FY1999MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT
PROPOSED BUDGET
FISCAL YEAR 1998/99
June 10, 1998
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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 (W5) 289-1745
June 10, 1998
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wannp L. Rotbage
CLERK OF THE CIRCUIT COURT
MONROE COUNTY
500 WHITEHEAD STREET
KEY WEST, FLORIDA 33040
TEL. (305) 292-3550
FAX (305) 295-3660
Honorable Jack London 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
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In accordance with provisions of Chapter 129.03(2), I am submitting my proposed
budgets for Fiscal Year 1998/99. 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 1998/99 over my approved budget for Fiscal Year 1997/98 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.
Based upon my discussion with the County Administrator and other Constitutional
Officers, I have included a 2% COLA in my budget request. It is my policy to conform
my budget to reflect the final decision of the Board concerning COLA increases.
My budget also includes the sum of $58,171 to continue adjustments to the Clerk's
Compensation Plan that were begun in last fiscal year. These pay plan adjustments are a
result of information produced by the compensation study performed by the County's
consultant Coopers & Lybrand.
As you know, I did not agree with many of the findings of the final study. However, this
appropriation represents the implementation of those aspects of the study that I consider
to be acceptable in order to maintain some degree of competitiveness with other
governmental agencies.
In my budget transmittal last year, I discussed our planned migration to more efficient,
user friendly and year 2000 compliant information systems technology. With the
I
Members of the Board of County Commissioners
June 10, 1998
Page two
assistance of the BOCC, we have made great strides in obtaining funding and the
acquisition of hardware and software that will complete the implementation of our
information systems strategic plan. This effort is discussed in more detail in the section
included in this budget document under the tab labeled Computer Network System.
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,
anny L. ge
Clerk of the Circuit Court
and ex-officio Clerk to the
Board of County Commissioners
Enclosures
0
0
EXHIBIT A
Analysis of Budget Increase
Proposed 1998-99 Total Budget
Approved 1997-98 Total Budget
Total Increase
Percent Increase
Components of Increase:
2% COLA (plus related benefits)
Increase Due to Compensation Study
(plus related benefits)
Decrease Contract Services for
old computer systems
Increase in Contract Services for the
new Court Services Computer Systems
Increase in Contract Services for the
new Finance Computer System
Other Minor Increases
Total Operating Budget Increase
Increase in Debt Service Requirement
Total Budget Increase
Operating
Total
Budget
Budget
$4,115, 959
$4, 267, 959
3,921,315
4,031,315
$194,644
$236,644
4.96%
5.87%
$65, 561
58,171
(36,400)
56,500
24,000
26,812
-- --- -W
42,000
$236,644
Percent of
Increase
1.67%
1.48%
-0.93%
1.44%
0.61 %
0.69%
4.96%
MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT
TABLE OF CONTENTS
INTRODUCTORY SECTION
OrganizationChart ............................................................................... 3
Duties and Functions.......................................................................... 4
REVENUE
RevenuePolicy.................................................................................... 5
RevenueForecast............................................................................... 6-8
RevenueHistory ............................................................................... 9-10
OPERATING BUDGET SUMMARY
BudgetHistory .................................................................................... 11
Operating Budget Summary ............................................................... 12
DEPARTMENTAL OPERATING BUDGETS
Annual Budgets:
Clerk to the Board of County Commissioners ...............................
13-16
Administration...............................................................................
17-19
Allocation of Court Services, Recording, and Records Management
Administrative Overhead.........................................................
20-21
Circuit Court Criminal....................................................................
22-24
Circuit Court Civil..........................................................................
25-27
CircuitCourt Family....................................................................
28-30
Circuit Court Juvenile....................................................................
31-33
Circuit Court Probate....................................................................
34-36
County Court Criminal....................................................................
37-39
CountyCourt Civil.........................................................................
40-42
County Court Traffic....................................................................
43-45
JuryManagement..........................................................................
46-48
Recording....................................................................................
49-51
Records Management....................................................................
52-54
Information Systems....................................................................
55-57
1
MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT
TABLE OF CONTENTS CONTINUED
COMPUTER NETWORK SYSTEM
Network System Requirements.........................................................
Cost and Financing Option...............................................................
AUDIT SECTION
Tourist Development Tax Revenue History .........................................
Operating Budgets:
TouristTax Audit..........................................................................
InternalAudit...............................................................................
2
58-60
61
62-63
64-66
67-69
MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT
ORGANIZATION CHART
CITIZENS
CLERK OF THE CIRCUIT COURT
Internal Audits
Tourist Development
Tax Audits
ADMINISTRATIVE I I CLERK TO I I CIRCUIT COUNTY I I COURT
SUPPORT BOCC
Administration
Administration
L Criminal Criminal
Jury
Management
Finance
Civil Civil
Records
Value
Management
Adjustment
Family7] Traffic
Board
Recording
Juvenile
Information
Systems
Probate
3
C
H
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 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 is a political 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 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
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 included
in the General Revenue Fund of the Board of County Commissioners.
F, I
7
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.
A change in the chart of accounts beginning the fiscal year 1997-98 has necessitated a
change in the forecast for the presentation of revenue information. This change has
affected the comparability of current information with historical data. Accordingly, historical
information has been presented on a separate schedule.
