Loading...
FY2009_08/15/2008 MONROE COUNTY, FLORIDA CLERK OF THE CIRCUIT COURT PROPOSED BUDGET FISCAL YEAR 2008-2009 . August 15, 2008 MONROE COUNTY, FLORIDA CLERK OF THE CIRCUIT COURT TABLE OF CONTENTS INTRODUCTORY SECTION Organization Chart Duties and Functions 2 3 COURT RELATED OPERATING BUDGET COMPARISON 4 COURT RELATED DEPARTMENTAL OPERATING BUDGETS Jury Management Circuit Criminal Circuit Civil Circuit Family Circuit Juvenile Circuit Probate County Criminal County Civil County Traffic Administration Records Management Branch Office Supervision 5-7 8-10 11-13 14-16 17-19 20-22 23-25 26-28 29-31 32-34 35-37 38-39 CALCULATION OF OVERHEAD PERCENTAGES 40 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 soce eOURT COURT Administration ~ Administration I I Criminal Criminal Jury ~.I Management Finance C ivi I Civil Records Value -1 Family J Management Adjustment T rafflc 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 COURT RELATED OPERATING BUDGET COMPARISON 2008.2009 Total Revenues 2008-2009 2007 -2008 Proposed Proposed Approved Increase Budget Budget (Decrease) $ 110,000 $ 113,000 $ (3,000) 562,792 588,842 (26,050) 676,174 718,654 (42,480) 650,000 700,000 (50,000) 275,000 315,000 (40,000) 1 ,078,000 1,015,000 63,000 1 ,270,000 1,225,000 45,000 220,000 ' 245,000 (25,000) 4,000 0 4,000 $ 4,845,966 $ 4,920,496 $ (74,530) Revenues Intergovernmental: Federal Child Support Grant State Monroe County Charges for Services Filing Fees Service Charges Court Costs Fines and Forfeitures Fines Bond Estreatures Interest Income Expenditures Direct Costs Jury Management Circuit Criminal Circuit Civil Circuit Family Circuit Juvenile Circuit Probate County Criminal County Civil County Traffic Total Indirect Costs $ 117,740 $ 121,249 $ (3,509) 863,541 863,299 242 370,917 376,603 (5,686) 140,285 140,157 128 135,480 173,904 (38,424 ) 92,273 95,323 (3,050) 731,007 727,565 3,442 204,205 265,835 (61,630) 868,272 896,035 (27,763) 3,523,720 3,659,970 (136,250) 212, 190 220,065 (7,875) 229,748 240,588 (10,840) 441 ,938 460,653 (18,715) Total Direct Costs Indirect Costs Administration Records Management Other Financing Uses Excess Fees Contingency 439,680 440,628 342,026 457,847 97,654 (17,219) Total Other Financing Uses 880,308 799,873 80,435 Total Court Related Clerk Expenditures $ 4,845,966 $ 4,920,496 $ (74,530) 4 MONROE COUNTY, FLORIDA CLERK OF THE CIRCUIT COURT JURY MANAGEMENT BUDGET 2008-2009 FUNCTION The Florida Constitution provides that the Clerk of the Court shall be Clerk of the Circuit Court and County Court. DESCRIPTION/OBJECTIVE 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 continue to refine internal systems. This will facilitate the method of processing information and improve efficiency of operations. 5 MONROE COUNTY, FLORIDA CLERK OF THE CIRCUIT COURT CIRCUIT CRIMINAL BUDGET 2008-2009 F'UNCTION The Florida Constitution provides that the Clerk of the Court shall be Clerk of the Circuit Court. DESCRIPTION/OBJECTIVE 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 The department will continue to monitor internal systems and the method of processing information in order to improve efficiency of operations. The staff of this department will also monitor the use of the Clerk of the Court's website and respond to changes in the nature and extent of public records requests based upon the use of the website. 