FY1998■ MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT
PROPOSED BUDGET
FISCAL YEAR 1997/98
June 20, 1997
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Prepared by:
Clerk of the Circuit Court
Danny L. Kolhage
Monroe County, Florida
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BRANCH OFFICE
3117 OVERSEAS HIGHWAY
MARATHON, FLORIDA 33050
TEL. (305) 289-6027
FAX (305) 289-1745
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oy90E COUNTT •�yO
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CLERK OF THE CIRCUIT COURT
MONROE COUNTY
500 WHITEHEAD STREET
KEY WEST, FLORIDA 33040
TEL. (305) 292-3550
FAX (305) 295-3660
June 23, 1997
Honorable Keith Douglass and
Members of the Board of County Commissioners
500 Whitehead Street
Key West, Florida 33040
Dear Mayor and Commissioners:
BRANCH OFFICE
88820 OVERSEAS HIGHWAY
PLANTATION KEY, FLORIDA 33070
TEL. (305) 852-7145
FAX (305) 852-7146
In accordance with the provisions of Chapter 129.03(2), I am submitting my proposed
budgets for Fiscal Year 1997-1998. These budgets reflect an aggregate increase of 8.2%
over the current fiscal year. The budgets of the Internal Audit and Tourist Tax Audit
Departments are included under separate tab.
Exhibit A attached to this letter illustrates the increase of my budget request for Fiscal
Year 1997/98 over my approved budget for Fiscal Year 1996/97 and summarizes the
components of that increase.
The two largest areas of increase are in personnel and information systems. An
itemization of the personnel increase is shown on Exhibit A. I am requesting an
additional position in County Court Civil. This position will be located in the
Plantation Key office. The request for this additional position is necessitated by the
demand for increased attendance of deputy clerks at civil hearings. This removes people
from the office and has greatly affected the work flow and correspondingly increased
expenditures for overtime in the current fiscal year.
A major concern for all of the County budgets this year is the completion and results of
the compensation study being conducted by Coopers and Lybrand. I have had initial
discussions with the contractor, and they have provided me with preliminary
information which indicates that the impact of the study on my budgets is minimal. The
increase in my salary budgets resulting from the compensation study is shown on
Exhibit A attached to this letter.
Hon. Keith Douglass and
Members of the Board of County Commissioners
June 23, 1997
Page 2
This budget request also contains a 3% COLA and 1.5%merit pool. As we go through
the budget process I will, of course, make whatever adjustments are necessary to
conform to the policy of the Board as it relates to all other county employees. However,
those adjustments may be modified to account for differences in the impact of the
compensation study on the County versus the Clerk's Office.
In the area of information systems, this is the most important budget document that I
have submitted during my term of office. In 1994 I contracted with a consultant to
assess our current information systems and to provide our office with a strategic plan
for the migration of our hardware and software to newer more cost effective and user
friendly technology. The time -line for that migration is driven by the fact that none of
our major applications is capable of handling the change to the year 2000 - the so-called
11year2000 problem". Based upon the results of that strategic plan, the Clerk's Office is
proceeding on a program that will completely replace our existing information systems
hardware and software by the year 2000. The Clerk's Document Recording, Indexing
and Imaging application was installed one year ago and the new financial hardware and
software package is currently being installed and scheduled to be in production by
October 1st.
I have included, under separate tab, a general description of the network requirements
and software applications that will be acquired. I have also outlined the financing
options and funding requirements based upon our current cost estimates.
If you have any questions concerning my budget or any of the enclosures, I would be
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,
Danny L. Kolhage
Clerk of the Circuit Court
and ex-officio Clerk to the
Board of County Commissioners
Enclosures
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EXHIBIT A
Analysis of Budget Increase
Proposed 1997-98 Total Budget $4,019,315
Approved 1996-97 Total Budget 3,714,517
Total Increase $304,798
Percent Increase 8.21 %
Components of Increase:
Cost of New Court Services Computer Systems
(annual requirement for five years)
3% COLA and 1.5% Merit
Percent of
$110,000 36.1%
113,919 37.4%
New Position in County Civil
(plus related benefits) 25,002 8.2%
Increase Due to Compensation Study
(plus related benefits) 12,814 4.2%
Increase in Contract Services for the
new Finance and Court Services
Computer Systems
Other Minor Increases
Total Increase
30,000 9.8%
13,063 4.3%
$304,798 100.0%
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MONROE COUNTY, FLORIDA
■ CLERK OF THE CIRCUIT COURT
� TABLE OF CONTENTS
INTRODUCTORY SECTION
OrganizationChart ............................................................................... 3
Duties and Functions.......................................................................... 4
REVENUE
RevenuePolicy.................................................................................... 5
® Revenue History and Forecast......................................................... 6-8
OPERATING BUDGET SUMMARY
BudgetHistory.................................................................................... 9
Operating Budget Summary............................................................... 10
DEPARTMENTAL OPERATING BUDGETS
Annual Budgets:
Clerk to the Board of County Commissioners 11-14
Administration 15-17
Allocation of Court Services, Recording, and Records Management
Administrative Overhead.........................................................
Circuit Court Criminal....................................................................
18-19
20-22
CircuitCourt Civil..........................................................................
23-25
Circuit Court Family....................................................................
Circuit Court Juvenile ..
26-28
29-31
Circuit Court Probate....................................................................
32-34
County Court Criminal......................................................................
County Court Civil
CountyCourt Traffic....................................................................
JuryManagement..........................................................................
Recording....................................................................................
RecordsManagement....................................................................
Information Systems....................................................................
35-37
38-40
41-43
44-46
47-49
50-52
53-55
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MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT
TABLE OF CONTENTS CONTINUED
COMPUTER NETWORK SYSTEM
Network System Requirements......................................................... 56-57
Cost and Financing Options............................................................... 58
AUDIT SECTION
Tourist Development Tax Revenue History ......................................... 59-60
Operating Budgets:
TouristTax Audit.......................................................................... 61-63
InternalAudit............................................................................... 64-66
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MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT
ORGANIZATION CHART
CITIZENS
CLERK OF THE CIRCUIT COURT
Internal Audits
Tourist Development
Tax Audits
ADMINISTRATIVE CLERK TO CIRCUIT COUNTY
SUPPORT I I BOCC I I COURT I I COURT
Administration
Administration
Criminal J Criminal
Jury
Management
Finance
F- Civil Civil
Records
Value
Management
Adjustment
Family Traffic
Board
Recording
-F Juvenile
Information
Systems
Probate
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' MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT
DUTIES AND FUNCTIONS
I
The Clerk of the Circuit Court is an elected office established by the Florida Constitution.
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.
Organization
Monroe County a political olitical subdivision of the State of Florida, pursuant to Article VIII,
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 p p provisions of Chapter 145 of the Florida Statutes, and Monroe County
Resolution No. 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
LBOCC 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 included
in the General Revenue Fund of the Board of County Commissioners.
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MONROE COUNTY, FLORIDA
! CLERK OF THE CIRCUIT COURT
� REVENUE POLICY
The Clerk charges user fees in accordance with Chapter 28 and other sections of the
Florida Statutes. These fees are collected and deposited in the Clerk's General Fund.
Each month the fees are transferred to the Board of County Commissioners, the State of
Florida, and other agencies. A list of fees collected by the Clerk is provided on the
following pages.
The statutes also provide for interest earnings and investment activities. Weekly excess
cash is deposited with the Local Government Surplus Funds Trust Fund under the
management of the Florida State Board of Administration (SBA). The SBA invests pooled
funds in a variety of investment instruments. The rate of return is based on the rate earned
by the pooled funds.
Revenues are forecast based on current and historical activity levels. The forecast
assumes no significant increase in activity.
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MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT
REVENUE HISTORY AND FORECAST
Actual Actual Actual (Est.) (Est.)
DESCRIPTION FY 93/94 FY 94/95 FY 95/96 FY 96/97 FY 97/98
Total County
$3,727,740
$3,496,852
$3,544,397
$3,812,500
$3,934,500
Total State
9,603,941
9,075,403
10,698,494
11,904,000
12,408,500
Total Municipalities
457,843
267,019
294,510
300,000
310,000
Total Other
3,325,657
3,966,574
4,216,144
4,387,000
4,487,000
Total Investment Income
3,832,649
5,378,759
6,288,897
7,072,000
6,892,000
$20,947,830
$22,184,607
$25,042,442
$27,475,500
$28,032,000
Percent Increase 5.90% 12.88% 9.72% 2.03%
REVENUE HISTORY
$15
$10 AN
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$5
$0
FY 93/94 FY 94/95 FY 95/96 FY 96/97 (Est) FY 97/98 (Est)
■ Total County m Total State ■ Total Municipalities
❑ Total Other ■ Total Investment Income
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MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT
REVENUE HISTORY AND FORECAST
(Est.)
(Est.)
