FY2007 Non-Court Related
MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT
PROPOSED BUDGET
FISCAL YEAR 2006-2007
June 21, 2006
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
FAX (305) 852-7146
May 30, 2006
Mayor Charles "Sonny" McCoy
Members of the Board of County Commissioners
530 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.
I have also included a budget for certain court related costs. Pursuant to Florida Statutes,
the Board is responsible for funding the non court-related activities as well as certain other
expenditures - namely telephones, equipment, and information systems costs - in the court-
related budgets.
In accordance with my understanding of the current direction of the County budget
preparation process, I have included an 8.4% increase in appropriations for salaries and an
increase for costs matched to salaries for Fiscal Year 2006-2007. In response to the Board's
greatly expanded capital projects activities, I have added a position to handle the expanded
accounting and monitoring requirements associated with those projects. 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.
The Operating Budget Comparison shown on page 4 shows a comparison of the current
request with the approved budgets for Fiscal Year 2005-2006. As you can see, my budget
request for Fiscal Year 2006-2007 reflects a net increase in cost to the County of $382,231 over
what was budgeted for Fiscal Year 2005-2006.
I ask that you continue to fund my insurance costs, both court-related and non court-
related. I anticipate that the amount of excess fees I will be returning to the Board at the end of
this fiscal year will far exceed the amount appropriated from the General Fund to cover court-
related insurance costs despite my conservative estimate of $1.2 million. This amount is the
same as that budgeted for 2004-2005. Although I returned $2,009,250 at the end of 2004-2005
and hope to be able to do the same this fiscal year, I hesitate to increase my estimate for 2005-
2006 as we have seen some decline in revenues since Hurricane Wilma.
Florida Statute 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,
. K ge, Clerk
of the Circuit 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 I Criminal Criminal
Jury I
Management Finance Civil Civil
Records Value --1
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 Comptroller/Treasurer, County
Auditor, County Recorder, and Secretary/Ex-officio Clerk to the Board of County
Commissioners.
Orqanization
Monroe County is a political subdivision of the State of Florida, pursuant to Article VIII,
Section ('I), 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 i' to Article V of the Constitution of the State of Florida, HB113A of 2003 and
SB2962 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
2005-2006 2006-2007 Proposed
Approved Proposed Increase
Budget Budget (Decrease)
Non-Court Related Clerk Functions
Direct Costs
Clerk to SOCC $ 1,419,964 $ 1,562,808 $ 142,844
Internal Audit 229,556 225,312 (4,244)
TOC Audit 187,851 188,394 543
Information Systems 678,546 690,125 11,579
Recording 552,295 630,406 78,111
Contingency 330,021 387,679 57,658
3,398,233 3,684,724 286,491
Indirect Costs
Administration 109,783 126,564 16,781
Records Management 122,215 136,642 14,427
Total Non-Court Related Clerk Functions 3,630,231 3,947,930 317,699
Less Costs Funded by Recording Revenues (1,050,000) (1,000,000) 50,000
Less Costs Funded by TOC Revenues (243,751 ) (242,394) 1,357
Non-Court Related Clerk Functions
Funded by General Revenue 2,336,480 2,705,536 369,056
Court Related Clerk Functions
County Obligation per Statute 60,150 76,562 16,412
Court Related Insurance 665,077 661,840 (3,237)
Court Related Clerk Functions
Funded by General Revenue 725,227 738,402 13,175
Total Commissions and Fees Budgeted $ 3,061,707 $ 3,443,938 $ 382,231
Prior y,ear Budget Amendment _
Excess Fees $ (1,200,000) $ (1,200,000) $ 0
Net Cost of Clerk Operations $ 1,861,707 $ 2,243,938 $ 382,231
4
MONROE COUNTY, FLORIDA
CLERK TO THE BOARD OF COUNTY COMMISSIONERS
ANNUAL BUDGET
FUNCTION:
Accordin!l 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 SOCe-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 Clerk's court related accounts 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,
accounting for revenues and expenditures.
For the last seventeen 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.
5
Clerk to the SaCC-VAS:
The Value Adjustment Soard 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 VAS
appoints special magistrates to take testimony from petitioners and make
recommendations to the VAS.
