FY2025 COU
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MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT & COMPTROLLER
PROPOSED
ADJUSTED BUDGET
FOR
FISCAL YEAR 2025
Presented by: Kevin Madok, CPA
Ex-Officio to the Board of County Commissioners
Submitted: June 1, 2024
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GP .. ..Eros Kevin Madok, CPA
Clerk of the Circuit Court& Comptroller— Monroe County, Florida
4�E GouN-�r R
May 3 0,2024
Mayor Holly Raschein
Members of the Board of County Commissioners
102050 Overseas Highway, Suite 234
Key Largo, FL 33037
Dear Mayor and Commissioners:
Enclosed is the Fiscal Year (FY) 2025 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 I on page 4 of the enclosed budget proposal details the increase in our FY 2025 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 other constitutional officers' stated intention of providing similar pay
adjustments to their employees for FY 2025. 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.
In addition to the pay adjustment,funding is being requested for increases related to fringe benefits namely employer
contribution increases for the retirement and health insurance. "The increases to retirement contributions are
legislatively mandated and the increases for the employer share of health insurance are set by the County. Both of
these fringe benefits are outside of the Clerk's control.
In addition, I am requesting budget adjustments for strengthening cybersecurity and similar technology measures
for my Office's Information Technology infrastructure. Finally, I am seeking funding for long-term storage of the
Clerk's records. These records have been stored at the County's Jefferson B. Browne building for decades.
However, this building is slated for demolition in FY 2025 due to public safety concerns so the Clerk' Office has
been asked to relocate its record storage to another location. The budget includes the costs associated for a new
long-term storage arrangement.
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 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 15t. 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 Country 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 2025
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 2025 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. Finally, funding is also being requested for the long-term record
storage lease needed as a result of the impending demolition of the Jefferson B. Browne building.
The long-term storage funding includes a nonrecurring request of$154,900 to install a fire/water
suppression system at the storage site.
Table 1
nnrn man-y of Inner-ease in FY 2,025 O ren•atinng Budget
Components of Increase: Amount
Adjustment due to annual pay increases 334,800
Adjustment due to iticreases,for fii rge benefits - increase in health insurance
00
not captures in FY 24 budget and FRS rate increases ,4
Fwi " g for updating/upgrading I"1" fi astructure; improve cyb rsecurity
areas es, entering mto a lease for bang-terra record storage arrangement due
to FY 2025 demolition of Jefferson B. Browne bull " g. Of the $669,10 , 669,100
S 15 4,900 is a non-recurrfiig coast for the installation of a fire/water
suppression system at the storage site.
Total S 1,091,300
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 2025
FY 2025 FY 2024 Proposed
Proposed Approved Increase
Budget Budget (Decrease)
Non-Court Clerk Functions
Administration S 1,042,300 S 607,400 S 434,900
Clerk to BOCC 4,051,700 3,753,300 298,400
Internal Audit 716,300 635,400 80,900
Irdonnation'Technology 1-518,100 1,227,500 290,600
Recording 465,300 669,400 (204,100)
Records Management 50,000 175,500 (125,500)
Total Non-Court Clerk Functions: 7,843,700 7,068,500 775,200
Court-Related Clerk Functions
Court Related Salary Adjustments 1,497,100 1,262,100 235,000
Court Related Insurance 1,336,400 1,260,400 76,000
Comty Obligation per Statute 268:,815 268,815 -
Total Court-Related Clerk Functious: 3,102,115 2,791,315 311,000
Total Clerk Function Expenditures 10,946,015 9,859,815 1,086,200
Less Non-Court Fees and Other Revenues (900,000) (900,000) -
General Revenue Funding 1046M5 8,959,815 106,200
TDC Functions
Clerk Functions fimded b),'TDC Revenues 101,100 96,000 5,100
Total Clerk Related TDC Functions: 101,100 96,000 5,100
Funded by General Fund and TDC Revenue $10,147,115 S 9,055,815 S 1,091,300
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-five 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.