P
5
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MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT
REVENUE FORECAST
FY 97/98
DESCRIPTION
Estimated
Total Clerk's Revenues
$1,096,000
Total County Revenues
2,460,000
Total Investment Income
7,280,000
Total Revenues to the State of Florida
13,394,500
Total Revenues to Other Municipalities
88,000
Total Other Revenues
4,300,000
TOTAL REVENUE
0.3%
46
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FY 98/99
Estimated
$1,106, 000
2,462,000
7,020,000
13,394,500
88,000
4,400,000
$28,618,500 $28,470,500
REVENUE DISTRIBUTION
q P0,
25.4%
■ Total Clerk's Revenues
■ Total County Revenues
■ Total Investment Income
❑ Total Revenues to the State of Florida
■ Total Revenues to Other Municipalities
■ Total Other Revenues
� I
MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT
REVENUE FORECAST
DESCRIPTION
REVENUES:
Clerk's Revenues
Recording Fees
Mortgage and Documentary Stamps
Intangible Tax
Court Related:
Circuit Civil
Circuit Criminal
County Civil
County Criminal
Traffic Criminal and Civil
Probate
Other:
Child Support
Marriage and Passport
Interest
Miscellaneous
Total Clerk's Revenue
County Revenues
Fine and Forfeiture
Local Government Criminal Justice
Code Enforcement
Radio Communication
Court Facilities
Law Library
Public Defender Liens
Legal Aid
Monroe County Drug Abuse Trust Fund
Pretrial Diversion & Treat
Mediation & Arbitration
Attorney Fees
Airport Parking
Total County Revenues
Investment Income
Clerk's Accounts
General Fund
Special Revenue Fund
Debt Service Fund
Capital Projects Fund
Fiduciary Funds
Enterprise Funds
Internal Service Funds
Total Investment Income
7
FY 97/98
Estimated
$480, 000
120,000
12,000
90,000
10,000
70,000
22,000
60,000
30,000
75,000
75,000
22,000
30,000
1.096.000
1,848,000
250,000
22,000
190,000
40,000
40,000
28,000
14,000
5,000
9,000
7,000
4,000
3,000
2,460,000
60,000
1,100, 000
4,000,000
200,000
750,000
20,000
1,000,000
150,000
7,280,000
FY 98/99
Estimated
$480, 000
120,000
12,000
90,000
10,000
70,000
22,000
60,000
30,000
80,000
80,000
22,000
30,000
1,106, 000
1,850,000
250,000
22,000
190,000
40,000
40,000
28,000
14,000
5,000
9,000
7,000
4,000
3,000
2,462,000
60,000
1,100, 000
3,800,000
200,000
700,000
10,000
1,000,000
150,000
7.020.000
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MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT
REVENUE FORECAST
FY 97/98
FY 98/99
DESCRIPTION
Estimated
Estimated
Revenues to the State of Florida
Documentary Stamps
10,000,000
10,000,000
Intangible Tax
2,000,000
2,000,000
Crimes Compensation
220,000
220,000
Additional Court Cost
24,000
24,000
Court Educational Trust Fund
9,000
9,000
State Investigation Cost
12,000
12,000
Mediation & Arbitration Trust Fund
1,500
1,500
Police Academy
67,000
67,000
Dept. of Health and Rehabilitation Services
90,000
90,000
Family Court Trust Fund
60,000
60,000
Displaced Homemaker Trust Fund
20,000
20,000
Anti -Tobacco Education Program
1,500
1,500
Traffic Fines
600,000
600,000
Child Welfare & Juv Justice Trust Fund
45,000
45,000
Failure to Comply
65,000
65,000
Epilepsy Trust Fund
11,000
11,000
Nongame Wildlife Trust Fund
35,000
35,000
Criminal Justice Training
17,000
17,000
Emergency Medical Services Trust Fund
25,000
25,000
Child Support Enforcement
8,000
8,000
DEP - Marine Biology Trust Fund
55,000
55,000
Justice Administration Commission
20,000
20,000
Florida Department of Law Enforcement
3,000
3,000
Florida Department of Alcohol & Drugs
2,000
2,000
Florida Highway Patrol
2,000
2,000
Florida Department of Transportation
1,000
1,000
Florida Marine Patrol
500
500
Total Revenues to the State of Florida
13,394,500
13,394,500
Revenues to Other Municipalities
Key West
Key Colony Beach
Monroe County Sheriff Department
Total Revenues to Other Municipalities
Other Revenues
Domestic Relations
Total Other Revenues
TOTAL REVENUE
A
77,000
4,000
7,000
88,000
77,000
4,000
7,000
88.000
4,300,000 4,400,000
4,300,000 4,400,000
$28,618,500 $28,470,500
MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT
REVENUE HISTORY
(Est.)
DESCRIPTION
FY 93/94
FY 94/95
FY 95/96
FY 96/97
REVENUES:
Recording
$387,138
$345,342
$401,159
$400,000
Circuit Court:
Civil -Circuit Court
69,193
71,696
65,250
60,000
Probate
21,160
22,518
24,950
25,000
Marriage/Passport
67,486
64,234
70,430
73,000
Copies
80,012
63,307
55,180
60,000
Miscellaneous Fees
193,015
185,726
221,406
250,000
Domestic Relations
63,106
71,427
78,193
80,000
Comm -Doc Stamps/Intangible
95,688
89,556
102,100
120,000
Appeals
9,137
4,625
6,800
7,000
County Court:
Civil -County Court
County:
55,917
53,330
53,555
60,000
Fines & Forfeitures
2,632,700
2,403,596
2,219,098
2,400,000
Court Facility Fees
Local Training
40,237
12,951
40,823
17,357
39,580
17,826
40,000
18,000
Pretrial Services
---
2,655
6,770
12,000
Radio Communications
Mediation & Arbitration
---
---
60,660
---
182,100
---
200,000
7,500
Total County
3,727,740
3,496,852
3,544,397
3,812,500
State:
Documentary Stamps
7,518,919
6,936,426
8,285,398
9,500,000
Intangible Tax
1,399,948
1,186,089
1,481,835
1,600,000
Criminal Justice Trust Fund
Crimes Compensation
186,978
112,112
306,373
225,450
279,761
224,485
140,000
200,000
Police Academy
22,200
27,680
28,317
16,000
Juvenile Surcharge
Spouse Abuse
30,726
51,184
34,926
58,920
23,092
64,800
28,000
67,000
EMT Surcharge
39,245
36,415
25,573
36,000
Additional Filing Fees
Court Educational Trust Fund
13,526
9,010
13,901
9,043
12,616
8,882
12,000
9,000
Miscellaneous
129,070
105,236
116,571
135,000
Displaced Homemaker
Dissolution of Marriage
13,610
2,779
17,493
2,804
18,910
2,674
20,000
2,000
Addt'I Fees (Civil and County)
11,417
11,669
11,465
12,000
Marine Biology Trust
Epilepsy Trust Fund
332
10,485
---
7,155
624
8,410
10,000
8,000
Nongame Wildlife Trust Fund
38,641
36,751
41,325
44,000
Marriage License Trust Fund
2,934
9,972
9,756
9,000
Family Courts Trust Fund
10,825
49,100
54,000
56,000
Total State
9,603,941
9,075,403
10,698,494
11,904,000
E
MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT
REVENUE HISTORY
DESCRIPTION FY 93/94 FY 94/95
Municipalities:
Key West & Key Colony Beach
Fines & Costs 457,843
Total Municipalities 457,843
Other:
Domestic Relations
Legal Aid
Law Library
Clerk's Trust Fund
Judgment Liens/Attny's Fees
Drug Abuse Trust Fund
Cash Bond
Airport Parking
Handicapped Parking
Total Other
Investment Income:
Clerk's Accounts
General Fund
Special Revenue Fund
Debt Service Fund
Capital Projects Fund
Fiduciary Funds
Enterprise Funds
Internal Service Funds
Total Investment Income
TOTAL REVENUE
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3,148,693
14,120
20,478
63,702
49,336
6,394
22,934
3,325,657
(Est.)