8 Circuit Criminal Positions Budget Position Classification: Current I New I Total Amount Criminal Division Supervisor 0.91 0.00 0.91 $51,741 Clerk IV 2.00 0.00 2.00 88,692 Clerk III 1.00 0.00 1.00 44,899 .Clerk II 4.00 0.00 4.00 149,217 Clerk I 5.50 0.00 5.50 185,959 Allocation of Branch Office Management 0.95 0.00 0.95 54,986 Overtime 5,750 Subtotal 581,244 COLA/Merit Pool (O.OOk) 0 Salaries 581,244 Fringe Benefits 106,949 Life, Health & Workers' Comp. 129,348 Total 14.36 I 0.00 I 14.36 $817,541 Budget Capital Outlay: Quantity Amount None Total $0 9 Circuit Criminal Calendar Year Estimated Workload Measures: 2005 2006 2007 2008 Case Filings - All 1 ,422 1 ,605 1 ,300 1 , 180 Cases Reopened 514 494 441 396 Probation Hearings 609 534 578 607 Bond Hearings 209 200 175 150 Proposed Approved Proposed 2008-2009 2007 -2008 Increase Percent Budget Summary: Budget Budget (Decrease) Change Personal Services $817,541 $817,299 $242 Operating Expenses 46,000 46,000 0 Capital Outlay 0 0 0 Total $863,541 $863,299 $242 0.03% 10 MONROE COUNTY, FLORIDA CLERK OF THE CIRCUIT COURT CIRCUIT CIVIL BUDGET 2008-2009 FUNCTION The Florida Constitution provides that the Clerk of the Court shall be Clerk of the Circuit Court. DESCRIPTION/OBJ ECTIVE 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. GOALS The department will continue to monitor internal systems and the method of processing information in order to improve efficiency of operations. The staff of this department will also monitor the use of the Clerk of the Court's website and respond to changes in the nature and extent of public records requests based upon the use of the website. 11 Circuit Civil Positions Budget Position Classification: Current I New I Total Amount Clerk II 2.00 0.00 2.00 $73,111 Clerk I 3.75 0.00 3.75 124,944 Allocation of Branch Office Management 0.65 0.00 0.65 38,022 Overtime 5,750 Subtotal 241 ,827 COLA/Merit Pool (0.0%) 0 Salaries 241,827 Fringe Benefits 44,496 Life, Health & Workers' Comp. 57,594 Total 6.40 I 0.00 I 6.40 $343,917 Budget Capital Outlay: Quantity Amount None Total $0 12 Circuit Civil Calendar Year Estimated Workload Measures: 2005 2006 2007 2008 Case filings: Other Civil 754 916 1 ,478 1,900 Other Civil Reopened 52 55 83 116 Domestic Relations 1 ,274 1 ,264 1 ,418 1 ,500 Domestic Relations Reopened 355 294 303 328 Proposed Approved Proposed 2008-2009 2007 -2008 Increase Percent Budget Summary: Budget Budget (Decrease) Change . Personal Services $343,917 $349,603 ($5,686) Operating Expenses 27,000 27,000 0 Capital Outlay 0 0 0 Total $370,917 $376,603 ($5,686) -1.51 % 13 MONROE COUNTY, FLORIDA CLERK OF THE CIRCUIT COURT CIRCUIT FAMILY BUDGET 2008-2009 FUNCTION The Florida Constitution provides that the Clerk of the Court shall be Clerk of the Circuit Court. DESCRIPTION/OBJECTIVE 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 require significant processing time. This is accomplished by having one deputy clerk at Key West, Marathon, and Plantation Key on call 24 hours a day, 7 days a week. This responsibility is rotated among clerk deputies that work in Circuit Court Civil and Circuit Court Family Departments. The Clerk's office is currently cooperating with the State Attorney's office in the operation of a domestic violence unit in the lower keys that is funded by a federal grant passed through the State of Florida. GOAL'S The department acts as a reference point and liaison for our residents for the purpose of providing case information, troubleshooting and tracking the progress of child support payments made through the State Depository Unit. Also, some child support payments are still processed locally. We will continue to assist child support payers and custodial parents with their transactions with the State Depository Unit and the Clerk's office. 