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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 2025,the Clerk's Finance Department has identified number of goals for the fiscal year
and will focus its efforts in the following areas:
• 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.
• Automating the processing of tax deeds and 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 is responsible for seeking a new long-term storage location for the
Clerk's records. In the past, the Clerk stored its paper records in the historic jail. However, with
the planned demolition of this building, the Clerk was asked to find a new storage location.
Administration is responsible for overseeing the project of securing a new site and systematically
moving the records to the new location.
8
MONROE COUNTY,FLORIDA
CLERK OF THE CIRCUIT COURT& COMPTROLLER
ADMINISTRATION BOCC
Departmental Allocated Positions Budget
Position Authority 2024 2025 Change Amount
Clerk of Court 0.50 0.50 - 70,900
Deputy Clerks 2.00 2.00 - 226,600
Subtotal: 2.50 1 2.50 - $ 297,500
Overtime/Terminal Leave/Payouts -
COLA (5.0%) 14,900
Total Salaries: $ 312,400
FICA, Retirement Contributions 90,100
Life, Health& Workers' Compensation 53,800
Total Fringe Benefits: $ 143,900
Totals: $ 456,300
Fiscal Year
Workload Measures: 2021 2022 2023
CLERK TO BOCC - ADM1N
- BOCC Meetings Held 20 16 17
- Pages of Minutes 295 273 279
- Resolutions Adopted 515 522 646
- Ordinances 27 31 28
- Contracts Executed 1,026 1,086 1,052
CLERK TO BOCC - VAB
- VAB Meetings 2 2 1
- VAB Petitions 309 396 607
- Special Magistrate Hearings 4 5 6
Proposed Approved Proposed
2025 2024 Increase Percent
Budget Summary: Budget Budget (Decrease) Change
Personnel Services $ 456,300 $ 445,300 $ 11,000 2.47%
Operating Expenses $ 578,000 $ 154,100 $ 423,900 275.08%
Capital Outlay $ 8,000 $ 8,000 $ - 0.00%
Totals:j $ 1,042,300 1 $ 607,4001 $ 434,9001 71.60%
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MONROE COUNTY,FLORIDA
CLERK OF THE CIRCUIT COURT& COMPTROLLER
CLERK FINANCE
Departmental Allocated Positions Budget
Position Authority 2024 2025 Change Amount
Deputy Clerks 21.00 21.00 - 1,747,900
Subtotal: 21.001 21.00 1 $ 1,747,900
Overtime/Terminal Leave/Payouts 55,000
COLA (5.0%) 87,400
Total Salaries: $ 1,890,300
FICA, Retirement Contributions 487,200
Life,Health&Workers' Compensation 424,200
Total Fringe Benefits: $ 911,400
Totals: $ 2,801,700
Fiscal Year
Workload Measures: 2021 2022 2023
CLERK TO BOCC - FINANCE
- Cash Receipts 4,107 5,701 5,042
- Payroll Checks/Direct Deposits 15,968 21,566 45,743
-Vendor Payment Transactions Processed 14,949 21,116 23,312
- Accounts Payable Lines Processed 37,029 42,577 22,431
- Journal Entries processed 2,233 1,926 1,461
- Grants Administered 96 96 97
- Cost Centers Maintained 540 971 1,013
- Funds Maintained 61 70 53
- Inventory Property Records 5,176 7,381 7,772
Proposed Approved Proposed
2025 2024 Increase Percent
Budget Summary: Budget Budget Decrease Change
Personnel Services $ 2,801,700 $ 2,503,300 $ 298,400 11.92%
Operating Expenses $ 1,250,000 $ 1,250,000 $ - 0.00%
Capital Outlay -
$ 4,051,700 $ 3,753,300 $ 298,400 7.95%
10
MONROE COUNTY,FLORIDA
CLERK OF THE CIRCUIT COURT& COMPTROLLER
