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FY1997MONROE COUNTY, FLORIDA CLERK OF THE CIRCUIT COURT PROPOSED BUDGET FY 96/97 0 0 MONROE COUNTY, FLORIDA CLERK OF THE CIRCUIT COURT TABLE OF CONTENTS Paae INTRODUCTORY SECTION Tableof Contents................................................................................................... 1 OrganizationChart ................................................................................................. 2 Clerk of the Circuit Court Transmittal Letter........................................................... 3 Duties and Functions............................................................................................. 5 HISTORY, SUMMARY, AND OPERATING BUDGET SECTION RevenueHistory .................................................................................................... 6 BudgetHistory ....................................................................................................... 8 Operating Budget Summary .................................................................................. 9 Operating Budgets: Clerk to the Board of County Commissioners ............................................. 10 Clerk of the Circuit Court ............................................................................. 14 Clerk of the County Court ............................................................................ 17 Records Management................................................................................. 19 DataProcessing.......................................................................................... 21 Domestic Relations.................................................................................... 23 AUDIT SECTION Tourist Development Tax Revenue History ........................................................... 25 Operating Budgets: TouristTax Audit.......................................................................................... 26 InternalAudit............................................................................................... 28 1 MONROE COUNTY, FLORIDA CLERK OF THE CIRCUIT COURT ORGANIZATION CHART CITIZENS AUDITS I CLERK OF THE CIRCUIT COURT IInternal Audits DC Audits ADMINISTRATION I I CLERK TO I I CIRCUIT I I COUNTY & SUPPORT BOCC COURT COURT inistration I F—jAdministration I I ---Criminal ury Managements f -- Finance I Hcivil ecords Mgmt L--]Value Adjustment Bdl Family raffic ecording Juvenile 7 fo Systems Probate E U H n", I J j BRANCH OFFICE 3117 OVERSEAS HIGHWAY MARATHON, FLORIDA 33050 TEL. (305) 289-6027 May 31, 1996 ;Danny 1. Rotbage CLERK OF THE CIRCUIT COURT MONROE COUNTY 500 WHITEHEAD STREET KEY WEST, FLORIDA 33040 TEL. (305) 292-3550 Honorable Shirley Freeman and Members of the Board of County Commissioners 500 Whitehead Street Key West, FL 33040 Dear Mayor and Commissioners: BRANCH OFFICE 88820 OVERSEAS HIGHWAY PLANTATION KEY, FLORIDA 33070 TEL. (305) 852-7145 In accordance with the provisions of Chapter 129.03(2), 1 am submitting my proposed budgets for Fiscal Year 1996-1997. These budgets reflect an aggregate increase of 4.96% over the current fiscal year. The budgets of the Internal Audit and Tourist Tax Audit Departments are included under separate tab. For the purposes of this initial budget submission and pursuant to my conversations with the County Administrator concerning his intentions relative to the budgets of County departments, I have included in my proposed budgets a 3% COLA and a 1.5% merit pool. The table shown below illustrates the impact of the COLA and merit pool on my total proposed budget for the next fiscal year. As you can see, without the COLA/merit pool my budget would increase by about 1 %. Proposed 1996/97 Total Budget $3,692,257 , Less: 4.5% COLA/Merit Impacts 134,286 it Net Proposed 1996/97 Total Budget 3,557,971 Less Approved 1995/96 Total Budget 3,517,781 Annual Budget Difference Excluding 1996/97 COLA/Merit Impacts $40,190 Annual Budget Percentage Increase Excluding 1996/97 COLA/Merit Impacts 1.14% Z 3 r Page Two Honorable Shirley Freeman and Members of the Board of County Commissioners May 31, 1996 My policy continues to be that I will adjust my budget requests to correspond with the Board's final decision concerning salary increases. However, I must point out that for the last four years I have not been able to