FY2002
MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT
PROPOSED BUDGET
FISCAL YEAR 2001/2002
June 1, 2001
Prepared By:
Clerk of the Circuit Court
Danny L. Kolhage
Monroe County, Florida
CLERK OF THE CIRCUIT COURT
MONROE COUNTY
BRANCH OFFICE
MARATHON SUB COURTHOUSE
3117 OVERSEAS HIGHWAY
MARATHON, FLORIDA 33050
TEL. (305) 289-6027
FAX (305) 289-1745
MONROE COUNTY COURTHOUSE
500 WHITEHEAD STREET
KEY WEST, FLORIDA 33040
TEL. (305) 292-3550
FAX (305) 295-3663
BRANCH OFFICE
PLANTATION KEY
GOVERNMENT CENTER
88820 OVERSEAS HIGHWAY
PLANTATION KEY, FLORIDA 33070
TEL. (305) 852-7145
&S (3021852-7146
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May 31, 2001
Honorable George Neugent and
Members of the Board of County Commissioners
25 Ships Way
Big Pine Key, FL 33043
Dear Mayor and Commissioners:
In accordance with provisions of Chapter 129.03(2), I am submitting my proposed budgets for
Fiscal Year 2001-2002. 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
2001-2002 over my approved budget for Fiscal Year 2000-2001 and summarizes the components
of that increase. As you can see, the increase in my Operating Budget is 4.33% which includes a
5% COLA/merit pool. I have budgeted this 5% COLA/merit on the basis of my discussions with
the County Administrator concerning his plans for the initial County budget submission. Should
the Board make changes in this area, I will respond accordingly.
The Clerk's Office is in the process of completing two projects in the current fiscal year that will
be of great benefit to the citizens of Monroe County. First, our web site is due for completion by
August. This internet access will provide a wealth of information to those who require the
services of our office. In addition, access to public records will be greatly enhanced. Users will
be able to access all of the applications that are currently available on terminals in the Clerk's
offices and by way of the subscription-based Public Access System.
These programs include Circuit Court criminal and civil, County Court civil, small claims,
misdemeanor and traffic. The public will also have inquiry access to the Document Recording,
Indexing and Imaging System for documents recorded in the Official Records of the County
including images of those documents.
We have also acquired this year a Records Management and Document imaging system for
Board of County Commission minutes, agendas, resolutions, ordinances and related records.
Budget for FY 2001-2002
May 31, 2001
Page 2
way of the Clerk of Courts website. Individuals seeking Board of County Commission
information, will be able to view Commission minutes and perform global word searches on
those files for specific items of interest. They will also be able to view the text of resolutions and
ordinances from this application.
Funding for the acquisition of programs and services for the development of the website and
Board of County Commission application was provided by the financing secured by revenues
from the Clerk's Public Records Trust Fund and which are dedicated for public records
improvement projects.
My total budget request for operating expenses reflects an increase of $29,275. However, this is
a net increase and includes an increase of $70,000 for annual maintenance of the internet site and
Board of County Commission application described above which could not be funded with the
Public Records Improvement funds.
In regards to salaries, the Tax Collector, Property Appraiser and myself have come to an
agreement on a uniform salary for entry-level clerical type positions. Due to a reduction of the
retirement contribution rate, I have been able to make the necessary salary adjustments to
accommodate that policy within the 5% of salary increase proposed in this budget.
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,
Da . Ko ge
Clerk of the Circuit Court
and ex-officio Clerk to the
Board of County Commissioners
Enclosures
EXHIBIT A
Analysis of Budget Increase
Operating Total
Budget Budget
Proposed 2001-2002 Total Budget $4,470,308 $4,598,308
Approved 2000-2001 Total Budget 4,284,857 4,424,857
Total Increase $185,451 $173,451
~
Percent Increase 4.33% 3.92%
Percent of
Increase
Amount
Components of Increase:
5% COLNMerit (plus related benefits)
$156,176
Other Operating IncreaseslDecreases
29,275
I/VIo
s-~ (01-14-
,7 ~
(oS
(CA. c/) -Pf'I se
Total Budget Increase
$185,451
4.33%
EXHIBIT A
Analysis of Budget Increase
-------.._---
----.-.-----,- -- '----
Operating
Budget
Total
Budget
Proposed 2001-2002 Total Budget
$4,470,308
$4,598,308
Approved 2000-2001 Total Budget
4,284,857
4,424,857
Total Increase
$185j51
_ $173,451
Percent Increase
4.33%
3.92%
Amount
Percent of
Increase
Components of Increase:
5% COLA/Merit (plus related benefits)
$156,176
Other Operating Increases/Decreases
29,275
Total Budget Increase
----.... .._~_.__._- -------._------- ------
---- ._----~-_..- --------
-'~i
I
.==-----=-----._=c- ii
$185,451
4.33%
MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT
TABLE OF CONTENTS
INTRODUCTORY SECTION
Organization Chart .... ... ...... ... ............. ... ................. ... ............ ............... 3
Duties and Functions .......................................................................... 4
REVENUE
Revenue Policy .................................................................................... 5
Reven ue Forecast ............................................................................... 6-8
Revenue History ............................................................................... 9-10
OPERATING BUDGET SUMMARY
Budget History ..................................................................................... 11
Operating Budget Summary ................................................................ 12
DEPARTMENTAL OPERATING BUDGETS
Annual Budgets:
Clerk to the Board of County Commissioners ................................
Administration ................................................................................
Allocation of Court Services, Recording, and Records Management
Administrative Overhead................................................................
Circuit Court Criminal..................................... ................................
Circuit Court Civil .... ... ................ ................. ... ... ............................
Circuit Court Family.................... ......................................................
Circuit Court Juvenile .............. .................... ...................................
Circuit Court Probate ........... ... .... ............. ... .... ... ... ...... ........ ...........
County Court Criminal .. ... ... .................... ... ... .... ... ................. ...........
County Court Civil .................................. ........................................
County Court Traffic......... .................................................................
Jury Management ..........................................................................
Record ing .....................................................................................
Records Management .....................................................................
I nformation Systems .....................................................................
1
13-16
17-19
20-21
22-24
25-27
28-30
31-33
34-36
37 -39
40-42
43-45
46-48
49-51
52-54
55-57
MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT
TABLE OF CONTENTS CONTINUED
COMPUTER NETWORK SYSTEM
Network System Requirements .......................................................... 58-59
Debt Financing ..................................... ......................... ....................... 60
AUDIT SECTION
Tourist Development Tax Revenue History .......................................... 61-62
Operating Budgets:
Tourist Tax Audit .......................................................................... 63-65
Internal Aud it..................................................................................... 66-68
2
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 BOCC COURT COURT
Administration Administration Criminal Criminal
Jury
Management Finance Civil Civil
Records Value
Management Adjustment Family Traffic
Board
Recording Juvenile
Information
Systems Probate
3
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.
4
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 in 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.