TDC
Departmental Allocated Positions Budget
Position Authority 2024 2025 Change Amount
TDC Finance Clerk 1.00 1.00 - 55,000
Subtotal: 1.001 1.00 - $ 55,000
Overtime/Terminal Leave/Payouts -
COLA (5.0%) 2,800
Total Salaries: $ 57,800
FICA, Retirement Contributions 12,300
Life, Health& Workers' Compensation 21,000
Total Fringe Benefits: $ 33,300
Totals:Totals:j $ 91,100
Proposed Approved Proposed
2025 2024 Increase Percent
Budget Summary: Budget Budget (Decrease) Change
Personnel Services $ 91,100 $ 86,000 $ 5,100 5.93%
Operating Expenses $ 10,000 $ 10,000 $ - 0.00%
Capital Outlay $ - $ - $ -
$ 101,1001 $ 96,0001 $ 5,1001 5.31%
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 2024 2025 Change Amount
Deputy Clerks 4.00 4.00 - 454,400
Subtotal: 4.001 4.00 - $ 454,400
Overtime/Terminal Leave/Payouts -
COLA (5.0%) 22,800
Total Salaries: $ 477,200
FICA, Retirement Contributions 132,200
Life, Health& Workers' Compensation 85,900
Total Fringe Benerits:l $ 218,100
Totals: $ 695,300
WORKLOAD MEASURES
Audits Completed, Planned or In Progress
Tourist Dvelopment Council(2023-002)
Tourist Development Council's Public Relation Services(2024-001)
Tourist Development Councifs Advertising Services (2024-002)
Tourist Development Council's Digital Services
Personal Use of County Vehicles
Parks & Beaches Cash Management
Library Cash Management
Guardianships
Assistance and Guidance
Audits of various BOCC processes
Non-Audit/Administrative
Other Internal Audit Duties
Quality Control Reviews
Staff Development
Fraud Hotline Investigation and Development
Proposed Approved Proposed
2025 2024 Increase Percent
Budget Summary: Budget Budget (Decrease) Change
Personnel Services $ 695,300 $ 614,400 $ 80,900 13.17%
Operating Expenses $ 21,000 $ 21,000 $ - 0.00%
Capital Outlay $ - $ - $ - 0.00%
$ 716,300 $ 635,400 $ 80,9001 12.73%
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 and 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 2024 2025 Change Amount
Deputy Clerks 2.00 2.00 - 272,600
Subtotal: 2.001 2.00 - $ 272,600
Overtime/Ternimi lLeave/Payouts 5,000
COLA (5.0%) 13,700
Total Salaries: $ 291,300
FICA, Retirement Contributions 104,000
Life, Health& Workers' Compensation 52,600
Total Fringe Benefits: $ 156,600
Totals:j $ 447,900
Fiscal Year
Workload Measures: 2021 2022 2023
- Workstations and Laptops 167 154 174
- Servers 104 105 135
- Software Applications 22 26 25
Proposed Approved Proposed Percent
2025 2024 Increase Change
Budget Summary: Budget Budget (Decrease)
Personnel Services $ 447,900 $ 402,500 $ 45,400 11.28%
Operating Expenses $ 745,200 $ 500,000 $ 245,200 49.04%
Capital Outlay $ 325,000 $ 325,000 $ - 0.00%
$ 1,518,100 $ 1,227,500 $ 290,6001 23.67%
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 2024 2025 Change Amount
Deputy Clerks 6.70 4.30 (2.40) 232,900
Subtotal: 6.701 4.30 (2.40) $ 232,900
Overtime/Terminal Leave/Payouts 20,000
COLA (5.0%) 11,700
Total Salaries: $ 264,600
FICA, Retirement Contributions 51,700
Life, Health& Workers' Compensation 89,900
Total Fringe Benefits: $ 141,600
Totals: $ 406,200
Fiscal Year
Workload Measures: 2021 2022 2023
- Documents Recorded 57,499 46,988 39,760
- Pages Recorded 199,087 149,875 114,398
- Marriage Licenses Issued 3,363 2,626 2,369