FY 95/96 FY 96/97
267,019 294,510 300,000
267,019 294,510 300,000
3,802,569
3,953,632
4,300,000
14,165
13,576
12,000
20,730
37,013
35,000
53,058
63,404
60,000
46,366
30,680
26,000
2,384
3,146
2,000
25,488
111,574
50,000
846
941
500
968
2,178
1,500
3,966,574
4,216,144
4,487,000
27,045
43,095
75,572
40,000
383,833
499,729
668,116
900,000
1,467,554
2,394,781
3,251,736
3,600,000
320,687
449,959
598,059
500,000
737,557
814,567
345,906
680,000
10,881
21,429
21,529
22,000
761,865
999,847
1,173,410
1,180, 000
123,227
155,352
154,569
150,000
3,832,649
5,378,759
6,288,897
7,072,000
$20,947,830 $22,184,607 $25,042,442 $27,575,500
10
A
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 Operating Budget
Debt Service
Total Budget
MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT
BUDGET HISTORY
Approved
Approved Approved ` 1996-1997
1994-1995 1995-1996 Budget
Budget Budget Reallocated
yi�a,uuv
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
Approved
Proposed
1997-1998
1998-1999
Budget
Budget
$784,207
$823,783
255,515
271,334
505,121
508,777
255,488
286,315
98,916
96,209
70,694
73,275
39,626
44,540
353,641
374,444
174,073
161,716
447,564
476,085
47,552
57,000
266,228
279,688
225,780
234,529
396,910
428,264
3,431,590
3,517,781
3,714,517
3,921,315
4,115,959
0
0
0
110,000
152,000
$3,431,590
$3,517,781
$3,714,517
$4,031,315
$4,267,959
Average
-------
Annual Increase:
Operating Budget 3.77% 2.51 % 5.59% 5.57% 4.96% 4.48%
Total Budget 3.77% 2.51% 5.59% 8.53% 5.87% 5.25%
Position Control 98.0 97.5 98.0 98.9 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.
Budget Increase History
$5
$4
c $3
0
$2
$1
$0
1994-1995 1995-1996 1996-1997 1997-1998 1998-1999
Fiscal Year
11
MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT
OPERATING BUDGET SUMMARY
Proposed
Approved
Proposed
1998-1999
1997-1998
Increase Percent
Budget
Budget
(Decrease) Increase
Clerk to BOCC
$823,783
$784,207
$39,576
Administration
271,334
255,515
15,819
Circuit Court
Circuit Criminal
508,777
505,121
Circuit Civil
286,315
255,488
Circuit Family
96,209
98,916
Circuit Juvenile
73,275
70,694
Circuit Probate
44,540
39,626
Total Circuit Court
1,009,116
969,845
39,271
County Court
County Criminal
374,444
353,641
County Civil
161,716
174,073
County Traffic
476,085
447,564
Total County Court
1,012,245
975,278
36,967
Jury Management
57,000
47,552
9,448
Recording
279,688
266,228
13,460
Records Management
234,529
225,780
8,749
Information Systems
428,264
396,910
31,354
Total Operating Budget
4,115,959
3,921,315
194,644 4.96%
Debt Service
152,000
110,000
42,000
Toal Budget
$4,267,959
$4,031,315
$236,644 5.87%
ON
Operating Budget
Distribution by Department for the Fiscal Year 1997-98
1.4% 6.6%
12
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0.4%
■ Clerk to BOCC
■ Administration
❑ Jury Management
❑ Circuit Court
■ County Court
■ Recording
■ Records Management
❑ Information Systems
3
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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 and property control for the BOCC (Clerk
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 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 nine 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.
13
7
This department is responsible for the custody and care of the BOCC's official documents
and makes them available for public inspection.
Clerk to the BOCC-VAB:
The 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 was finalized. The department plans to continue to research
for efficiencies generated by the new financial software package.
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.
14
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Clerk to the Board of County Commissioners
Fiscal
Year
Workload Measures:
1994
1995
1996
1997
Clerk to the BOCC - Finance
23,870
24,822
24,586
22,916
Operating Checks Issued
Payroll Checks/ Direct Deposit
19,854
21,722
22,095
21,732
Purchase Orders Recorded
10,095
8,186
8,066
9,887
Cost Centers Maintained
369
428
467
484
Funds Maintained
56
59
53
51
Property Records
7,020
7,454
7,547
6,286
Clerk to the BOCC - Admin.
41
29
26
22
Meetings Held
Pages of Minutes
462
421
400
347
Resolutions Adopted
447
502
608
495
Ordinances Adopted
50
55
65
63
Contracts Approved
596
576
514
603
Clerk to the BOCC - VAB
3
2
2
3
VAB Meetings
VAB Petitions
179
180
180
216
Special Master Hearings (days
6
6
6
9
Budget Summary:
Proposed
1998-1999
Budget
Approved
1997-1998
Budget
Proposed
Increase
Decrease
Percent
Change
Personal Services
$737,483
$720,407
$17,076
Operating Expenses
69,800
55,800
14,000
Capital Outlay
16,500
8,000
8,500
Total
1 $823,7831
$784,2071
$39,5761
5.05%
15
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Clerk to the Board of County Commissioners
Positions
Budget
Current
New
Total
Position Classification:
Amount
Finance Director
1 0 1
$67,256
Chief Accountant
1 0 1
45,000
Treas. Mgmt. Supervisor
1 0 1
39,216
Accounts Payable Supervisor
1 0 1
27,451
Administrative Assistant
1 0 1
34,061
Payroll Supervisor
1 0 1
36,456
Accounting Specialist Supervisor
1 0 1
35,975
Sr. Accounting Specialist
2 0 2
51,961
Accounting Specialist III
4 0 4
115,532
Accounting Specialist II
4 0 4
85,292
Accounting Specialist 1
1 0 1
19,608
Overtime
18,000
Overtime - move
1,000
Compensation Study
5,921
Subtotal
582,729
COLA (2%)
11,536
Merit Pool (0%)
0
Subtotal
594,265
Fringe Benefits
143,218
Total
18
0
18
$737 483
Capital Outlay:
Quantity
Budget
Amount
Personal Computers
6
$12,000
Microfiche Reader Printer
1
1,500
Check Signing Machine
1
1,000
Check Burster
1
2,000
Total
1
1 $16 500
16
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 is in the process of implementing 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.
liWA
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Administration
Fiscal
Year
Estimated
Workload Measures:
1995
1996
1997
1998
Clerk to the BOCC - Admin.
