FY2012 Court Related MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT
PROPOSED BUDGET
FISCAL YEAR 2011 -2012
June 30, 2011
MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT
TABLE OF CONTENTS
INTRODUCTORY SECTION
Organization Chart 2
Duties and Functions 3
COURT RELATED OPERATING BUDGET COMPARISON 4
COURT RELATED DEPARTMENTAL OPERATING BUDGETS
Jury Management 5 -7
Circuit Criminal 8 -10
Circuit Civil 11 -13
Circuit Family 14 -16
Circuit Juvenile 17 -19
Circuit Probate 20-22
County Criminal 23 -25
County Civil 26-28
County Traffic 29 -31
Administration 32 -34
Records Management 35 -37
Branch Office Supervision 38 -39
CALCULATION OF OVERHEAD PERCENTAGES 40
1
1
MONROE COUNTY, FLORIDA
1 CLERK OF THE CIRCUIT COURT
ORGANIZATION CHART
1
1 CITIZENS
1 CLERK OF THE CIRCUIT COURT
1
Internal Audits
1
Tourist Development
I Tax Audits
1
ADMINISTRATIVE CLERK TO CIRCUIT COUNTY
I SUPPORT BOCC COURT COURT
1 Administration ; I Administration l I Criminal I Criminal
Jury
Management I! I Financ 1H I — I Civil ` j Civil
Records Value
Management Adjustmen Family _I I Traffic
1 Board
Recording [ Juvenile I
• 0 Information
"me Systems i Probate
1
1
1
1 2
I
MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT
DUTIES AND FUNCTIONS
The Clerk of the Circuit Court is an elected office established by the Florida
Constitution. The duties of the office are provided by the Constitution, by acts of the
Florida Legislature, and by order of the Court.
The Florida Constitution provides that the Clerk of the Circuit Court shall be: Clerk of
the Circuit Court, Clerk of the County Court, County Comptroller/Treasurer, County
Auditor, County Recorder, and Secretary/Ex- officio Clerk to the Board of County
Commissioners.
Organization
Monroe County is a political subdivision of the State of Florida, pursuant to Article VIII,
Section (1), Constitution of the State of Florida. It is guided by an elected Board of
County Commissioners (BOCC) which is governed by State Statutes. In addition to the
members of the BOCC, there are five elected constitutional officers: The Tax Collector,
Property Appraiser, Clerk of the Circuit Court, Sheriff, and the Supervisor of Elections.
Revision 7 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 are 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 Special Revenue Court - Related Fund.
3
MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT
COURT RELATED OPERATING BUDGET COMPARISON
2011 -2012
2011 -2012 2010 -2011 Proposed
Proposed Proposed Increase
Budget Budget (Decrease)
Revenues
Intergovernmental:
Federal Child Support Grant $ 120,000 $ 125,000 $ (5,000)
State
Awarded October -June 2,435,746 2,519,203 (83,457)
Estimated July- September 811,916 839,734 (27,818)
Monroe County 821,968 801,128 20,840
Transfer from Clerk's Fines 130,000 0 130,000
Total Revenues $ 4,319,630 $ 4,285,065 $ 34,565
Expenditures
Direct Costs
Jury Management $ 176,224 $ 175,625 $ 599
Circuit Criminal 725,304 725,613 (309)
Circuit Civil 499,490 494,302 5,188
Circuit Family 131,667 127,047 4,620
Circuit Juvenile 114,003 118,230 (4,227)
Circuit Probate 95,972 92,451 3,521
County Criminal 562,262 547,864 14,398
County Civil 204,775 256,368 (51,593)
County Traffic 636,940 624,504 12,436
Total Direct Costs 3,146,637 3,162,004 (15,367)
Indirect Costs
Administration 290,855 290,500 355
Records Management 351,154 352,976 (1,822)
Total Indirect Costs 642,009 643,476 (1,467)
Other Financing Uses
Excess Fees 460,000 444,180 15,820
Contingency 70,984 35,405 35,579
Total Other Financing Uses 530,984 479,585 51,399
Total Court Related Clerk Expenditures $ 4,319,630 $ 4,285,065 $ 34,565
4
MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT
' JURY MANAGEMENT BUDGET
2011 -2012
1
FUNCTION
The Florida Constitution provides that the Clerk of the Court shall be Clerk of the Circuit
Court and County Court.