14 Positions Budget Position Classification: Current I New I Total Amount Clerk II 2.00 0.00 2.00 $72,427 Allocation of Branch Office Management 0.18 0.00 0.18 11 ,472 Overtime 5,750 Subtotal 89,649 COLA/Merit Pool (O.OOk) 0 Salaries 89,649 Fringe Benefits 16,495 Life, Health & Workers' Comp. 19,641 Total 2.18 I 0.00 I 2.18 $125,785 Circuit Family Budget Capital Outlay: Quantity Amou nt None Total $0 15 Circuit Family Fiscal Year Estimated Workload Measures: 2005 2006 2007 2008 Collections: State Disbursement Unit $4,536,899 $4,139,888 $4,002,418 $4,000,000 Clerk's Office $1,838,090 $1 ,679,839 $1,538,112 $1,400,000 Revenues: Clerk Fees $19,281 $16,909 $15,758 $15,000 Federal Grant 135,540 140,313 119,890 110,000 Total $154,821 $157,222 $135,648 $125,000 Transactions 29,450 26,270 23,849 23,000 Proposed Approved Proposed 2008-2009 2007 -2008 Increase Percent Budget Summary: Budget Budget (Decrease) Change Personal Services $125,785 $125,657 $128 Operating Expenses 14,500 14,500 0 Capital Outlay 0 0 0 Total $140,285 $140,157 $128 0.09% 16 MONROE' COUNTY, FLORIDA CLERK OF THE CIRCUIT COURT CIRCUIT JUVENILE BUDGET 2008-2009 FUNCTION The Florida Constitution provides that the Clerk of the Court shall be Clerk of the Circuit Cou rt. DESCRIPTION/OBJECTIVE 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. 17 Circuit Juvenile Positions Budget Position Classification: Current I New I Total Amount Criminal Division Supervisor 0.09 0.00 0.09 $5, 117 CI e rk III 1.00 0.00 1.00 40,998 Clerk I 1.00 0.00 1.00 32,543 Allocation of Branch Office Management 0.21 0.00 0.21 11,695 Overtime 500 Subtotal 90,853 COLA/Merit Pool (0.00/0) 0 Salaries 90,853 Fringe Benefits 16,717 Life, Health & Workers' Comp. 20,710 Total 2.30 I 0.00 I 2.30 $128,280 Budget Capital Outlay: Quantity Amount None Total $0 18 Circuit Juvenile Calendar Year Estimated Workload Measures: 2005 2006 2007 2008 Case Filings: Delinquency 353 357 465 508 Dependency 63 89 100 115 Cases Reopened 789 533 692 665 Proposed Approved Proposed 2008-2009 2007 -2008 Increase Percent Budget Summary: Budget Budget (Decrease) Change Personal Services $128,280 $166,704 ($38,424 ) Operating Expenses 7,200 7,200 0 Capital Outlay 0 0 0 Total $135,480 $173,904 ($38,424) -22.09% 19 MONROE COUNTY, FLORIDA CLERK OF THE CIRCUIT COURT CIRCUIT PROBATE BUDGET 2008-2009 FUNCTION The Florida Constitution provides that the Clerk of the Court shall be Clerk of the Circuit Court. DESCRIPTION/OBJECTIVE 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. 20 Circuit Probate Positions Budget Position Classification: Current I New I Total Amount Clerk II 1.00 0.00 1.00 $36,422 Clerk I 0.50 0.00 0.50 16,842 Allocation of Branch Office Management 0.15 0.00 0.15 8,756 Overtime 500 Subtotal 62,520 COLA/Merit Pool (0.00/0) 0 Salaries 62,520 Fringe Benefits 11 ,504 Life, Health & Workers' Camp. 14,849 Total 1.65 I 0.00 I 1.65 $88,873 Budget Capital Outlay: Quantity Amount None Total $0 21 Circuit Probate Calendar Year Estimated Workload Measures: 2005 2006 2007 2008 Case Filings 565 644 579 521 Cases Reopened 233 120 101 104 Proposed Approved Proposed 2008-2009 2007 -2008 Increase Percent Budget