include any funding in the Clerk's budgets for merit increases or for position reclassifications. I am also aware that reclassifications, and other non -COLA pay adjustments affecting County positions have occurred during that same period. It is my intention to use the 1.5% merit pool for merit increases and some reclassifications that I believe are imperative to maintain internal and external equity. ■ This is the second year that my budget document includes descriptive functional infor- mation, statistical workload measures and some departmental goals for the fiscal year. If you have an questions concerning m budget or an of the enclosures, I would be Y any 9 Y 9 Y happy to meet with you at your convenience to discuss these matters. Of course, I will be present at all of the scheduled public hearings on the County budget. Very truly yours, nny L. Ihage Clerk of the Circuit Court and Ex-officio Clerk to the Board of County Commissioners Enclosures C 4 0 01, MONROE COUNTY, FLORIDA CLERK OF THE CIRCUIT COURT DUTIES AND FUNCTIONS The Clerk of the Circuit Court is an elected office established by the Florida Constitu- tion. The duties of the office are provided by the constitution, by acts of the Florida Legislature, and by order of the Court. 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/Treasurer, County Auditor, County Recorder, and Secretary/Ex-officio Clerk to the Board of County Commissioners. Monroe County is a political subdivision of the State of Florida pursuant to Article Vill, Section (1), Constitution of the State of Florida. It is guided by an elected Board of County Commissioners (BOCC) which is governed by State statutes. In addition to the members of the BOCC, there are five elected constitutional officers: the Tax Collector, Property Appraiser, Clerk of the Circuit Court, Sheriff, and the Supervisor of Elections. Pursuant to the provisions of Chapter 145 of the Florida Statutes and Resolution #129-1974, the Clerk of the Circuit Court of Monroe County has elected to become a Budget Officer. Accordingly, all fees are turned over to the BOCC on a monthly basis and those fees for services that are rendered by his office and chargeable to the BOCC are not billed and collected. The budgets of the Clerk of the Circuit and County Courts, Ex-officio Clerk to the Board of County Commissioners, County Comptroller/Treasurer, and County Auditor are in- cluded in the General Revenue Fund of the Board of County Commissioners. 0 C5 0 H l L J DESCRIPTION REVENUES: Clerk Circuit Court Recording Circuit Court: Civil -Circuit Court Probate Marriage/Passport Copies Miscellaneous Fees Domestic Relations Comm -Doc Stamps/Intan Appeals Clerk County Court: Civil -County Court County: Fines & Forfeitures Court Facility Fees Local Training Pretrial Services Radio Communications Investment Income: Clerk's Accounts General Fund Special Revenue Funds Debt Service Funds Capital Project Funds Fiduciary Funds Enterprise Funds Internal Service Funds Total County State: Documentary Stamps Intangible Tax Criminal Justice Trust Fun Crimes Comp. Police Academy Juvenile Surcharges MONROE COUNTY, FLORIDA CLERK OF THE CIRCUIT COURT REVENUE HISTORY FY 92/93 $356,941 FY 93/94 $387,138 FY 94/95 $345,432 (Est.) FY 95/96 $364,000 (Est.) FY 96/97 $375,000 69,459 69,193 71,696 64,000 65,000 22,102 21,160 22,518 23,000 23,000 59,431 67,486 33,320 34,000 34,000 72,883 80,012 63,307 49,000 50,000 287,088 193,015 241,264 326,000 325,000 54,230 63,106 71,427 76,000 75,000 87,313 95,688 89,556 82,000 85,000 10,642 9,137 4,625 7,000 7,000 52,742 55,917 53,330 53,000 53,000 3 2,362,972 2,632,700 2,403,596 2,259,000 2/00,000 39,942 40,237 40,823 38,000 40,000 12,474 12,951 17,357 17,000 17,000 -- -- 2,655 5,000 5,000 -- -- 60,660 173,000 175,000 43,274 27,045 32,095 55,000 55,000 355,860 383,833 499,729 593,000 600,000 1,442,559 1,467,554 2,394,781 2,828,000 3,000,000 252,453 320,687 449,959 400,000 400,000 889,655 737,557 814,567 332,000 200,000 5,916 10,881 21,429 22,000 20,000 1,069,415 761,865 999,847 975,000 950,000 169,741 123,227 155,352 119,000 100,000 7,717,092 7,560,389 8,889,325 8,894,000 8,854,000 6,682,236 1,173,315 107,278 85,339 19,476 17,557 7,518,919 1,399,948 186,978 112,112 22,200 30,726 R 6,936,426 1,186,089 306,373 225,450 27,680 34,926 7,095,000 1,362,000 280,000 217,000 28,000 24,000 7,200,000 