FY2006
MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT
PROPOSED BUDGET
FISCAL YEAR 2005-2006
June 23, 2005
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, SUITE 101
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
FAJ< (305) 852-7146
June 23, 2005
Mayor Dixie M. Spehar and
Members of the Board of County Commissioners
500 Whitehead Street
Key West, FL 33040
Dear Mayor and Commissioners:
Enclosed please find my request for those budgets of the Clerk of the Circuit Court/Clerk
to the Board of County Commissioners that are not court related. This is the second year that the
Clerk of Courts budgets are divided between court-related and non court-related functions.
According to the statutes, the Board is responsible for funding the non court-related
activities as well as certain "communications" expenditures - namely telephones and copiers - in
the court-related budgets.
The Operating Budget Comparison shown on page 4 shows a comparison of the current
request with the approved budgets for Fiscal Year 2004-2005. As you can see, my budget
request for Fiscal Year 2005-2006 reflects a reduction of $223,519 in the net cost to the County
as compared to the 2004-2005 Fiscal Year.
In accordance with your preliminary direction at the budget meeting held on March 10,
2005, I have included an 8,3% increase in appropriations for salaries for Fiscal Year 2005-2006.
As in the past, I will respond to whatever policy decisions the Board makes during the
budget process subject to budget limitations imposed by statute,
I am also asking that you continue to fund my insurance costs, both court-related and non
court-related, However, I would point out that if my estimates of excess fees for this fiscal year
are realized, I will be returning approximately $1.2 million to the County, which exceeds the total
funding for insurance in the current fiscal year.
Mayor Dixie M. Spehar
June 23, 2005
Page 2
F,S, 28,36 requires that I submit budgets for court-related functions to the Clerk of Courts
Operations Corporation on or before August 15. I will file a copy of those budgets with the
Board for your information, and, of course, they will be made available to the public,
Should you have any questions concerning this matter, please do not hesitate to contact
me.
Sincerely yours,
~~
Danny L. Ko age
Clerk of Court and
ex-officio Clerk to the
Board of County Commissioners
cc: County Administrator
File
MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT
TABLE OF CONTENTS
INTRODUCTORY SECTION
Organization Chart
Duties and Functions
2
3
OPERATING BUDGET COMPARISON
4
NON-COURT RELATED DEPARTMENTAL OPERATING BUDGETS
Annual Budgets:
Clerk to the Board of County Commissioners
Internal Audit
Tourist Development Tax Audit
Information Systems
Recording
Administration
Records Management
5-8
9-11
12-14
15-17
18-20
21-23
24-26
TOURIST DEVELOPMENT TAX AND TOURIST IMPACT TAX
REVENUE HISTORY
27 -28
COURT RELATED CLERK FUNCTIONS
Court-Related Clerk Fees
Calculation of Overhead Percentages
29
30
PUBLIC RECORDS MODERNIZATION TRUST FUND
31
1
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 SOCC COURT COURT
Administration Administration Criminal Criminal
Jury
Management Finance Civil Civil
Records Value
Management Adjustment Family Traffic
Board
Recording Juvenile
Information
Systems Probate
2
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 ComptrollerlTreasurer, County
Auditor, County Recorder, and Secretary/Ex-officio Clerk to the Board of County
Commissioners.
Oraanization
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.
Revision 7 to Article V of the Constitution of the State of Florida, HB 113A of 2003 and
S82962 of 2004 requires that the budget of the Clerk of the Circuit Court for court-
related functions must be supported by fines, fees and service charges. The statutes
also delineate court-related costs, which are the responsibility of the County, costs that
must be supported by fines, fees and service charges, and create a mechanism for
funding Clerks of Court who project a deficit in funding necessary to support court-
related functions.
Funding for the budgets of the Clerk of the Circuit Court, as ex-officio Clerk to the Board
of County Commissioners, Management Information Systems, Records Management
and court-related costs that remain the responsibility of the County is budgeted in the
General Revenue of the County.
The budgets of the Clerk of the Circuit and County courts for court-related functions are
contained in the Clerk's General Revenue Fund and Clerk's Fine and Forfeiture Fund.