5
MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT
REVENUE FORECAST
FY 98/99 FY 99/2000 FY 2000/01 FY 2001/02
DESCRIPTION Actual Actual Estimated Estimated
Total Clerk's Revenues $1,321,500 $1,454,888 $1,413,411 $1,438,300
Total County Revenues 2,616,736 2,387,716 2,276,936 2,288,300
Total Investment Income 7,932,970 9,942,986 9,220,000 9,270,000
Total Revenues to the State of Florida 16,911,436 17,626,348 16,414,149 16,433,725
Total Revenues to Other Municipalities 242,139 298,908 354,542 365,000
Total Other Revenues 5,322,351 5,386,820 5,400,000 5,400,000
TOTAL REVENUE $34,347,132 $37,097,666 $35,079,038 $35,195,325
REVENUE APPORTIONMENT
26.3%
. Total Clerk's Revenues
. Total County Revenues
. Total Investment Income
o Total Revenues to the State of Florida
. Total Revenues to Other Municipalities
. Total Other Revenues
6
MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT
REVENUE FORECAST
FY 97/98 FY 98/99 FY 99/2000 FY 2000/01 FY 2001/02
DESCRIPTION Actual Actual Actual Estimated Estimated
-....-'. ..-. -,. -_.__._-----~ .._--_._.,----,~~----- ---.--.- -----
REVENUES:
Clerk's Revenues
Recording Fees $527,696 $579,637 $550,405 $578,104 $575,000
Mortgage and Documentary Stamps 141,090 151,748 169,540 148,401 150,000
Intangible Tax 13,242 11,972 10,881 11 ,436 11,500
Court Related:
Circuit Civil 96,814 70,443 119,574 122,430 125,000
Circuit Criminal 9,241 7,330 9,709 11 ,434 11,500
County Civil 71,336 71 ,361 66,598 58,112 60,000
County Criminal 21,283 29,401 49,801 50,496 50,000
Traffic Criminal and Civil 61,385 69,891 80,037 82,696 85,000
Probate 29,645 31 ,793 28,337 22,954 25,000
Other:
Child Support 69,958 44,540 27,233 27,216 27,300
Child Support from State of Florida 11,893 36,384 143,825 106,660 120,000
Marriage and Passport 83,160 94,033 100,409 95,596 100,000
Clerk's Trust Fund 73,587 80,850 75,302 75,000 75,000
Miscellaneous 30,073 42,117 23,237 22,876 23,000
Total Clerk's Revenue 1,240,403 1,321,500 1,454,888 1,413;411 i"f38,300
-----.--------
County Revenues
Fine and Forfeiture 1,803,941 1,900,656 1,694,772 1,601,408 1,600,000
Local Government Criminal Justice 262,502 283,493 287,735 273,044 280,000
Code Enforcement 17,242 55,257 20,994 19,308 20,000
Radio Communication 187,784 210,368 218,437 215,442 216,000
Court Facilities 39,765 43,024 47,039 62,032 60,000
Law Library 41,205 42,810 43,851 44,490 45,000
Public Defender Liens 30,759 31,130 16,038 10,912 12,000
Legal Aid 13,830 13,619 13,970 14,092 15,000
Monroe County Drug Abuse Trust Fund 5,257 9,233 6,479 6,230 6,300
Pretrial Diversion & Treatment 8,770 8,830 10,820 4,960 6,000
Mediation & Arbitration 7,326 8,416 8,808 10,464 12,000
MC Handicapped Parking 1,912 1,115 4,137 6,334 6,000
Attorney Fees 4,878 3,973 6,475 3,940 5,000
Airport Parking 4,964 4,812 8,161 4,280 5,000
Total County Revenues . --2,430,135--2:,616,736 2,387,716 2,276,936 2,288,300
---- -----.--------
Investment Income
Clerk's Accounts 24,431 23,360 24,757 25,000 25,000
General Fund 1,102,345 1,150,153 1,477,236 1,400,000 1,400,000
Special Revenue Fund 4,143,644 3,786,186 4,588,503 4,100,000 4,100,000
Debt Service Fund 166,004 56,989 50,308 50,000 50,000
Capital Projects Fund 1,198,282 1,429,377 1,814,626 1,700,000 1,750,000
Fiduciary Funds 50,135 43,320 50,587 45,000 45,000
Enterprise Funds 1,287,944 1,033,926 1,310,674 1,300,000 1,300,000
Internal Service Funds 281,370 409,659 626,295 600,000 600,000
Total Investment Income 8,254,155 7,932,970 9,942,986 9,220,000 9,270,000
.. __n_________
7
MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT
REVENUE FORECAST
FY 97/98 FY 98/99 FY 99/2000 FY 2000/01 FY 2001/02
DESCRIPTION Actual Actual Actual Estimated Estimated
_no. ,_,__~~__.__~. "_"--.---~ .._-----------,-_....
Revenues to the State of Florida
Documentary Stamps 12,054,153 12,936,226 13,784,147 12,490,848 12,500,000
Intangible Tax 2,271,292 2,332,508 2,165,797 2,276,250 2,275,000
Crimes Compensation 238,972 276,048 250,999 247,272 250,000
Additional Court Cost 22,916 22,897 23,268 23,520 23,500
Court Educational Trust Fund 9,055 8,975 9,147 9,006 9,000
State I nvestigation Cost 12,134 17,258 16,117 16,220 16,300
Mediation & Arbitration Trust Fund 1,544 1,655 1,673 1,730 1,700
Police Academy 74,334 89,596 91,054 88,414 90,000
Dept. of Health and Rehabilitation Services 93,406 99,914 102,474 98,254 100,000
Family Court Trust Fund 59,025 72,600 77,825 75,150 76,000
Displaced Homemaker Trust Fund 20,253 24,360 25,840 24,956 25,000
Anti-Tobacco Education Program 2,390 2,256 7,927 6,816 7,000
Traffic Fines 601,466 658,781 693,711 722,654 725,000
Child Welfare & Juv Justice Trust Fund 45,422 50,450 50,796 48,772 50,000
Failure to Comply 65,872 79,788 83,610 87,976 85,000
Epilepsy Trust Fund 12,110 12,235 12,170 11,270 12,000
Nongame Wildlife Trust Fund 34,660 35,647 33,777 33,774 33,700
Criminal Justice Training 17,639 21,596 18,268 18,512 18,500
Emergency Medical Services Trust Fund 30,488 39,391 32,075 33,306 33,000
Crime Stoppers 0 8,926 15,999 15,302 15,500
Child Support Enforcement 6,734 1,656 1,576 2,046 2,000
DEP - Marine Biology Trust Fund 90,631 90,607 98,548 48,824 50,000
Justice Administration Commission 19,793 20,038 17,784 23,656 25,000
Victim Handicapped/Elderly 0 158 0 0 0
Florida Department of Law Enforcement 2,786 2,794 3,687 1,058 2,000
Florida Department of Alcohol & Drugs 1,075 0 0 0 0
Florida Highway Patrol 1 ,406 1,742 1,471 1,498 1,500
Florida Department of Transportation 700 200 25 25 25
Florida Marine Patrol 1 ,460 3,134 6,583 7,040 7,000
Total Revenues to the State of Florida 15,791,716 16,911,436 17,626,348 16,414,149 16,433,725
Revenues to Other Municipalities
Key West 82,343 141,456 83,822 45,660 50,000
Layton 0 8,494 5,482 8,346 8,000
Key Colony Beach 4,930 8,471 7,975 6,534 7,000
Islamorada 34,321 70,173 70,145 116,382 120,000
Marathon 0 0 120,001 167,824 170,000
Monroe County Sheriff Department 9,034 -- ...-.-.... 13,545 11 ,483 9,796 10,000
Total Revenues to Other Municipalitie 130,628 242,139 298,908 354,542 365,000
-- --.._-_..._-_.._~--
Other Revenues
Domestic Relations 5,313,852 5,322,351 5,386,820 5,400,000 5,400,000
Total Other Revenues 5,313,852 5,322,351 5,386,820 5,400,000 5,400,000
TOTAL REVENUE $33,160,88~ $34,347,132 $37,097,666$35,079,038 $35,195,325
8
MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT
REVENUE HISTORY
SUPERSEDED CHART OF ACCOUNTS
DESCRIPTION FY 93/94 FY 94/95 FY 95/96 FY 96/97
-'--'-~- ----
REVENUES:
Recording $387,138 $345,342 $401,159 $414,705
Circuit Court:
Civil-Circuit Court 69,193 71,696 65,250 64,271
Probate 21 , 160 22,518 24,950 24,015
Marriage/Passport 67,486 64,234 70,430 77,980
Copies 80,012 63,307 55,180 71,374