29
26
22
22
Meetings Held
Pages of Minutes
421
400
347
350
Resolutions Adopted
502
608
495
500
Ordinances Adopted
55
65
63
63
Contracts Approved
576
514
602
600
Budget Summary:
Proposed
1998-1999
Budget
Approved
1997-1998
Budget
Proposed
Increase
(Decrease)
Percent
Change
Personal Services
$223,629
$214,447
$9,182
Operating Expenses
41,705
40,268
1,437
Capital Outlay
6,000
800
5,200
Total
1 $271 334
1 $255,5151
$15 819
1 6.19%
18
11
H
Administration
Positions
Budget
Current
New
Total
Position Classification:
Amount
Executive Salary
1.0 0.0 1.0
$88,499
Director of Administrative
Services & Special Projects
0.4 0.0 0.4
24,960
Administrative Assistant
0.4 0.0 0.4
22,356
Administrative Assistant
1.0 0.0 1.0
34,061
Overtime
500
Compensation Study
0
Subtotal
170,376
COLA (2%)
1,638
Merit Pool (0%)
0
Subtotal
172,014
Fringe Benefits
51,615
Total
2.8
0.0
2.8
$223 629
Capital Outlay:
Quantity
Budget
Amount
Postal Scale (Key West Office)
1
$5,000
Postal Scale (Marathon Office)
1
1,000
Total
$6 000
19
MONROE COUNTY, FLORIDA
COURT SERVICES, RECORDING, AND RECORDS MANAGEMENT
ADMINISTRATIVE OVERHEAD
ANNUAL BUDGET
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.
20
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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
$58,240
Director of Administrative
Services & Special Projects
0.50 0.00 0.50
31,200
Branch Office Supervisors
2.00 0.00 2.00
58,897
Accounting Specialist III
0.75 0.00 0.75
25,513
Additional - Compensation Study
4,914
Total
4.25
0.00
4.25
$178 764
Allocation of Court Services
Administrative Overhead Positions
Quantity
Budget
Amount
Circuit Criminal 14.00
19.93%
$35,628
Circuit Civil 7.55
10.75%
19,217
Circuit Family 1.70
2.42%
4,326
Circuit Juvenile 2.00
2.85%
5,095
Circuit Probate 1.00
1.42%
2,538
County Criminal 11.00
15.66%
27,994
County Civil 5.00
7.12%
12,728
County Traffic 15.00
21.35%
38,166
Jury Management 1.00
1.42%
2,538
Recording 7.00
9.96%
17,805
Records Management 5.00
7.12%
12,729
Total 70.251
100.00%1
$178 764
21
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I
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.
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:
Beginning July 1998, a new Criminal Case Management System will be installed on new
computer hardware. Training of deputies and conversion of the database will occur
August through November 1998. The new system is scheduled for full on-line operations
by December 1998. This new computer system 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.
22
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Circuit Criminal
Calendar
Year
Estimated
Workload Measures:
1995
1996
1997
1998
Case Filings - All
1,808
1,901
2,052
2,100
Cases Reopened
45
30
42
50
Probation Hearings
837
965
975 (est.)
975
Bond Hearings
302
285
300 (est.)
300
Budget Summary:
Proposed
1998-1999
Budget
Approved
1997-1998
Budget
Proposed
Increase
(Decrease)
Percent
Change
Personal Services
$470,850
$458,527
$12,323
Operating Expenses
32,727
45,294
(12,567
Capital Outlay
5,200
1,300
3,900
Total
$508 777
$505 121
1 $3 656
1 0.72%
23
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Circuit Criminal
Positions
Budget
Position Classification:
Amount
Current
New
Total
Criminal Division Supervisor
1 0 1
$32,518
Clerk IV
1 0 1
26,470
Clerk III
5 0 5
123,617
Clerk II
3 0 3
65,289
Clerk 1
4 0 4
76,190
Allocation of Court Services
Administration Salaries
35,628
Overtime
5,000
Overtime - move and training
3,000
Compensation Study
4,346
Subtotal
372,058
COLA (2%)
7,354
Merit Pool (0%)
0
Subtotal
379,412
Fringe Benefits
91,438
Total
14
0
14
$470 850
Capital Outlay:
Quantity
Budget
Amount
Automatic Numbering Machine Reel/Imaging)
3
$2,600
(one for each office)
Paper Shredder
2
2,100
(one for the Marathon and Plantation Key Offices)
Time Clock - for clocking documents
1
500
Total
$5 200
24
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:
Beginning December 1998, a new Civil Case Management System will be installed on new
computer hardware. Training of deputies and conversion of the database will occur
December 1998 through March 1999. The new system is scheduled for full on-line
operations by March 1999. This new computer system 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.
25
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Circuit Civil
Calendar
Year
Estimated
Workload Measures:
1995
1996
1997
1998
Case filings:
Other Civil
994
852
915
920
Other Civil Reopened
16
10
16
20
Domestic Relations
1,442
1,295
1,243
1,250
Domestic Relations Reopened
152
42
17
20
Other:
Marriage Licenses
1,995
2,175
2,368
2,400
Passports
719
866
1,636
1,700
Budget Summary:
Proposed
1998-1999
Budget
Approved
1997-1998
Budget
Proposed
Increase
Decrease
Percent
Change
Personal Services
$250,776
$235,398
$15,378
Operating Expenses
16,739
19,440
(2,701
Capital Outlay
18,800
650
18,150
Total
$286 315
$255 488
$30,8271
12.07%
26
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Circuit Civil
Positions
Budget
Position Classification:
Amount
Current
New
Total
Civil Division Supervisor
0.55 0.00 0.55
$17,875
Clerk III
2.00 0.00 2.00
56,445
Clerk II
1.00 0.00 1.00
20,100
Clerk 1
4.00 0.00 4.00
73,200
Allocation of Court Services
Administration Salaries
19,217
Overtime
2,000
Overtime - move and training
2,000
Compensation Study
7,422
Subtotal
198,259
COLA (2%)
3,817
Merit Pool (0%)
0
Subtotal
202,076
Fringe Benefits
48,700
Total
7.55
0.00
7.55
$250 776
Capital Outlay:
Quantity
Budget
Amount
Fax Machine
1
$800
Workstations
9
18,000
Total
1
1 $18 800
27
0
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MONROE COUNTY, FLORIDA
CIRCUIT COURT FAMILY
ANNUAL BUDGET
FUNCTION:
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 Key West, Marathon, and
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. The
Clerk's Office is currently cooperating with the State Attorney's Office in the operation of
a Domestic Violence Unit in the Lower Keys that is funded by a state grant.
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.
K
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Circuit Family
Fiscal
Year
Estimated
Workload Measures:
1995
1996
1997
1998
Collections
$3,802,569
$3,953,632
$4,358,581
$4,400,000
Clerk's Fees
$64,284
$70,374
$73,534
$80,000
Transactions
34,120
26,507
26,500 (est.)