DESCRIPTION
FY 93/94
FY 94/95
FY 95/96
FY 96/97
FY 97/98
REVENUES:
Recording
$387,138
$345,342
$401,159 ,
$400,000
$400,000
Circuit Court:
Civil -Circuit Court
69,193
71,696
65,250
60,000
60,000�
Probate
21,160
22,518
24,950
25,000
26,000
Marriage/Passport
67,486
64,234
70,430
73,000
75,000
Copies
80,012
63,307
55,18
'
60,000
62,000
Miscellaneous Fees
193,015
185,726
221,406 r
250,000
250,000
Domestic Relations
63,106
71,427
78,193 I
80,000
82,000
Comm -Doc Stamps/Intan
95,688
89,556
102,100
120,000
125,000
Appeals
9,137
4,625
6,800 \
7,000
7,000
County Court:
Civil -County Court
55,917
53,330
53,555
i 60,000
60,000,
County:
Fines & Forfeitures
2,632,700
2,403,596
2,219,098
2,400,000
2,500,000
Court Facility Fees
40,237
40,823
39,580
40,000
40,000
Local Training
Pretrial Services
12,951
-
17,357
2,655
17,826
6,770
18,000
12,000
18,000
12,000
Radio Communications
-
60,660
182,100
200,000
210,000
Mediation & Arbitration
-
-
-
7,500
7,500
Total County
3,727,740
3,496,852
3,544,397
3,812,500
3,934,500
State:
Documentary Stamps
7,518,919
6,936,426
8,285,398
9,500,000
9,800,000
Intangible Tax
1,399,948
1,186,089
1,481,835
1,600,000
1,800,000
Criminal Justice Trust Fund
186,978
306,373
279,761
140,000
140,000
Crimes Comp.
112,112
225,450
224,485
200,000
200,000
Police Academy
22,200
27,680
28,317
16,000
16,000
Juvenile Surcharges
30,726
34,926
23,092
28,000
28,000
Spouse Abuse
51,184
58,920
64,800
67,000
67,000
EMT Surcharge
39,245
36,415
25,573
36,000
36,000
Additional Filing Fees
13,526
13,901
12,616
12,000
12,000
Court Education Trust Fund
9,010
9,043
8,882
9,000
9,000
Miscellaneous
129,070
105,236
116,571
135,000
135,000
Displaced Homemakers
13,610
17,493
18,910
20,000
22,000
Dissolution of Marriage
2,779
2,804
2,674
2,000
2,000
Addt'I Fees (Civil and County)
11,417
11,669
11,465
12,000
12,000
Marine Biological Trust
332
-
624
10,000
10,000
Epilepsy Trust Fund
10,485
7,155
8,410
8,000
8,000
Nongame Wildlife Trust Fund
38,641
36,751
41,325
44,000
45,000
Marriage License Trust Fund
2,934
9,972
9,756
9,000
9,500
Family Courts Trust Fund
10,825
49,100
54,000
56,000
57,000
Total State
9,603,941
9,075,403
10,698,494
11,904,000
12,408,500
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MONROE COUNTY, FLORIDA
i CLERK OF THE CIRCUIT COURT
REVENUE HISTORY AND FORECAST
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(Est.) (Est.)
DESCRIPTION FY 93/94 FY 94/95 FY 95/96 FY 96/97 FY 97/98
Municipalities:
Key West & Key Colony Beach
Fines & Costs 457,843 267,019 294,510 300,000 310,000
457,843 267,019 294,510 300,000 310,000
Total Municipalities
Other:
Domestic Relations
3,148,693
3,802,569
3,953,632
4,200,000
4,300,000
Legal Aid
14,120
14,165
13,576
12,000
12,000
Law Library
20,478
20,730
37,013
35,000
35,000
Clerk's Trust Fund
63,702
53,058
63,404
60,000
60,000
Judgment Liens/Attny's Fees
49,336
46,366
30,680
26,000
26,000
Drug Abuse Trust Fund
6,394
2,384
3,146
2,000
2,000
Cash Bond
-
25,488
111,574
50,000
50,000
Airport Parking
-
846
941
500
500
Handicapped Parking
22,934
968
2,178
1,500
1,500
Total Other
3,325,657
3,966,574
4,216,144
4,387,000
4,487,000
Investment Income:
Clerk's Accounts
27,045
43,095
75,572
40,000
40,000
General Fund
383,833
499,729
668,116
900,000
900,000
Special Revenue Funds
1,467,554
2,394,781
3,251,736
3,600,000
3,500,000
Debt Service Funds
320,687
449,959
598,059
500,000
500,000
Capital Project Funds
737,557
814,567
345,906
680,000
680,000
Fiduciary Funds
10,881
21,429
21,529
22,000
22,000
Enterprise Funds
761,865
999,847
1,173,410
1,180,000
1,100,000
Internal Service Funds
123,227
155,352
154,569
150,000
150,000
Total Investment Income
3,832,649
5,378,759
6,288,897
7,072,000
6,892,000
TOTAL REVENUE $20,947,830 $22,184,607 $25,042,442 $27,475,500 $28,032,000
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Clerk to BOCC
Administration
Circuit Criminal
Circuit Civil
Circuit Family
Circuit Juvenile
Circuit Probate
County Criminal
County Civil
County Traffic
Jury Management
Recording
Records Management
Information Systems
Total
Annual Increase
Position Control
MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT
BUDGET HISTORY
Approved
Approved ' Approved ' Approved * 1996-1997
1993-1994 1994-1995 1995-1996 Budget
Budget Budget _Budget Reallocated
$729,005
256,488
485,135
245,815
77,102
67,884
38,651
341,519
142,288
433,735
45,861
273,448
196,414
381,172
Proposed
1997-1998 Average
Budget Increase
$777,757
256,506
504,838
253,497
99,028
70,652
39,527
353,277
173,978
443,203
47,563
265,985
225,668
507,836
$3 307,014
$3,431,590
$3,517781
$3,714,517
$4,019,315
4.68%
3.77%
2.51 %
5.59%
8.21 % 4.95%
96.0
98.0
97.5
98.0
98.9
Note: During in the fiscal year 1996-97 the Clerk revised the reporting format to comply with the new State Uniform Accounting
System (UAS) for court -related expenditures. This reflects a change from six reporting cost centers to fourteen reporting cost
centers. Because of this required change, a comparison of prior year's costs is not possible on the individual fourteen cost
centers; therefore, only the total budget amounts are compared.
$5
$4 '—
$3
0
2 $2
$1
$0
1994-1995
Budget Increase His
1995-1996 1996-1997
Fiscal Year
9
1997-1998
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MONROE COUNTY,
FLORIDA
CLERK OF THE CIRCUIT COURT
OPERATING BUDGET SUMMARY
Approved *
Proposed
1997-1998
1996-1997
Budget
Proposed
Increase Percent
Budget
Reallocated
(Decrease) Increase
Clerk to BOCC
$777,757 ✓
$729,005
$48,752
Administration
256,506 ✓
256,488
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Circuit Court
Circuit Criminal
Circuit Civil
504,838/
253,497Y
485,135
245,815
Circuit Family
99,028 ✓
77,102
Circuit Juvenile
70,652 v
67,884
Circuit Probate
39,527
38,651
Total Circuit Court 967,542
914,587
52,955
County Court
County Criminal
353,277" /
341,519
County Civil
173,978✓
142,288
County Traffic
443,203 ✓
433,735
Total County Court 970,458
917,542
52,916
Jury Management
47,563 ✓
45,861
1,702
Recording
265,985,/
273,448
(7,463)
Records Management 225,668 ✓
196,414
29,254
Information Systems
507,836
381,172
126,664
$4,019,315
$3,714,517
$304,798 8.21 %
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" Note: For purposes of budget comparisons, the Approved 1996-97 Budget was reallocated to coincide with the
new State Uniform Accounting System (UAS) for court -related expenditures. This reflects a change from six
reporting cost centers to fourteen reporting cost centers.
Operating Budget
Distribution by Department for the Fiscal Year 1997-98
(1.2%) (6.4%)
(24.1 %) (19.4%)
(12.6%)
(6.6%)
10
= Clerk to BOCC
® Administration
Jury Management
o Circuit Court
County Court
Recording
o Records Management
o Information Systems
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MONROE COUNTY, FLORIDA
0 CLERK TO THE BOARD OF COUNTY COMMISSIONERS
1.1
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:
s the accounting function and property control for the BOCC Clerk
This department include g p p y
to the BOCC-Finance), recording of the minutes of the BOCC meetings (Clerk to the
BOCC-Admin) and operations for the Value Adjustment Board (Clerk to the BOCC-VAB).
Clerk to the BOCC-Finance:
This department maintains 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 statements.
For the last eight fiscal years, the Government Finance Officers Association of the United
States and Canada (GFOA) awarded a Certificate of Achievement for Excellence in
Financial Reporting to Monroe County for its Comprehensive Annual Financial Report
(CAFR). The Certificate of Achievement is a prestigious national award recognizing
conformance with the highest standards for preparation of state and local government
financial reports.
Clerk to the BOCC-Admin-.
This department prepares and indexes official minutes of regular and special meetings of
the BOCC. In addition to preparing minutes and processing ordinances and resolutions
resulting from these meetings, the Clerk maintains all County contracts, as well as 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
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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; complaints
relating to homestead exemptions; and appeals concerning ad valorem tax deferrals 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 obtaining
the services of special masters, schedules and notifies petitioners and parties of hearings
before special masters and the VAB, attends and records special master hearings 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, the implementation of the
financial software package will be finalized.
Clerk to the BOCC - Admin:
With the assistance of the County Information System staff, the minutes of the BOCC
meetings were made available to the public on the Internet. The department plans to
publicize the Internet number so the public will be informed of its availability.
New network computer systems are planned for implementation over the next two years.
These network systems will update systems to new technologies and provide other
departments better access to the information.
Clerk to the BOCC-VAB:
Continue to maintain the efficient operations of the VAB as was developed and
implemented over the past several years. The staff will continue to educate the taxpayer
by providing general information and requirements, through written material, as well as
through direct contact, and be as helpful and cooperative with the taxpayers as possible
throughout the entire VAB process.