This department files all petitions, receives filing fees, assists in the process of
obtainin9 the services of special magistrates, schedules and notifies petitioners and
parties of hearings before special magistrates and the VAS, attends and records
special magistrate hearings and VAS meetings, documents and sends notification of
final decisions of the VAS, and other duties as directed by law.
GOALS:
Clerk to the SaCC-Finance:
The Finance Department, for fiscal year ending September 30, 2005, has reported the
County's financial statements in the government-wide format as required by Statement
No. 34 issued by the Government Accounting Standards Soard. This statement
requires that major infrastructure assets acquired or significantly reconstructed or
improved during the previous twenty-five years must be reported this year.
The County has implemented an ambitious capital projects program which includes
wastewater systems, additional governmental and court related facilities and a new Key
West airport terminal project. An additional staff member is proposed to assist in the
expanded volume of work generated by the construction activity. The staff member will
assist in GOntract review, ensuring compliance with revenue and debt requirements and
payment processing.
Clerk to the sacc - Administration:
The Records Management and Document Imaging System 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 sacc 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 sacc.
Clerk to the SaCC-VAS:
We will continue to maintain the efficient operations of the VAS as developed and
implemented over the past several years. The Clerk's office, together with the County
Attorney and the Property Appraiser's office, assists the Value Adjustment Soard 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
VAS process.
6
Positions Budget
Position Classification: Cu rrent I New I Total Amount
Finance Director 1.00 0.00 1.00 $96,000
Assistant Finance Director 1.00 0.00 1.00 73,564
Assistant to the Clerk 0.50 0.00 0.50 48,000
Sr. ACGOunting Specialists 7.60 1.00 8.60 440,846
Administrative Assistant 1.00 0.00 1.00 50,273
Accounting Specialists 9.00 0.00 9.00 298,708
Subtotal 1,007,391
COLA/Merit Pool (8.4%) 84,621
Salaries 1,092,012
Fringe Benefits 183,539
Life, Health & Worker's COmQ. 201,257
Total Personal Services 20.10 I 1.00 I 21.10 $1,476,808
Clerk to the Board of County Commissioners
Budget
Capital Outlay: Quantity Amount
Computer Equipment 4 $6,000
Check Signing Machine 1 2,000
Total $8,000
7
Fiscal Year
Workload Measures: 2002 2003 2004 2005
Clerk to the BOCC - Finance
Operating Checks Issued 19,491 20,310 19,632 20,134
Payroll CheckslDirect Deposit 18,985 19,271 18,966 19,005
Cost Centers Maintained 568 562 622 578
Funds Maintained 60 54 61 57
Property Records 5,096 4,781 4,721 3,742
Clerk to the BOCC - Admin.
Meetings Held 27 23 26 32
Pages of Minutes 348 324 300 301
Resolutions Adopted 596 563 454 597
Ordinances Adopted 43 49 40 35
Contracts Approved 747 507 574 375
Clerk to the BOCC - VAB
V AB Meetings 2 3 5 4
V AB Petitions 277 241 230 384
Special Magistrate Hearings
(days) 6 9 8 10
Clerk to the Board of County Commissioners
Proposed Approved Proposed
2006-2007 2005-2006 Increase Percent
Budget Summary: Budget Budget (Decrease) Change
Personal Services $1,476,808 $1,346,964 $129,844
Operating Expenses 78,000 68,000 10,000
Capital Outlay 8,000 5,000 3,000
Total $1,562,808 $1,419,964 $142,844 10.06%
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/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 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 depclrtment will continue to conduct audits as authorized and requested by the
Clerk of the Circuit Court.
9
. Positions Budget
Position Classification: Cu rrent I New I Total Amount
Director of Internal Audit 1.00 0.00 1.00 $80,000
Internal Auditor 1.00 0.00 1.00 70,000
Subtotal 150,000
COLNMerit Pool (8.4%) 12,600
Salaries 162,600
Fringe Benefits 26,569
Life, Health & Worker's Compo 19,143
Total Personal Services 2.00 I 0.00 I 2.00 $208,312
Internal Audit
Budget
Capital Outlay: Quantity Amount
None
Total $0
10
Internal Audit
Workload Measures:
Completed Audits Date Report Issued
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
Mel Fisher Maritime Heritage Society, Inc.