Miscellaneous Fees 193,015 185,726 221,406 258,608
Domestic Relations 63,106 71,427 78,193 81,704
Comm-Doc Stamps/Intangible 95,688 89,556 1 02,1 00 133,869
Appeals 9,137 4,625 6,800 6,000
County Court:
Civil-County Court 55,917 53,330 53,555 61,429
County:
Fines & Forfeitures 2,632,700 2,403,596 2,219,098 2,408,108
Court Facility Fees 40,237 40,823 39,580 40,771
Local Training 12,951 17,357 17,826 19,293
Pretrial Services 2,655 6,770 15,300
Radio Communications 60,660 182,100 205,971
Mediation & Arbitration 8,452
.'---_. ...--..---- --- - -'.._--'----'--,'._--- n____..~.____..___.______ _
Total County 3,727,740 3,496,852 3,544,397 3,891,850
State:
Documentary Stamps 7,518,919 6,936,426 8,285,398 10,444,079
Intangible Tax 1,399,948 1,186,089 1,481,835 1,714,939
Criminal Justice Trust Fund 186,978 306,373 279,761 275,474
Crimes Compensation 112,112 225,450 224,485 222,165
Police Academy 22,200 27,680 28,317 16,368
Juvenile Surcharge 30,726 34,926 23,092 27,303
Spouse Abuse 51,184 58,920 64,800 71,100
EMT Surcharge 39,245 36,415 25,573 41,831
Additional Filing Fees 13,526 13,901 12,616 12,643
Court Educational Trust Fund 9,010 9,043 8,882 9,338
Miscellaneous 129,070 105,236 116,571 170,672
Displaced Homemaker 13,610 17,493 18,910 20,505
Dissolution of Marriage 2,779 2,804 2,674 2,716
Addt'1 Fees (Civil and County) 11,417 11,669 11 ,465 12,849
Marine Biology Trust 332 624 13,389
Epilepsy Trust Fund 10,485 7,155 8,410 9,145
Nongame Wildlife Trust Fund 38,641 36,751 41,325 43,659
Marriage License Trust Fund 2,934 9,972 9,756 9,828
Family Courts Trust Fund 10,825 49,100 54,000 59,250
Total State -~~--- - ----------
9,603,941 9,075,403 10,698,494 13,177,253
-~.-._-- ---
9
MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT
REVENUE HISTORY
SUPERSEDED CHART OF ACCOUNTS
DESCRIPTION
Municipalities:
Key West & Key Colony Beach
Fines & Costs
Total Municipalities
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
FY 93/94
457,843
-~-
457,843
3,148,693
14,120
20,478
61,891
49,336
6,394
22,934
3,323,846
27,045
383,833
1 ,467,554
320,687
737,557
10,881
761,865
123,227
3,832,649
FY 94/95
267,019
267,019
3,802,569
14,165
20,730
58,864
46,366
2,384
25,488
846
968
3,972,380
43,095
499,729
2,394,781
449,959
814,567
21,429
999,847
155,352
5,378,759
$20,946,019 $22,190,413
10
FY 95/96
294,510
294,510
3,953,632
13,576
37,013
62,456
30,680
3,146
111,574
941
2,178
4,215,196
75,572
668,116
3,251,736
598,059
345,906
21,529
1,173,410
154,569
--------.-
6,288,897
$25,041,494
FY 96/97
364,096
~-
364,096
4,325,170
14,173
42,525
65,448
26,990
2,229
26,938
418
1,552
4,505,443
53,613
932,879
3,687,874
208,156
885,495
25,555
1,261,636
187,323
7,242,531
i?9,t~J ,173
MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT
BUDGET HISTORY
Approved Approved Approved Approved Proposed
1997-1998 1998-1999 1999-2000 2000-2001 2001-2002 Average
Budget Budget Budget Budget Budget Increase
Clerk to BOCC $784,207 $830,941 $827,944 $828,375 $878,299
Administration 255,515 272,350 275,165 273,598 273,700
Circuit Criminal 505,121 513,340 522,894 526,521 549,141
Circuit Civil 255,488 288,683 286,382 290,062 316,435
Circuit Family 98,916 97,010 113,719 104,113 108,137
Circuit Juvenile 70,694 73,914 72,758 76,275 79,180
Circuit Probate 39,626 44,924 43,736 44,604 46,555
County Criminal 353,641 377,841 368,454 382,311 411,528
County Civil 174,073 163,140 159,923 157,582 169,037
County Traffic 447,564 480,299 490,202 505,032 536,445
Jury Management 47,552 57,397 59,878 60,594 62,058
Recording 266,228 281,686 307,349 314,155 333,396
Records Management 225,780 236,153 236,775 239,570 246,289
Information Systems 396,910 430,198 449,372 482,065 531,975
-~-- ~ -......---.----,.-.. . _.~._,,-...,-_.__._-,-_.._,-
Total Operating Budget 3,921,315 4,147,876 4,214,551 4,284,857 4,542,175
Debt Service 110,000 152,000 152,000 140,000 128,000
Courthouse Renovation -
Office Furnishings 0 0 75,000 0 0
------,._----
Total Budget $4,031,315 $4,299,876 $4,441,55'L $4,424,857 $4,670,175
Annual Increase:
Operating Budget 5.57% 5.78% 1.61% 1.67% 6.01% 4.13%
Total Budget 8.53% 6.66% 3.29% -0.38% 5.54% 4.73%
Position Control 98.0 98.9 98.9 99.9 99.9
I
Budget Increase History
J
$5 r
I
I
$4 r.-----
I
~ $3 r
~ $2 I
I
$1 I-
I
I
$0 1__1
1997-1998
------------
- ------- -------------- -~ ------------------
____ Total
Operating
Budget
r
199B-1999
1999-2000
Fiscal Year
2000-2001
2001-2002
11
MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT
OPERATING BUDGET SUMMARY
Proposed Approved Proposed
2001-2002 2000-2001 Increase Percent
Budget Budget (Decrease) Increase
Clerk to BOCC $878,299 $828,375 $49,924
Administration 273,700 273,598 102
Circuit Court
Circuit Criminal 549,141 526,521 22,620
Circuit Civil 316,435 290,062 26,373
Circuit Family 108,137 104,113 4,024
Circuit Juvenile 79,180 76,275 2,905
Circuit Probate 46,555 44,604 1,951
Total Circuit Court 1,099,448 1,041,575 57,873
County Court
County Criminal 411,528 382,311 29,217
County Civil 169,037 157,582 11 ,455
County Traffic 536,445 505,032 31,413
Total County Court 1,117,010 1,044,925 72,085
Jury Management 62,058 60,594 1 ,464
Recording 333,396 314,155 19,241
Records Management 246,289 239,570 6,719
Information Systems 531,975 482,065 49,910
Total Operating Budget -~~~~-
4,542,175 4,284,857 257,318 6.01%
Debt Service 128,000 140,000 (12,000)
Courthouse Renovation -
Office Furnishings 0 0 0
Total Budget $4,670,175 $4,424,857 $245,318 5.54%
Operating Budget
Distribution by Department for the Fiscal Year 2001-02
1.4% 6.0%
III Clen.. to BOCC
III Administration
III Jury Management
rn Circuit Court
III County Court
III Recording
III Records Management
L III Information Systems
12
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 Soard of County Commissioners"
(SOCC). The Clerk "shall keep the minutes and accounts." As Clerk to the Soard of
County Commissioners, the Clerk is also responsible to serve as Clerk to the Value
Adjustment Soard (VAS) created pursuant to Florida Statute 194.015.
DESCRIPTION/OBJECTIVE:
This department includes the accounting function and property control for the SOCC
(Clerk to the SOCC-Finance), recording of the minutes of the SOCC meetings (Clerk to
the SOCC-Admin) and operations for the Value Adjustment Soard (Clerk to the
SOCC-VAS).
Clerk to the SOCC - Finance:
This department maintains SOCC 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 twelve 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 SOCC - Admin:
This department prepares and indexes official minutes of regular and special meetings
of the SOCC. 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
SOCC's official documents and makes them available for public inspection.