3
MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT
OPERATING BUDGET COMPARISON
2005-2006
2004-2005 2005-2006 Proposed
Approved Proposed Increase
Budget Budget (Decrease)
Non-Court Related Clerk Functions
Direct Costs
Clerk to SOCC $ 1,317,629 $ 1,419,964 $ 102,335
Internal Audit 218,470 229,556 11,086
TOC Audit 184,108 187,851 3,743
Information Systems 665,111 678,546 13,435
Recording 511,576 552,295 40,719
Contingency 0 330,021 330,021
2,896,894 3,398,233 501,339
Indirect Costs
Administration 117,861 109,783 (8,078)
Records Management 125,964 . 122,215 (3,749)
Total Non-Court Related Clerk Functions 3,140,719 3,630,231 489,512
Less Costs Funded by Recording Revenues (900,000) (1,050,000) (150,000)
Less Costs Funded by TOC Revenues (236,913) (243,751) (6,838)
Non-Court Related Clerk Functions
Funded by General Revenue 2,003,806 2,336,480 332,674
Court Related Clerk Functions
County Obligation per Statute 57,192 60,150 2,958
Court Related Insurance 662,881 665,077 2,196
Court Related Clerk Functions
Funded by General Revenue 720,073 725,227 5,154
Total Commissions and Fees Budgeted $ 2,723,879 $ 3,061,707 $ 337,828
Prior Year Budget Amendment-
Excess Fees $ (638,653) $ (1,200,000) $ (561,347)
Net Cost of Clerk Operations $ 2,085,226 $ 1,861,707 $ (223,519)
4
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"
(SaCC). 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'Board (VAS) created pursuant to Florida Statute 194.015.
DESCRIPTION/OBJECTIVE:
This department includes the accounting function and property control for the sacc
(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 United States generally accepted
governmental 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.
. For the last sixteen 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
sacc's official documents and makes them available for public inspection.
5
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;
appeals relating to ad valorem tax exemptions; and appeals concerning ad valorem tax
deferrals and classification. As authorized by Florida Statute 194.035, the VAB
appoints special magistrates to take testimony from petitioners and make
recommendations to the V AB.
This department files all petitions, receives filing fees, assists in the process of
obtaining the services of special magistrates, schedules and notifies petitioners and
parties of hearings before special magistrates and the VAB, attends and records
special magistrate hearings and VAB meetings, documents an9 sends notification of
final decisions of the V AB, and other duties as directed by law.
GOALS:
Clerk to the BOCC-Finance:
The Finance Department, for fiscal year ending September 30,2004, has reported the
County's financial statements in the government-wide format as required by Statement
No. 34 issued by the Government Accounting Standards Board. This statement allows
an additional three years to retroactively report major infrastructure assets acquired or
significantly reconstructed or improved during the previous twenty-five years. The
Finance Department plans to accomplish this goal in the upcoming year.
Clerk to the BOCC - Administration:
The Records Management and Document Imaging System which became operational
in September, 2001 will continue to be updated. Currently, the imaging system includes
minutes from 1980 to the present; resolutions from 1961 to the present; and ordinances
from 1981 to the present. All BOCC records are made available to the public at their
request. Further, this office continues to update its database for county contracts,
leases and other official documents approved by the BOCC.
Clerk to the BOCC-VAB:
We will continue to maintain the efficient operations of the VAB as developed and
implemented over the past several years. The Clerk's office, together with the County
Attorney and the Property Appraiser's office, assist the Value Adjustment Board in its
operations. 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 as possible, with the taxpayers, throughout the entire
V AB process.
6
Positions Budget
Position Classification: Current I New I Total Amount
Finance Director 1 0 1 $91,382
Assistant Finance Director 1 0 1 68,800
Director of Special Projects 0.7 0 0.7 58,800
Sr. Accounting Specialists 4.5 0 4.5 259,211
Administrative Assistant 1 0 1 44,114
Accounting Specialists 12 0 12 374,496
Overtime 22,000
Subtotal 918,803
COLA/Merit Pool (8.3%) 76,261
Salaries 995,064
Fringe Benefits 154,036
Life, Health & Worker's Compo 197,864
Total Personal Services 20.2 I 0.0 I 20.2 $1,346,964
Clerk to the Board of County Commissioners
Budget
Capital Outlay: Quantity Amount
Computer Equipment 1 $5,000
Total $5,000
7
Fiscal Year
Workload Measures: 2001 2002 2003 2004
Clerk to the BOCC - Finance
Operating Checks Issued 19,385 19,491 20,310 19,632
Payroll Checks/Direct Deposits 18,442 18,985 19,271 18,966
Cost Centers Maintained 570 568 562 622
Funds Maintained 56 60 54 61
Property Records 5,161 5,096 4,781 4,721
Clerk to the BOCC - Admin.