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Clerk to the Board of County Commissioners
Fiscal Year
Workload Measures:
1993
1994
1995
1996
Clerk to the BOCC - Finance
24,060
23,870
24,822
24,586
Operating Checks Issued
Payroll Checks/ Direct Deposit
20,297
19,854
21,722
22,095
Purchase Orders Recorded
9,172
10,095
8,186
8,066
Cost Centers Maintained
406
369
428
467
Funds Maintained
57
56
59
53
Property Records
6,565
7,020
7,454
7,547
Clerk to the BOCC - Admin.
50
41
29
26
Meetings Held
Pages of Minutes
565
462
421
400
Resolutions Adopted
563
447
502
608
Ordinances Adopted
39
50
55
65
Contracts Approved
612
596
576
514
Clerk to the BOCC - VAB
3
3
2
2
VAB Meetings
VAB Petitions
158
179
180
180
Special Master Hearings (days)
6
6
6
6
Proposed
Approved
Proposed
1997-1998
1996-1997
Increase
Percent
Budget
Budget
(Decrease)
Change
Budget Summary:
Reallocated
Personal Services
$713,957
$674,329
$39,628
Operating Expenses
55,800
42,676
13,124
Capital Outlay
8,000
12,000
(4,000
Total
$777 757
$729 005
$48 752
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Clerk to the Board of County Commissioners
Positions
Budget
Position Classification:
Amount
Current
New
Total
Finance Director
1 0 1
$64,669
Chief Accountant
1 0 1
49,322
Treas. Mgmt. Supervisor
1 0 1
37,636
Accounts Payable Supervisor
1 0 1
33,149
Administrative Assistant
1 0 1
31,961
Payroll Supervisor
1 0 1
34,092
Accounting Specialist III
4 0 4
112,641
Accounting Specialist II
8 0 8
172,663
Overtime
10,000
Subtotal
546,133
COLA (3%)
16,384
Merit Pool (1.5%)
8,192
Subtotal
570,709
Fringe Benefits
143,248
Total
18
0
18
$713 957
Capital Outlay:
Quantity
Budget
Amount
Workstation
2
$2,500
Shredder to be shared with the Tourist Development
Tax Audit Department (1/2 the cost)
1
300
File Cabinets
4
2,200
Check Signing Machine
1
1,000
Check Burster
1
2,000
Total
$8 000
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MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT AND COUNTY COURT
ADMINISTRATION
ANNUAL BUDGET
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/Treasurer, County Auditor,
County Recorder, and Secretary/Ex-officio Clerk to the Board of County Commissioners.
DESCRIPTION/OBJECTIVE:
Administration provides for the general management of all departments reporting to the
Clerk of the Circuit Court. Administration is responsible for long-range planning, and
policies and procedure development. Administrative Assistants provide secretarial support.
Administration staff maintains the accounting records for the receipt and disbursement of
the Clerk of the Circuit and County Court activities in accordance with generally accepted
government accounting principles and in compliance with statutory requirements. This
includes preparing the Clerk of the Circuit Court's annual budget; monitoring and
processing operating expenditures; and accounting for user fees charged by the Clerk of
the Circuit Court and transferring these fees to the Board of County Commissioners, the
State of Florida and other agencies.
GOALS:
Administration plans to implement new network computer systems for all court service
departments as provided in the five year strategic plan. These new computer systems will
update the current system to new technologies as well as resolve the "Year 2000" problem.
For more details see the section titled "Computer Network System".
Over the next few years, the administration with departmental staff assistance plans to
update written policies and procedures for all court services departments. These
procedures will be used to document the requirements and duties of the Clerk of the Circuit
and County Courts and will be used as a training tool for new deputies.
This past year the Deputies Handbook was updated and a new performance evaluation
instrument was developed. Administration plans to implement the use of the new
performance evaluation procedures to provide information about the efficiencies of each
department, develop plans of action for improvement, and to determine merit.
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Administration
Fiscal
Year
Estimated
Workload Measures:
1994
1995
1996
1997
Clerk to the BOCC - Admin.
50
41
29
26
Meetings Held
Pages of Minutes
565
462
421
400
Resolutions Adopted
563
447
502
608
Ordinances Adopted
39
50
55
65
Contracts Approved
612
596
576
514
Proposed
Approved
Proposed
1997-1998
1996-1997
Increase
Percent
Budget
Budget
(Decrease)
Change
Budget Summary:
Reallocated
Personal Services
$215,438
$218,256
($2,818
Operating Expenses
40,268
38,232
2,036
Capital Outlay
800
0
800
Total
1 $256,6061
$256 488
$18
0.01%
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Administration
Positions
Budget
Position Classification:
Amount
Current
New
Total
Executive Salary
1.0 0.0 1.0
$80,349
Director of Administrative
Services & Special Projects
0.4 0.0 0.4
24,000
Administrative Assistant
0.4 0.0 0.4
21,496
Administrative Assistant
1.0 0.0 1.0
31,961
Overtime
500
Subtotal
158,306
COLA (3%)
4,749
Merit Pool (1.5%)
2,375
Subtotal
165,430
Fringe Benefits
50,008
Total
2.8
0.0
2.8
$215 438
Capital Outlay:
Quantity
Budget
Amount
Fax Machine
1
$800
Total
$800
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MONROE COUNTY, FLORIDA
COURT SERVICES, RECORDING, AND RECORDS MANAGEMENT
ADMINISTRATIVE OVERHEAD
ANNUAL BUDGET
I
FUNCTION:
The Florida Constitution provides that the Clerk of Courts shall be Clerk of the Circuit Court
and County Court.
DESCRIPTION/OBJECTIVES:
Court Services, Recording, and Records Management Administrative Overhead is not a
separate department. These individuals are responsible for managing the functions of the
Circuit Court and County Court, Jury Management, Recording and Records Management.
These salaries are allocated to the departments managed based on the number of
positions of each department.
GOAL:
No specific goals are provided. The Court Services, Recording and Records Management
Administrative staff is responsible for the goals of the individual departments they manage.
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Court Services Administrative Overhead
Positions
Budget
Position Classification:
Amount
Current
New
Total
Director of Court Services
1.00 0.00 1.00
$56,000
Director of Administrative
Services & Special Projects
0.50 0.00 0.50
30,000
Branch Office Supervisors
2.00 0.00 2.00
59,224
Accounting Specialist III
0.75 0.00 0.75
24,532
Total
4.25
0.00
4.25
$169 756
Allocation of Court Services
Administrative Overhead Positions
Quantity
Budget
Amount
Circuit Criminal 14.00
19.93%
$33,832
Circuit Civil 7.55
10.75%
18,249
Circuit Family 1.70
2.42%
4,108
Circuit Juvenile 2.00
2.85%
4,838
Circuit Probate 1.00
1.42%
2,411
County Criminal 11.00
15.66%
26,584
County Civil 5.00
7.12%
12,087
County Traffic 15.00
21.35%
36,243
Jury Management 1.00
1.42%
2,411
Recording 7.00
9.96%
16,908
Records Management 5.00
7.12%
12,085
Total 70.251
100.00%
$169 756
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MONROE COUNTY, FLORIDA
CIRCUIT COURT CRIMINAL
ANNUAL BUDGET
FUNCTION:
The Florida Constitution provides that the Clerk of Courts shall be Clerk of the Circuit Court.
DESCRIPTION/OBJECTIVES:
The Circuit Court Criminal Department processes all felony cases. The staff prepares
motion court calendars, attends court hearings and trials, records and maintains court
evidence, processes County to Circuit Court appeals and prepares appeals to the District
® Court.
I
The department also processes all payments made pursuant to Court Orders for fines,
court costs, restitution and any other payments ordered by the Court.
GOALS:
Over the next two years, new network computer systems will be installed. These new
computer systems will update the current system to new technologies as well as resolve
the "Year 2000" problem. For more details see the section titled "Computer Network
System". In addition, the department plans to study the feasibility of bar coding criminal
court sheets for input into the Circuit Criminal Computer System.
With the assistance of the Administrative Department, the department plans to update
written policies and procedures. These procedures will be used to document the
requirements and duties of the Clerk of the Circuit and County Courts and will be used as
a training tool for new deputies.
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Circuit Criminal
Calendar Year
Estimated
Workload Measures:
1994
1995
1996
1997
Case Filings - All
1,955
1,808
1,901
2,000
Cases Reopened
64
45
30
30
Probation Hearings
1,207
837
965
1,000
Bond Hearings
323
302
285
300
Proposed
Approved
Proposed
1997-1998
1996-1997
Increase
Percent
Budget
Budget
(Decrease)
Change
Budget Summary:
Reallocated
Personal Services
$458,244
$439,669
$18,575
Operating Expenses
45,294
42,966
2,328
Capital Outlay
1,300
2,500
(1,200
Total
$504 838
$485 135
$19 703
4.06%
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Circuit Criminal
Positions
Budget
Position Classification:
Amount
Current
New
Total
Criminal Division Supervisor
1 0 1
$31,267
Clerk IV
6 0 6
146,406
Clerk III
2 0 2
43,548
Clerk 1
5 0 5
91,475
Allocation of Court Services
Administration Salaries
33,832
Overtime
4,000
Subtotal
350,528
COLA (3%)
10,516
Merit Pool (1.5%)
5,258
Subtotal
366,302
Fringe Benefits
91,942
Total
14
0
14
$458 244
Capital Outlay:
Quantity
Budget
Amount
Time Clock - for clocking documents
2
$1,300
Total
$1 300
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MONROE COUNTY, FLORIDA
CIRCUIT COURT CIVIL
ANNUAL BUDGET
FUNCTION:
The Florida Constitution provides that the Clerk of Courts shall be Clerk of the Circuit Court.