13
Clerk to the BaCC - 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 V AB, attends and records special master
hearings and V AB 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 BaCC - Finance
The Governmental Accounting Standards Board issued Statement No. 34 at the end of
June, 1999. That pronouncement established a new financial reporting model for state
and local governments. Implementation for Monroe County is scheduled for FY 2002.
The Finance Department has commenced research, planning and decision making and
will continue with these strategies in order to meet this crucial deadline.
Clerk to the BaCC - Admin:
In Fiscal Year 2000-2001, the Clerk has acquired and will implement a Records
Management and Document Imaging System for Bacc minutes, agendas, resolutions,
ordinances and related records. The record of Board actions and documents will be
available to the public and County staff by way of the Clerk of Courts website, which will
also be implemented during FY 2000-2001. The Clerk to the BaCC will endeavor to
promote and educate the public and staff concerning the proper use of this application,
in order to facilitate access to Board records.
Clerk to the BaCC - 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
er 0 e oar 0 oumy ommlssloners
Fiscal Year
--~----
Workload Measures: I 1997 1998 1999 2000
Clerk to the BOee - Finance
Operating Checks Issued 22,916 19,544 20,387 19,102
Payroll Checksl Direct Deposits 21 ,732 21,107 19,534 19,304
Cost Centers Maintained 484 549 545 563
Funds Maintained 51 54 56 56
Property Records 6,286 7,105 7,140 5,251
Clerk to the BOCC - Admin.
Meetings Held 22 26 45 41
Pages of Minutes 347 386 481 385
Resolutions Adopted 495 530 635 533
Ordinances Adopted 63 40 50 56
Contracts Approved 603 589 508 542
Clerk to the BOee - V AB
VAB Meetings 3 3 2 3
V AB Petitions 216 195 284 199
Special Master Hearings (days) 9 8 9 6
I I I
I
I I
I
i
CI k t th B d f C t C
Proposed I Approved Proposed I
2001-2002 2000-2001 Increase I Percent
-','-- Budget Summary: .. Budget , Budget (Decrease) . Change
i
Personal Services $791,899 $740,875 I
$51,0241
Operating Expenses 78,900 74,500 4,400
Capital Outlay 7,500 13,000 (5,500)
-
Total $878,299 $828,375 $49,924 6.03%
15
er 0 e oar 0 oumy ommlssloners
Positions Budget
Position Classification: Current I New I Total Amount
Finance Director 1 0 1 $76,375
Assistant Finance Director 1 0 1 49,726
Sr. Accounting Specialists 4 0 4 154,644
Administrative Assistant 1 0 1 36,250
Accounting Specialists 11 0 11 290,528
J
Overtime 35,000
,
__'__'_'_'__'_~_m_ . . Subtotal. -~
642,523
COLA / Merit Pool (7%) 44,977
----'---,-,.,---_._- --"
Subtotal 687,500
Ju Fring13 Benefits ~ ~ 104,399
Total 18 I 0 I 18 $791.899
CI k t th B d f C t C
Budget
Capital Outlay: Quantity Amount
Personal Computers 3 $4,500
Laser Printers I 3 3,000
-'-- I
Total $7,500
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 procedures 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:
During Fiscal Year 2000-2001, the Clerk issued an RFP for services and equipment
associated with the development and implementation of a Clerk of Courts website. A
firm was selected to assist the Clerk's staff in the design and development of the
website and to warehouse certain information at their corporate site, in order to
minimize impact on limited resources at our local site. The website will provide general
information about the Clerk's Office as well as access to commonly used forms. In
addition, users will have inquiry access - via the internet - to all of the Clerk of Court
computer applications in the Circuit and County Courts, as well as the Official Records
Document Indexing and Imaging System. Administrative Staff will promote and
educate potential users of the system and, based on user feedback, monitor the
effectiveness of the website. Over the next few years, the administration, with
departmental staff assistance, plans to continue 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.
17
Administration
I Fiscal Year
_._-_._~..- I
I Estimated
I
Workload Measures: I 1998 1999 2000 1- 2001
-- __'__m__.____.___.~
Clerk to the BOCC - Admin.
Meetings Held 26 45 41 I 45
Pages of Minutes 386 481 385 407
Resolutions Adopted 530 635 533 358
Ordinances Adopted 40 50 56 39
Contracts Approved 589 508 542 238
I
i
I Proposed Approved ! Proposed
2001-2002 2000-2001 i Increase Percent
Budget Summary: Budget Budget I (Decrease) Change_
i I
I
Personal Services $227,545 I $4,202
$223,343
Operating Expenses 44,155 46,255 (2,100)
Capital Outlay 2,000 4,000 I (2,000)
-- I -t------ ----- --------
1 -j--
Total $273,700 I $273,5981 $102 0.04%
18
Administration
I Positions Budget
Position Classification: I Current I New I Total Amount
---
Executive Salary 1.0 0.0 1.0 $97,357
Director of Administrative
Services & Special Projects I 0.4 0.0 0.4 25,515
Administrative Assistant 0.4 0.0 0.4 25,387
Administrative Assistant 1.0 0.0 1.0 36,250
Overtime 700
----
Subtotal I 185,209
- -,_..'---------
COLA / Merit Pool (7%) I 6,101
L
Subtotal --J= 191,310
_Fringe Benefits 36,235
I I -----
Total 2.8 0.0 2.8 i $227 545
Budget
(~apital Outlay: Quantity Amount
----~~ - -,',',,-_...- -
Laser Printers 2 $2,000
-._----- -- - --- ...~----
Total $2,000
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 in 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
Court Services Administrative Overhead
I Positions Budget
Position Classification: I -Curr~nt_~ I -----
New Total Amount
, ---~
i
Director of Court Services i 1.00 0.00 1.00 $66,135
Director of Administrative
Services & Special Projects 0.50 0.00 0.50 31,894
Branch Office Supervisors 1.90 0.00 1.90 66,592
Sr. Accounting Specialist 0.90 0.00 0.90 35,005
Overtime 4,000
r- .___.0.._.- I -----
Total 4.30 0.00 4.30 $203,626
Allocation of Court Services Budget
Administrative Overhead Positions Quant~y_ Amount
----
Circuit Criminal 14.00 19.64% $39,992
Circuit Civil 7.20 10.10% 20,566
Circuit Family 2.35 3.30% 6,720
Circuit Juvenile 2.00 2.81% 5,722
Circuit Probate 1.00 1.40% 2,851
County Criminal 11.00 15.43% 31,419
County Civil 4.80 6.73% 13,704
County Traffic 14.95 20.97% 42,700
Jury Management 1.00 1.40% 2,851
Recording 8.00 11.22% 22,847
Records Management 5.00 7.00% 14,254
-~-- "- ------.-
Total 71.30 100.00% $203,626
21
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:
During the next fiscal year, the department plans to continue to refine internal systems.
This will facilitate the method of processing information and improve efficiency of
operations. With the assistance of the Administrative staff, 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.
The staff of this department will also monitor the use of the Clerk of Courts website and
respond to changes in the nature and extent of public records requests based upon the
use of the website.
22
L__ Calendar Year
I Estimated
Workload Measures: ! 1998 1999 2000 2001
,
Case Filings - All 2,020 1,905 2,120 2,000
Cases Reopened 52 18 18 20
Probation Hearings 1,025 662 600 650
Bond Hearings 216 191 296 250
I
I
I
Circuit Criminal
Proposed Approved Proposed
2001-2002 2000-2001 Increase Percent
__E!!:I~get Summary: Budget Budget (Decrease) Change
Personal Services $511,457 $489,404 $22,053
Operating Expenses 34,184 34,517 (333)
Capital Outlay 3,500 2,600 I 900
i
-- I -
Total $549,141 $526,521 I $22,620 4.30%
23
Positions Budget
--
Position Classification: Current I New i Total Amount
- ,
Criminal Division Supervisor 1 0 1 $36,224
Clerk IV 2 0 2 62,361
Clerk III 2 0 2 52,670
Clerk II 4 0 4 100,784
Clerk I 5 0 5 109,200
Other Salary and Wages 6,600
Allocation of Court Services
Administration Salaries 39,992
Overtime 8,000
I
--- -- ------ ,--
Subtotal 415,831
COLA I Merit Pool (7%) 29,108
--
Subtotal 444,939
-- Fringe Benefits - 66,518
Total 14 I 0 I 14 $511.457
Circuit Criminal
Budget
Capital Outlay: Quantity Amount
_n -~~_.