Meetings Held 37 27 23 26
Pages of Minutes 383 348 324 300
Resolutions Adopted 506 596 563 454
Ordinances Adopted 54 43 49 40
Contracts Approved 559 747 507 574
Clerk to the BOCC - V AB
V AB Meetings 2 2 3 5
V AB Petitions 240 277 241 230
Special Magistrate Hearings
(days) 7 6 9 8
Clerk to the Board of County Commissioners
Proposed Approved Proposed
2005-2006 2004-2005 Increase Percent
Budget Summary: Budget Budget (Decrease) Change
Personal Services $1,346,964 $1,244,483 $102,481
Operating Expenses 68,000 68,146 ( 146)
Capital Outlay 5,000 5,000 0
Total $1,419,964 $1,317,629 $102,335 7.77%
8
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:
that entities' policies and procedures are in accordance with the Board of County
Commissioners' and Clerk of the Circuit Court's mission and goals; that entities are
operating in accordance with their established policies and procedures; that internal
controls are established and operating properly to ensure efficient use of County
resources; and that internal controls are adequate to safeguard County assets.
DESCRIPTION/OBJ ECTIVE:
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 auditees 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.
9
Positions Budget
Position Classification: Current I New I Total Amount
Director of Internal Audit 1.0 0.0 1.0 $76,196
Internal Auditor 1.0 0.0 1.0 57,969
Director of Special Projects 0.2 0.0 0.2 16,800
Subtotal 150,965
COLA/Merit Pool (8.3%) 12,530
Salaries 163,495
Fringe Benefits 25,309
Life, Health & Worker's Camp. 21,902
Total Personal Services 2.2 I 0.0 I 2.2 $210,706
Internal Audit
Budget
Capital Outlay: Quantity Amount
None
Total $0
10
Internal Audit
Workload Measures:
Completed Audits Date Report Issued
Monroe County Suncom & Cellular Telephone Charges April, 1999
Monroe County Purchasing Function February, 2000
Certain Court Reporting Revenues and Expenditures June, 2000
Monroe County Airports Revenue February, 2001
Addenda to Airports Revenue Audit Report March,2001
Tourist Development Council Turnkey Event Funding October, 2001
Cesspit Replacement Program May, 2002
Cash Management - Grants Audit July, 2002
Bicycle and Pedestrian Coordinator/Planner Grant October, 2002
Monroe County Prescription Benefit Program May, 2003
Monroe County Health Benefit Program May, 2003
Salvation Army Misdemeanant Contract August, 2003
Technical Services Department Purchasing Practices March,2004
Contracts with KW Resort Utilities - Capacity Reservation
and Infrastructure Contract and Utility Agreement March,2004
Supplemental Audit Report of MC Health Benefit Program April, 2004
Reimbursement Methods for Administrative Costs -
Monroe County Housing Authority December,2004
Other Reports
Florida Keys Marina
Stand Up for Animals, Inc. Review
KW Resort Utilities Non-Assessed Parcels Review
Cash Review
Old Firehouse Review
Wastewater Review
Stand Up for Animals, Inc. Review
Miscellaneous Special Reports
Guardianship Audits - 2002 through 6/05
December, 2001
November, 2002
July, 2004
October, 2004
October, 2004
March, 2005
March,2005
3
58
Proposed Approved Proposed
2005-2006 2004-2005 Increase Percent
Budget Summary: Budget Budget (Decrease) Change
Personal Services $210,706 $200,169 $10,537
Operating Expenses 18,850 18,301 549
Capital Outlay 0 0 0
Total $229,556 $218,470 $11,086 5.07%
11
MONROE COUNTY, FLORIDA
TOURIST DEVELOPMENT TAX AUDIT
ANNUAL BUDGET
FUNCTION:
Pursuant to the provisions of Florida Statutes 125.0104(1 O)(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 andlor 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.