27,000
Budget Summary:
Proposed
1998-1999
Budget
Approved
1997-1998
Bud et
Proposed
Increase
Decrease
Percent
Change
Personal Services
$81,928
$86,081
($4,153
Operating Expenses
14,281
12,835
1,446
Capital Outlay
0
0
0
Total
$96 209
1 $98 916
$2 707
-2.74%
29
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Circuit Family
Positions
Budget
Current
New
Total
Position Classification:
Amount
Civil Division Supervisor
0.45 0.00 0.45
$14,625
Clerk III
1.00 0.00 1.00
21,557
Accounting Specialist III
0.25 0.00 0.25
8,504
Allocation of Court Services
Administration Salaries
4,326
Overtime - Rotation of Weekend
and Evening Clerks
15,000
Overtime - move and training
500
Compensation Study
216
Subtotal
64,728
COLA (2%)
1,290
Merit Pool (0%)
0
Subtotal
66,018
Fringe Benefits
15,910
Total
1.70
0.00
1.70
$81928
Capital Outlay:
Quantity
Budget
Amount
None
Total
$0
01
u
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MONROE COUNTY, FLORIDA
CIRCUIT COURT JUVENILE
ANNUALBUDGET
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:
Beginning July 1998, a new Juvenile Case Management System for delinquencies and
dependencies will be installed on new computer hardware. Training of deputies and
conversion of the database will occur August through November 1998. The new system
is scheduled for full on-line operations by December 1998. This 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".
31
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Circuit Juvenile
Calendar Year
Estimated
Workload Measures:
1995
1996
1997
1998
Case Filings:
Delinquency
904
962
619
600
Dependency
46
72
56
56
Cases Reopened
195
195
190
190
Budget Summary:
Proposed
1998-1999
Budget
Approved
1997-1998
Budget
Proposed
Increase
Decrease
Percent
Change
Personal Services
$67,029
$65,252
$1,777
Operating Expenses
6,246
5,442
804
Capital Outlay
0
0
0
Total
1 $73,2751
$70,6941
$2,5811
3.65%
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Circuit Juvpnilp
Positions
Budget
Current
New
Total
Position Classification:
Amount
Clerk IV
1 0 1
$26,886
Clerk 1
1 0 1
18,500
Allocation of Court Services
Administration Salaries
5,095
Overtime
600
Overtime - move and training
500
Compensation Study
1,399
Subtotal
52,980
COLA (2%)
1,032
Merit Pool (0%)
0
Subtotal
54,012
Fringe Benefits
13,017
Total
2
0
2
$67 029
Capital Outlay:
Quantity
Budget
Amount
None
Total
$0
33
H
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:
Beginning December 1998, a new Probate, Mental Health, and Guardianship Case
Management System will be installed on new computer hardware. Training of deputies
and conversion of the database will occur December 1998 through March 1999. The new
system is scheduled for full on-line operations by April 1999. This new computer system
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.
CM
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Calendar Year
Estimated
Workload Measures:
1995
1996
1997
1998
Case Filings
437
471
498
500
Cases Reopened
30
27
10
10
Budget Summary:
Proposed
1998-1999
Budget
Approved
1997-1998
Budget
Proposed
Increase
Decrease
Percent
Change
Personal Services
$39,347
$36,205
$3,142
Operating Expenses
5,193
3,421
1,772
Capital Outlay
0
0
0
Total
1 $44,5401
$39,6261
$4,9141
12.40%
35
Circuit Pmhatp
Positions
Budget
Current
New
Total
Position Classification:
Amount
Clerk IV
1 0 1
$26,784
Allocation of Court Services
Administration Salaries
2,538
Overtime
1,000
Overtime - move and training
500
Compensation Study
268
Subtotal
31,090
COLA (2%)
616
Merit Pool (0%)
0
Subtotal
31,706
Fringe Benefits
7,641
Total
1
0
1
$39 347
Capital Outlay:
Quantity
Budget
Amount
None
Total
$0
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:
Beginning July 1998, a new Criminal Case Management System will be installed on new
computer hardware. Training of deputies and conversion of the database will occur
August through November 1998. The new system is scheduled for full on-line operations
by December 1998. This new computer system will update the current system to new
technologies as well as resolve the "Year 2000" problem. For more details see the section
r titled "Computer Network System".
r
37
F1,
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I
r_nnnty [`riminnl
Calendar Year
Estimated
Workload Measures:
1995
1996
1997
1998
Case Filings:
County Criminal
5,976
6,279
6,286
6,300
Criminal Traffic
2,704
2,557
2,339
2,400
Budget Summary:
Proposed
1998-1999
Budget
Approved
1997-1998
Budget
Proposed
Increase
Decrease
Percent
Change
Personal Services
$350,341
$330,911
$19,430
Operating Expenses
24,103
22,730
1,373
Capital Outlay
0
0
0
Total
$374 444
1 $353 641
1 $20 803
1 5.88%
KU
3
Cnunty [_riminnl
Positions
Budget A
Current
New
Total
Position Classification:
Amount
Traffic/Misd. Supervisor
1 0 1
$31,484
Clerk III
1 0 1
$30,797
Clerk 11
4 0 4
85,124
Clerk 1
5 0 5
93,863
Allocation of Court Services
Administration Salaries
27,994
Overtime
2,000
Overtime - move and training
2,500
Compensation Study
3,068
Subtotal
276,830
COLA (2%)
5,475
Merit Pool (0%)
0
Subtotal
282,305
Fringe Benefits
68,036
Total
11
0
11
$350 341
Capital Outlay:
Quantity
Budget
Amount
None
Total
$p
L�j
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:
Beginning December 1998, a new Civil Case Management System will be installed on new
computer hardware. Training of deputies and conversion of the database will occur
December 1998 through March 1999. The new system is scheduled for full on-line
operations by March 1999. This new computer system 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.
n-
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Countv Civil
- ----- -----
Calendar Year
Estimated
Workload Measures:
1995
1996
1997
1998
Case Filings:
Small Claims
726
740
1,069
1,100
Evictions
513
431
444
450
Other County Civil
351
400
298
300
Total
159Q
L&A
L85Q
Cases Reopened
16
4
9
10
Budget Summary:
Proposed
1998-1999
Budget
Approved
1997-1998
Budget
Proposed
Increase
Decrease
Percent
Change
Personal Services
$147,959
$164,813
($16,854
Operating Expenses
13,757
8,610
5,147
Capital Outlay
0
650
(650
Total
$161 716
$174 073
$12 357 -7.10%
41
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Countv Civil
Positions
Budget
Position Classification:
Amount
Current
New
Total
Clerk III
1 0 1
$21,557
Clerk II
1 0 1
$21,560
Clerk 1
3 0 3
57,131
Allocation of Court Services
Administration Salaries
12,728
Overtime
800
Overtime - move and training
1,000
Compensation Study
$2,154
Subtotal
$116,930
COLA (2%)
$2,296
Merit Pool (0%)
$0
Subtotal
$119,226
Fringe Benefits
28,733
Total
5
0
5
$147 959
Capital Outlay:
Quantity
Budget
Amount
Total
$0
42
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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:
During the next fiscal year, a new Traffic Case Management System will be installed. This
new computer system 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.