Microfiche Cabinet 1 $1 ,500
Laser Printers 2 2,000
_______u_._ ---.....-.-.----.--...-- -----..---------- _." - --r------ ---- j-------- ---
Total i $3,500
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 processes all passport
applications.
GOALS:
During the next fiscal year, the department plans to continue to refine internal systems.
This will facilitate the method of processing information and improve efficiency of
operations. With the assistance of the Administrative staff, 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.
The staff of this department will also monitor the use of the Clerk of Courts website and
respond to changes in the nature and extent of public records requests based upon the
use of the website.
25
Calendar Year
Estimated
Workload Measures: 1998 1999 2000 2001
Case filings:
Other Civil 915 903 1,032 I 1,100
Other Civil Reopened 4 54 75 65
Domestic Relations 1,623 1,475 1,595 1,600
Domestic Relations Reopened i 20 178 433 300
Other:
Marriage Licenses 2,231 2,605 2,657 2,650
Passports 1,778 2,083 2,373 2,500
I I
i I
Circuit Civil
Proposed Approved Proposed
2001-2002 2000-2001 Increase Percent
Budget Summary: Budget Budget (Decrease) Change
Personal Services $288,164 $265,475 $22,689
Operating Expenses 28,271 22,787 5,484
Capital Outlay i 0: 1,800 (1,800)
_.~_.._.--.__._~- --- - i --- --
Total I $316,435 $290,062 $26,373 9.09%
26
Positions Budget
-
Position Classification: Current I New I Total Amount
1-- -
Civil Division Supervisor 0.70 0.00 0.70 I $28,000
Clerk III 1.75 0.00 1.75 54,775
Clerk II 2.75 0.00 2.75 66,845
Clerk I 2.00 0.00 2.00 44,100
Other Salary and Wages 8,000
Allocation of Court Services
Administration Salaries 20,566
Overtime 12,000
I
~-
Subtotal 234,286
COLA / Merit Pool (7%) 16,400
_.._-.--- Subtotal 250,686
__Fringe Benefits 37,478
I I I
Total I 7.20 0.00 7.20 $288.164
Circuit Civil
Budget
Capital Outlay: Quantity Amount
"...-
None
I
- .----- ._~--~ ------+---
Total $0
27
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 nonpayment 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 State Attorney's Domestic Violence Unit in the Lower Keys
was discontinued in Fiscal Year 2000-2001. All of the processing of domestic violence
petitions for injunctions are now being performed by the Clerk's Office as required by
Florida Law.
GOALS:
In July, 1998 the Clerk entered into a contract with the State Financial Participation
Program (FFP) for reimbursement of 66.6% of direct and indirect expenses attributed to
the IV-D child support operations. In August, 1999, after a cost allocation study
conducted by KPMG, the indirect cost rate was raised to 82.4% from 18.5% of program
expenses, and in September, 2000, the rate was increased to 87.5%. Further, effective
October 22, 1999, the responsibility for processing child support receipts and
disbursements for Title IV-D cases and certain cases involving payroll deduction orders
was transferred from the local depository to the centralized State Depository Unit.
However, the Department still acts as the local reference point and liaison for our
residents for the purpose of providing case information, tracking the progress through
the State Depository Unit and troubleshooting. The time required by the local staff for
these activities has actually increased since the implementation of the centralized State
Depository Unit.
28
Circuit Familv
Fiscal Year
, 1999 :i 2000] Estimated
~..
Workload Measures: 1998 2001
-----~ --- -
i
Collections: I $5,313,852 $5,322,351
State Disbursement Unit I $3,086,820 $3,100,000
Clerk's Office $2,300,000 $2,300,000
I
Fees:
Clerk Fees 69,843 44,295 i 27,233 27,300
From the State * 20,907 88,048 i 83,326 90 , 000
I i
Total $90,750 $132,343 $110,559 $117,300
I
Transactions 21,584 22,669 23,938 23,000
i
i L_
* Funds received from the State Financial Participation Program, beginning July 1998.
Proposed I Approved Proposed
2001-2002 I 2000-2001 Increase Percent
13udg~~~ummary-=- _ Budget Budget (Decrease) Change
:
Personal Services $93,149 $87.4631 $5,686
i
Operating Expenses 14,988 15,150 (162~1 .
Capital Outlay 0 1,500 (1,500)
I i
1- .~-~_..--..- --'--"'. ---- --~
Total $108,1371 $104,113 $4,024 3.87%
29
Circuit Familv
i Positions Budget
Position Classification: Current I New I Total Amount
i
Civil Division Supervisor 0.30 0.00 0.30 $12,000
Branch Office Supervisor 0.10 0.00 0.10 3,170
Sr. Accounting Specialist 0.10 0.00 0.10 3,889
Computer Operator 0.10 0.00 0.10 4,078
Clerk IV 0.05 0.00 0.05 1,377
Clerk III 0.25 0.00 0.25 6,492
Clerk II 1.45 0.00 1.45 34,007
Allocation of Court Services
Administration Salaries 6,720
Overtime - Rotation of Weekend i
I
and Evening Clerks 4,000
i i
I
I
------------ ____n_______ - --- - - - -Su btotarj ------
------ 75,733
COLA I Merit Pool (7%) I 5,301
---------..- -.---_. -------_.- ----.j ---
Subtotal 81,034
- ------
Fringe Benefits 12,115
Total 2.35 I 0.00 I 2.35 $93,149
Budget
Capital Outlay: Quantity Amount
None i
i I
1
I
----L -+- ----
Total I $0
30
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:
During the next fiscal year, the department plans to continue to refine internal systems.
This will facilitate the method of processing information and improve efficiency of
operations.
31
Calendar Year
1998 - I__ I ! --
Estimated
Workload Measures: 1999 2000 2001
,
Case Filings:
Delinquency 804 756 760 750
Dependency 69 I 75 94 75
,
Cases Reopened 248 247 275 250
,
,
!
I
Circuit Juvenile
Total
I Proposed
L001-2002
I Budget
! $73,468
I 5,71~
i $79,180
Approved
2000-2001
Budget
Proposed
Increase
(Decrease)
Percent
Change
Budget Summary:
Personal Services
Operating Expenses
Capital Outlay
$70,538
5,737
i
o
$2,930
(25)
o
got'
--~------
$2,905 3.81%
$76,275
32
Positions Budget
Position Classification: Current I New I Total Amount
Clerk IV i 1 0 1 $29,950
Clerk II 1 0 1 22,660
Allocation of Court Services
Administration Salaries ; 5,722
Overtime 1 ,400
,
I
I
--------
Subtotal 59,732
-..--...-- 4,181
COLA I Merit Pool (7%)
----~--_.- ..--- ---~-- Subtotal 63,913
__fringe Benefits - 9,555
Total 2 I 0 I 2 $73.468
Circuit Juvenile
Budget
Capital Outlay: Quantity Amount
--
I
I
None
1-----
Total $0
33
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:
During the next fiscal year, the department plans to continue to refine internal systems.
This will facilitate the method of processing information and improve efficiency of
operations. With the assistance of the Administrative staff, 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.
34
Calendar Year
Estimated
Workload Measures: 1998 1999 2000 2001
-~
1
Case Filings 451 506 509 550
Cases Reopened 8 5 10 15
I I
!