1 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
. 1 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.
1 GOALS
▪ P 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.
4
.
1
1
. 1
5
. 1
Jury Management
1
I Positions Budget
Position Classification: Current New Total Amount
1 Jury Clerk 1.00 0.00 1.00 $54,734
Clerk I 0.25 0.00 0.25 8,453
Allocation of Branch Office
Management 0.03 0.00 0.03 1,837
Overtime 100
1
1
1 1
. 1
1
1 1 Subtotal 65,124
COLA/Merit Pool (5.0 %) 3,151
Salaries 68,275
Fringe Benefits 8,869
Life, Health & Workers' Comp. 12,380
Total 1.28 0.00 1.28 $89,524
Budget
Capital Outlay: Quantity Amount
• pi
None
1
• 1
Total $
6
1
Jury Management
Calendar Year
Estimated
Workload Measures: 2008 2009 2010 2011
Jurors Summoned 30,934 32,453 30,478 29,000
Jurors Served 4,207 4,706 4,485 4,650
Number of Checks Issued
to Jurors 2,237 2,468 2,368 2,400
Proposed Approved Proposed
2011 -2012 2010 -2011 Increase Percent
Budget Summary: Budget Budget (Decrease) Change
Personal Services $89,524 $88,925 $599
Operating Expenses 86,700 86,700 0
Capital Outlay 0 0 0
Total $176,224 $175,625 $599 0.34%
7
1
MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT
CIRCUIT CRIMINAL BUDGET
2011 -2012
1
FUNCTION
1 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.
1
1
1
1
1
1
1
1
8
1
Circuit Criminal
1
1 Positions Budget
Position Classification: Current New Total Amount
1 Criminal Division Supervisor 0.95 0.00 0.95 $53,200
Clerk IV 1.00 0.00 1.00 45,020
Clerk III 1.50 0.00 1.50 65,398
Clerk II 3.75 0.00 3.75 139,875
Clerk I 4.40 0.00 4.40 149,340
▪ I Allocation of Branch Office
Management 0.60 0.00 0.60 30,834
Overtime 2,000
1
11
• I
1
11 _
Subtotal 485,667
COLA/Merit Pool (5.0 %) 22,183
1 _ Salaries 507,850
Fringe Benefits 65,970
Life, Health & Workers' Comp. 117,484
Total 12.20 0.00 12.20 $691,304
Budget
Capital Outlay: Quantity Amount
1 None
• 1
1
Total $
I
9
k
1
Circuit Criminal
I Calendar Year
Estimated
Workload Measures: 2008 2009 2010 2011
Case Filings - All 1,411 1,695 1,504 1,579
Cases Reopened 328 613 601 618
Probation Hearings 259 74 215 62
Bond Hearings 93 73 39 38
I
I :
I 1
1
1
1 1
Proposed Approved Proposed
2011 -2012 2010 -2011 Increase Percent
1 Budget Summary: Budget Budget (Decrease) Change
I 1 Personal Services $691,304 $691,613 ($309)
Operating Expenses 34,000 34,000 0
Capital Outlay 0 0 0
i
Total $725,304 $725,613 ($309) -0.04%
'1
10
MONROE COUNTY, FLORIDA
' CLERK OF THE CIRCUIT COURT
CIRCUIT CIVIL BUDGET
2011 -2012
1
FUNCTION
The Florida Constitution provides that the Clerk of the Court shall be Clerk of the Circuit
Court.
DESCRIPTION /OBJECTIVE
' 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
1 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.