1,400,000 275,000 200,000 25,000 25,000 11 7 DESCRIPTION REVENUES: (CONTINUED) Spouse Abuse EMT Surcharge Additional Filing Fees Court Education Trust Fun Miscellaneous Displaced Homemakers Impaired Drug Trust Fund Dissolution of Marriage Addt'I Fees (Civil and Cou Marine Biological Trust Epilepsy Trust Fund Nongame Wildlife Trust F Marriage License Trust Fu Family Courts Trust Fund Total State MONROE COUNTY, FLORIDA CLERK OF THE CIRCUIT COURT REVENUE HISTORY (Est.) (Est.) FY 92/93 FY 93/94 FY 94/95 FY 95/96 FY 96/97 54,390 51,184 58,920 63,000 60,000 36,426 39,245 36,415 26,000 25,000 13,598 13,526 13,901 12,000 13,000 9,011 9,010 9,043 9,000 9,000 114,253 12 9, 070 103,521 109,000 105,000 13,598 13,610 17,493 18,000 18,000 3,192 2,779 2,699 2,000 2,000 11,102 11,417 11,669 11,000 11,000 2,130 332 -- -- -- 7,890 10,485 7,155 9,000 9,000 40,359 38,641 36,751 40,000 40,000 -- 2,934 9,972 9,000 10,000 -- 10,825 49,100 52,000 55,000 8,391,150 9,603,941 9,073,583 9,366,000 9,482,000 Other: Municipalities: Key West & Key Colony Beach Fines & Costs 457,610 457,843 267,019 Total Municipalities 457,610 457,843 267,019 Other: Domestic Relations Legal Aid Law Library Clerk's Trust Fund Judgement Liens/Atty's Fe Drug Abuse Trust Fund Cash Bond Airport Parking Handicapped Parking Total Other 2,681,216 3,148,693 3,802,569 14,066 14,120 14,165 19,922 20,478 20,730 89,298 63,702 53,058 46,957 49,336 46,366 3,851 6,394 2,384 -- -- 2,684 -- -- 846 1,718 22,934 968 279,000 275,000 279,000 275,000 3,715,000 3,800,000 13,000 14,000 33,000 25,000 60,000 60,000 32,000 35,000 4,000 4,000 7,000 7,000 1,000 1,000 2,000 2,000 2,857,028 3,325,657 3,943,770 3,867,000 3,948,000 TOTAL REVENUE $19,422,880 $20,947,830 $22,173,697 $22,406,000 $22,559,000 7 MONROE COUNTY, FLORIDA CLERK OF THE CIRCUIT COURT BUDGET HISTORY FY 92/93 FY 93/94 FY 94/95 FY 95/96 Proposed FY 96/97 Avg. In- crease Clerk to the Board of County Commissioners $665,551 $695,823 $740,9401 $758,324w $801,060 Clerk of the Circuit Ct 1,129,259 1,178,160 1,255,613 1,279,051 1,389,770 Clerk of the County Ct 835,841 860,663 878,201,% 905,618 907,799 Records Management 161,070 172,427 166,380J 178,134 184,040 Data Processing 316,246 347,553 333,966J 337,269 344,898 Domestic Relations 51,090 52,388Y 56,490 59,385 64,690 W9 Total $3,159,057 $3,307,014 $3,431,590 $3,517,781 3,692,257 Position Control 95.00 96.00 98.00 97.50 97.00 .420/ Budget Increase History Dollars in Millions 5 4 3 2 1 0 FY 93 FY 94 FY 95 FY 96 FY 97 Fiscal Year MONROE COUNTY, FLORIDA CLERK OF THE CIRCUIT COURT OPERATING BUDGET SUMMARY Proposed 1996-97 Budget Approved 1995-96 Budget Proposed Increase (Decrease) Position Control Clerk to the Board of County Commissioners $ 801,06 758,324 $ 42,736 19.7 Clerk of the Circuit Court 1,389,770 1,279,051 110,719 36.55 Clerk of the County Court 907,799 905,6187 2,181v 31.00 Records Management 184,040 178,134 5,906V 5.00 Data Processing 344,898 337,269 7,629 3.00 Domestic Relations 64,690 59,38 5,30 1.7 Total $3,692,257 $31517,78 $174,476 4.96° 97.00 OPERATING BUDGET DISTRIBUTION BY DEPARTMENT FY 96/97 37.644% 21.700/t 1.75%�, 9.340 498% \`\ 24.59° ■ Clerk to BOCC ❑ Clerk of Circuit Ct. ■ Clerk of County Ct. Records Management ■ Data Processing ■ Domestic Relations 9 I MONROE COUNTY, FLORIDA CLERK TO THE BOARD OF COUNTY COMMISSIONERS ANNUAL BUDGET FUNCTION: According to Florida Statutes 125.17 and 28.12 "the Clerk of the Circuit Court 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 to the Board of County Commissioners, the Clerk is also responsible to serve as Clerk to the Value Adjustment Board (VAB) created pursuant to Florida Statute 194.015. DESCRIPTION/OBJECTIVE: This department includes the accounting function for the Clerk and the BOCC (Clerk to the BOCC-Finance) including property control, and operations for recording minutes of the BOCC meetings (Clerk to the BOCC-Admin) including the Value Adjustment Board (Clerk to the BOCC- VAB). Clerk to the BOCC-Finance: This department maintains the Clerk and BOCC accounts including the Supervisor of Elections, the Tourist Development Council, and the judicial system in accordance with generally accepted government accounting principles and in compliance with statutory requirements. This includes cash, investment, debt, and property management as well as the receipt and disbursement of Monroe