FY2014MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT & COMPTROLLER
PROPOSED BUDGET
FOR
FISCAL YEAR 2014
Presented by: Amy Heavilin, CPA
Ex-officlo Clerk to the Board of County Commissioners
Submitted: June 1, 2013
AMY REAVILIN, CPA
CLERK OF CIRCUIT COURT & COM"ROLLER
MONROE COUNTY, FLORIDA
,tune 1, 2013
Mayor George Neugent
25 Ships Way
Big Pine Key, FL 33043
RE: FYE — 2014 Budget Request
Dear Mayor and Commissioners:
In accordance with Florida Statute 129.03, 1 hereby submit the preliminary budget for
certain court related costs and all non -court related costs. The County is required by
Florida Statute 29.008 to fund the cost of facilities for the office of the Clerk of the
Circuit and County Courts. These costs include such items as equipment, leases,
computer systems and telephones.
The budget reflects a modest increase of a 3% cost of living adjustment as well as
an increase in retirement contributions as required by FRS. Due to the increased
tips of potential fraud and the associated workload, we have included a full-time
Certified Fraud Auditor position. By approving the addition of this position, the
message to the public will be clear that the County has a zero tolerance for such
activity.
This budget request does not include court costs funded by court revenues, the
Clerk of Court Trust Fund, or the Federal child support grant. The court related
budget is limited by the State Legislature Budget Committee, and will be the same
amount as the 2013 budget despite the increase in pension contribution rates. A
cost of living adjustment cannot be given to the Clerk employees funded by the
County without providing the same adjustment to the court -related employees. The
County has no obligation to fund court -related costs of living adjustments. However,
if the Board decides not to provide this support, the request for a non -court related
salary adjustment will be withdrawn. The cost to provide a 3% cost of living
adjustment to court related staff is $71,578.
500 Whitehead Street Suite 101, PO Box 1980, Key West, FL 33040 Phone: 305-295-3130 Fox: 305-295-3663
3117Overseas Highway, Marathon, FL 33050 Phone: 305-289-6027 Fox: 305-289-6025
88820 Overseas Highway, Plantation Key, FL 33070 Phone: 852-7145 Fox: 305-852-7146
Page Two
June 1, 2013
Re: FYE — 2014 Budget Request
I am requesting that court -related insurances continue to be included in the budget.
This appropriation would not be used unless there is a shortfall in court -related
revenues. In the past nine years, the Clerk's office has been able to return the
funding for court related insurances and more, as excess fees. I am, however,
concerned that continued declines in court revenues due to external factors, such as
the allocation of fees and shifts in case load, will continue to occur. If this funding
continues to decline, there is a possibility the Clerk's office would have to leave the
County's health insurance plan.
The court -related budget to the Clerk of Courts Operations Corporation will be
submitted as required by Florida Statute 28.36. This budget will be made available
to the BOCC as well as the public.
I welcome any questions or comments you may have on this document
Sincerely,
R
Amy Heavili Q'it
Clerk of the Court & Comptroller
Ex-officio Clerk to the Board of County Commissioners
CC: County Administrator
File
MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT & COMPTROLLER
TABLE OF CONTENTS
INTRODUCTORY SECTION
Organization Chart 2-3
Duties and Functions 4
OPERATING BUDGET COMPARISON 5-6
NON -COURT RELATED DEPARTMENTAL OPERATING BUDGETS
Annual Budgets:
Clerk to the Board of County Commissioners
7-10
Internal Audit
11-12
Tourist Development Tax Audit
13-14
Information Systems
15-16
Recording
17-18
Records Management
1 g-20
TOURIST DEVELOPMENT TAX AND TOURIST IMPACT TAX
REVENUE HISTORY 21-22
COURT- RELATED CLERK FUNCTIONS
Court -Related Clerk Fees 23
FTE's 24
PUBLIC RECORDS MODERNIZATION TRUST FUND 25
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Administration
Jury Management
Records
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Recording
Information
Svstems
MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT & COMPTROLLER
ORGANIZATIONAL CHART
CITIZENS
CLERK OF THE CIRCUIT COURT
CLERK TO
BOCC
Administration
Finance
Value
Adjustment
Board
Internal Audits
Tourist Development
ICIRCUIT
COURT
1_ Criminal j
Civil
Familv
1 Juvenile
Probate
COUNTY I
COURT
Criminal
Civil
Traffic
3
MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT & COMPTROLLER
DUTIES AND FUNCTIONS
The Clerk of the Circuit Court & Comptroller 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 & Comptroller 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 Vill,
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 & Comptroller, Sheriff, and the Supervisor
of Elections.