1
1
1
1
1
1
1
1
11
1
1
Circuit Civil
I Positions Budget
Position Classification: Current New Total Amount
1 Assistant Supervisor 0.29 0.00 0.29 $11,783
Clerk I I 2.00 0.00 2.00 77,122
I Clerk 1 5.90 0.00 5.90 190,613
Allocation of Branch Office
Management 0.74 0.00 0.74 41,022
1 1 Overtime 10,000
1
1 1
1 III
1
1
Subtotal 330,540
i ti COLA/Merit Pool (5.0 %) 16,027
I Salaries 346,567
Fringe Benefits 45,019
Life, Health & Workers' Comp. 85,904
1 Total 8.93 0.00 8.93 $477,490
Budget
1 Capital Outlay: Quantity Amount
1 None
a1
k
Total $
12
1
1
Circuit Civil
1 Calendar Year
Estimated
Workload Measures: 2008 2009 2010 2011
I
Case filings:
Other Civil 2,190 2,535 1,695 1,203
I Other Civil Reopened 146 312 706 592
I Domestic Relations 1,459 1,237 1,235 1,566
Domestic Relations Reopened 287 259 287 375
1
1
1
1
1
1
1 1
Proposed Approved Proposed
2011 -2012 2010 -2011 Increase Percent
I Budget Summary: Budget Budget (Decrease) Change
I Personal Services $477,490 $472,302 $5,188
Operating Expenses 22,000 22,000 0
Capital Outlay 0 0 0
Total $499,490 $494,302 $5,188 1.05%
1 1
13
1
MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT
CIRCUIT FAMILY BUDGET
2011 -2012
1
FUNCTION
The Florida Constitution provides that the Clerk of the Court shall be Clerk of the Circuit
Court.
1
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
1 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.
' GOALS
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.
1 1
1 1
1
4
1 1
14
1
1
Circuit Family
1 Positions Budget
Position Classification: Current New Total Amount
1 Assistant Supervisor 0.14 0.00 0.14 $5,688
Clerk II 1.00 0.00 1.00 34,796
I Clerk 1 1.00 0.00 1.00 34,796
Allocation of Branch Office
Management 0.17 0.00 0.17 10,087
1 Overtime 2,000
1
1
1
1
II
Subtotal 87,367
1 COLA/Merit Pool (5.0 %) 4,268
I Salaries 91,635
Fringe Benefits 11,903
Life, Health & Workers' Comp. 22,229
1 1 Total 2.31 0.00 2.31 $125,767
Budget
- Capital Outlay: Quantity Amount
2 1 None
Total $
15
a
1
Circuit Family
1 Fiscal Year
Estimated
Workload Measures: 2008 2009 2010 2011
' Collections:
State Disbursement Unit $4,105,491 $3,948,387 $3,966,975 $3,968,000
Clerk's Office $1,288,829 $1,072,146 $895,631 $896,000
' Revenues:
Clerk Fees $13,709 $8,452 $0 $0
1 Federal Grant 115,835 135,683 135,776 137,000
Total $129,544 $144,135 $135,776 $137,000
1
Transactions 25,013 23,463 22,421 22,500
1
11
.
1
1 Proposed Approved Proposed
2011 -2012 2010 -2011 Increase Percent
Budget Summary: Budget Budget (Decrease) Change
Personal Services $125,767 $121,147 $4,620
Operating Expenses 5,900 5,900 0
Capital Outlay 0 0 0
1 Total $131,667 $127,047 $4,620 3.64%
1
16
1
OE COUNTY, , FLORIDA
CLERK OF THE CIRCUIT COURT
' CIRCUIT JUVENILE BUDGET
2011 -2012
1
FUNCTION
1 The Florida Constitution provides that the Clerk of the Court shall be Clerk of the Circuit
Court.
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.
1 GOALS
1 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.
1
1
1
1
1
1
1
1
1
1
17
1
Circuit Juvenile
1 Positions Budget
P osition Classification: C urrent New Total Amount
I Criminal Division Supervisor 0.05 0.00 0.05 $2,800
Clerk III 0.50 0.00 0.50 20,499
I Clerk II 1.00 0.00 1.00 37,025
Clerk I 0.25 0.00 0.25 8,025
Allocation of Branch Office
1 Management 0.16 0.00 0.16 8,213
1
1
1
1
I 1
Subtotal 76,562
COLA/Merit Pool (5.0 %) _ 3,828
I Salaries 80,390
Fringe Benefits 10,443
Life, Health & Workers' Comp. 18,870
• i Total 1.96 0.00 1.96 $109,703
Budget
I II
Capital Outlay: Quantity Amount
1 None
•1
Total $
• R
18
I
1
Circuit Juvenile
' Calendar Year
Estimated
Workload Measures: 2008 2009 2010 2011
1
' Case Filings:
Delinquency 297 362 241 213
Dependency 64 48 55 54
Cases Reopened 305 595 156 1 0
1
1 1
1
F
Proposed Approved Proposed
2011 -2012 2010 -2011 Increase Percent
Budget Summary: Budget Budget (Decrease) Change
0 Personal Services $109,703 $113,930 ($4,227)
Operating Expenses 4,300 4,300 0
Capital Outlay 0 0 0
Total $114,003 $118,230 ($4,227) -3.58%
19
r
1
MONROE COUNTY, FLORIDA
' CLERK OF THE CIRCUIT COURT
CIRCUIT PROBATE BUDGET
2011 -2012
1
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
1 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.