County's funds including payroll, recording of revenues and expenditures, and preparation of Monroe County's financial state- ments. For the last seven years, the Monroe County's Comprehensive Annual Finan- cial Report (CAFR) has been awarded a certificate of achievement for excellence in financial reporting. This award is given to financial reports which attain the highest standards in government accounting and financial reporting. This department prepares and indexes official minutes of regular and special meetings of the BOCC. In addition to preparing minutes and processing ordinances and resolu- tions resulting from those meetings, the Clerk maintains all County contracts as well as maintains custody of the County seal and affixes the same to any paper or instrument as required by law. This department is responsible for the custody and care of the BOCC's official documents and must make them available for public inspection. 10 is Clerk to the BOCC-VAB: The Value Adjustment Board meets annually and is charged with conducting hearings and making decisions concerning: petitions relating to ad valorem assessments; com- plaints relating to homestead exemptions; and appeals concerning ad valorem tax de- ferrals and classification. As authorized by Florida Statute 194.034, the VAB appoints special masters to take testimony from petitioners and make recommendations to the VAB. This department files all petitions, receives filing fees, assists in the process of obtain- ing the services of special masters, schedules and notifies petitioners and parties of hearings before special masters and the VAB, attends and records special master hear- ings and VAB meetings, documents and sends notifications of final decisions of the VAB, makes filing fee refunds, and other duties as directed by law. GOALS: Clerk to the BOCC-Finance: Pursuant to the Clerk's Information Technology Strategic Plan, we will upgrade Finance hardware to an open system as well as acquire and implement a new financial inte- grated software package. Clerk to the BOCC-Admin: Upgrade the two personal computers used for the Board of County Commissioner min- utes and documents. New hardware and software will increase processing speed and make use of more user-friendly graphical driver applications. We will continue to pur- sue the possibility of applying our imaging resources to the area of Board of County Ad- ministrator records. Clerk to the BOCC-VAB: For the last several years, staff has made a continuing effort to improve and simplify, to the greatest extent possible, the entire process of the VAB, which includes the filing of all petitions, receiving filing fees, notification to Special Masters, scheduling and notify- ing petitioners of hearing dates, recording all hearings and meetings, advertising all meetings, and refunding certain filing fees. A workshop at the organizational meeting has been implemented. Special Master guidelines are now in place. The goal of staff is to continue to educate the taxpayer by providing general information and require- ments, through written material, as well as through direct contact, and be as helpful and cooperative with the taxpayer as possible throughout the entire VAB procedure. �j 11 A WORKLOAD MEASURES: Clerk to the BOCC-Finance: 1991 1992 1993 1994 1995 Operating Checks Issued 21,445 22,881 24,060 23,870 24,822 Payroll Checks/Direct Deposits Issued 20,249 20,032 20,297 19,854 21,722 Purchase Orders Recorded 11,181 11,333 9,172 10,095 8,186 Cost Centers Maintained 355 364 406 369 428 Funds Maintained 54 53 57 56 59 Property Records 11,595 10,423 6,565 7,020 7,454 Note: Property Records declined significantly in 1993 due to the policy change of in- creasing the threshold level from $200 to $500. Ll • 1 t -r. 1016191 `• 1992 1993 1994 1995 Meetings Held 66 50 41 29 Pages of Minutes 485 565 462 421 Resolutions Adopted 617 563 447 502 Ordinances Adopted 43 39 50 55 Contracts Approved 550 612 596 576 Clerk to the BOCC-VAB: 1992 1993 1994 1995 VAB Meetings 3 3 3 2 VAB Petitions 257 158 179 180 Special Master Hearings (days) 7 6 6 6 12 BUDGET SUMMARY: Proposed 1996-97 Budget Approved 1995-96 Budget Proposed Increase (Decrease) Personal Services $747,260 $708,824 $38,436 Operating Expenses 41,800 39,500 2,300 Capital Outlay 12,000 10,000 2,000 Total $801,060 $758,324 $42,736 5.64% POSITION