I
I
1
I
Circuit Probate
I Proposed ! Approved Proposed
2001-2002 2000-2001 Increase Percent
Budget Summary: I Budget Budget (Decrease) Change
-
Personal Services $41,531 $39,461 $2,070
Operating Expenses 5,024 5,143 ( 119)
Capital Outlay 0 0 01
1
_._-_..._~ I ~- -~
Total $46,555 $44,604 $1,951 4.37%
35
Positions Budget
Position Classification: Current I New I Total ---L Amount
1
Clerk IV 1 0 1 $30,415
Allocation of Court Services
!
Administration Salaries 2,851
Overtime 500
I
- -_0" _.._._________..._______~_____ -~ --"
Subtotal ! 33,766
---------- - ~
COLA I Merit Pool (7%) ~ 2,364
~-------- Subtotal ' 36,130
__ Fring~ Benefits 5,401
"-" -" I i
Total 1 I 0 1 I $41 531
Circuit Probate
Budget
n _ Capit!ll Outlay: Quantity Amount
------,.-.- - -- ------- --'----- ---"------
None
i
i
un - ------- ------------..-- ------- '--------+-------
Total I $0
36
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 processes 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:
During the next fiscal year, the department plans to continue to refine internal systems.
This will facilitate the method of processing information and improve efficiency of
operations.
The staff of this department will also monitor the use of the Clerk of Courts website and
respond to changes in the nature and extent of public records requests based upon the
use of the website.
37
County Criminal
Calendar Year
I Estimated
Workload Measures: I 1998 1999 2000 2001
i
i
I
1 I
I
Case Filings: 1 I
County Criminal I 5,756 6,406 5,886 5,800
Criminal Traffic 2,005 2,028 1,804 1,800
I
I
:
I
I
I Proposed Approved I Proposed
2001-2002 2000-2001 Increase Percent
Budget Summary: Budget Budget I (Decrease) Change
I
I
Personal Services $387,931 I $359,376 $28,555
Operating Expenses 23,5971 22,935 662
I
Capital Outlay 01 0 0
I
- -
Total $411,528 $382,311 $29,217 7.64%
38
ounty nmma
Positions Budget
Position Classification: Current I New I Total I Amount
Traffic/Misd. Supervisor 1 0 ~ $31,950
Clerk III 2 0 2 I 61,041
Clerk II 4 0 4 94,790
Clerk I ! 4 0 4 88,500
Other Salary and Wages 5,600
Allocation of Court Services
Administration Salaries 31,419
Overtime 2,100
,
I
!
------ --------~~ ---
Subtotal I --- 315,400
--------- 22,078
COLA / Merit Pool (7%)
I
!
-- - - ---- --- I 337,478
Subtotal I
-------- -----_._- 50,453
Fringe Benefits I -
Total 11 I 0 I 11 $387931
C t C. .
Budget
Capital Outlay: Quantity Amount
._-----_._~
None
,
-.- r- ---.-
Total $0
39
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:
During the next fiscal year, the department plans to continue to refine internal systems.
This will facilitate the method of processing information and improve efficiency of
operations. With the assistance of the Administrative staff, 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.
The staff of this department will also monitor the use of the Clerk of Courts website and
respond to changes in the nature and extent of public records requests based upon the
use of the website.
40
Countv Civil
Calendar Year
f--- I I
I Estimated
Workload Measures: 1998 1999 2000 2001
I--~ ~_.- I
Case Filings: I
Small Claims 1,056 895 968 900
Evictions 560 450 471 475
Other County Civil 269 265 352 375
Total 1,885 1,610 1,791 1,750
Cases Reopened 11 10 15 15
i I
I
,
I
I
Proposed ! Approved Proposed I
I
2001-2002 2000-2001 Increase Percent
-- Budget Summary: Budget Budget (Decrease) Change
I
Personal Services $158,236 $146,541 $11,695
Operating Expenses 10,801 11,041 (240)
Capital Outlay 0 0 0
,
----~..-.,._..._------ --- - $11,4551~
Total $169,037 $157,582 7.27%
41
County Civil
---+-Surrent Positions Budget
Position Classification: J New I Total Amount
Clerk II I 2.8 2.8 $63,546
I 0
I
Clerk I 2 0 2 I 44,100
Other Salary and Wages 5,200
Allocation of Court Services
Administration Salaries 13,704
Overtime I 2,100
I
- ------ -"'"------------..----
Subtotal 128,650
COLA / Merit Pool (7%) , 9,006
i
-------- -.
Subtotal 137,656
-_.~----_..- ----
_m_E'!inge Benefits - 20,580
Total 4.8 I 0 I 4.8 $158236
I Budget
Capital Outlay: Quantity I Amount
--
None I
------ -- -------~ -----..
Total $0
42
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, the department plans to refine internal systems. This will
facilitate the method of processing information and improve efficiency of operations.
The staff of this department will also monitor the use of the Clerk of Courts website and
respond to changes in the nature and extent of public records requests based upon the
use of the website.
In connection with the implementation of the Clerk of Courts website, we intend to
proceed with the procurement of a financial services organization to provide a secure
and cost effective means for the public to make traffic fine payments through the Clerk
of Courts website.
43
County Traffic
Calendar Year
I Estimated
Workload Measures: 1998 1999 2000 ,
2001
- . - -- -" .-
Case Filings - Infractions 33,147 37,925 38,134 38,300
i
,
I
i
I
I
r
I
,
I
I I
Proposed Approved Proposed
2001-2002 2000-2001 Increase Percent
-- Budget Summary: '. Budget Budget (Decrease) Change
-, ,--
i
Personal Services $496,968 $468,988 $27,980
Operating Expenses 35.4771 36,044 (567)
Capital Outlay 0 4,000
-....--,-.---- 4,000 .-----+-----
Total $536,4451 $505,032 $31,4131 6.22%
44
Countv Traffic
Positions Budget
Position Classification: Current I New I Total Amount
~--
Clerk IV 0.95 0 0.95 $26,154
Clerk III 2.00 0 2.00 52,758
Clerk II 5.00 0 5.00 121,897
Clerk I 7.00 0 7.00 154,641
Other Salary and Wages 2,400
Allocation of Court Services
Administration Salaries 42,700
Overtime 3,500
!
---------.-.- Subtotal I 404,050
---..,- 28,284
COLA I Merit Pool (7%)
------------- - Subtotal 432,334
--------._---------. ~ L-_
Fringe Benefits 64,634
Total 14.95 I 0 I 14.95 $496,968
Budget
Capital Outlay: Quantity Amount
Impact Printer 1 $1,500
Laser Printer 1 1,000
Microfiche Cabinet I 1 1,500
I
I
i
I
Total $4,000
45
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 summons 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:
During the next fiscal year, the department plans to refine internal systems. This will
facilitate the method of processing information and improve efficiency of operations.
With the implementation of the Clerk of Courts website, we will provide access to juror
information that will help potential County jurors to perform their jury service with as little
personal inconvenience as possible.
46
ury anaaement
Calendar Year
-- !
Estimated
Workload Measures: 1998 1999 2000 2001
I
Jurors Summoned 21,271 27,182 26,524 27,000
Jurors Served 3,944 4,156 5,007 4,500
Number of Checks Issued
to Jurors 2,647 2,396 2,983 2,700
I
!
i
I
i
i
i
i I
I
,
I
I
i
J M
I Proposed Approved Proposed
i 2001-2002 2000-2001 Increase Percent
Budget Summary: Budget Budget (Decrease) Change
,
,
Personal Services $44,834 $42,451 $2,383 !