1
1
1
1
1
1
1
1
1
20
1
1
Circuit Probate
I Positions Budget
Position Classification: Current New Total Amount
1 Assistant Supervisor 0.07 0.00 0.07 $2,845
Clerk I 1.50 0.00 1.50 53,264
Allocation of Branch Office
I Management 0.13 0.00 0.13 7,570
Overtime 500
1
1
1
1
1
1
Subtotal 64,179
1 COLA/Merit Pool (5.0 %) 3,184
I Salaries _ 67,363
Fringe Benefits 8,750
Life, Health & Workers' Comp. 16,359
• 1 Total 1.70 0.00 1.70 $92,472
Budget
Capital Outlay: Quantity Amount
1 None
• 1
• t
Total $
• p
21
in k
1
Circuit Probate
Calendar Year
Estimated
Workload Measures: 2008 2009 2010 2011
1
Case Filings 554 473 495 481
Cases Reopened 94 117 57 52
1
r
Proposed Approved Proposed
2011 -2012 2010 -2011 Increase Percent
Budget Summary: Budget Budget (Decrease) Change
Personal Services $92,472 $88,951 $3,521
Operating Expenses 3,500 3,500 0
Capital Outlay 0 0 0
Total $95,972 $92,451 $3,521 3.81%
22
1
MONROE COUNTY, FLORIDA
t CLERK OF THE CIRCUIT COURT
COUNTY CRIMINAL BUDGET
2011 -2012
1
FUNCTION
The Florida Constitution provides that the Clerk of the Court shall be Clerk of the County
Court.
DESCRIPTION /OBJECTIVE
' 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
1 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.
1
1
1
1
1
1
1
1
23
1
County Criminal
1 Positions Budget
P osition Classification: C urrent New _ Total Amount
1 Assistant Supervisor 0.50 0.00 0.50 $20,996
Clerk III 0.50 0.00 0.50 18,550
Clerk I I 1.75 0.00 1.75 66,173
I Clerk I 6.65 0.00 6.65 216,516
Allocation of Branch Office
1 Management 0.80 0.00 0.80 45,414
1
I 1
1
1
1
Subtotal 367,649
1 COLA/Merit Pool (5.0 %) _ 18,382
I _ Salaries _ 386,031
Fringe Benefits 50,145
Life, Health & Workers' Comp. 98,086
1 Total 10.20 0.00 10.20 $534,262
I Budget
Capital Outlay: Quantity Amount
1 None
1
1
Total $
1
1 24
1
1 County Criminal
Calendar Year
Estimated
Workload Measures: 2008 2009 2010 2011
Case Filings:
County Criminal 4,433 4,165 3,613 3,876
L Criminal Traffic 1,281 1,169 957 1,032
1
L
1
L
1
Proposed Approved Proposed
2011 -2012 2010 -2011 Increase Percent
Budget Summary: Budget Budget (Decrease) Change
Personal Services $534,262 $519,864 $14,398
Operating Expenses 28,000 28,000 0
Capital Outlay 0 0 0
Total $562,262 $547,864 $14,398 2.63%
25
MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT
COUNTY CIVIL BUDGET
2011 -2012
1
FUNCTION
The Florida Constitution provides that the Clerk of the Court shall be Clerk of the County
Court.
1 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.
1
1
1
1
1
1
1
1
1
26
1
1
County Civil
1 Positions Budget
P osition Classification: C urrent New Total Amount
1 Assistant Supervisor 0.14 0.00 0.14 $5,688
Clerk I 3.40 0.00 3.40 111,135
I Allocation of Branch Office
Management 0.30 0.00 0.30 17,251
1
1
1
1
1
1
Subtotal 134,074
I COLA/Merit Pool (5.0 %)
- 6,704
I Salaries 140,778
Fringe Benefits 18,287
Life, Health & Workers' Comp. 36,910
F Total _ 3.84 0.00 3.84 $195,975
I
Budget
Capital Outlay: Quantity Amount
I None
1
1
Total $
1
27
1
County Civil
1 Calendar Year
Estimated
Workload Measures: 2008 2009 2010 2011
lk
lu Case Filings:
Small Claims 1,021 742 639 496
Evictions 466 413 439 415
I Other County Civil 483 656 606 465
Total 1,970 1,811 1,684 1,376
I
Cases Reopened 126 571 99 199
L
N
I
1
t
1
o
1
Proposed Approved Proposed
I 2011 -2012 2010 -2011 Increase Percent
Budget Summary: Budget Budget (Decrease) Change
0 Personal Services $195,975 $247,568 ($51,593)
Operating Expenses 8,800 8,800 0
Capital Outlay 0 0 0
I.