DESCRIPTION/OBJECTIVES:
The Circuit Court Civil Department processes all civil actions over $15,000, foreclosure
actions, dissolutions of marriage, petitions, and all other circuit civil filings. The staff
prepares motion court calendars, attends court hearings and trials, records and maintains
court evidence, processes Circuit Court appeals, and prepares appeals to the District
Court.
The Circuit Court Civil staff also issues marriage licenses and process all passport
applications.
GOALS:
Over the next two years, new network computer systems will be installed. These new
computer systems will update the current system to new technologies as well as resolve
the "Year 2000" problem. For more details see the section titled "Computer Network
System". In addition, the department plans to study the feasibility of bar coding civil action
sheets for input into the Circuit Civil System.
With the assistance of the Administrative Department, the department plans to update
written policies and procedures. These procedures will be used to document the
requirements and duties of the Clerk of the Circuit and County Courts and will be used as
a training tool for new deputies.
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Circuit Civil
Calendar Year
Estimated
Workload Measures:
1994
1995
1996
1997
Case filings:
Other Civil
1,027
994
852
900
Other Civil Reopened
35
16
10
15
Domestic Relations
1,482
1,442
1,295
1,300
Domestic Relations Reopened
48
152
42
50
Other:
Marriage Licenses
1,927
1,995
2,175
2,200
Passports
---
719
866
1,200
Proposed
Approved
Proposed
1997-1998
1996-1997
Increase
Percent
Budget
Budget
(Decrease)
Change
Budget Summary:
Reallocated
Personal Services
$233,407
$225,039
$8,368
Operating Expenses
19,440
18,324
1,116
Capital Outlay
650
2,452
(1,802
Total
1 $253 497
1 $245,8151
$7 682
3.13%
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Circuit Civil
Positions
Budget
Position Classification:
Amount
Current
New
Total
Civil Division Supervisor
0.55 0.00 0.55
$16,438
Clerk IV
1.00 0.00 1.00
29,387
Clerk II
1.00 0.00 1.00
18,782
Clerk 1
5.00 0.00 5.00
94,686
Allocation of Court Services
Administration Salaries
18,249
Overtime
1,000
Subtotal
178,542
COLA (3%)
5,356
Merit Pool (1.5%)
2,678
Subtotal
186,576
Fringe Benefits
46,831
Total
7.55
0.00
7.55
$233 407
Capital Outlay:
Quantity
Budget
Amount
Time Clock - for clocking in documents
1
$650
Total
$650
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FUNCTION:
MONROE COUNTY, FLORIDA
CIRCUIT COURT FAMILY
ANNUAL BUDGET
The Florida Constitution provides that the Clerk of Courts shall be Clerk of the Circuit Court.
DESCRIPTION/OBJECTIVES:
The Circuit Court Family Department is the central depository for receiving, recording,
reporting, monitoring and disbursing alimony, spousal support, maintenance and child
support payments, pursuant to Florida Statutes Chapter 61.181. Additionally, the Uniform
Support Program processes liens for non-payment of support. The staff also attends all
family related court hearings and processes all related paperwork.
This department is also responsible for injunctions for protection, which requires significant
processing time. This is accomplished by having one deputy at each location (Key West,
Marathon, Plantation Key), on call 24 hours a day, 7 days a week. This responsibility is
rotated among deputies that work in Circuit Court Civil and Circuit Court Family
Departments.
GOALS:
The Circuit Court Family Department plans to continue monitoring the Child Support
Enforcement System. The department plans to study the feasibility of a telephone program
which would enable a person receiving support to inquire about the status of their case,
including receipt and disbursement of payments. They also plan to study the feasibility of
electronic funds transfer which would allow support payments to be transmitted directly into
the bank account(s) of the parties receiving support.
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Circuit Familv
Fiscal Year
Estimated
Workload Measures:
1994
1995
1996
1997
Collections
$3,148,693
$3,802,569
$3,953,632
$4,200,000
Clerk's Fees
$63,106
$71,427
$78,193
$80,000
Transactions
27,510
34,120
26,507
27,500
Proposed
Approved
Proposed
1997-1998
1996-1997
Increase
Percent
Budget
Budget
(Decrease)
Change
Budget Summary:
Reallocated
Personal Services
$86,193
$64,925
$21,268
Operating Expenses
12,835
12,177
658
Capital Outlay
0
0
0
Total
$99 028
$77 102
$21 926
28.44%
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Circuit Familv
Positions
Budget
Position Classification:
Amount
Current
New
Total
Civil Division Supervisor
0.45 0.00 0.45
$13,450
Clerk IV
1.00 0.00 1.00
25,197
Accounting Specialist III
0.25 0.00 0.25
8,177
Allocation of Court Services
Administration Salaries
4,108
Overtime - Rotation of Weekend
and Evening Clerks
15,000
Subtotal
65,932
COLA (3%)
1,978
Merit Pool (1.5%)
989
Subtotal
68,899
Fringe Benefits
17,294
Total
1.70
0.00
1.70
$86193
Capital Outlay:
Quantity
Budget
Amount
None
Total
$0
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MONROE COUNTY, FLORIDA
CIRCUIT COURT JUVENILE
ANNUAL BUDGET
FUNCTION:
The Florida Constitution provides that the Clerk of Courts shall be Clerk of the Circuit Court.
DESCRIPTION/OBJECTIVES:
The Circuit Court Juvenile Department processes all juvenile cases. The staff prepares
motion court calendars, attends court hearings and trials, records and maintains court
evidence, and processes and prepares appeals to the District Court.
GOALS:
Over the next two years, new network computer systems will be installed. These new
computer systems will update the current system to new technologies as well as resolve
the "Year 2000" problem. For more details see the section titled "Computer Network
System".
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Circuit Juvenile
Calendar Year
Estimated
Workload Measures:
1994
1995
1996
1997
Case Filings:
Delinquency
722
904
962
970
Dependency
35
46
72
80
Cases Reopened
154
195
175
175
Proposed
Approved
Proposed
1997-1998
1996-1997
Increase
Percent
Budget
Budget
(Decrease)
Change
Budget Summary:
Reallocated
Personal Services
$65,210
$62,713
$2,497
Operating Expenses
5,442
5,171
271
Capital Outlay
0
0
0
Total
$70 652
$67 884
$2 768
4.08%
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Circuit Juvenile
Position Classification:
Positions
Budget
Amount
Current
New
Total
Clerk IV
Clerk II
Allocation of Court Services
Administration Salaries
Overtime
1 0 1
1 0 1
$25,197
19,447
4,838
400
Subtotal
49,882
COLA (3%)
Merit Pool (1.5%)
1,496
748
Subtotal
52,126
Fringe Benefits
13,084
Total
2
0
2
$65 210
Capital Outlay:
Quantity
Budget
Amount
None
Total
$0
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MONROE COUNTY, FLORIDA
CIRCUIT COURT PROBATE
ANNUAL BUDGET
FUNCTION:
The Florida Constitution provides that the Clerk of Courts shall be Clerk of the Circuit Court.
DESCRIPTION/OBJECTIVES:
The Circuit Court Probate Department processes all probate, mental health and
guardianship cases. The staff prepares motion court calendars, attends court hearings and
trials, and records and maintains court evidence.
GOALS:
Over the next two years, new network computer systems will be installed. These new
computer systems will update the current system to new technologies as well as resolve
the "Year 2000" problem. For more details see the section titled "Computer Network
System".
With the assistance of the Administrative Department, the department plans to update
written policies and procedures. These procedures will be used to document the
requirements and duties of the Clerk of the Circuit and County Courts and will be used as
a training tool for new deputies.
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Circuit Probate
Calendar Year
Estimated
Workload Measures:
1994
1995
1996
1997
Case Filings
447
437
471
480
Cases Reopened
28
30
27
27
Proposed
Approved
Proposed
1997-1998
1996-1997
Increase
Percent
Budget
Budget
(Decrease)
Change
Budget Summary:
Reallocated
Personal Services
$36,106
$35,421
$685
Operating Expenses
3,421
3,230
191
Capital Outlay
0
0
0
Total
$39 527
1 $38 651
1 $8761
2.270/6
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Circuit Probate
Position Classification:
Positions
Budget
Amount
Current
New
Total
Clerk IV
Allocation of Court Services
Administration Salaries
Overtime
1 0 1
$25,008
2,411
200
Subtotal
27,619
COLA (3%)
Merit Pool (1.5%)
829
414
Subtotal
28,862
Fringe Benefits
7,244
Total
1
0
1
$36 106
Capital Outlay:
Quantity
Budget
Amount
None
Total
$0
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MONROE COUNTY, FLORIDA
COUNTY COURT CRIMINAL
ANNUAL BUDGET
FUNCTION:
The Florida Constitution provides that the Clerk of Courts shall be Clerk of the County
Court.
DESCRIPTION/OBJECTIVES:
The County Court Criminal Department process all misdemeanor and criminal traffic cases.
The staff prepares motion court calendars, attends court hearings and trials, records and
maintains court evidence, and processes County to Circuit Court appeals. The staff also
processes payments for misdemeanor and criminal traffic fines.