12
Positions Budget
Position Classification: Current I New I Total Amount
Senior Tourist Tax Auditor 1.00 0.00 1.00 56,835
Tourist Tax Auditor 1.00 0.00 1.00 44,487
Director of Special Projects 0.10 0.00 0.10 8,400
Subtotal 109,722
COLA/Merit Pool (8.3%) 9,107
Salaries 118,829
Fringe Benefits 18,395
Life, Health & Worker's Compo 20,669
Total Personal Services 2.10 I 0.00 I 2.10 $157,893
Tourist Development Tax Audit
Budget
Capital Outlay: Quantity Amount
None
Total $0
13
Fiscal Year
Estimated
Workload Measures: 2002 2003 2004 2005
Audits and Estimates Conducted 32 29 25 30
Notices of Delinquent Taxes 66 23 61 40
Identification Letters 80 83 57 150
Tourist Development Tax Audit
Proposed Approved Proposed
2005-2006 2004-2005 Increasd Percent
Budget Summary: Budget Budget (Decrease) Change
Personal Services $157,893 $155,023 $2,870
Operating Expenses 29,958 29,085 873
Capital Outlay 0 0 0
Total $187,851 $184,108 $3,743 2.03%
14
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 sacc and eight (8) other agencies that are a part of the Criminal Justice
I nformation Systems network.
DESCRIPTION/OBJECTIVES:
The Information Systems Department supports the following applications:
Circuit Court: Civil, Probate, Jury Management
County Court: Traffic, CivillSmall Claims
Criminal Justice Information System (CJIS)
Juvenile
Document Recording and Indexing
Budgeting
Clerk of Courts Accounting
Clerk to the BaCC Accounting
Payroll
Fixed and Moveable Assets
Purchasing
GOALS:
The Legislature in the implementation of Revision 7 to Article V of the Florida
Constitution has imposed extensive reporting and data sharing requirements on the
Clerks of Court. Accordingly, during the current fiscal year, we will be replacing all of
the court applications and hardware with a system that is more technologically current,
is browser based and will be compliant with the new statutory requirements. This
upgrade is being funded by the Clerk of Courts Public Records Modernization Trust
Fund.
The Information Systems Department will continue to provide the necessary support
functions to the Clerk of Court's and Clerk to the sacc staff.
15
.
Positions Budget
Position Classification: Current I New I Total Amount
Information Systems Supervisor 1.0 0.0 1.0 $72,101
Computer Systems Coordinator 1.0 0.0 1.0 75,398
Computer Operators 2.0 0.0 2.0 81,234
Overtime 6,000
Subtotal 234,733
COLNMerit Pool (8.3%) 19,483
Salaries 254,216
Fringe Benefits 39,353
Life, Health & Worker's Compo 39,547
Total Personal Services 4.0 I 0.0 I 4.0 $333,116
Information Systems
Budget
Capital Outlay: Quantity Amou nt
None
Total $0
16
Fiscal Year
Workload Measures: 2001 2002 2003 2004
Workstations 112 116 123 123
Servers 10 10 12 11
Processing (Hours per day) 15 15 15 15
Information Systems
Proposed Approved Proposed
2005-2006 2004-2005 Increase Percent
Budget Summary: Budget Budget (Decrease) Change
Personal Services $333,116 $329,742 $3,374
Operating Expenses 345,430 335,369 10,061
Capital Outlay 0 0 0
Total $678,546 $665,111 $13,435 2.02%
17
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 taxes 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:
Public access to the Official Records Document Recording and Indexing System via the
Clerk of Courts website has greatly enhanced the public usage of these records.
Pursuant to action of the 2002 Legislature, we have modified the system in order to
delete access to certain records and information. For more information please refer to
the Clerk of Circuit and County Court Administration section.