CLASSIFICATION: Positions Classification Current New Total Budget Finance Director 1.00 -- 1.00 $61,858 Chief Accountant 1.00 -- 1.00 47,178 Accounting Supervisor 2.00 -- 2.00 66,318 Accounting Clerk III 1.75 -- 1.75 65,565 Accounting Clerk II 12.00 -- 12.00 262,673 Administrative Secretary 2.00 -- 2.00 61,141 ✓ Overtime 2,500 Subtotal 19.75 -- 19.75 567,233 COLA (3%) 16,942 Merit Pool (1.5%) 8,471 Subtotal 592,646 Fringe Benefits 154,614 Total 19.75 -- 19.75 $747,260 CAPITAL OUTLAY SCHEDULE: Two Desks with Returns $ 800 One Time Clock (documents) 700 Four PC's 486/66 & VGA Monitor 6,000 One PC/Register 3,000 One Laser Printer 1,500 Total $12,000 3 13 P H H MONROE COUNTY, FLORIDA CLERK OF THE CIRCUIT COURT ANNUAL BUDGET FUNCTION: The Florida Constitution provides that the Clerk of Courts shall be Clerk of the Circuit Court. 11 DESCRIPTION/OBJECTIVE: 3 This department processes all felony, probate, juvenile, guardianship, and civil cases and is responsible for preparing court calendars, attending court hearings and trials, recording and maintaining court evidence. In addition, this department processes Circuit Court level appeals and prepares appeals for the District Court. In addition, the staff processes appeals to the Circuit Court level and assembles the jury pool for all local courts. This department also includes the recording function for the Clerk which receives and processes all documents which by Florida law may be recorded in the Official Records of Monroe County. They record documents, collect documentary and intangible tax due the Florida Department of Revenue, maintain a daily register of recorded documents, and maintain an index to the Official Records. GOALS: The Document Recording, Indexing and Imaging System which was funded by the Public Records Modernization Trust Fund was acquired, installed and fully operational in the 95-96 Fiscal Year. We will continue to refine the system and educate the public concerning its capabilities. Pursuant to the Clerk's Information Technology Strategic Plan, we will begin the planning phase for the acquisition of PC/Unix based Circuit Court application. 14 11,11 P j `i L H, I WORKLOAD MEASURES: 1992 1993 1994 1995 1996 (Est) Calendar Year: Documents Recorded 49,876 52,435 54,261 52,705 54,000 Case Filings: Circuit Criminal 2,345 2,329 1,947 2,028 2,100 Circuit Civil 2,315 2,436 2,543 2,437 2,400 Juvenile 618 755 822 891 900 Probate 434 401 447 439 450 BUDGET SUMMARY: Proposed 1996-97 Budget Approved 1995-96 Budget Proposed Increase (Decrease) Personal Services $1,215,818 $1,132,756 $83,062 Operating Expenses 169,000 138,500 30,500 Capital Outlay 4,952 7,795 (2,843) Total $1,389,770 $1,279,051 $110,719 8.66% 15 POSITION CLASSIFICATION: Positions Classification Current New Total Budget Executive Salary 1.00 -- 1.00 $78,822 Administrative Assistant 1.00 -- 1.00 51,405 Chief Deputy Clerk 1.00 -- 1.00 53,560 Supervisors 3.55 -- 3.55 104,413 Senior Recording Clerk 1.00 -- 1.00 24,249 Jury Clerk 1.00 -- 1.00 26,069 Clerk IV 10.00 -- 10.00 233,184 Clerk III 4.00 -- 4.00 86,677 Clerk II 2.00 -- 2.00 37,006 Clerk 1 12.00 -- 12.00 220,599 Overtime 10,000 Subtotal 36.55 -- 36.55 925,984 COLA (3%) 25,115 Merit Pool (1.5%) 12,557 Subtotal 963,656 Fringe Benefits 252,162 Total 36.55 -- 36.551 $1,215,818 CAPITAL OUTLAY SCHEDULE: Four Computer Terminals $1,992 Two Desks 550 One Typewriter 715 One Time Clock (documents) 700 One Reel/Image Stamp 500 One Desk w/Return 495 Total $4,95z 16 MONROE COUNTY, FLORIDA CLERK OF THE COUNTY COURT ANNUAL BUDGET FUNCTION: The Florida Constitution provides that the Clerk of Courts shall be Clerk of the County Court. DESCRIPTION/OBJECTIVE: This department processes traffic infractions, criminal actions (traffic and misdemean- ors), and all civil actions under $15,000. This department also assists customers in fil- ing small claims and landlord tenant actions, prepares court calendars, attends hearings and trials, and records and maintains court evidence. GOALS: Pursuant to the Clerk's Information Technology Strategic Plan, we will begin the plan- ning phase for the acquisition of PC/Unix based County Court application including the Traffic Department. WORKLOAD MEASURES: 1992 1993 1994 1995 1996 (Est) Calendar Year: Case Filings: County Criminal 9,020 9,008 7,499 5,976 6,000 County Civil 1,523 1,537 1,669 1,610 1,600 