Monroe County Procurement Policies
December,2004
September, 2005
May, 2006
Other Reports
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
Island Dolphin Care Review
Miscellaneous Special Reports
Guardianship Audits - 6/03 through 5/06
November, 2002
July, 2004
October, 2004
October, 2004
March, 2005
March, 2005
December, 2005
3
90
Proposed Approved Proposed
2006-2007 2005-2006 Increase Percent
Budget Summary: Budget Budget (Decrease) Change
Personal Services $208,312 $210,706 -$2,394
Operatin9 Expenses 17,000 18,850 -1,850
Capital Outlay 0 0 0
Total $225,312 $229,556 -$4,244 -1.85%
11
MONROE COUNTY, FLORIDA
TOURIST DEVELOPMENT TAX AUDIT
ANNUAL BUDGET
FUNCTION:
Pursuant to the provisions of Florida Statutes 125.01 04(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 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.
12
Positions Budget
Positicln Classification: Current I New I Total Amount
Senior Tourist Tax Auditor 1.00 0.00 1.00 61,552
Tourist Tax Auditor 1.00 0.00 1.00 50,346
Subtotal 111,898
COLNMerit Pool (8.4%) 9,399
Salaries 121,297
Fringe Benefits 19,820
Life, Health & Worker's Compo 19,277
Total Personal Services 2.00 I 0.00 I 2.00 $160,394
Tourist Development Tax Audit
Budget
Capital Outlay: Quantity Amount
None
Total $0
13
Fiscal Year
Estimated
Workload Measures: 2003 2004 2005 2006
Audits and Estimates Conducted 29 25 19 25
Notices of Delinquent Taxes 23 61 43 35
Identification Letters 83 57 346 50
Tourist Development Tax Audit
Proposed Approved Proposed
2006-2007 2005-2006 I ncreasd Percent
Budget Summary: Budget Budget (Decrease) Change
Personal Services $160,394 $157,893 $2,501
Operating Expenses 28,000 29,958 -1,958
Capital Outlay 0 0 0
Total $188,394 $187,851 $543 0.29%
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 BOCC and eight (8) other agencies that are a part of the Criminal Justice
Information Systems network.
DESCRIPTION/OBJECTIVES:
The Information Systems Department supports the following applications:
Circuit Court: Civil, Probate, Jury Management
County Court: Traffic, Civil/Small Claims
Criminal Justice Information System (CJIS)
Juvenile
Document Recording and Indexing
Budgeting
Clerk of Courts Accounting
Clerk to the BOCC 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 BOCC staff.
15
Positions Budget
Position Classification: Cu rrent I New I Total Amount
Information Systems Supervisor 1.00 0.00 1.00 $76,427
Computer Systems Coordinator 1.00 0.00 1.00 79,922
Computer Operators 2.00 0.00 2.00 88,626
Overtime 7,100
Subtotal 252,075
COLNMerit Pool (8.4%) 21,174
Salaries 273,249
Fringe Benefits 44,649
Life, Health & Worker's Compo 38,227
Total Personal Services 4.00 I 0.00 T 4.00 $356,125
Information Systems
Budget
Capitall Outlay: Quantity Amount
None
Total $0
16
Information Systems
Fiscal Year
Workload Measures: 2002 2003 2004 2005
Workstations 116 123 123 123
Servers 10 12 11 23
Processing (Hours per day) 15 15 15 15
Proposed Approved Proposed
2006-2007 2005-2006 Increase Percent
Budget Summary: Budget Budget (Decrease) Change
Personal Services $356,125 $333,116 $23,009
Operating Expenses 334,000 345,430 -11,430
Capital Outlay 0 0