Summary: Budget Budget (Decrease) Change Personal Services $88,873 $91,923 ($3,050) Operating Expenses 3,400 3,400 0 Capital Outlay 0 0 0 Total $92,273 $95,323 ($3,050) -3.20% 22 MONROE COUNTY, FLORIDA CLERK OF THE CIRCUIT COURT COUNTY CRIMINAL BUDGET 2008-2009 FUNCTION The Florida Constitution provides that the Cferk of the Court shall be Clerk of the County Court. DESCRIPTION/OBJ ECTIVE 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 the Court's website and respond to changes in the nature and extent of public records requests based upon the use of the website. 23 County Criminal Positions Budget Position Classification: Current I New I Total Amount Assistant Supervisor 0.50 0.00 0.50 $20,996 CI erk III 0.50 0.00 0.50 18,550 Clerk II 2.00 0.00 2.00 73,682 Clerk I 9.00 0.00 9.00 292,816 Allocation of Branch Office Management 1.30 0.00 1.30 77,954 Overtime 5,749 Subtotal 489,747 COLA/Merit Pool (0.0%) 0 Salaries 489,747 Fringe Benefits 90,113 Life, Health & Workers' Comp. 119,647 Total 13.30 I 0.00 I 13.30 $699,507 Budget Capital Outlay: Quantity Amount None Total $0 24 County Criminal Calendar Year Estimated Workload Measures: 2005 2006 2007 2008 Case Filings: County Criminal 5,064 4,889 4,401 3,736 Criminal Traffic 1 ,424 1 ,643 1 ,456 1 ,310 Proposed Approved Proposed 2008-2009 2007 -2008 Increase Percent Budget Summary: Budget Budget (Decrease) Change Personal Services $699,507 $696,065 $3,442 Operating Expenses 31 ,500 31,500 0 Capital Outlay 0 0 0 Total $731,007 $727,565 $3,442 0.47% 25 MONROE COUNTY, FLORIDA CLERK OF THE CIRCUIT COURT COUNTY CIVIL BUDGET 2008-2009 FUNCTION The Florida Constitution provides that the Clerk of the Court shall be Clerk of the County Court. DESCRIPTION/OBJECTIVE 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 Court 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. The staff of this department will also monitor the use of the Clerk of the Court's website and respond to changes in the nature and extent of public records requests based upon the use of the website. 26 Positions Budget Position Classification: Current I New I Total Amount Clerk I 3.25 0.00 3.25 $106,435 Allocation of Branch Office Management 0.36 0.00 0.36 21,537 Overtime 5,750 Subtotal 133,722 COLA/Merit Pool (0.00/0) 0 Salaries 133,722 Fringe Benefits 24,605 Life, Health & Workers' Comp. 32,478 Total 3.61 I 0.00 1 3.61 $190,805 County Civil Budget Capital Outlay: Quantity Amount None Total $0 27 County Civil Calendar Year Estimated Workload Measures: 2005 2006 2007 2008 Case Filings: Small Claims 702 805 971 1 , 136 Evictions 407 445 458 480 Other County Civil 321 385 415 456 Total 1 ,430 1 ,635 1 ,844 2,072 Cases Reopened 123 88 78 90 Proposed Approved Proposed 2008-2009 2007 -2008 Increase Percent Budget Summary: Budget Budget (Decrease) Change Personal Services $190,805 $252,435 ($61 ,630) Operating Expenses 13,400 13,400 0 Capital Outlay 0 0 0 Total $204,205 $265,835 ($61,630) -23.18% 28 MONROE COUNTY, FLORIDA CLERK OF THE CIRCUIT COURT COUNTY TRAFFIC BUDGET 2008-2009 FUNCTION The Florida Constitution provides that the Clerk of the Court shall be Clerk of the County Court. DESCRIPTION/OBJECTIVE 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 driver's licenses of those who do not attend in the required 90 days. 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 the Court's website and respond to changes in the nature and extent of public records requests based upon the use of the website. 