Proposed Approved Proposed Percent
2025 2024 Increase Change
Budget Summary: Budget Budget (Decrease)
Personnel Services $ 406,200 $ 610,300 $ (204,100) -33.44%
Operating Expenses $ 59,100 $ 59,100 $ -
Capital Outlay $ - $ - $ -
$ 465,300 1 $ 669,400 $ (204,100) -30.49%
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 2024 2025 Change Amount
Deputy Clerks 1.00 - (1.00) -
Subtotal: 1.00 - 1 (1.00) $ -
Overtime/Terminal Leave/Payouts -
COLA (5.0%) -
Total Salaries: $ -
FICA, Retirement Contributions -
Life, Health& Workers' Compensation -
Total Fringe Benefits: $ -
Totals: $ -
Fiscal Year
Workload Measures: 2021 2022 2023
- Pages Microfihned 198,971 166,261 N/A
- Efiled Cases 23,045 21,294 16,677
Proposed Approved Proposed Percent
2025 2024 Increase Change
Budget Summary: Budget Bud et (Decrease)
Personnel Services $ - $ 125,500 $ (125,500) -100.00%
Operating Expenses $ 50,000 $ 50,000 $ -
Capital Outlay $ - $ - $ -
$ 50,0001 $ 175,500 1 $ (125,500) -71.51%
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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 2025 Total
Circuit Court Juvenile 46,000 2,000 48,000
Circuit Court Civil 138,600 18,200 156,800
Circuit Court Criminal 187,500 30,200 217,700
Circuit Court Family 40,600 7,300 47,900
Circuit Court Probate 53,800 17,600 71,400
County Court Civil 78,800 16,700 95,500
County Court Criminal 178,400 21,800 200,200
County Court Traffic 245,200 44,400 289,600
Jury Management 32,400 5,600 38,000
TOTAL DIRECT COSTS: 1,001,300 163,800 1,165,100
INDIRECT COSTS
Administration 249,600 71,200 320,800
Records Management 11,200 - 11,200
TOTAL INDIRECT COSTS: 260,800 71,200 332,000
TOTAL COSTS: 1,262,100 235,000 1,497,100
Employee Benefits
Health Workers' Risk
DIRECT COSTS Ins Comp Mgt Total
Circuit Court Juvenile 10,200 300 700 11,200
Circuit Court Civil 125,400 2,900 2,000 130,300
Circuit Court Criminal 174,300 4,700 3,300 182,300
Circuit Court Family 42,800 1,200 900 44,900
Circuit Court Probate 120,300 2,800 700 123,800
County Court Civil 117,200 2,700 1,800 121,700
County Court Criminal 147,800 3,500 2,700 154,000
County Court Traffic 283,300 7,000 3,500 293,800
Jury Management 32,700 900 400 34,000
TOTAL DIRECT COSTS: 1,054,000 26,000 16,000 1,096,000
INDIRECT COSTS
Administration 214,000 22,300 3,700 240,000
Records Management - - 400 400
TOTAL INDIRECT COSTS: 214,000 22,300 4,100 240,400
TOTAL COSTS: 1,268,000 48,300 20,100 1,336,400
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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 4.30
Records Management -
TDC 1.00
Total Non-Court FTEs 34.80 34.46%
Court Related FTEs 61.20 60.59%
Records Modernization FTEs 5.00 4.95%
Total Clerk FTEs 101.00 100.00%
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)(1)
Revenues
Recording Fees 56,855 164,346
Interest Income 27,800 111,400
Cash Carry Forward 1,040,777 2,468,552
Total Revenues 1,125,432 2,744,298
Expenditures
Personnel Services 430,000
Operating Expenses 125,000 900,000
Equipment
Contingency
Reserves
Total Expenditures 555,000 900,000
Estimated ending balance 570,432 1,844,298
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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