Traffic 37,351 35,204 31,386 28,747 32,000 17 BUDGET SUMMARY: Proposed 1996-97 Budget Approved 1995-96 Budget Proposed Increase (Decrease) Personal Services $849,694 $848,353 $1,341 Operating Expenses 54,700 54,700 -- Capital Outlay 3,405 2,565 840 Total $907,799 $905,618 $2,181 0.24% POSITION CLASSIFICATION: Positions Classification Current New Total Budget Assistant Chief Deputy Clerk 1.00 -- 1.00 $40,170 Supervisors 2.00 -- 2.00 56,650 Clerk IV 2.00 -- 2.00 42,698 Clerk III 1.00 -- 1.00 20,119 Clerk II 13.00 -- 13.00 257,433 Clerk 1 9.00 -- 9.00 163,994 Cashier 3.00 -- 3.00 58,240 Overtime 10,000 Subtotal 31.00 -- 31.00 649,304 COLA (3%) 19,179 Merit Pool (1.5%) 9,590 Subtotal 678,073 Fringe Benefits 171,621 Total 31.00 -- 31.00 $849,694 CAPITAL OUTLAY SCHEDULE: 11 Five Computer Terminals $2,490 One Typewriter 715 One Table 200 Total $3,405 m L 1'i D MONROE COUNTY, FLORIDA RECORDS MANAGEMENT ANNUAL BUDGET FUNCTION: The Clerk of the Circuit Court is responsible for record retention and maintenance activities. DESCRIPTION/OBJECTIVE: The Department of Records Management processes all Official Records, court records, and other miscellaneous records with complete microfilming and processing capabilities in both 16 and 35 millimeter medium. Records are maintained until the retention period has been met. Once the retention period is met, the records are microfilmed and subse- quently destroyed. Oversight of the central mail room rests with this Department. In addition, the Department provides services to other agencies such as the Library and the District School Board on a limited basis when requested to do so. GOALS: The Records Management function will be impacted by implementation of the Docu- ment Recording and Indexing/Imaging Project which was implemented in FY 95-96. The Department will continue to microfilm the Official Records, but will begin to transi- tion away from microfilm to full imaging. The department currently sells approximately 800 rolls of microfilm per year to regular monthly customers. These users will also have to begin a transition to the new technology specifically CD ROM. The Records Management Department will also expand its 35 millimeter capability in order to pursue a more aggressive program of microfilming older permanent records. WORKLOAD MEASURES: 1992 1993 1994 1995 1996 (Est) Rolls 160 198 153 232 200 Pages Microfilmed 400,000 495,000 382,500 580,000 500,000 Microfilm Copies (Rolls/Yr) 709 740 768 782 775 Microfiche Copies (SheetsNr)l 10,100 1 11,200 1 11,424 1 * 2,911 1 3,000 *Reformatting will substantially reduce the number of microfiche sold during this year. 19 J-1 BUDGET SUMMARY: Proposed 1996-97 Budget Approved 1995-96 Budget Proposed Increase (Decrease) Personal Services $140,240 $134,134 $6,106 Operating Expenses 42,000 40,500 1,500 Capital Outlay 1,800 3,500 (1,700) Total $184,040 1 $178,1341 $5,906 1 3.32% POSITION CLASSIFICATION: Positions Classification Current New Total Budget Supervisor 1.00 -- 1.00 $27,086 Clerk II 1.00 -- 1.00 22,870 Clerk 1 2.00 -- 2.00 37,524 Photo Tech 1.00 -- 1.00 19,137 Overtime 500 Subtotal 5.00 -- 5.00 107,117 COLA (3%) 3,199 Merit Pool (1.5%) 1,599 Subtotal 111,915 Fringe Benefits 28,325 Total 1 5.0011 5.00 $140,240 CAPITAL OUTLAY SCHEDULE: One Reader $ 800 One Table 500 One Fax 500 Total $1,800 20 I FUNCTION: L MONROE COUNTY, FLORIDA DATA PROCESSING ANNUAL BUDGET The role of the Clerk of the Circuit Court in Data Processing is to provide information system services to his own staff as well as to the BOCC and the eight (8) other agen- cies that are a part of the Criminal Justice Information System network. DESCRIPTION/OBJECTIVE: The data processing function supports the following applications: Circuit Court: Civil, Probate, Jury Clerk of Courts Accounting County Court: Traffic, Civil/Small Claims Clerk to the BOCC Accounting Criminal Justice Information System (CJIS) Payroll Juvenile Fixed and Moveable Assets Document Recording and Indexing In addition to the above, the Clerk has implemented a Public Access subscription serv- ice. This system provides dial -up access to all recording and court -related on-line appli- cations at a very moderate cost to users. The objective of this program is to provide the technology requirements necessary to support the current and future needs of the Clerk's Office and the County