29 County Traffic Positions Budget Position Classification: Current I New I Total Amount Assistant Supervisor 0.50 0.00 0.50 $20,996 Clerk III 0.50 0.00 0.50 18,550 Clerk II 4.00 0.00 4.00 151,615 Clerk I 8.50 0.00 8.50 281 ,299 Allocation of Branch Office Management 1.67 0.00 1.67 96,328 Overtime 5,750 Subtotal 574,538 COLA/Merit Pool (0.00/0) 0 Salaries 574,538 Fringe Benefits 105,715 Life, Health & Workers' Comp. 136,519 Total 15.17 I 0.00 I 15.17 $816,772 Budget Capital Outlay: Quantity Amou nt None Total $0 30 County Traffic Calendar Year Estimated Workload Measures: 2005 2006 2007 2008 Case Filings - Infractions 39,769 38,118 37,478 35,600 Proposed Approved Proposed 2008-2009 2007 -2008 Increase Percent Budget Summary: Budget Budget (Decrease) Change Personal Services $816,772 $844,535 ($27,763) Operating Expenses 51,500 51 ,500 0 Capital Outlay 0 0 0 Total $868,272 $896,035 ($27,763) -3.10% 31 MONROE COUNTY, FLORIDA CLERK OF THE CIRCUIT COURT ADMINISTRATION BUDGET 2008-2009 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 clerical 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 accounting principles, and in compliance with statutory requirements. This includes preparing the Clerk'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 A collection agency has been retained to improve the Clerk's collection process. The new court application software will permit electronic transfer of data to the collection agency, increasing the revenues distributed by the Clerk. Administration will also continue to monitor internal processes and procedures, and make changes where necessary to improve the delivery of services to the public. 32 Administration Positions Budget Position Classification: Current I New I Total Amount Executive Salary 1.00 0.00 1.00 $109,622 Assistant to the Clerk 0.50 0.00 0.50 49,632 Administrative Assistant 1.00 0.00 1.00 53,955 Overtime 500 Subtotal 213,709 COLA/Merit Pool (0.00/0) 0 Salaries 213,709 Fringe Benefits 49,476 Life, Health & Worker's Comp. 22,873 Total Personal Services 2.50 I 0.00 1 2.50 $286,058 Budget Capital Outlay: Quantity Amount None Total $0 33 Administration Fiscal Year Estimated Workload Measures: 2005 -2006 2007 2008 Clerk to the BOCC - Admin. Meetings Held 32 29 33 31 Pages of Minutes 301 327 315 314 Resolutions Adopted 597 647 569 604 Ordinances Adopted 35 39 47 40 Contracts Approved 375 539 433 319 Proposed Approved Proposed 2008-2009 2007 -2008 Increase Percent Budget Summary: Budget Budget (Decrease) Change Personal Services $286,058 $293,935 ($7,877) Operating Expenses 53,500 53,500 0 Capital Outlay 0 0 0 Subtotal 339,558 347,435 (7,877) Allocation to Court Related Functions (See Page 40) x 62.490/0 x 63.340/0 Total $212,190 $220,065 ($7,875) -3.580/0 34 MONROE COUNTY, FLORIDA CLERK OF THE CIRCUIT COURT RECORDS MANAGEMENT BUDGET 2008-2009 FUNCTION The Florida Constitution provides that the Clerk of the Court is responsible for the maintenance and protection of a wide variety of public records. DESCRIPTION/OBJECTIVE 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 The Records Management Department has now converted its major microfilming processes to imaging technology. All documents recorded in the Official Records are scanned at the time of recording. The images are available for public viewing in the Clerk's Offices in Key West, Marathon, and Plantation Key, as well as on the Clerk's website at