Operating Expenses 17,224 18,143 (919)1
Capital Outlay O! 0 o i
,
------.. i -- ------T-------.--
Total $62,058 ! $60,594 $1,464 i 2.42%
47
JUry Manaaement
Positions Budget
Position Classification: Current I New T Total Amount
Jury Clerk 1 0 1 $33,000
Allocation of Court Services
Administration Salaries 2,851
Overtime 600
1----
Subtotal 36,451
COLA I Merit Pool (7%) 2,552
Subtotal 39,003
Fringe Benefits 5,831
Total 1 I 0 1 1 $44.834
Budget
Capital Outlay: Quantity Amount
None
---
Total $0
48
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:
During the next fiscal year, the department plans to refine internal systems. This will
facilitate the method of processing information and improve efficiency of operations.
Also, please refer to the "Goals" section under the Information Systems budget.
49
ecor /na
Calendar Year
~ Estimated
Workload Measures: 1998 1999 2000 2001
I-- I ---
I
I
Documents Recorded 61,771 57,521 54,070 57,000
i
I
i
I I
R d'
I Proposed Approved Proposed
2001-2002 2000-2001 Increase Percent
- Budget Summary: I Budget Budget (Decrease) Change
Personal Services $266,948 $243,847 $23,101
Operating Expenses 66,448 68,308 (1,860)
Capital Outlay 0 2,000 (2,000)
-----..,~-----~.-._--- I
Total I $333,396 $314,155 $19,241 6.12%
50
Recordina
Positions Budget
-- I I
Position Classification: Current New Total Amount
-- -
Clerk III 1 0 1 $27,500
Clerk II 4 0 4 97,540
Clerk I 3 0 3 66,150
Allocation of Court Services
Administration Salaries 22,847
Overtime 3,000
:
----- -- ~- -------------- ---._---
Subtotal 217,037
-- -- 15,193
COLA / Merit Pool (7%)
- --------- - ----_._-------_.,~''". --- ~
Subtotal 232,230
_._----.--- --
Fringe Benefits ! -T~8 34,718
---- -- - I
Total 8 0 I $266 948
Budget
Capital Outlay: Quantity Amount
None
!
I
---'. -- !
Total I $0
I
51
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 this 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:
Due to the age of some of the microfilm processing equipment - and the cost of repairs
and replacement - we will proceed with outsourcing of microfilm processing and
duplication.
The Clerk's Office has acquired the hardware and software that allows us to copy
scanned images of documents from the Official Records Document Recording, Indexing
and Imaging System to CD. Therefore, in accordance with our objective of phasing out
the daily microfilming of instruments recorded in the Official Records - we will begin an
aggressive effort to move our microfilm customers away from microfilm to the use of CD
technology.
The department will continue its routine Records Management and maintenance
activities. Improvements on Jackson Square in Key West will eliminate some areas
now being used for the storage of records. Accordingly, emphasis will be placed on
reducing the volume of physical records now being stored and maintained at several
locations. The microfilming and destruction of records will be pursuant to the rules of
the Florida Department of State, Bureau of Archives and Records Management.
52
Records Manaaement
[- Fiscal Year
Estimated
Workload Measures: .. _ I ~:8 1999 2000 2001
---
I
Rolls 760 663 700
Pages Microfilmed 1,912,500 1,900,000 1,657,500 1,800,000
Microfilm Copies (Rolls/yr) 715 600 I 697 700
I
Microfiche Copies (Sheets/yr) 3,703 6,487 6,628 6,700
,
:
I
! i
I I
!
,
I
I
I
I I
I
Proposed I Approved Proposed
2001-2002 I 2000-2001 Increase Percent
Budget Summary: Budget Budget (Decrease) Change
Personal Services $183,415 : $173,650 $9,765
Operating Expenses 53,874 53,920 (46)
Capital Outlay I 9,000 12,000 (3,000)
~---- i .--
---- -
Total ; $246,289 $239,570 $6,719 2.80%
53
ecor s anaaement
Positions Budget
Position Classification: Current I New T Total Amount
___'m_~ --.
i
Microfilm Supervisor 1 0 1 $35,723
Microfilm Clerk II 1 0 1 28,416
Microfilm Clerk I 2 0 2 46,950
Photo Tech I I 1 0 1 23,179
Allocation of Court Services
Administration Salaries 14,254
Overtime 600
-------_._--...._-~._------ Subtotal I 149,122
I
- ---.-----..---.----------.....- >-----
COLA / Merit Pool (7%) 10,439
- - - ------.-....- ! --
Subtotal 159,561
C---___ --
Fringe Benefits -- 23,854
Total 5 I 0 I 5 $183,415
R d M
Budget
Capital Outlay: Quantity Amount
------
Readers 2 I $6,000
Parts for Film Processor 1 3,000
(new processor would cost $30,000)
I
I
!
--~- +-
Total i $9,000
54
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 SOCC 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
Clerk of Courts Accounting
Clerk to the SOCC Accounting
Payroll
Fixed and Moveable Assets
GOALS:
A major effort during 2000-01 is the Web-enabling of all records and software
applications that are currently available on the Clerk's Public Access System. These
applications include:
Official Records
Probate
Circuit Civil
County Civil
Small Claims
Felony
Misdemeanor
Criminal Traffic
Traffic Infractions
Parking Tickets
The Information Systems Department will continue to provide the necessary support
functions to the Clerk of Courts and Clerk to the SOCC staff.
55
nformation Svstems
Fiscal Year
1---- -~ I L 2000
Workload Measures: 1997 I~ 1999
i
Workstations 144 145 110 110
i
i
Servers 0 7 7 7
,
Processing (Hours per day) 16 16 15 15
,
I
Proposed Approved Proposed I
2001-2002 2000-2001 Increase Percent
Budget Summary: Budget Budget (Decrease) Change
Personal Services $217,7751 $203,865 i $13,910
I 61,000 I
Operating Expenses 314,200 J 253,200
i
Capital Outlay o 25,000 (25,000)
-------- .-.- -- --. --- 1----
Total $531,9751 $482,065 $49,910 10.35%
56
Information Svstems
Positions Budget
Position Classification: Current 1 New I Total Amount
Information Systems Supervisor 1.0 0.0 1.0 $60,262
Administrative Assistant 0.6 0.0 0.6 38,081
Computer Operators 1.9 0.0 1.9 69,899
Overtime 6,000
!
---
Subtotal 174,242
COLA I Merit Pool (7%) 12,197
i
----..- Subtotal 186,439
-- Fringe Benefits 31 ,336
Total 3.5 I 0.0 I 3.5 $217.775
Budget
Capital Outlay: Quantity Amount
None
- -- n__ --
Total $0
57
MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT
NETWORK SYSTEM BUDGET
BACKGROUND:
In accordance with the strategic plan developed for updating the Clerk of the Circuit
Court's imaging and information technologies, the following systems were put into
place:
The Recording Department has implemented an Official Record recording, indexing and
imaging system. The Finance Department (Clerk to BOCC) has implemented its
finance system. The Case Management System purchased from HTE Vanguard for
Criminal, Civil, Juvenile, Probate, Guardianship and Mental Health, Juror and Traffic will
continue to support these critical court functions.
GOALS:
The Clerk is currently in the process of providing public access to three application
systems on the internet, accessible from the Clerk's website. This website will contain
information regarding Departments in the Clerk's Office, location of Branch Offices,
hours of operation, Fee Schedule and downloading forms.
The Clerk has also acquired and implemented a Records Management and Document
Imaging System for BOCC minutes, agendas, resolutions, ordinances and related
records. This system will be available to the public on the Clerk of Courts website and
will allow for the global word searching of these records. The completion of these two
major public records projects will close out the implementation of the Clerk's information
systems strategic plan.
58
FINANCING OF THE SYSTEMS:
Financing of all systems was obtained 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 five year history reveals an average interest rate of
3.58%, plus a .65% monthly fee. The average interest rate for the last 12 months was
3.94%, and the interest rate for April, 2001 was 3.70%. 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.
The debt will be funded by the Clerk's Public Trust Fund, 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 page. The debt issued to finance the
information systems improvements is scheduled to be retired in Fiscal Year 2002/2003.