and provide high -quality service and support for all Monroe County user departments. GOALS: Implementation of the Information Technology Strategic Plan has begun with the instal- lation of the Document Recording, Indexing and Imaging System during Fiscal Year 95-96. The Clerk's office will be moving away from maintenance -intensive legacy sys- tems to open systems which utilize multiple servers linked via high speed network to support primary applications. WORKLOAD MEASURES: 1992 1993 1994 1995 Terminals 165 168 173 175 Processing (Hours per day) 16 16 16 16 21 BUDGET SUMMARY: Proposed 1996-97 Budget Approved 1995-96 Budget Proposed Increase (Decrease) Personal Services $146,298 $140,169 $6,129 Operating Expenses 193,100 187,100 6,000 Capital Outlay 5,500 10,000 (4,500) Total 1 $344,898 $337,269 $7,62 2.26% POSITION CLASSIFICATION: Positions Classification Current New Total Budget Supervisor 1.00 -- 1.00 $48,807 Computer Operators 2.00 -- 2.00 58,130 Overtime 5,000 Subtotal 3.00 -- 3.00 111,937 COLA (3%) 3,208 Merit Pool (1.5%) 1,604 Subtotal 116,749 Fringe Benefits 29,549 Total 3.00 -- 3.00 $146,298 CAPITAL OUTLAY SCHEDULE: Communication's Adapter I $5,500 22 r C MONROE COUNTY, FLORIDA DOMESTIC RELATIONS ANNUAL BUDGET FUNCTION: The Florida Constitution provides that the Clerk of Courts shall be Clerk of the Circuit Court, with Uniform Support being a section under this area. DESCRIPTION/OBJECTIVE: This section acts as a central depository for receiving, recording, reporting, monitoring and disbursing alimony, spousal support, maintenance and child support payments pur- suant to Florida Statutes, Chapter 61.181. Additionally, the Uniform Support program processes liens for non-payment of support, processes court cases filed by the Depart- ment of Revenue (DOR) for support enforcement, and assists the judiciary during all court proceedings and processes all related paperwork. GOALS: During FY 95-96 the Department implemented daily electronic funds transfers to the Florida Department of Revenue for Title IV-D cases. We will continue to pursue the ca- pability for direct deposit and disbursement of non-IV-D cases and a computer en- hancement that will allow payees and payors to dial -in the system for payment information. WORKLOAD MEASURES: 1992 1993 1994 1995 1996(Est) Collections $2,375,000 $2,681,216 $3,148,693 $3,728,583 $3,800,000 Clerk's Fees $43,585 $54,230 $63,106 $72,827 $73,000 Transactions 23,775 25,500 27,510 1 34,120 35,000 23 BUDGET SUMMARY: Proposed 1996-97 Budget Approved 1995-96 Budget Proposed Increase (Decrease) Personal Services $59,278 $56,085 $3,193 Operating Expenses 5,412 3,300 2,112 Capital Outlay -- -- -- Total $64,699 $59,385 $5,305 8.93% POSITION CLASSIFICATION: Positions Classification Current New Total Budget Supervisor .45 -- .45 $121865 Clerks 1.25 -- 1.25 31,924 Overtime 500 Subtotal 1.70 -- 1.70 45,289 COLA (3%) 1,344 Merit Pool (1.5%) 672 Subtotal 47,305 Fringe Benefits 11,973 Total 1.70 -- 1.70 $59,278 i 24 MONROE COUNTY, FLORIDA CLERK OF THE CIRCUIT COURT TOURIST DEVELOPMENT TAX REVENUE HISTORY MONROE COUNTY TOURIST DEVELOPMENT TAX Revenue Collected by Fiscal Year 9 8 G 0 7 6 5 1 1990/91 TDC Revenue 3 % 1991/92 1992/93 1993/94 1994/95 1995/96 1996/97 Fiscal Year Month 6 mo. Projected 12 mo. Projected Collected 1991192 1992193 1993194 1994/95 1995196 1996197 Oct $314,050 $407,730 $417,575 $453,333 $479,179 $479,179 Nov 404,895 490,323 424,269 505,005 546,357 546,357 Dec 540,214 574,035 615,883 697,491 739,016 739,016 Jan 694,685 792,864 737,898 803,428 864,935 864,935 Feb 803,007 907,757 920,565 1,018,709 1,255,143 1,255,143 Mar 846,129 1,031,404 1,086,332 1,169,549 1,291,698 1,291,698 Apr 644,446 757,133 739,676 831,037 831,037 831,037 May 548,113 613,859 586,174 616,398 616,398 616,398 Jun 453,956 477,625 478,756 552,124 552,124 552,124 Jul 526,239 563,673 603,776 641,770 641,770 641,770 Aug 497,052 575,732 601,366 536,647 536,647 536,647 Sep 322,569 391,522 367,449 384,980 384,980 384,980 Total $6,595,355 $7,583,657 $7,579,719 $8,210,471 $8,739,284 $8,739,284 % Increase 8.27% 14.98% -0.05% 8.32% 6.44% 0.00% 25 MONROE COUNTY, FLORIDA TOURIST TAX AUDIT ANNUAL BUDGET FUNCTION: Pursuant to the provision of the Florida Statutes 125.0104(10)(c), the Monroe County Board of County Commissioners adopted Ordinance 026-1990 and 047-1995, electing local