clerk-of-the-court.com. We are currently scanning all filings in our Circuit and County Court applications. During this fiscal year, we are receiving proposals from qualified companies for archival scanning of our closed court files. We hope to implement this multi-year project in fiscal year 2008-2009 with funding from the Clerks Modernization Trust Fund. 35 R d M t ecor s anagemen Positions Budget Position Classification: Current I New I Total Amount Microfilm Supervisor 1.00 0.00 1.00 $52,089 Microfilm Clerk II 1.00 0.00 1.00 43,360 Microfilm Clerk I 2.00 0.00 2.00 72,148 Photo Tech I 1.00 0.00 1.00 32,100 Allocation of Branch Office Management 0.07 0.00 0.07 5,871 Overtime 500 Subtotal 206,068 COLA/Merit Pool (0.00/0) 0 Salaries 206,068 Fringe Benefits 37,917 Life, Health & Workers' Comp. 45,671 Total 5.07 I 0.00 I 5.07 $289,656 Budget Capital Outlay: Quantity Amount None Total $0 36 Fiscal Year Estimated Workload Measures: 2005 2006 2007 2008 Rolls 636 386 243 205 Pages Microfilmed 1 ,590,000 965,000 607,500 512,500 Microfilm Copies 560 410 295 295 * (Rolls and CDs) *CDs provided contain a comparable number of records. Records Management Proposed Approved Proposed 2008-2009 2007 -2008 Increase Percent Budget Summary: Budget Budget (Decrease) Change Personal Services $289,656 $301,836 ($12,180) Operating Expenses 78,000 78,000 0 Capital Outlay 0 0 0 Subtotal 367,656 379,836 (12,180) Allocation to Court Related Functions (See Page 40) x 62.490/0 x 63.340/0 Total $229,748 $240,588 ($10,840) -4.510/0 37 MONROE COUNTY, FLORIDA CLERK OF THE CIRCUIT COURT BRANCH OFFICE SUPERVISION 2008-2009 FUNCTION The Florida Constitution provides that the Clerk of the Court shall be Clerk of the Circuit Court and County Court. DESCRIPTION/OBJECTIVE Court Services, Recording and Records Management Administration are not separate departments. The personnel within this department are responsible for managing the functions of the Circuit Court, 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. GOALS No specific goals are provided. The branch office staff is responsible for the goals of the individual departments they manage. 38 Positions Budget Position Classification: Current , New , Total Amount Director of Branch Offices 1.00 0.00 1.00 $83,878 Director of Adminstrative Svcs. 0.40 0.00 0.40 33,461 Senior Accounting Specialist 1.00 0.00 1.00 55, 134 Branch Office Supervisors 3.00 0.00 3.00 174,682 Collections Clerk 1.00 0.00 1.00 37,000 Total 6.40 I 0.00 I 6.40 $384, 155 Branch Office Administration Positions Positions Budget Allocation of Branch Administration Supervised Allocated Amount Recording 10.25 0.82 $54,856 Circuit Criminal 13.41 0.95 54,986 Circu it Civil 5.75 0.65 38,022 Circuit Family 2.00 0.18 11 ,472 Circuit Juvenile 2.09 0.21 11 ,695 Circuit Probate 1.50 0.15 8,756 County Criminal 12.00 1.30 77,954 County Civil 3.25 0.36 21 ,537 County Traffic 13.50 1.67 96,328 Jury Management 1.25 0.04 2,678 Records Management 5.00 0.07 5,871 Total 70.00 6.40 $384, 155 39 MONROE COUNTY,FLORIDA CLERK OF THE CIRCUIT COURT CALCULATION OF OVERHEAD PERCENTAGES 2008-2009 No. of Employees Non-Court Related Clerk to SOCC Internal Audit TOC Audit Recording 21.10 2.00 2.00 11.07 Total Non-Court Related 36.17 37.510/0 Court Related 60.26 62.490/0 Total Direct Service Employees 96.43 100.000A. Direct Service Employees 96.43 89.290/0 Indirect Service Employees 11.57 10.710/0 Total Clerk Employees 108.00 100.000/0 40