43
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County Traffic
Workload Measures:
- - ----- --------
Calendar Year
1995
1996
1997
Estimated
1998
Case Filings - Infractions
26,043
31,498
34,640
35,000
Budget Summary:
Proposed
1998-1999
Budget
Approved
1997-1998
Budget
Proposed
Increase
Decrease
Percent
Change
Personal Services
$441,393
$416,204
$25,189
Operating Expenses
34,692
31,360
3,332
Capital Outlay
0
0
0
Total
1 $476,0851
$447 564
1 $28 521
1 6.37%
44
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Countv Traffic
Positions
Budget
Current
New
Total
Position Classification:
Amount
Clerk III
1 0 1
$23,750
Clerk II
2 0 2
44,207
Clerk 1
12 0 12
230,055
Allocation of Court Services
Administration Salaries
38,166
Overtime
1,000
Overtime - move and training
2,500
Compensation Study
9,203
Subtotal
348,881
COLA (2%)
6,794
Merit Pool 0%
0
Subtotal
355,675
Fringe Benefits
85,718
Total
15
0
15
$441393
Capital Outlay:
Quantity
Budget
Amount
None
Total
$0
45
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MONROE COUNTY, FLORIDA
JURY MANAGEMENT
ANNUAL BUDGET
FUNCTION:
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:
Prior to January 1998, the juror selection was generated from voter's registration cards.
Effective January 1998, Florida Statute §40.01 requires the jury to be selected from the
Florida driver's license database. Due to this database change the number of jurors
summoned increased to ensure that the required number of eligible jurors are available.
The old database generated from voter's registration cards had already removed a
substantial number of individuals that are automatically excused due to age. In addition,
the Florida driver's license database includes individuals that no longer reside in Monroe
County but still have a Florida driver's license with a Monroe County address and non
citizens that have a valid Florida Driver's License. This increase in the number of
summoned jurors will continue for the next few years. Over the next year this department
plans to review ways to make the new database more efficient.
Beginning February 1999, a new Juror Management System will be installed on new
computer hardware. Training of deputies and conversion of the database will occur
February 1999 through April 1999. The new system is scheduled for full on-line operations
by April 1999. This new computer system 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".
46
r
Workload Measures:
Jurors Summoned (2)
Jurors Served
Days Served (1)
Number of Checks Issued
to Jurors
Jury Management
Calendar
Year
Estimated
1995
1996
1997
1998
12,853
13,969
14,742
17,000
4,226
4,236
4,012
4,100
no data
no data
5,715
5,800
2,600
3,100
2,394
2,400
(1) New workload measure.
(2) The number of jurors summoned increased the first 3 months of the year due to the
data base used.
Budget Summary:
Proposed
1998-1999
Budget
Approved
1997-1998
Budget
Proposed
Increase
(Decrease)
Percent
Change
Personal Services
$40,907
$39,031
$1,876
Operating Expenses
16,093
8,521
7,572
Capital Outlay
0
0
0
Total
$57 000
$47 552
$9,4481
19.87%
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Jury Manaaement
Positions
Budget
Position Classification:
Amount
Current
New
Total
Jury Clerk
1 0 1
$28,945
Allocation of Court Services
Administration Salaries
2,538
Overtime
300
Overtime - new computer system
250
Compensation Study
289
Subtotal
32,322
COLA (2%)
641
Merit Pool (0%)
0
Subtotal
32,963
Fringe Benefits
7,944
Total
1
0
1
$40 907
Capital Outlay:
Quantity
Budget
Amount
None
Total
1
1 $0
I
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.
49
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Recordina
Workload Measures:
Calendar
Year
1995
1996
1997
Estimated
1998
Documents Recorded
52,705
57,421
57,449
58,500
Budget Summary:
Proposed
1998-1999
Budget
Approved
1997-1998
Budget
Proposed
Increase
Decrease
Percent
Change
Personal Services
$207,374
$207,781
($407
Operating Expenses
65,314
55,947
9,367
Capital Outlay
7,000
2,500
4,500
Total
$279 688
$266 228
1 $13 460
1 5.06%
50
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Recordina
Positions
Budget
Current
New
Total
Position Classification:
Amount
Clerk II
2 0 2
$47,058
Clerk 1
5 0 5
93,936
Allocation of Court Services
Administration Salaries
17,805
Overtime
2,000
Overtime - move
250
Compensation Study
2,832
Subtotal
163,881
COLA (2%)
3,221
Merit Pool (0%)
0
Subtotal
167,102
Fringe Benefits
40,272
Total
7
0
7
$207 374
Capital Outlay:
Quantity
Budget
Amount
Workstations
4
$7,000
Total
$7 000
51
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MONROE COUNTY, FLORIDA
RECORDS MANAGEMENT
ANNUAL BUDGET
FUNCTION:
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 the 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.
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Records Management
Fiscal
Year
Estimated
Workload Measures:
1995
1996
1997
1998
Rolls
232
285
327
330
Pages Microfilmed
580,000
712,500
817,500
820,000
Microfilm Copies (Rolls/yr)
782
894
892
900
Microfiche Copies (Sheets/yr)
2,911
2,581
2,602
2,600
* Reformatting has substantially
reduced the
number of microfiche
sold
each year.
Budget Summary:
Proposed
1998-1999
Budget
Approved
1997-1998
Budget
Proposed
Increase
(Decrease)
Percent
Change
Personal Services
$167,122
$162,280
$4,842
Operating Expenses
55,307
41,500
13,807
Capital Outlay
12,100
22,000
(9,900
Total
$234 529
$225 780
$8,7491
3.88%
53
Records Management
Positions
Budget
Position Classification:
Amount
Current
New
Total
Microfilm Supervisor
1 0 1
$31,172
Microfilm Clerk II
1 0 1
24,866
Microfilm Clerk 1
2 0 2
40,799
Photo Tech 1
1 0 1
20,807
Allocation of Court Services
Administration Salaries
12,729
Overtime
500
Compensation Study
1,177
Subtotal
132,050
COLA (2%)
2,617
Merit Pool (0%)
0
Subtotal
134,667
Fringe Benefits
32,455
Total
5
0
5
$167122
Capital Outlay:
Quantity
Budget
Amount
Readers
2
$6,000
Parts for Film Processor
1
4,000
(new processor would cost $30,000)
Film Holders ( one for each office)
3
2,100
Total
1 $12 100
54
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MONROE COUNTY, FLORIDA
INFORMATION SYSTEMS
ANNUAL BUDGET
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
County Court: Traffic, Civil/Small Claims
Criminal Justice Information System (CJIS)
Juvenile
Document Recording and Indexing
GOALS:
Clerk of Courts Accounting
Clerk to the BOCC Accounting
Payroll
Fixed and Moveable Assets
Over the next fiscal year, 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".