59
MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT
COMPUTER NETWORK SYSTEMS
DEBT FINANCING
Principal Total Cash
Annual Cash Reauirements: Payments Interest Requirements
FY 2000/01 200,000 32,311 232,311
FY 2001/02 200,000 19,850 219,850
FY 2002/03 250,000 10,750 260,750
$650,000 $62,911 $712,911
Court
Clerk's Trust Administration Clerk's Total
Fundina Sources: Fund Budget Budget Funding
FY 2000/01 60,000 35,000 137,311 232,311
FY 2001/02 60,000 35,000 124,850 219,850
FY 2002/03 60,000 35,000 165,750 260,750
$180,000 $105,000 $427,911 $712,911
Outstanding
Debt at Outstanding
Be?inning Principal Principal Debt at Interest and
Debt Analvsis: o Year Borrowed Payments End of year Loan Costs
FY 1997/98 $0 $450,000 $0 $450,000 $8,254
FY 1998/99 450,000 450,000 50,000 850,000 26,454
FY 1999/2000 850,000 0 200,000 650,000 35,242
FY 2000/01 650,000 0 200,000 450,000 32,311
FY 2001/02 450,000 0 200,000 250,000 19,850
FY 2002/03 250,000 0 250,000 0 10,750
$900,000 $900,000 $132,861
60
MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT
TOURIST DEVELOPMENT TAX AND TOURIST IMPACT TAX
REVENUE HISTORY
MONROE COUNTY TOURIST TAX REVENUE
$5
$15
$10
~
~
~
$0
1996/97
1997/98
1998/99
1999/00
2000/01
Fiscal Year
. 3% Tourist Development Tax . 1 % Tourist Impact Tax
FY L FY FY FY 6 mos estimated
1996/97 1997/98 1998/99 1999/00 2000/01
3% Tourist Development Tax $9,854,128 $10,340,837 $10,595,710 $11,629,604 $12,799,345
1 % Tourist Impact Tax 3,273,682 3,437,753 3,527,665 3,876,533 4,267,782
Total Tax Collected $13,127,810 $13,778,590 $14,123,375 $15,506,137 $17,067,127
61
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 1996/97 1997/98 1998/99 1999/00 2000/01 from Prior Year
Oct $494,517 $587,685 $515,233 552,900 797,389 44.22%
Nov 599,440 634,395 636,858 821,738 806,142 -1.90%
Dee 829,980 819,743 862,304 919,708 1,009,974 9.81%
Jan 989,582 1,160,713 1,082,018 1,152,092 1,275,905 10.75%
Feb 1,273,313 1,255,779 1,258,870 1,476,029 1,480,296 0.29%
Mar 1,418,686 1,311,069 1,445,394 1,526,523 1,796,639 17.69%
Apr 907,771 1,038,989 1,130,764 1,196,459 1,266,000 5.81%
May 793,525 853,691 871,402 956,704 1,050,000 9.75%
Jun 625,184 706,221 723,911 902,643 1,126,000 24.74%
Jul 743,447 817,664 887,417 957,562 1,033,000 7.88%
Aug 755,343 734,226 703,406 733,283 764,000 4.19%
Sep 423,340 420,662 478,133 433,963 394,000 -9.21%
Total $9,854,128 $10,340,837 $10,595,710 $11,629,604 $12,799,345
% Increase 8.14% 4.94% 2.46% 9.76% 10.06%
1% Tourist Impact Tax Revenues
Month l FY FY FY FY 6 mos estimated % Increase
Collected I 1996/97 1997/98 1998/99 1999/00 2000/01 from Prior Year
Oct $164,097 $194,307 $171,461 184,300 265,796 44.22%
Nov 198,650 211,172 211,478 273,913 268,714 -1.90%
Dee 276,583 273,248 285,329 306,569 336,658 9.81%
Jan 329,561 386,904 360,672 384,031 425,302 10.75%
Feb 424,371 417,765 419,623 492,009 493,432 0.29%
Mar 467,557 435,134 481,798 508,841 598,880 17.69%
Apr 301,946 346,311 376,921 398,819 422,000 5.81%
May 264,508 284,545 290,467 318,901 350,000 9.75%
Jun 207,761 232,184 240,264 300,881 377,000 25.30%
Jul 247,816 272,555 295,805 319,187 344,000 7.77%
Aug 249,785 244,075 234,469 244,428 255,000 4.33%
Sep 141,047 139,553 159,378 144,654 131,000 -9.44%
Total $3,273,682 $3,437,753 $3,527,665 $3,876,533 $4,267,782
--.
62
MONROE COUNTY, FLORIDA
TOURIST TAX AUDIT
ANNUAL BUDGET
FUNCTION:
Pursuant to the provisions of 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.
63
Tourist Tax Audit
Fiscal Year
I Estimated
Workload Measures: 1998 1999 2000 2001
Audits and Estimates Conducted , 27 24 27 35
Notices of Delinquent Taxes 51 75 65 50
Identification Letters 117 140 78 50
,
,
i
Budget Summary:
!I Proposed
1999-2000
Budget
!
Personal Services
Operating Expenses
Capital Outlay
$113,860
1- 28'9~_
i $142,777
Total
64
Approved
1998-1999
Budget
$108,076
28,917
o
$136,993
Proposed I..
Increase Percent
(Decrease) I Change
$5'78~ I.. .. _
$5,784 i 4.22%
Positions Budget
Position Classification: Current I New I Total Amount
c--
Director of Administrative
Services and Special Projects 0.10 0.00 0.10 $6,379
Senior Tourist Tax Auditor 1.00 0.00 1.00 45,633
Tourist Tax Auditor I 1.00 0.00 1.00 40,560
I
!
Subtotal 92,572
COLA/Merit Pool (7.0%) 6,480
---,._~-_. Subtotal i 99,052
I
~---,- 14,808
H Fringe Benefits -- ~--~_.
Total 2.10 I 0.00 I 2.10 $113860
Tourist Tax Audit
Budget
Capital Outlay: Quantity Amount
------ 1---- _.~
None
-- ---_._--------~ ----
Total $0
65
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.
66
Internal Audit
Workload Measures:
--------
Completed Audits
Monroe County Fleet Management - Fuel Activities
Monroe County Medical Examiner's Office
Monroe County Youth Organizations
Monroe County Group Health Insurance
Monroe County Construction Management
Monroe County Management and Procurement
Process for Certain Capital Projects
Monroe County Suncom & Cellular Telephone Charges
Monroe County Purchasing Function
Certain Court Reporting Revenues and Expenditures
Monroe County Airports Revenue
Addenda to Airports Revenue Audit Report (Draft)
Other Reports
Monroe County Hurricane Mitch Debris Removal
Monroe County Ambulance Billing Review
Miscellaneous Special Reports
Guardianship Audits
Date Report Issued
March 12, 1997
July 14,1997
February 1, 1998
January 22, 1998
June 15, 1998
August 24, 1998
April 1, 1999
February 18, 2000
June 13, 2000
February 23, 2001
March 30, 2001
March 12, 1999
May 22,2001
5
52
Budget Summary:
I!. Proposed
2000-2001
Budget
Personal Services $139,350
Operating Expenses 18,125
Capital Outlay I 0
- - -- -- - --- ---Total ---t m7,475
67
Approved
1999-2000
Budget
$126,197
18,125
o
$144,322
Proposed
Increase
(Decrease)
Percent
Change
$13,1531
01
01
-J1-- ---
$13,153 9.11%
Positions Budget
Position Classification: Current I New I Total Amount
Director of Internal Audit 1.0 0.0 1.0 $63,683
Internal Auditor 1.0 0.0 1.0 49,613
I
-----_.~_.
Subtotal 113,296
COLA/Merit Pool (7.0%) 7,931
- Subtotal 121,227
Fringe Benefits 18,123
Total 2.0 I 0.0 I 2.0 $139,350
Internal Audit
Budget
Capital Outlay: Quantity Amount
None
--._0.__- -~
Total $0
68