GOALS:
Over the next two years, new network computer systems will be installed. These new
computer systems will update the current system to new technologies as well as resolve
the "Year 2000" problem. For more details see the section titled "Computer Network
System".
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Countv Criminal
Calendar Year
Estimated
Workload Measures:
1994
1995
1996
1997
Case Filings:
County Criminal
7,499
5,976
6,279
6,300
Criminal Traffic
3,485
2,704
2,557
2,600
Proposed
Approved
Proposed
1997-1998
1996-1997
Increase
Percent
Budget
Budget
(Decrease)
Change
Budget Summary:
Reallocated
Personal Services
$330,547
$319,984
$10,563
Operating Expenses
22,730
21,535
1,195
Capital Outlay
0
0
0
Total
$353 277
$341 519
$11 758
3.44%
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Countv Criminal
Positions
Budget
Position Classification:
Amount
Current
New
Total
Traffic/Misd. Supervisor
1 0 1
$29,612
Clerk II
5 0 5
104,166
Clerk 1
5 0 5
90,486
Allocation of Court Services
Administration Salaries
26,584
Overtime
2,000
Subtotal
252,848
COLA (3%)
7,585
Merit Pool (1.5%)
3,793
Subtotal
264,226
Fringe Benefits
66,321
Total
11
0
11
$330 547
Capital Outlay:
Quantity
Budget
Amount
None
Total
$0
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MONROE COUNTY, FLORIDA
COUNTY COURT CIVIL
ANNUAL BUDGET
FUNCTION:
The Florida Constitution provides that the Clerk of Courts shall be Clerk of the County
Court.
DESCRIPTION/OBJECTIVES:
The County Court Civil Department processes all civil actions under $15,000, processes
landlord and tenant claims, and assists customers in filing small claims actions. The staff
prepares court calendars, attends hearings and trials, records and maintains court
evidence, and processes County to Circuit appeals.
GOALS:
Over the next two years, new network computer systems will be installed. These new
computer systems will update the current system to new technologies as well as resolve
the "Year 2000" problem. For more details see the section titled "Computer Network
System".
With the assistance of the Administrative Department, the department plans to update
written policies and procedures. These procedures will be used to document the
requirements and duties of the Clerk of the Circuit and County Courts and will be used as
a training tool for new deputies.
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Countv Civil
Calendar Year
Estimated
Workload Measures:
1994
1995
1996
1997
Case Filings:
Small Claims
757
726
740
800
Evictions
510
513
431
500
Other County Civil
415
351
400
400
Total
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Cases Reopened
13
16
4
5
Proposed
Approved
Proposed
1997-1998
1996-1997
Increase
Percent
Budget
Budget
(Decrease)
Change
Budget Summary:
Reallocated
Personal Services
$164,718
$131,644
$33,074
Operating Expenses
$8,610
$8,144
$466
Capital Outlay
$650
$2,500
($1,850
Total
1 $173,9781
$142,2881
$31 690
22.27%
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Countv Civil
Position Classification:
Positions
Budget
Amount
Current
New
Total
Clerk II
Clerk 1
Allocation of Court Services
Administration Salaries
Overtime
3 0 3
1 1 2
$73,371
39,741
12,087
800
Subtotal
125,999
COLA (3%)
Merit Pool (1.5%)
$3,780
$1,890
Subtotal
$131,669
Fringe Benefits
33,049
Total
4
1
5
$164 718
Capital Outlay:
Quantity
Budget
Amount
Time Clock - for clocking documents
1
$650
Total
$650
40
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MONROE COUNTY, FLORIDA
COUNTY COURT TRAFFIC
ANNUAL BUDGET
FUNCTION:
The Florida Constitution provides that the Clerk of Courts shall be Clerk of the County
Court.
DESCRIPTION/OBJECTIVES:
The County Court Traffic Department processes payments of traffic tickets and other
miscellaneous fines, and suspends licenses of individuals who have not made payment.
For traffic court, the staff sets dates for court hearings, subpoena officers, prepares court
dockets and attends court hearings. The department also maintains a schedule of
individuals who are required to attend traffic school, and suspends drivers licenses of those
who do not attend in the required 90 days.
GOALS:
Over the next two years, new network computer systems will be installed. These new
computer systems will update the current system to new technologies as well as resolve
the "Year 2000" problem. For more details see the section titled "Computer Network
System".
In addition, the department plans to review the feasibility and cost efficiency of imaging
traffic tickets. This analysis will be done with the assistance of the administrative staff.
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Countv Traffic
Workload Measures:
Calendar Year
1994
1995
1996
Estimated
1997
Case Filings - Infractions
27,901
26,043
31,498
33,000
Proposed
Approved
Proposed
1997-1998
1996-1997
Increase
Percent
Budget
Budget
(Decrease)
Change
Budget Summary:
Reallocated
Personal Services
$411,843
$402,862
$8,981
Operating Expenses
31,360
29,968
1,392
Capital Outlay
0
905
(905
Total
$443 203
$433 735
$9 468
2.180/6
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Countv Traffic
Positions
Budget
Position Classification:
Amount
Current
New
Total
Clerk III
1 0 1
$21,034
Clerk II
3 0 3
58,701
Clerk 1
9 0 9
159,644
Cashier
2 0 2
38,412
Allocation of Court Services
Administration Salaries
36,243
Overtime
1,000
Subtotal
315,034
COLA (3%)
9,451
Merit Pool (1.5%)
4,726
Subtotal
329,211
Fringe Benefits
82,632
Total
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1$411843
Capital Outlay:
Quantity
Budget
Amount
None
Total
$0
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FUNCTION:
MONROE COUNTY, FLORIDA
JURY MANAGEMENT
ANNUAL BUDGET
The Florida Constitution provides that the Clerk of Courts shall be Clerk of the Circuit and
County Court.
DESCRIPTION/OBJECTIVES:
The Jury Management Department is responsible for the juror selection process for Circuit
and County Court, the Grand Jury and the State Grand Jury. Three separate jury pools are
necessary, one for each location (Key West, Marathon, and Plantation Key). The staff
determines the number of jurors needed and requests a computer generated list of
prospective jurors; prepares and mails summon notices; prepares the list of jurors to be
excused or postponed for approval by the judge; takes roll call to qualify the jurors;
distributes the jurors to assigned panels; tracks attendance for payroll information; prepares
the payroll; and prepares monthly reports to the State of Florida.
GOALS:
Over the next two years the new network computer system will be installed. This new
computer system will update the current system to new technologies as well as resolve the
"Year 2000" problem. Beginning January 1998, the Florida Statutes will require the juror
selection to be generated from the driver's licenses database rather than voter's registration
cards. The new computer system will enable the Jury Management Department to comply
with this new requirement. For more details see the section titled "Computer Network
System".
H
44
7
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0
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Dill
Jury Manaaement
Calendar Year
Estimated
Workload Measures:
1994
1995
1996
1997
Jurors Summoned
12,841
12,853
13,969
14,000
Jurors Served
3,900
4,226
4,236
4,500
Number of Checks Issued
to Jurors
2,800
2,600
3,100
3,000
Proposed
Approved
Proposed
1997-1998
1996-1997
Increase
Percent
Budget
Budget
(Decrease)
Change
Budget Summary:
Reallocated
Personal Services
$39,042
$37,812
$1,230
Operating Expenses
8,521
8,049
472
Capital Outlay
0
0
0
Total
1 $47 563
1 $45,8611
$1 702
3.71%
m1i
U
C
H
C
H-
Jury Manaaement
Position Classification:
Positions
Budget
Amount
Current
New
Total
Jury Clerk
Allocation of Court Services
Administration Salaries
Overtime
1 0 1
$27,254
2,411
200
Subtotal
29,865
COLA (3%)
Merit Pool (1.5%)
896
448
Subtotal
31,209
Fringe Benefits
7,833
Total
1
0
1
$39 042
Capital Outlay:
Quantity
Budget
Amount
None
Total
$0
M.
D
MONROE COUNTY, FLORIDA
RECORDING
ANNUAL BUDGET
FUNCTION:
The Florida Constitution provides that the Clerk of Courts shall be responsible for recording
all instruments authorized by law to be recorded in the Official Records of Monroe County.
DESCRIPTION/OBJECTIVES:
The Recording Department processes all documents that are recorded in the Official
Records of Monroe County. The staff records documents, and collects documentary and
intangible tax due to the State of Florida Department of Revenue. The department also
maintains a daily register of recorded documents and provides an index to the Official
Records.
GOALS:
The department plans to refine the new imaging system that was installed in the 1996-97
fiscal year and educate the public on its use. The department also plans to continue
processing, recording, and returning original documents in an efficient and timely manner.
CVl
L
3
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7
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j
Recordinq
Workload Measures:
Calendar Year
1994
1995
1996
Estimated
1997
Documents Recorded
54,261
52,705
57,421
58,000
Proposed
Approved
Proposed
1997-1998
1996-1997
Increase
Percent
Budget
Budget
(Decrease)
Change
Budget Summary:
Reallocated
Personal Services
$207,538
$220,273
($12,735
Operating Expenses
55,947
53,175
2,772
Capital Outlay
2,500
0
2,500
Total
$265 985
$273 448
$7 463
-2.73%
i7
I
1
H
11
P1,
0
Recordina
Positions
Budget
Position Classification:
Amount
Current
New
Total
Recording Supervisor
Clerk III
1 0 1
1 0 1
$24,000
24,094
Clerk II
1 0 1
20,743
Clerk 1
4 0 4
71,009
Allocation of Court Services
Administration Salaries
16,908
Overtime
2,000
Subtotal
158,754
COLA (3%)
Merit Pool (1.5%)
4,763
2,381
Subtotal
165,898
Fringe Benefits
41,640
Total
7
0
7
$207 538
Capital Outlay:
Quantity
Budget
Amount
Data Label Printers
4
$2,000
File Cabinet
1
500
Total
$2 500
49
11
FUNCTION:
MONROE COUNTY, FLORIDA
RECORDS MANAGEMENT
ANNUAL BUDGET
The Florida Constitution provides that the Clerk of Courts is responsible for the
maintenance and protection of a wide variety of public records.
