 368,8001 42.95%
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 2023 2024 Change Amount
Deputy Clerks 9.80 6.70 (3.10) 334,100
Subtotal: 9.801 6.70 (3.10) $ 334,100
Overtime/Terminal Leave/Payouts 20,000
COLA (7.0%) & increase to pay band mins 36,000
Total Salaries: $ 390,100
FICA, Retirement Contributions 80,300
Life, Health& Workers' Compensation 139,900
Total Fringe Benefits: $ 220,200
Totals:j $ 610,300
Fiscal Year
Workload Measures: 2020 2021 2022
- Documents Recorded 50,180 57,499 46,988
- Pages Recorded 147,323 199,087 149,875
- Marriage Licenses Issued 2,639 3,363 2,626
Proposed Approved Proposed Percent
2024 2023 Increase Change
Budget Summary: Budget Budget (Decrease)
Personnel Services $ 610,300 $ 730,100 $ (119,800) -16.41%
Operating Expenses $ 59,100 $ 59,100 $ -
Capital Outlay $ - $ - $ -
$ 669,4001 $ 789,200 $ (119,800) -15.18%
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 2023 2024 Change Amount
Deputy Clerks 1.10 1.00 (0.10) 79,000
Subtotal: IF 1.101 1.00 (0.10) $ 79,000
Overtime/Terminal Leave/Payouts -
COLA (7.0%) & increase to pay band mins 7,500
Total Salaries: $ 86,500
FICA, Retirement Contributions 17,800
Life, Health& Workers' Compensation 21,200
Total Fringe Benefits: $ 39,000
Totals:j $ 125,500
Fiscal Year
Workload Measures: 2020 2021 2022
- Pages Microfilmed 151,442 198,971 166,261
- Efiled Cases 16,624 23,045 21,294
Proposed Approved Proposed Percent
2024 2023 Increase Change
Budget Summary: Budget Bud et (Decrease)
Personnel Services $ 125,500 $ 145,700 $ (20,200) -13.86%
Operating Expenses $ 50,000 $ 29,200 $ 20,800
Capital Outlay $ - $ - $ -
$ 175,500 1 $ 174,900 $ 6001 0.34%
20
MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT& COMPTROLLER
COURT-RELATED CLERK FUNCTIONS
COUNTY-FUNDED CLERK OF COURT OPERATIONS
Salary Increases and Re late d Fringe B e ne fits
Prior Year FY
DIRECT COSTS Funding 2024 Total
Circuit Court Juvenile 35,200 10,800 46,000
Circuit Court Civil 105,600 33,000 138,600
Circuit Court Criminal 146,100 41,400 187,500
Circuit Court Family 28,300 12,300 40,600
Circuit Court Probate 26,300 27,500 53,800
County Court Civil 56,100 22,700 78,800
County Court Criminal 121,000 57,400 178,400
County Court Traffic 165,100 80,100 245,200
Jury Management 23,900 8,500 32,400
TOTAL DIRECT COSTS: 707,600 293,700 1,001,300
INDIRECT COSTS
Administration 146,800 102,800 249,600
Records Management 11,200 - 11,200
TOTAL INDIRECT COSTS: 158,000 102,800 260,800
TOTAL COSTS: 865,600 396,500 1,262,100
Employee Benefits
Health Workers' Risk
DIRECT COSTS Ins Comp Mgt Total
Circuit Court Juvenile 29,600 900 700 31,200
Circuit Court Civil 116,200 2,700 2,000 120,900
Circuit Court Criminal 136,600 3,400 3,300 143,300
Circuit Court Family 35,700 1,000 900 37,600
Circuit Court Probate 100,900 2,300 700 103,900
County Court Civil 77,500 1,700 1,800 81,000
County Court Criminal 209,900 4,600 2,700 217,200
County Court Traffic 274,100 6,100 3,500 283,700
Jury Management 24,500 700 400 25,600
TOTAL DIRECT COSTS: 1,005,000 23,400 16,000 1,044,400
INDIRECT COSTS
Administration 193,600 18,300 3,700 215,600
Records Management - - 400 400
TOTAL INDIRECT COSTS: 193,600 18,300 4,100 216,000
TOTAL COSTS: 1,198,600 41,700 20,100 1,260,400
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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 200 10,340 1,150 11,690
- Circuit Court Civil 300 25,850 1,720 27,870
- Circuit Court Criminal 600 5,170 3,450 9,220
- Circuit Court Family 100 7,755 575 8,430
- Circuit Court Probate 100 7,755 575 8,430
- County Court Civil 600 51,700 3,450 55,750
- County Court Criminal 600 51,700 3,450 55,750
- County Court Traffic 800 51,700 4,600 57,100
- Jury Management 100 5,170 575 5,845
TOTAL DIRECT COSTS: 3,400 217,140 19,545 240,085
INDIRECT COSTS
- Administration 100 5,170 1,150 6,420
- Records Management 300 15,510 6,500 22,310
TOTAL INDIRECT COSTS: 400 20,680 7,650 28,730
TOTAL COSTS: 3,800 237,820 27,195 268,815
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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 23.50
Internal Audit 4.00
Information Systems 2.00
Recording 6.70
Records Management 1.00
TDC 1.00
Total Non-Court FTEs 38.20 37.82%
Court Related FTEs 57.80 57.23%
Records Modernization FTEs 5.00 4.95%
Total Clerk FTEs 101.00 42.77%
FTEs providing Direct Service 95.00 94.06%
FTEs providing Indrect Service 6.00 5.94%
Total Clerk Positions 101.00 100.00%
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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)(I)
Revenues
Recording Fees 57,014 163,240
Interest Income 3,000 12,000
Cash Carry Forward 1,204,505 2,459,445
Total Revenues 1,264,519 2,634,685
Expenditures
Personnel Services 390,456
Operating Expenses 750,000 900,000
Equipment
Contingency
Reserves
Total Expenditures 1,140,456 900,000
Estimated ending balance 124,063 1,734,685
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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