The existing NCR 98 series "Legacy" system will be phased out in the fiscal year
1999/2000. The elimination of the high maintenance costs associated with this system will
result in significant future savings.
55
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Information Svstems
Workload Measures:
Fiscal
Year
1994
1995
1996
1997
Terminals
Processing (Hours per day)
173
16
175
16
162
16
144
16
Budget Summary:
Proposed
1998-1999
Budget
Approved
1997-1998
Budget
Proposed
Increase
Decrease
Percent
Change
Personal Services
$198,664
$192,610
$6,054
Operating Expenses
226,600
203,500
23,100
Capital Outlay
3,000
800
2,200
Total
$428 264
$396 910
$31,3541
7.90%
56
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Information Svstems
Positions
Budget
Current
New
Total
Position Classification:
Amount
Information Systems Supervisor
1.0 0.0 1.0
$53,067
Administrative Assistant
0.6 0.0 0.6
33,535
Computer Operators
2.0 0.0 2.0
63,203
Overtime
5,000
Overtime - new compter system
1,000
Compensation Study
1,163
Subtotal
156,968
COLA (2%)
3,116
Merit Pool (0%)
0
Subtotal
160,084
Fringe Benefits
38,580
Total
3.6
0.0
3.6
$198 664
Capital Outlay:
Quantity
Budget
Amount
Network Systems for Court Services
(Annual requirement; for details see the section titled
Computer Network System)
Workstation for New Computer System
3,000
Total
1 $3 000
57
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MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT
NETWORK SYSTEM REQUIREMENTS
BACKGROUND:
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 in October 1997, the
Finance Department (Clerk to BOCC) implemented its new finance system.
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 beginning July 1998 and will be completed in the next
fiscal year. 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 systems. The systems operate 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
year. Therefore, the current software must be replaced in order to be fully operable before
the year 2000.
PROGRESS TO DATE:
In the current fiscal year a committee of clerk's personnel, including individuals from the
Information Systems Department, administrative staff and court clerks, and a
representative form the Court Administrators Office was organized to evaluate the various
software applications. This committee attended vendor presentations and observed
58
various new systems in operation at Clerk's offices in four different counties (Hernando,
Sarasota, Brevard, and Orange). In March, a Request for Proposals (RFP) was prepared
and sent to nine vendors. Four proposals were received. The committee and the Clerk
reviewed the proposals, and jointly decided to contract with Vanguard Management &
Information Systems, Inc. (Vanguard) to purchase the following system:
Criminal Case Management System
Civil Case Management System
Juvenile Case Management System
Probate, Guardianship & Mental Health Case Management System
Juror Case Management System
Implementation of these systems is planned for July 1998 through April 1999. The
implementation phase will include installation of the software, conversion of the current
data files, training of staff, and expansion of the network facility to provide frame relay
communication to the branch offices in Marathon and Plantation Key.
The administrative staff has prepared a detailed budget of hardware and software
requirements and related costs. The purchase of the hardware will begin June 1998. All
hardware will be purchased using State contracts when available.
The only system remaining to be implemented is the Traffic Case Management System.
At the current time we anticipate utilizing the system currently being developed by the
Florida Association of Court Clerks and Comptroller (FACC) called TCATS. However, this
system is not in production and a definite implementation date has not been set. As an
alternative Vanguard has a Traffic Case Management System. An advantage to the
Vanguard Traffic application system is that it can be integrated into other application
systems that are offered by Vanguard. We will continue to monitor the progress of TCATS
as well as develop alternative strategies.
HARDWARE AND SOFTWARE REQUIREMENTS:
The new network system will utilize the following hardware:
1 Unix Server 6 Switches
10 Hubs 80 Uninterrupted Power Suppliers
75 Personal Computers 4 Frame Relay DSU/CSU
10 Cash Register Drawers 4 Frame Relay Routes
Other (printers, modems, network computer cards, cable, etc.)
H
The new network system will utilize the following system software:
Novell IntranetWare Novell GroupWise 5
ManageWise BoarderManage
Procomm
Informix Dynamic Server: Enterprise Edition
The new network system will utilize the following application software:
Criminal Case Management System (Felony and Misdemeanor)
Civil Case Management System (Circuit and County Civil)
Juvenile Case Management System
Probate, Guardianship & Mental Health Case Management System
Juror Case Management System
Criminal Traffic and Infractions
FINANCING OPTIONS:
It is estimated that the hardware and software requirements will cost $1,200,000 plus
financing cost of approximately $165,000 , for a total cost of $1,365,000. This is $515,000
more than we had anticipated a year ago. Of the increase, $65,000 is for additional
interest cost and $450,000 is for additional cost for the operating and application systems.
The application software increased because a year ago we planned to purchase most of
the systems through the FACC. This would have reduced the cost of the applications
software substantially. However, the FACC Criminal Case Management System was
viewed unfavorably by the evaluation committee. The committee determined that the
system lacked a number of automated functions, and was not user friendly.
To finance this system the Clerk has obtained financing through the Pooled Commercial
Paper Loan Program. This program was created by the Florida Association of Counties
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. Last year the average interest rate was
4.1 % and the interest rate for April 1998 was 3.7%. Because of the variable rate, we
budgeted the interest cost at 6%. Should the interest rate stay low over the payback
period the interest charge will be reduced which will allow us to accelerate the principal
payments thus saving additional interest charges.
Funding of this project includes approximately $300,000 from the Clerk's Public Trust
Fund. The remaining funds will be budgeted through the Court Administration's budget
and the Clerk's budget. A schedule of the cash requirements, funding sources, and
analysis of the debt is on the following two pages.