DESCRIPTION/OBJECTIVES:
The Records Management Department 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 subsequently
destroyed. Oversight of the central mail room rests with the department. In addition, the
department provides services to other agencies such as the Library and the District School
Board as requested on a limited basis.
GOALS:
The department will be impacted by implementation of the Document Recording and
Indexing/Imaging project which was implemented in the fiscal year 1995-96. The
department will continue to microfilm the Official Records, but will begin to transition away
from microfilm to full imaging. The department also plans to expand its 35 millimeter
capabilities in order to pursue a more aggressive program of microfilming older permanent
records.
The department currently sells microfilm to regular monthly customers. These customers
will also have to begin a transition to the new technology specifically CD ROM.
u
50
J
mecorus mana ernenL
Fiscal Year
Estimated
Workload Measures:
1994
1995
1996
1997
Rolls
153
232
285
275
Pages Microfilmed
Microfilm Copies (Rolls/yr)
382,500
768
580,000
782
712,500
894
700,000
900
Microfiche Copies (Sheets/yr)
11,424
2,911
2,581
2,500
* Reformatting has substantially reduced the number of microfiche sold each year.
Proposed
Approved
Proposed
1997-1998
1996-1997
Increase
Percent
Budget
Budget
(Decrease)
Change
Budget Summa :
Reallocated
Personal Services
$162,168
$155,349
$6,819
Operating Expenses
41,500
39,265
2,235
Capital Outlay
22,000
1,800
20,200
Total
$225 668
$196 414
$29 254
14.89%
51
C
11
P
j
H-
J
n
Records Management
Positions
Budget
FpositionClassification:
Amount
Current
New
Total
Microfilm Supervisor
Microfilm Clerk II
1 0 1
1 0 1
$28,317
23,910
Microfilm Clerk 1
2 0 2
39,230
Photo Tech 1
1 0 1
20,007
Allocation of Court Services
Administration Salaries
12,085
Overtime
500
Subtotal
124,049
COLA (3%)
Merit Pool (1.5%)
3721
1,861
Subtotal
129,631
Fringe Benefits
32,537
Total
5
0
5
1 $162168
Capital Outlay:
Quantity
Budget
Amount
Reader Printer
1
$17,000
(to replace current reader printer purchased in 1978)
Camera - Marathon Office for Circuit Criminal
1
5,000
Total
$22 000
52
H1-
MONROE COUNTY, FLORIDA
■ INFORMATION SYSTEMS
f ANNUAL BUDGET
�1
�J
FUNCTION:
The role of the Clerk of the Circuit Court in Information Systems is to provide information
systems services to all departments of the Clerk of the Circuit Court as well as to the BOCC
and eight (8) other agencies that are a part of the Criminal Justice Information Systems
network.
DESCRIPTION/OBJECTIVES:
The Information Systems Department 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
GOALS:
Over the next two years, new network computer systems will be installed. These new
computer systems will update the current system to new technologies as well as resolve
the "Year 2000" problem. For more details see the section titled "Computer Network
System".
53
d
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0
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P
7
dl-
J
Information Svstems
Workload Measures:
Fiscal Year
1993
1994
1995
1996
Terminals
Processing (Hours per day)
168
16
173
16
175
16
162
16
Proposed
Approved
Proposed
1997-1998
1996-1997
Increase
Percent
Budget
Budget
(Decrease)
Change
Budget Summary:
Reallocated
Personal Services
$193,536
$192,572
$964
Operating Expenses
203,500
183,100
20,400
Capital Outlay
110,800
5,500
105,300
Total
1 $507 836
1 $381,1721
$126,6641
33.23%
54
A
H
0
L
H!,
j
1
Information Svstems
Position Classification:
Positions
Budget
Amount
Current
New
Total
Information Systems Supervisor
Administrative Assistant
Computer Operators
Overtime
1.0 0.0 1.0
0.6 0.0 0.6
2.0 0.0 2.0
$51,026
32,245
60,772
4,000
Subtotal
148,043
COLA (3%)
Merit Pool (1.5%)
4,441
2,221
Subtotal
154,705
Fringe Benefits
38,831
Total
3.6
0.0
3.6
$193 536
Capital Outlay:
Quantity
Budget
Amount
Network Systems for Court Services
$110,000
(Annual requirement; for details see the section titled
Computer Network System)
Laser Printer
800
Total
$110 800
55
D,
' MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT
NETWORK SYSTEM REQUIREMENTS
IBACKGROUND:
In 1994, the Clerk of the Circuit Court contracted with The Warner Group management
consultants to develop a five year strategic plan for updating the Clerk of the Circuit Court's
imaging and information technologies. This strategic plan provides for computer network
systems in the Clerk's Office for all departments in all three locations (Key West, Marathon,
and Plantation Key). To date the Recording Department has implemented a new Official
Records recording, indexing and imaging system and by October 1, 1997 the Finance
Department's (Clerk to BOCC) new finance system will be fully operable.
The Official Records recording, indexing, and imaging system was fully funded by the
Clerk's Public Records Modernization Trust Fund (Trust Fund). The finance system was
jointly funded by the Trust Fund and General Fund appropriations. These systems
represent approximately 40% of the strategic plan. The final phases of the strategic plan
are planned for implementation over the next two fiscal year's. These systems will replace
all existing Circuit and County Court applications.
CURRENT SYSTEMS FOR COURT SERVICES:
Most application systems are over 20 years old . Many limitations are imposed by the
current system. The system operates only with NCR 9800 hardware, uses flat files, and
obsolete database files. Programs can only be written in older 3GL programming
languages, communication is limited to a maximum of 20 lines with limited edit and data
entry capabilities, data is tabulated by hand, and reports are not automatically generated
at user sites. Other justice agencies have acquired PC local area network -based software
for case tracking and management. In addition, the current application software, operating
system, transaction processor and database files are only capable of handling a two digit
date, therefore, all new systems must be fully operable before the year 2000.
HARDWARE AND SOFTWARE REQUIREMENTS:
The new network system will require the following hardware-
1 Unix Server 14 Hubs
3 Network Files Servers 70 Uninterrupted Power Suppliers
64 Personal Computers 3 Frame Relay DSU/CSU
6 PC Cash Registers 3 Frame Relay Routes
Other (printers, modems, network computer cards, cable, etc.)
56
J
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D
U__
The new network system will require the following software:
System Software:
Novell Netware
Novell Groupwise 5
Informix Online
Informix 4GL
Application Software:
Circuit Criminal (Felony) County Criminal
Criminal Traffic and Infractions
Juvenile Delinquency and Dependency
Circuit Civil
County Civil
Probate
Jury Management
FINANCING OPTIONS:
(Misdemeanor)
It is estimated that for Court Services, the systems hardware and software requirements
will cost $750,000 plus financing cost of approximately $100,000 (based on a five year loan
at 6.5% interest rate) for a total cost of $850,000. The system will be partially financed by
the Clerk's Public Trust Fund of approximately $60,000 per year for five years. However,
an additional $110,000 per year for five years will be needed.
Two options for financing the new system currently exist.
Pooled Commercial Paper Loan Program - This program is through the Florida
Association of Counties and was developed to assist Florida counties and cities in
obtaining a more cost-efficient means of borrowing short-term funds. The interest rate
offered is lower than we would be able to obtain with a traditional lease option.
However, this program only offers a variable interest rate which can change every 30
days. A six year history reveals that the interest rate averages 2.5% lower than the
Bond Buyer Revenue Bond Index.
Traditional Lease Financing - This option is available at either a variable or fixed interest
rate, but the rate will be higher than that offered through the Pooled Commercial Paper
Loan Program.
See the following page for an analysis of these two financing options.