Total $690,125 $678,546 $11,579 1.71%
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 tile 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 Amount
Clerk III 2.00 0.00 2.00 $68,567
Clerk II 2.00 0.00 2.00 65,013
Clerk I 5.50 0.00 5.50 169,897
Allocation of Branch Office
Supervision 0.73 0.00 0.73 47,671
Overtime 2,500
Subtotal 353,648
COLA/Merit Pool (8.4%) 29,706
Salaries 383,354
Fringe Benefits 62,640
Life, Health & Worker's Comp, 97,412
Total Personal Services 10.23 I 0.00 I 10.23 $543,406
Recording
Budget
Capital Outlay: Quantity Amount
None
Total $0
19
Calendar Year
Estimated
Workload Measures: 2003 2004 2005 2006
Documents Recorded 75,452 70,255 70,941 71,000
Marriage Licenses 3,090 3,186 3,869 3,800
Passports 1,805 1,518 1,630 1,700
Recording
Proposed Approved Proposed
2006-2007 2005-2006 Increase Percent
Budget Summary: Budget Budget (Decrease) Change
Personall Services $543,406 $462,697 $80,709
Operating Expenses 87,000 89,598 -2,598
Capital Outlay 0 0 0
Total $630,406 $552,295 $78,111 14.14%
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 Circuiit Court, Clerk of the County Court, County ComptrollerlTreasurer, 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 tl'e 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 Amount
Executive Salary 1.00 0.00 1.00 $106,205
Assistant to the Clerk 0.50 0.00 0.50 48,000
Administrative Assistant 1.00 0.00 1.00 50,275
Overtime 1,600
Subtotal 206,080
COLA/Merit Pool (8.4%) 17,311
Salaries 223,391
Fringe Benefits 45,894
Life, Health & Worker's Compo 23,951
Total Personal Services 2.50 I 0.00 I 2.50 $293,236
Administration
Budget
Capital Outlay: Quantity Amount
None
Total $0
22
Fiscal Year
Estimated
Workload Measures: 2003 2004 2005 2006
Clerk to the BOCC - Admin.
Meetings Held 23 26 32 30
Pages of Minutes 324 300 301 300
Resolutions Adopted 563 454 597 600
Ordinances Adopted 49 40 35 40
Contracts Approved 507 574 375 450
Administration
Proposed Approved Proposed
2006-2007 2005-2006 Increase Percent
Budget Summary: Budget Budget (Decrease) Change
Personal Services $293,236 $263,474 $29,762
Operating Expenses 52,000 46,560 5,440
Capital Outlay 0 0 0
Subtotal 345,236 310,034 35,202
Allocation to Non-Court Related
Functions (See Page 30) x 36.66% x 35.41%
Total $126,564 $109,783 $16,780 15.29%
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 limited 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 I New -' Total Amount
Microfilm Supervisor 1.00 0.00 1.00 $48,053
Microfilm Clerk II 1.00 0.00 1.00 40,000
Microfilm Clerk I 2.00 0.00 2.00 68,023
Photo Tech I 1.00 0.00 1.00 31,180
Allocation of Branch Office
Supervision 0.14 0.00 0.14 9,104
Overtime 100
Subtotal 196,460
COLNNlerit Pool (8.4%) 16,503
Salaries 212,963
Fringe Benefits 34,798
Life, Health & Worker's Compo 48,967
Total Personal Services 5.14 I 0.00 I 5.14 $296,728
Records Management
Budget
Capital Outlay: Quantity Amount
None
Total $0
25
Fiscal Year
Estimated
Workload Measures: 2003 2004 2005 2006
Rolls 690 648 636 600
Pages Microfilmed 1,725,000 1,620,000 1,590,000 1,500,000
Microfilm Copies
(Rolls and CDs)* 1 ,480 1,112 560 500
*CDs provided contain a comparable number of records.