Total $204,775 $256,368 ($51,593) - 20.12%
28
0
MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT
COUNTY TRAFFIC BUDGET
2011 -2012
1
FUNCTION
1 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.
1 GOALS
1 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
1 Court's website and respond to changes in the nature and extent of public records
requests based upon the use of the website.
1
1
1
1
1
1
1
1
29
1
1
County Traffic
Positions Budget
Position Classification: Current New Total Amount
1 Assistant Supervisor 0.50 0.00 0.50 $20,996
Clerk III 0.50 0.00 0.50 18,550
I Clerk I I 2.50 0.00 2.50 91,037
Clerk I 7.10 0.00 7.10 233,443
Allocation of Branch Office
1 Management 1.00 0.00 1.00 54,544
L
L
li
ih
1
Subtotal 418,570
h COLA/Merit Pool (5.0 %) 20,929
Salaries 439,499
Fringe Benefits 57,091
Life, Health & Workers' Comp. 111,550
1 Total 11.60 0.00 11.60 $608,140
Budget
i Capital Outlay: Quantity Amount
L None
0
1
Total $0
L
30
County Traffic
Calendar Year
Estimated
Workload Measures: 2008 2009 2010 2011
Case Filings - Infractions 28,575 29,868 27,858 32,041
1
1
1
1
1
1
Proposed Approved Proposed
2011 -2012 2010 -2011 Increase Percent
Budget Summary: Budget Budget (Decrease) Change
Personal Services $608,140 $595,704 $12,436
Operating Expenses 28,800 28,800 0
Capital Outlay 0 0 0
Total $636,940 $624,504 $12,436 1.99%
31
MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT
ADMINISTRATION BUDGET
2011 -2012
FUNCTION
L The Florida Constitution provides that the Clerk of the Circuit Court shall be Clerk of the
Circuit Court, Clerk of the County Court, County Comptroller/Treasurer, County Auditor,
County Recorder, and Secretary/Ex- officio Clerk to the Board of County
Commissioners.
' DESCRIPTION /OBJECTIVE
Administration provides for the general management of all departments reporting to the
' Clerk of the Circuit Court. Administration is responsible for long -range planning, and
policies and procedures development. Administrative assistants provide 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.
1 GOALS
Administration will also continue to monitor internal processes and procedures, and
' make changes where necessary to improve the delivery of services to the public.
1
ill 1
32
Administration
Positions Budget
Position Classification: Current New Total Amount
Executive Salary 1.00 0.00 1.00 $108,599
Assistant to the Clerk 0.30 0.00 0.30 29,779
Administrative Assistant 0.60 0.00 0.60 33,873
Overtime 800
Subtotal 173,051
COLA/Merit Pool (5.0 %) 8,312
Salaries 181,363
Fringe Benefits 37,327
Life, Health & Worker's Comp. 18,665
Total Personal Services 1.90 0.00 1.90 $237,355
Budget
Capital Outlay: Quantity Amount
None
1
Total $0
33
1
Administration
Fiscal Year
Estimated
Workload Measures: 2008 2009 2010 2011
Clerk to the BOCC - Admin.
Meetings Held 26 25 22 24
Pages of Minutes 275 293 270 279
Resolutions Adopted 515 466 469 483
Ordinances Adopted 30 38 38 35
Contracts Approved 550 547 565 554
1 L
1
Proposed Approved Proposed
2011 -2012 2010 -2011 Increase Percent
Budget Summary: Budget Budget (Decrease) Change
1
Personal Services $237,355 $237,000 $355
Operating Expenses 53,500 53,500 0
Capital Outlay 0 0 0
Subtotal 290,855 290,500 355
Allocation to Court Related
Functions (See Page 40) x 62.56% x 63.06%
Total $181,959 $183,181 ($1,222) -0.67%
1
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1
ROE COUNTY, , FLORIDA
CLERK OF THE CIRCUIT COURT
RECORDS MANAGEMENT BUDGET
2011 -2012
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.