57
MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT
COMPUTER NETWORK SYSTEMS
COST AND FINANCING OPTION
Hardware & Estimated Payments Additional Outstanding
Software Interest Cost Clerks Public Funding Debt
Purchases 6.50% Trust Fund Requirement End of Year
Pooled Commercial
Paper
Loan Program:
FY
1997-98
$480,000
$17,647
$60,000
$109,882
$327,765
FY
1998-99
270,000
28,795
60,000
110,102
456,458
FY
1999-2000
0
21,970
60,000
110,772
307,656
FY
2000-01
0
12,309
60,000
110,160
149,805
FY
2001-02
0
1,945
60,000
91,752
0
Lease Pavments:
FY 1997-98
FY 1998-99
FY 1999-2000
FY 2000-01
FY 2001-02
$750,000 $82,666 $300,000 $532,668
$480,000
$24,119
$60,000
$111,622
$332,497
270,000
35,149
60,000
111,458
466,188
0
26,020
60,000
111,458
320,749
0
16,280
60,000
111,458
165,571
0
5,887
60,000
111,458
0
$750,000 $107,455 $300,000 $557,455
m
0
J,
j
C
F-1
MONROE COUNTY, FLORIDA Budget Analysis Pooled Commercial
CLERK OF THE CIRCUIT COURT Analysis for the Purchase of Court Services Paper Loan Program
ADMINISTRATIVE SERVICES Network Computer System
6.50%
Beginning
Purchase Purchase Principle
Payments
Ending
Interest
Ending
Balance
Hardware Software
Budget Dollars
Balance
Charge
Balance
1 Oct-97
0.00
0.00
0.00
0.00
2 Nov-97
0.00
0.00
0.00
0.00
0.00
3 Dec-97
0.00
0.00
0.00
0.00
0.00
4 Jan-98
0.00
235,000.00 245,000.00 100,000.00
0.00
380,000.00
2,058.33
382,058.33
5 Feb-98
382,058.33
2,058.33
380,000.00
2,058.33
382,058.33
6 Mar-98
382,058.33
2,058.33
380,000.00
2,058.33
382,058.33
7 Apr-98
382,058.33
2,058.33
380,000.00
2,058.33
382,058.33
8 May-98
382,058.33
27,000.00
2,058.33
353,000.00
1,912.08
354,912.08
9 Jun-98
354,912.08
1,912.08
353,000.00
1,912-08
354,912.08
10 Jul-98
354,912.08
1,912.08
353,000.00
1,912.08
354,912.08
11 Aug-98
354,912.08
1,912.08
353,000.00
1,912.08
354,912.08
12 Sep-98
354,912.08
27,000.00
1,912.08
326,000.00
1,765.83
327,765.83
235,000.00 245,000.00 154,000.00
15,881.64
17,647.47
13 Oct-98
327.765.83
1,765.83
326,000.00
1,765.83
327,765.83
14 Nov-98
327,765.83
1,765.83
326,000.00
1,765.83
327,765.83
15 Dec-98
327,765.83
1,765.83
326,000.00
1,765.83
327,765.83
16 Jan-99
327,765.83
90,000.00 180,000.00 100,000.00
1,765.83
496,000.00
2,686.67
498,686.67
17 Feb-99
498,686.67
2,686.67
496,000.00
2,686.67
498,686.67
18 Mar-99
498,686.67
2,686.67
496,000.00
2,686.67
498,686.67
19 Apr-99
498,686.67
2,686-67
496,000.00
2,686.67
498,686.67
20 May-99
498,686.67
21,000-00
2,686.67
475,000.00
2,572.92
477,572.92
21 Jun-99
477,572.92
2,572.92
475,000.00
2,572.92
477,572.92
22 Jul-99
477,572.92
2,572.92
475,000.00
2,572.92
477,572.92
23 Aug-99
477,572.92
2,572.92
475,000.00
2,572.92
477,572.92
24 Sep-99
477,572.92
21,000.00
2,572.92
454,000.00
2,459.17
456,459.17
90,000.00 180,000.00 142,000.00
28,101.68
28,795.02
25
Oct-99
456,459.17
100,000.00
2.459.17
354,000.00
1,917.50
355,917.50
26
Nov-99
355,917.50
1,917.50
354,000.00
1,917.50
355,917.50
27
Dec-99
355,917.50
1,917.50
354,000.00
1,917.50
355,917.50
28
Jan-2000
355,917.50
1,917.50
354,000.00
1,917.50
355,917.50
29
Feb-2000
355,917.50
1,917.50
354,000.00
1,917.50
355,917.50
30
Mar-2000
355,917.50
24,000.00
1,917.50
330,000.00
1,787.50
331,787.50
31
Apr-2000
331,787.50
1,787.50
330,000.00
1,787.50
331,787.50
32
May-2000
331,787.50
1,787.50
330,000.00
1,787.50
331,787.50
33
Jun-2000
331,787.50
1,787.50
330,000.00
1,787.50
331,787.50
34
Jul-2000
331,787.50
1,787.50
330,000.00
1,787.50
331,787-50
35
Aug-2000
331,787.50
1,787.50
330,000.00
1,787.50
331,787.50
36
Sep-2000
331,787.50
24,000.00
1,787.50
306,000.00
1,657.50
307,657.50
0.00 0.00 148,000.00
22,771.67
21,970.00
37
Oct-2000
307,657.50
100,000.00
1,657.50
206,000.00
1,115.83
207,115.83
38
Nov-2000
207,115.83
1,115.83
206,000.00
1,115.83
207,115.83
39
Dec-2000
207,115.83
1,115.83
206,000.00
1,115.83
207,115.83
40
Jan-2001
207,115.83
1,115.83
206,000.00
1,115.83
207,115.83
41
Feb-2001
207,115.83
1,115.83
206,000.00
1,115.83
207,115.83
42
Mar-2001
207,115.83
1,115.83
206,000.00
1,115.83
207,115.83
43
Apr-2001
207,115.83
28,500.00
1,115.83
177,500.00
961.46
178,461.46
44
May-2001
178,461.46
961.46
177,500.00
961.46
178,461.46
45
Jun-2001
178,461.46
961.46
177,500.00
961.46
178,461.46
46
Jul-2001
178,461.46
961.46
177,500.00
961.46
178,461.46
47
Aug-2001
178,461.46
961.46
177,500.00
961.46
178,461.46
48
Sep-2001
178,461.46
28,500.00
961.46
149,000.00
807.08
149,807.08
0.00 0.00 157,000.00
13,159.78
12,309.36
49
Oct-2001
149,807.08
100,000.00
807.08
49,000.00
265.42
49,265.42
50
Nov-2001
49,265.42
265.42
49,000.00
265.42
49,265.42
51
Dec-2001
49,265.42
265.42
49,000.00
265.42
49,265.42
52
Jan-2002
49,265.42
265.42
49,000.00
265.42
49,265.42
53
Feb-2002
49,265.42
265.42
49,000.00
265.42
49,265.42
54
Mar-2002
49,265.42
30,000.00
265.42
19,000.00
102.92
19,102.92
55
Apr-2002
19,102.92
102.92
19,000.00
102.92
19,102.92
56
May-2002
19,102.92
102.92
19,000.00
102.92
19.102.92
57
Jun-2002
19,102.92
102.92
19,000.00
102.92
19,102.92
58
Jul-2002
19,102.92
102.92
19,000.00
102.92
19,102.92
59
Aug-2002
19,102.92
102.92
19,000.00
102.92
19,102.92
60
Sep-2002
19,102.92
19,000.00
102.92
0.00
0.00
0.00
0.00 0.00 149,000.00
2,751.70
1,944.62
$325 000.00 $425 000.00 $750,000.00
$82 666.47
$82,666.47
58 a
H
MONROE COUNTY, FLORIDA Budget Analysis Lease
CLERK OF THE CIRCUIT COURT Analysis for the Purchase of Court Services Payments
ADMINISTRATIVE SERVICES Network Computer System
Purchase Purchase Cash
�6.50%
Beginning
Interest
Monthly
Ending
Hardware Software Purchase
Balance
Charge
Payment
Balance
1
Oct-97
235,000.00 245,000.00 77,000.00
403,000.00
2,182.92
7,885.16
397,297.76
2
Nov-97
397,297.76
2,152.03
7,885.16
391,564.63
3
Dec-97
391,564.63
2,120.98
7,885.16
385,800.45
4
Jan-98
385,800.45
2,089.75
7,885.16
380,005.04
5
Feb-98
380,005.04
2,058.36
7,885.16
374,178.25
6
Mar-98
374,178.25
2,026.80
7,885.16
368,319.89
7
Apr-98
368,319.89
1,995.07
7,885.16
362,429.80
8
May-98
362,429.80
1,963.16
7,885.16
356,507.80
9
Jun-98
356,507.80
1,931.08
7,885.16
350,553.72
10
Jul-98
350,553.72
1,898.83
7,885.16
344,567.40
11
Aug-98
344,567.40
1,866.41
7,885.16
338,548.65
12
Sep-98
338,548.65
1,833.81
7,885.16
332,497.30
235,000.00 245,000.00 77,000.00
24,119.19
94,621.89
13
Oct-98
90,000.00 180,000.00
602,497.30
3,263.53
14,288.20
591,472.63
14
Nov-98
591,472.63
3,203.81
14,288.20
580,388.24
15
Dec-98
580,388.24
3,143.77
14,288.20
569,243.82
16
Jan-99
569,243.82
3,083.40
14,288.20
558,039.03
17
Feb-99
558,039.03
3,022.71
14,288.20
546,773.54
18
Mar-99
546,773.54
2,961.69
14,288.20
535,447.04
19
Apr-99
535,447.04
2,900.34
14,288.20
524,059.18
20
May-99
524,059.18
2,838.65
14,288.20
512,609.64
21
Jun-99
512,609.64
2,776.64
14,288.20
501,098.08
22
Jul-99
501.098.08
2,714.28
14,288.20
489,524.17
23
Aug-99
489,524.17
2,651.59
14,288.20
477,887.56
24
Sep-99
477,887.56
2,588.56
14,288.20
466,187.92
90,000.00 180,000.00 0.00
35,148.97
171,458.34
25
Oct-99
466,187.92
2,525.18
14,288.20
454,424.91
26
Nov-99
454,424.91
2,461.47
14,288.20
442,598.19
27
Dec-99
442,698.19
2,397.41
14,288.20
430,707.40
28
Jan-2000
430,707.40
2,333.00
14,288.20
418,752.20
29
Feb-2000
418,752.20
2,268.24
14,288.20
406,732.25
30
Mar-2000
406.732.25
2,203.13
14,288.20
394,647.19
31
32
Apr-2000
May-2000
394,647.19
382,496.66
2,137.67
2,071.86
14,288.20
14,288.20
382,496.66
370,280.33
33
Jun-2000
370,280.33
2,005.69
14,288.20
357,997.82
34
Jul-2000
357,997.82
1,939.15
14,288.20
345,648.78
35
Aug-2000
345,648.78
1,872.26
14,288.20
333,232.84
36
Sep-2000
333,232.84
1,805.01
14,288.20
320,749.66
0.00 0.00 0.00
26,020.08
171,458.34
37
Oct-2000
320,749.66
1,737.39
14,288.20
308,198.86
38
Nov-2000
308,198.86
1,669.41
14,288.20
295,580.07
39
Dec-2000
295,580.07