Records Management
Proposed Approved Proposed
2006-2007 2005-2006 Increase Percent
Budget Summary: Budget Budget (Decrease) Change
Personal Services $296,728 $274,724 $22,004
Operating Expenses 76,000 70,419 5,581
Capital Outlay 0 0 0
Subtotal 372,728 345,143 27,585
Allocation to Non-Court Related
Functions (See Page 30) x 36.66% x 35.41%
Total $136,642 $122,215 $14,427 11.80%
26
MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT
TOURIST DEVELOPMENT TAX AND TOURIST IMPACT TAX
REVENUE HISTORY
MONROE COUNTY TOURIST TAX
REVENUE
$16,000,000
$14,000,000
$12,000,000
III $10,000,000
z
g $8,000,000
...J
== $6,000,000
$4,000,000
$2,000,000
$0
2002 2003 2004 2005 2006
11I3% Tourist Development Tax
.1% Tourist Impact Tax
Estimated
FY 2002 FY 2003 FY 2004 FY 2005 FY 2006
3% Tourist Development Tax $12,121,679 $12,775,644 $14,017,861 $14,257,341 $13,504,209
1% Tourist Impact Tax 4,040,558 4,258,548 4,672,623 4,752,448 4,501,403
Total Tax Collected $16,162,237 $17,034,192 $18,690,484 $19,009,789 $18,005,612
27
MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT
TOURIST DEVELOPMENT TAX AND TOURIST IMPACT TAX
REVENUE HISTORY
3% Tourist Development Tax Revenues
~'nth 6 Months Est. % Increase
ColIl~cted FY2001/02 FY2002/03 FY2003/04 FY2004/05 FY2OO5/06 from Prior Year
Oct 642,535 799,943 730,365 818,628 671,813 -17.93%
Nov 735,665 815,971 927,729 937,963 862,224 -8.07%
Dee 937,608 1,010,353 1,156,959 1,123,888 1,184,085 5.36%
Jan 1,040,275 1,102,991 1,307,507 1,420,455 1,415,642 -0.34%
Feb 1,464,032 1,499,473 1,756,777 1,745,609 1,575,553 -9.74%
Mar 1,801,615 1,612,152 1,887,820 2,022,509 1,916,018 -5.27%
Apr 1,191,627 1 ,296,435 1,471,761 1,471,187 1,397,628 -5.00%
May 1,025,553 1,171,019 1,134,690 1,208,600 1,148,170 -5.00%
Jun 934,351 920,928 1,053,878 1,076,264 1,022,451 -5.00%
Jul 1,006,609 1,100,525 1,356,875 1,278,491 1,214,566 -5.00%
Aug 850,989 959,394 804,778 823,213 782,052 -5.00%
Sep 490,820 486,460 428,722 330,534 314,007 -5.00%
Total $12,121,679 $12,775,644 $14,017,861 $14,257,341 $13,504,209
% Increase -5.85% 5.40% 9.72% 1.71% -5.28%
1% Tourist Impact Tax Revenues
~'th 6 Months Est. % Increase
Collected FY2001/02 FY2002/03 FY2003/04 FY2004/05 FY2OO5/06 from Prior Year
Oct 214,178 266,648 243,455 272,876 223,938 -17.93%
Nov 245,222 271,990 309,243 312,654 287,408 -8.07%
Dee 312,536 336,784 385,653 374,629 394,695 5.36%
Jan 346,758 367,664 435,836 473,485 471,881 -0.34%
Feb 488,011 499,824 585,592 581 ,870 525,184 -9.74%
Mar 600,538 537,384 629,273 674,170 638,673 -5.27%
Apr 397,208 432,145 490,587 490,396 465,876 -5.00%
May 341,851 390,340 378,230 402,867 382,723 -5.00%
JUI1 311,450 306,976 351,293 358,755 340,817 -5.00%
Jul 335,536 366,842 452,295 426,164 404,855 -5.00%
Aug 283,663 319,798 268,259 274,404 260,684 -5.00%
Sep 163,607 162,153 142,907 110,178 104,669 -5.00%
Total $4,040,558 $4,258,548 $4,672,623 $4,752,448 $4,501,403
28
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MONROE COUNTY,FLORIDA
CLERK OF THE CIRCUIT COURT
CALCULATION OF OVERHEAD PERCENTAGES
2006-2007
No. of
Employees
Non-Court Related
Clerk to SOCC
Internal Audit
TOC Audit
F:ecording
21.10
2.00
2.00
10.23
Total Non-Court Related
35.33 36.66%
Court Related
61.03 63.34%
Total Direct Service Employees
96.36 100.00%
DirE!ct Service Employees
96.36 89.22%
Indirect Service Employees
11.64 10.78%
Total Clerk Employees
108.00 100.00%
30
Proposed
2007
Revenue Budget Summary: Budget
Recording Fees $440,000
Interest Income 40,000
Cash Carryforward 1,058,000
Total $1,538,000
Public Records Modernization Trust Fund
Proposed
2007
Expenditure Budget Summary: Budget
Personal Services $50,000
Operating Expenses $50,000
Capital Outlay $1,172,200
Debt Service 112,000
Contingency 153,800
Total $1,538,000
The Public Records Modernization Trust Fund is authorized by Florida Statutes 28.24
(12)(d) and (e). Its uses are restricted to the modernization of the public records system
as described therein.
31