1 DESCRIPTION /OBJECTIVE
' The Records Management department processes all official records, court records, and
other miscellaneous records with imaging technology. Records are maintained until the
retention period has been met. Once the retention period is met, the records are
' scanned 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
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 past filings in our Recording, Circuit and County Court
1 applications. Depending on the future status of the Modernization Trust Fund, it is our
hope to implement a multi -year project to contract for the archival scanning of our
closed court files.
1
1
1
1
1
1
35
1
Records Management
Positions Budget
Position Classification: Current New Total Amount
Records Supervisor 1.00 0.00 1.00 $52,089
Records Technician II 1.00 0.00 1.00 43,360
Records Technician I 2.75 0.00 2.75 96,223
Overtime 500
1
1
1
1
Subtotal 192,172
COLA/Merit Pool (5.0 %) 9,084
Salaries 201,256
Fringe Benefits 26,143
Life, Health & Workers' Comp. 45,755
Total 4.75 0.00 4.75 $273,154
Budget
Capital Outlay: Quantity Amount
None
1
Total $0
1
36
F
1
Records Management
1 Fiscal Year
Estimated
Workload Measures: 2008 2009 2010 2011
Rolls 135 102 0 0
Pages Imaged 337,500 255,000 283,000 286,000
Image Copies 177 111 51 80
* (Microfilm Rolls and CDs)
1
1
1
1
1
1
1
Proposed Approved Proposed
2011 -2012 2010 -2011 Increase Percent
Budget Summary: Budget Budget (Decrease) Change
' Personal Services $273,154 $274,976 ($1,822)
Operating Expenses 78,000 78,000 0
Capital Outlay 0 0 0
1 S ubtotal 351,154 352,976 (1,822)
Allocation to Court Related
Functions (See Page 40) x 62.56% x 63.06%
1 Total $219,682 $222,577 ($2,895) -1.30%
1
37
1
1 COUNTY, , FLORIDA
CLERK OF THE CIRCUIT COURT
' BRANCH OFFICE SUPERVISION
2011 -2012
1
FUNCTION
The Florida Constitution provides that the Clerk of the Court shall be Clerk of the Circuit
Court and County Court.
1 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.
1 GOALS
No specific goals are provided. The branch office staff is responsible for the goals of
the individual departments they manage.
1
1
1
1
1
1
1
1
1
38
1
Branch Office Administration
I Positions Budget
Position Classification: Current New Total Amount
,
ill Director of Administrative Svcs. 0.30 0.00 0.30 25,096
Branch Office Supervisors 2.00 0.00 2.00 124,217
P Senior Accounting Specialist 1.00 0.00 1.00 55,134
Collections Clerk 1.00 0.00 1.00 37,000
6
1
1
1 Total 4.30 0.00 4.30 $241,447
Positions Positions Budget
Allocation of Branch Administration Supervised Allocated Amount
Recording 6.16 0.37 $24,675
t Circuit Criminal 11.60 0.60 30,834
Circuit Civil 8.19 0.74 41,022
l ki Circuit Family 2.14 0.17 10,087
Circuit Juvenile 1.80 0.16 8,213
Circuit Probate 1.57 0.13 7,570
h County Criminal 9.40 0.80 45,414
County Civil 3.54 0.30 17,251
I County Traffic 10.60 1.00 54,544
Jury Management 1.25 0.03 1,837
1
t
1
Total 56.25 4.30 $241,447
i
39
ill
MONROE COUNTY,FLORIDA
CLERK OF THE CIRCUIT COURT
CALCULATION OF OVERHEAD PERCENTAGES
2011 -2012
No. of
Employees
Non -Court Related
Clerk to BOCC 21.80
Internal Audit 2.00
TDC Audit 2.00
Recording 6.53
Total Non -Court Related 32.33 37.44%
Court Related 54.02 62.56%
Total Direct Service Employees 86.35 100.00%
Direct Service Employees 86.35 89.02%
Indirect Service Employees 10.65 10.98%
Total Clerk Employees 97.00 100.00%
40