1,601.06
14,288.20
282,892.94
40
Jan-2001
282,892.94
1,532.34
14,288.20
270.137.08
41
Feb-2001
270,137.08
1,463.24
14,288.20
257,312.13
42
Mar-2001
257,312.13
1,393.77
14,288.20
244,417.71
43
Apr-2001
244,417.71
1,323.93
14,288.20
231,453.44
44
May-2001
231,453.44
1,253.71
14,288.20
218,418.95
45
Jun-2001
218,418.95
1,183.10
14,288.20
205,313.86
46
Jul-2001
205,313.86
1,112.12
14,288.20
192,137.78
47
Aug-2001
192,137.78
1,040.75
14,288.20
178,890.33
48
Sep-2001
178,890.33
968.99
14,288.20
165,571.13
0.00 0.00 0.00
16,279.81
171,458.34
49
Oct-2001
165,571.13
896.84
14,288.20
152,179.78
50
Nov-2001
152,179.78
824.31
14,288.20
138,715.89
51
Dec-2001
138,715.89
751.38
14,288.20
125,179.07
52
Jan-2002
125,179.07
678.05
14,288.20
111,568.93
53
Feb-2002
111,568.93
604.33
14,288.20
97,885.07
54
Mar-2002
97,885.07
530.21
14,288.20
84,127.08
55
Apr-2002
84,127.08
455.69
14,288.20
70,294.57
56
May-2002
70,294.57
380.76
14,288.20
56,387.14
57
Jun-2002
56,387.14
305.43
14,288.20
42,404.38
58
Jul-2002
42,404.38
229.69
14,288.20
28,345.87
59
Aug-2002
28,345.87
153.54
14,288.20
14,211.22
60
Sep-2002
14,211.22
76.98
14,288.20
(0.00)
0.00 0.00 0.00
5,887.21
171,458.34
$325 000.00 $425 000.00 $77 000.00
$107 455.25
$780 455.25
58 b
MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT
TOURIST DEVELOPMENT TAX AND TOURIST IMPACT TAX
REVENUE HISTORY
MONROE COUNTY TOURIST TAX REVENUE
1992/93 1993/94 1994/95 1995/96 1996/97
Fiscal Year
❑ 3°'o Tourist Develpoment Tax ® I% Tourist Impact Tax
FY
1992/93
FY
1993/94
FY
1994/95
FY
1995/96
6 mos estimated
1996197
3% Tourist Development Tax
$7,583,657
$7,579,719
$8,210,471
$9,112,790
$9,541,980
1 % Tourist Impact Tax
0
0
0
2,291,860
3,049,918
Total Tax Collected
$7,583,657
$7,579,719
$8,210,471
$11,404,650
$12,591,898
Prior to January, 1996 the Tourist Impact Tax was collected by the State and remitted to Monroe
County. Beginning January, 1996 the tax was collected by Monroe County along with the 3%
Tourist Development Tax.
59
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MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT
TOURIST DEVELOPMENT TAX AND TOURIST IMPACT TAX
REVENUE HISTORY
3% Tourist Development Tax Revenues
Month
FY
FY
FY
FY
6 mos estimated
% Increase
Collected
1992193
1993/94
1994/95
1995/96
1 1996/97
1 from Prior Year
Oct
$407,730
$417,575
$453,333
$479,179
$494,517
3.20%
Nov
490,323
424,269
505,005
546,357
599,440
9.72%
Dec
574,035
615,883
697,491
739,016
829,980
12.31%
Jan
792,864
737,898
803,428
864,935
989,582
14.41%
Feb
907,757
920,565
1,018,709
1,255,143
1,273,313
1.45%
Mar
1,031,404
1,086,332
1,169,549
1,291,698
1,418,686
9.83%
Apr
757,133
739,676
831,037
911,397
911,397
9.67%
May
613,859
586,174
616,398
701,585
701,585
13.82%
Jun
477,625
478,756
552,124
593,243
593,243
7.45%
Jul
563,673
603,776
641,770
662,242
662,242
3.19%
Aug
575,732
601,366
536,647
639,823
639,823
19.23%
Sep
391,522
367,449
384,980
428,172
428,172
11.22%
Total $7 583 657 $7 579 719 $8 210,471 $9,112,790 $9,541,980
% Increase 14.98% -0.05% 8.32% 10.99% 4.71%
1% Tourist Impact Tax Revenues
Month FY FY FY FY 6 mos estimated % Increase
Collected 1992/93 1993/94 1994/95 1995/96 1996/97 1 from Prior Year
Oct
$164,097
n/a
Nov
198,650
n/a
Dec
276,583
n/a
Jan
276,967
329,561
18.99%
Feb
405,396
424,371
4.68%
Mar
420,398
467,557
11.22%
Apr
302,393
302,393
n/a
May
114,942
114,942
n/a
Jun
196,840
196,840
n/a
Jul
220,414
220,414
n/a
Aug
211,831
211,831
n/a
Sep
142,679
142,679
n/a
Total $0 $0 $0 $2,291,860 $3,049,918
Prior to January, 1996 the Tourist Impact Tax was collected by the State and remitted to Monroe
County. Beginning January, 1996 the tax was collected by Monroe County along with the 3%
Tourist Development Tax.
We
0
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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 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 Tourist Development Tax and Tourist Impact Tax. The
purpose of the audits 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. The staff also assists the County Tax Collector
in contacting delinquent taxpayers. When necessary these individuals or entities are also
audited.
This department is funded completely with Tourist Development Tax and Tourist Impact
Tax revenues.
GOALS:
The department plans to continue to perform random audits to identify new taxpayers, and
to assist the Tax Collector in contacting delinquent taxpayers. The department currently
is in the process of implementing a new network system which will allow the auditors to
share information with each other and provide improved security of confidential information.
61
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Tourist Tax Audit
Fiscal
Year
Estimated
Workload Measures:
1994
1995
1996
1997
Audits and Estimates Conducted
32
32
28
40
Notices of Delinquent Taxes
54
51
63
80
Identification Letters
107
105
115
100
Budget Summary:
Proposed
1997-1998
Budget
Approved
1996-1997
Budget
Proposed
Increase
(Decrease)
Percent
Change
Personal Services
$99,961
$95,593
$4,368
Operating Expenses
28,917
28,917
0
Capital Outlay
17,300
17,000
300
Total
$146 178
° $141 510
$4 668
3.30%
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Tourist Tax Audit
Position Classification:
Positions
Budget
Amount
Current
New
Total
Director of Administrative
Services and Special Projects
Senior Tourist Tax Auditor
Tourist Tax Auditor
0.10 0.00 0.10
1.00 0.00 1.00
1.10 0.00 1.10
$6,000
34,500
35,964
Subtotal
76,464
COLA (3%)
Merit Pool (1.5%)
2,294
1,147
Subtotal
79,905
Fringe Benefits
20,056
Total
2.20
0.00
2.20
$99 961
Capital Outlay:
Quantity
Budget
Amount
Vehicle
1
$17,000
Shredder to be shared with the Clerk to BOCC
Department (1/2 the cost)
1
300
Total
1
1 $17 300
M01
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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 to the Board of County Commissioner, 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's 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 resources,
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 audits are submitted to the Clerk of the Circuit Court and appropriate persons
in order for auditee's to respond to the auditors' findings and recommendations. Once the
auditees responses are received, a final audit report is issued to each Monroe County
Commissioner, County Administrator, County Independent Auditor, other appropriate
personnel, and any interested persons.
GOALS:
The department will continue to conduct audits as authorized and requested by the Clerk
of the Circuit Court.
11
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Workload Measures:
Completed Audits
Group Insurance Claims Processing
Review of Monroe County Impact Fees Expenditures
Monroe County Fleet Management -
Vehicle Repair and Maintenance Program
Monroe County Environmental Management -
Hazardous Waste Program
Monroe County Fleet Management -
Fuel Activities
Internal Audit
Date Report Issued
January 12, 1996
April 10, 1996
August 9, 1996
December 30, 1996
March 12, 1997
Budget Summary:
Proposed
1997-1998
Budget
Approved
1996-1997
Budget
Proposed
Increase
(Decrease)
Percent
Change
Personal Services
$112,427
$104,759
$7,668
Operating Expenses
21,281
21,281
0
Capital Outlay
0
0
0
Total
1 $133 708
J $126 040
$7 668
6.08%
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Position Classification:
Positions
Budget
Amount
Current
New
Total
Director of Internal Audit
Internal Auditor
1.0 0.0 1.0
0.9 0.0 0.9
$50,000
36,000
Subtotal
86,000
COLA (3%)
Merit Pool (1.5%)
2,580
1,290
Subtotal
89,870
Fringe Benefits
22,557
Total
1.9
0.0
1.9
$112 427
Capital Outlay:
Quantity
Budget
Amount
None
Total
$0