18
Positions Budget
Position Classification: Current I New I Total Amou nt
Clerk III 1.00 0.00 1.00 $34,156
Clerk II 3.00 0.00 3.00 92,054
Clerk I 4.70 0.00 4.70 133,284
Allocation of Branch Office
Supervision 0.57 0.00 0.57 35,353
Overtime 3,200
Subtotal 298,047
COLA/Merit Pool (8.3%) 24,738
Salaries 322,785
Fringe Benefits 49,967
Life, Health & Worker's Compo 89,945
Total Personal Services 9.27 I 0 I 9.27 $462,697
Recording
Budget
Capital Outlay: Quantity Amount
None
Total $0
19
Calendar Year
Estimated
Workload Measures: 2002 2003 2004 2005
Documents Recorded 68,027 75,452 70,255 70,000
Recording
Proposed Approved Proposed
2005-2006 2004-2005 Increase Percent
Budget Summary: Budget Budget (Decrease) Change
Personal Services $462,697 $424,588 $38,109
Operating Expenses 89,598 86,988 2,610
Capital Outlay 0 0 0
Total $552,295 $511,576 $40,719 7.96%
20
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/OBJ ECTIVE:
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 United States
generally accepted governmental 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:
The capability to accept credit card payments via the internet for some Clerk of Court
functions is currently being developed and will be completed by the end of the year.
The areas where we are experiencing the most demand for this service and, therefore,
the highest priority, are in the payment of traffic tickets and child support.
In response to public request, we will enhance the Clerk of Court's website by adding a
list of pending Tax Deed Application sales, and by providing access to the most recent
Monroe County Comprehensive Annual Financial Report.
Administration will also continue to monitor internal processes and procedures and
make changes where necessary to improve the delivery of services to the public.
21
Positions Budget
Position Classification: Current I New I Total Amou nt
Executive Salary 1.0 0.0 1.0 $101,894
Director Administrative Services 0.5 0.0 0.5 38,161
Administrative Assistant 1.0 0.0 1.0 44,114
Subtotal 184,169
COLNMerit Pool (8.3%) 15,286
Salaries 199,455
Fringe Benefits 39,042
Life, Health & Worker's Compo 24,977
Total Personal Services 2.5 I 0.0 I 2.5 $263,474
Administration
Budget
Capital Outlay: Quantity Amount
None
Total $0
22
Administration
Fiscal Year
Estimated
Workload Measures: 2002 2003 2004 2005
Clerk to the BOCC - Admin.
Meetings Held 27 23 26 28
Pages of Minutes 348 324 300 290
Resolutions Adopted 596 563 454 420
Ordinances Adopted 43 49 40 24
Contracts Approved 747 507 574 544
Proposed Approved Proposed
2005-2006 2004-2005 Increase Percent
Budget Summary: Budget Budget (Decrease) Change
Personal Services $263,474 $263,010 $464
Operating Expenses 46,560 45,204 1,356
Capital Outlay 0 0 0
Subtotal 310,034 308,214 1,820
Allocation to Non-Court Related
Functions (See PaQe 30) x 35.41% x 38.24%
Total $109,783 $117,861 ($8,078) -6.85%
23
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 timited basis.
GOALS:
Due to increased maintenance costs and equipment obsolescence (moved to the use
of outside vendors), the Department has outsourced the processing of microfilm to an
outside vendor. We are now using our imaging system to scan those records that must
be archived, thereby reducing our reliance on microfilm processing.
Although we have outsourced the actual development of our microfilm, we are still using
planetary cameras to produce the microfilm image. The cameras are expensive to
operate and maintain. It is our intention to eliminate the use of the microfilm cameras
and produce the microfilm archive record directly from scanned images instead. We
are currently in the process of determining the most economical method of doing this.
24
Positions Budget
Position Classification: Current T New I Total Amount
Microfilm Supervisor 1 0 1 $44,370
Microfilm Clerk II 1 0 1 35,294
Microfilm Clerk I 2 0 2 62,809
Photo Tech I 1 0 1 28,790
Allocation of Branch Office
Supervision 0.13 0 0.13 8,520
Subtotal 179,783
COLA/Merit Pool (8.3%) 14,922
Salaries 194,705
Fringe Benefits 30,140
Life, Health & Worker's Camp, 49,879
Total Personal Services 5.13 I 0 I 5.13 $274,724
Records Management
Budget
Capital Outlay: Quantity Amount
None
Total $0
25
Fiscal Year
Estimated
Workload Measures: 2002 2003 2004 2005
Rolls 993 690 648 800
Pages Microfilmed 2,482,500 1,725,000 1,620,000 2,000,000
Microfilm Copies
(Rolls and CDs)* 865 1 ,480 1,112 1,500
*CDs provided contain a comparable number of records.