administration of the Tourist Development Tax and the Tourist Impact Tax. Those ordinances provide that the Monroe County Clerk of the Circuit Court will be responsible for the enforcement and audit function associated with the collection and remission of the Tourist Development Tax and the Tourist Impact Tax. DESCRIPTION/OBJECTIVE: The department randomly selects for audit from among the following: hotels, motels, campgrounds, real estate companies and individuals who rent transient units, which are required to collect and remit the Tourist Development Tax and Tourist Impact Tax. The purpose of the audit is to determine compliance with Florida Statutes related to the Tourist Development Tax and Tourist Impact Tax. The department also attempts to identify taxpayers who rent to transients and currently do not collect and/or remit the required tax. We also assist the County Tax Collector in contacting delinquent taxpayers. When necessary these individuals or entities are also audited. GOALS: The department plans to continue to perform random audits, to identify new taxpayers, and to assist the Tax Collector in contacting delinquent taxpayers. We are also plan- ning to implement a new network system which will allow the auditors to share informa- tion with each other and provide improved security of confidential information. 26 E BUDGET SUMMARY: Proposed 1996-97 Budget Approved 1995-96 Budget Proposed Increase (Decrease) Personal Services $95,593 $97,632 $(2,039) Operating Expenses 28,917 26,118 2,799 Capital Outlay 17,000 6,254 10,746 Total $141,510 $130,0041 $11,506 8.85% POSITION CLASSIFICATION: Positions Classification Current New Total Budget Internal Audit Director 0.20 -- 0.20 $10,000 Senior TDT Auditor 1.00 -- 1.00 33,000 Staff TDT Auditor 1.00 -- 1.00 30,000 Subtotal 2.20 -- 2.20 73,000 COLA (3%) 2,190 Merit Pool (1.5%) 1,095 Subtotal 76,285 Fringe Benefits 19,308 Total 2.20 -- 2.20 $95,593 CAPITAL OUTLAY SCHEDULE: Two Computers $7,000 Network System Plus Software 10,000 Total $17,000 27 L MONROE COUNTY, FLORIDA INTERNAL AUDIT ANNUAL BUDGET FUNCTION: Article V, Section 16 of the Florida Constitution provides that the Clerk of the Circuit Court is the ex-officio Clerk of the Board of County Commissioners, Auditor, recorder and custodian of public funds. The Internal Audit Department was created to audit County Departments, private not - for -profit entities that receive County funds, Clerk of the Circuit Court operations, and other audits as authorized and requested. These audits provide reasonable assurance: (1) that entities' policies and procedures are in accordance with the Board of County Commissioners' and Clerk of the Circuit Court mission and goals; (2) that entities are operating in accordance with their established policies and procedures; (3) that internal controls are established and operating properly to ensure efficient use of County re- sources; and (4) that internal controls are adequate to safeguard County assets. DESCRIPTION/OBJECTIVE: The department audits County Departments, private not -for -profit entities that receive County funds, Clerk of the Circuit Court operations, and other audits as authorized and requested by the Clerk of the Circuit Court. Audits are performed in accordance with the standards established by the Institute of Internal Auditors. Preliminary audit reports are submitted to the Clerk of the Circuit Court and appropriate persons in order for auditees to respond to the auditors' findings and recommendation. Once the auditees responses are received, a final audit report is issued to each Monroe County Commissioner, County Administrator, External Auditor, other appropriate per- sonnel, and any interested persons. GOALS: Audits will be conducted as authorized and requested by the Clerk of the Circuit Court. 28 11 H-11 D I L� L BUDGET SUMMARY: Proposed 1996-97 Budget Approved 1995-96 Budget Proposed Increase (Decrease) Personal Services $104,759 $99,746 $5,013 Operating Expenses 21,281 20,660 621 Capital Outlay -- -- -- Total $126,040 $120,406 $5,634 4.68% POSITION CLASSIFICATION: Positions Classification Current New Total Budget Internal Audit Director 0.80 -- 0.80 $40,000 Internal Auditor 1.00 -- 1.00 40,000 Subtotal 1.80 -- 1.80 80,000 COLA (3%) 2,400 Merit Pool (1.5%) 1,200 Subtotal 83,600 Fringe Benefits 21,159 Total 1.80 -- 1.80 $104,759