.E
MONROE COUNTY, FLORIDA
Er CLERK OF THE CIRCUIT COURT
COMPUTER NETWORK SYSTEMS
IF, COST AND FINANCING OPTION
Total Cash Requirement:
Total
Cash
Principal
Interest
Cash
Purchases
Payments
Payments
Requirement
FY
1997-98 `
$150,000
$0
$6,750
$156,750
FY
1998-99
150,000
52,000
45,000
247,000
FY
1999-2000
0
199,000
47,910
246,910
FY
2000-01
0
211,000
35,940
246,940
FY
2001-02
0
224,000
22,920
246,920
FY
2002-03 **
0
214,000
6,420
220,420
$300, 000
$900, 000
$164, 940
$1, 364, 940
Funding Sources:
Court
Clerk's
Administration
Clerk's
Total
Trust Fund
Budget
Budget
Funding
FY
FY
1997-98 *
1998-99
$45, 000
60,000
$0
35,000
$110, 000
152,000
$155, 000
247,000
FY
1999-2000
60,000
35,000
152,000
247,000
FY
FY
2000-01
2001-02
60,000
60,000
35,000
35,000
152,000
152,000
247,000
247,000
FY
2002-03''''
15,000
35,000
172,000
222,000
$300,000
$175,000
$890,000
$1,365,000
Debt Analysis:
Outstanding
Debt
Outstanding
Annual
Beginning
Principal
Principal
Debt
Interest
of Year
Borrowed
Payments
End of Year
6.00%
FY
1997-98 "
$0
$450,000
$-0
$450,000
$6,750
FY
1998-99
450,000
450,000
(52,000)
848,000
45,000
FY
1999-2000
848,000
0
(199,000)
649,000
47,910
FY
FY
2000-01
2001-02
649,000
438,000
0
0
(211, 000)
(224, 000)
438,000
214,000
35,940
22,920
FY
2002-03 ""
214,000
0
(214,000)
0
6,420
$900, 000
($900, 000)
$164, 940
Three months in this Fiscal Year
*" Six months in this Fiscal Year
61
MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT
TOURIST DEVELOPMENT TAX AND TOURIST IMPACT TAX
REVENUE HISTORY
$12
$10
$8
d
$6
$2
$0
MONROE COUNTY TOURIST TAX REVENUE
1993/94 1994/95 1995/96 1996/97 1997/98
Fiscal Year
■ 3% Tourist Develpoment Tax
■ 1 % Tourist Impact Tax
FY
FY
FY
FY
6 mos estimated
1993194
1994/95
1996/96
1996/97
1997/98
_L
3% Tourist Development Tax $7,579,719
$8,210,471
$9,112,790
$9,854,128
$10,017,994
1 % Tourist Impact Tax 0
0
2,291,860
3,273,682
3,331,393
Total Tax Collected $7,579,719
$8,210,471
$11,404,650
$13,127,810
$13,349,387
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.
62
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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
1993194
1994195
1995196
1 1996/97
1997198
from Prior Year
Oct
$417,575
$453,333
$479,179
$494,517
$587,685
18.84%
Nov
424,269
505,005
546,357
599,440
634,395
5.83%
Dec
615,883
697,491
739,016
829,980
819,743
-1.23%
Jan
737,898
803,428
864,935
989,582
1,160,713
17.29%
Feb
920,565
1,018,709
1,255,143
1,273,313
1,255,779
-1.38%
Mar
1,086,332
1,169,549
1,291,698
1,418,686
1,311,069
-7.59%
Apr
739,676
831,037
911,397
907,771
907,771
-0.40%
May
586,174
616,398
701,585
793,525
793,525
13.10%
Jun
478,756
552,124
593,243
625,184
625,184
5.38%
Jul
603,776
641,770
662,242
743,447
743,447
12.26%
Aug
601,366
536,647
639,823
755,343
755,343
18.05%
Sep
367,449
384,980
428,172
423,340
423,340
-1.13%
Total $7,579,719 $8,210,471 $9,112,790 $9,854,128 $10,017,994
% Increase -0.05% 8.32% 10.99% 8.14% 1.66%
1% Tourist Impact Tax Revenues
Month
FY
FY
FY
FY
6 mos estimated
% increase
Collected
1993194
1994/95
1995/96
I 1996/97
1997198
from Prior Year
Oct
$164,097
$194,307
18.41%
Nov
198,650
211,172
6.30%
Dec
276,583
273,248
-1.21%
Jan
Feb
276,967
405,396
329,561
424,371
386,904
417,765
17.40%
-1.56%
Mar
420,398
467,557
435,134
6.93%
Apr
302,393
301,946
301,946
-0.15%
May
114,942
264,508
264,508
130.12%
Jun
196,840
207,761
207,761
5.55%
Jul
220,414
247,816
247,816
12.43%
Aug
211,831
249,785
249,785
17.92%
Sep
142,679
141,047
141,047
-1.14%
Total $0 $0 $2,291,860 $3,273,682 $3,331,393
Prior to January, 1996 the Tourist Impact Tax was collected by the State and remitted to Monro
County. Beginning January, 1996 the tax was collected by Monroe County along with the 3%
Tourist Development Tax.
63
3
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.
M.
I
7
P',
P
I
u
D
Tourist Tax Audit
Fiscal
Year
Estimated
Workload Measures:
1995
1996
1997
1998
Audits and Estimates Conducted
32
28
36
40
Notices of Delinquent Taxes
51
63
60
80
Identification Letters
105
115
66
100
Budget Summary:
Proposed
1998-1999
Budget
Approved
1997-1998
Bud et
Proposed
Increase
(Decrease)
Percent
Change
Personal Services
$99,333
$99,961
($628
Operating Expenses
28,917
28,917
0
Capital Outlay
0
17,300
(17,300
Total
$128 250
1 $146 178
$17 928-12.26%
65
H,
HI,
I
7
n
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
Compensation Study
0.10 0.00 0.10
1.00 0.00 1.00
1.00 0.00 1.00
$6,240
36,500
35,000
748
Subtotal
78,488
COLA (2.0%)
Merit Pool (0.0%)
1,555
0
Subtotal
80,043
Fringe Benefits
19,290
Total
2.10
0.00
2.10
$99 333
Capital Outlay:
Quantity
Budget
Amount
None
Total
1 $0
C:Y:t
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 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'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.
67
Internal Audit
Workload Measures:
Completed Audits Date Report Issued
Group Insurance Claims Processing January 12, 1996
Review of Monroe County Impact Fees Expenditures April 10, 1996
Monroe County Fleet Management -
Vehicle Repair and Maintenance Program August 9, 1996
Monroe County Environmental Management -
Hazardous Waste Program December 30, 1996
Monroe County Fleet Management -
Fuel Activities March 12, 1997
Monroe County Medical Examiner's Office
July 14, 1997
Monroe County Youth Organizations
February 1, 1998
Monroe County Group Health Insurance
January 22, 1998
Monroe County Construction Management
June 15, 1998
Budget Summary:
Proposed
1998-1999
Bud et
Approved
1997-1998
Budget
Proposed
Increase
(Decrease)
Percent
Change
Personal Services
$113,775
$112,427
$1,348
Operating Expenses
22,292
21,281
1,011
Capital Outlay
0
0
0
Total
$136 067
1 $133 708
1 $2 359
1 1.76%
.:
Ei,
I
Internal Audit
Position Classification:
Positions
Budget
Amount
Current
New
Total
Director of Internal Audit
Internal Auditor
Compensation Study
1.0 0.0 1.0
1.0 0.0 1.0
$47,000
42,000
900
Subtotal
89,900
COLA (2.0%)
Merit Pool (0.0%)
1,780
0
Subtotal
91,680
Fringe Benefits
22,095
Total
2.0
0.0
2.0
$113 775
Capital Outlay:
Quantity
Budget
Amount
None
Total
$0