Records Management
Proposed Approved Proposed
2005-2006 2004-2005 Increase Percent
Budget Summary: Budget Budget (Decrease) Change
Personal Services $274,724 $261,037 $13,687
Operating Expenses 70,419 68,368 2,051
Capital Outlay 0 0 0
Subtotal 345,143 329,405 15,738
Allocation to Non-Court Related
Functions (See Page 30) x 35.41% x 38.24%
Total $122,215 $125,964 ($3,749) -2.98%
26
MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT
TOURIST DEVELOPMENT TAX AND TOURIST IMPACT TAX
REVENUE HISTORY
3% Tourist Development Tax Revenues
5 Months Est. % Increase
FY 2000/01 FY2001/02 FY2002/03 FY2003/04 FY2004/05 from Prior Year
Oct 797,389 642,535 799,943 730,365 818,628 12.08%
Nov 806,142 735,665 815,971 927,729 937,963 1,10%
Dee 1,009,974 937,608 1,010,353 1,156,959 1,123,888 -2.86%
Jan 1,275,905 1,040,275 1,102,991 1,307,507 1,420,455 8.64%
Feb 1,480,296 1,464,032 1,499,473 1,756,777 1,745,609 -0.64%
Mar 1,796,639 1,801,615 1,612,152 1,887,820 2,022,509 7.13%
Apr 1,325,021 1,191,627 1,296,435 1,471,761 1,471,187 -0.04%
May 973,742 1,025,553 1,171,019 1,134,690 1,100,000 -3.06%
Jun 986,560 934,351 920,928 1,053,878 1,000,000 -5.11 %
Jul 1,022,956 1,006,609 1,100,525 1,356,875 1,300,000 -4.19%
Aug 869,221 850,989 959,394 804,778 900,000 11,83%
Sep 530,550 490,820 486,460 428,722 450,000 4.96%
Total $12,874,395 $12,121,679 $12,775,644 $14,017,861 $14,290,239
% Increase 10.70% -5.85% 5.40% 9.72% 1.94%
1 % Tourist Impact Tax Revenues
5 Months Est. % Increase
FY 2000/01 FY2001/02 FY2002/03 FY2003/04 FY2004/05 from Prior Year
Oct 265,796 214,178 266,648 243,455 272,876 12.08%
Nov 268,714 245,222 271,990 309,243 312,654 1.10%
Dee 336,658 312,536 336,784 385,653 374,629 -2.86%
Jan 425,302 346,758 367,664 435,836 473,485 8.64%
Feb 493,432 488,011 499,824 585,592 581,870 -0.64%
Mar 598,880 600,538 537,384 629,273 674,170 7.13%
Apr 441,673 397,208 432,145 490,587 490,396 -0.04%
May 324,580 341,851 390,340 378,230 366,666 -3.06%
Jun 328,853 311,450 306,976 351,293 333,333 -5.11 %
Jul 340,985 335,536 366,842 452,295 433,333 -4.19%
Aug 289,740 283,663 319,798 268,259 300,000 11.83%
Sep 176,850 163,607 162,153 142,907 150,000 4.96%
Total $4,291,463 $4,040,558 $4,258,548 $4,672,623 $4,763,412
28
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MONROE COUNTY,FLORIDA
CLERK OF THE CIRCUIT COURT
CALCULATION OF OVERHEAD PERCENTAGES
2005-2006
No. of
Employees
Non-Court Related
Clerk to BOCC
Internal Audit
TDC Audit
Recording
20.20
2.20
2.10
9.27
Total Non-Court Related
33.77 35.41%
Court Related
61.60 64.59%
Total Direct Service Employees
95.37 100.00%
Direct Service Employees
95.37 89.13%
Indirect Service Employees
11.63 10.87%
Total Clerk Employees
107.00 100.00%
30
Proposed
2006
Revenue Budget Summary: Budget
Recording Fees $564,000
Interest Income 10,000
Cash Carryforward 361,000
Total $935,000
Public Records Modernization Trust Fund
Proposed
2006
Expenditure Budget Summary: Budget
Operating Expenses $63,000
Capital Outlay 778,500
Contingency 93,500
Total $935,000
The Public Records Modernization Trust Fund is authorized by Florida Statutes 28.24
(12)(d) and (e). lis uses are restricted to the modernization of the public records
system as described therein.
31