The budget of the Clerk of the Circuit Court for court -related functions is primarily
supported by fines, fees and service charges. Florida Statutes delineate court -related
costs, which are the responsibility of the County and costs that must be funded by fines,
fees, and service charges. The Statutes also provide a mechanism for funding Clerks
who project a deficit in funding necessary to support court -related functions. The
budgets of the Clerk of the Circuit and County courts for court -related functions are
contained in the Clerk's Court -Related Fund and the Clerk's Modernization Trust Fund.
Funding for the budget of the Clerk of the Circuit Court & Comptroller, as ex-officio Clerk
to the Board of County Commissioners and certain court -related costs that are the
responsibility of the County, is an appropriation of the General Revenue of the County.
0
MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT & COMPTROLLER
OPERATING BUDGET COMPARISON
FYE 2014
Non -Court Related Clerk Functions
Clerk to BOCC
Internal Audit
Information Systems
Recording
Records Management
Salary Adjustment
Contingency
Total Non -Court Related Clerk Functions
Court Related Clerk Functions
County Obligation per Statute
Salary Adjustment
Court Related Insurance
Total Court Related Clerk Functions
Total Clerk Function Expenditures
Less Non -Court Fees and Other Revenues
General Revenue Funding
FYE 2014
FYE 2013
Proposed
Proposed
Proposed
Increase
Budget
Budget
(Decrease)
$ 1,695,311 $
1,690,807 $
4,504
321,403
231,067
90,336
584,838
675,933
(91, 095)
442,728
423,846
18,882
159,495
151,472
8,023
66,016
-
66,016
190,000
190,000
-
3,459,791
3,363,125
96,666
121,600 121,600 -
71,578 - 71,578
456,963 456,963 -
650,141 578,563 71,578
4,109,932 3,941,688 168,244
650,000 650,000
$ 3,459,932 $ 3,291,688 $ 168,244
5
MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT & COMPTROLLER
OPERATING BUDGET COMPARISON - TDC FUNCTIONS
FYE 2014
Clerk Functions Funded by TDC Revenues
Clerk to BOCC
Salary Adjustment - BOCC
TDC Audit
DROP Retirement Payout for FYE-2014
Salary Adjustment - TDC
Total Clerk Functions Funded by TDC Revenues
FYE - 2014
FYE - 2013
Proposed
Approved
Approved
Increase
Budget
Budget -
(Decrease)
52,331 $
57,861 $
(5,530)
1,127
0
1,127
229,276
200,593
28,683
50,000
50,000
4,219
-
4,219
$ 336,953 $ 258,454 $ 78,499
C
MONROE COUNTY, FLORIDA
CLERK TO THE BOARD OF COUNTY COMMISSIONERS
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, County Auditor, County
Recorder, and Ex-officio Clerk to the Board of County Commissioners.
In addition, according to Florida Statutes 125.17 and 28.12, "the Clerk of the Circuit
Court & Comptroller for the County shall be the Clerk and Accountant of the Board of
County Commissioners" (BOCC). The Clerk "shall keep the minutes and accounts." As
Clerk to the Board of County Commissioners, the Clerk is also responsible to serve as
Clerk to the Value Adjustment Board (VAB) created pursuant to Florida Statute 194.015.
DESCRIPTIONIOBJECTIVE:
This department includes the accounting function and property control for the BOCC
(Clerk to the BOCC-Finance), recording of the minutes of the BOCC meetings (Clerk to
the BOCC-Admin) and operations for the Value Adjustment Board (Clerk to the BOCC-
VAB).
Clerk to the BOCC-Finance:
This department maintains BOCC 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.
For the last twenty-four 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 BOCC-Admin:
Administration provides for the general management of all departments reporting to the
Clerk of the Circuit Court & Comptroller. Administration is responsible for long-range
planning, budget preparation, and policies and procedures development. Administrative
Assistants provide secretarial and technical support.
7
Administrative staff maintains the accounting records for the receipt and disbursement
of the Cleric 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 & Comptroller's
annual budget; monitoring and processing operating expenditures; accounting for user
fees charged by the Clerk of the Circuit Court & Comptroller and transferring these fees
to the Board of County Commissioners, the State of Florida and other local, state and
federal agencies.
This department prepares and indexes official minutes of regular and special meetings
of the BOCC. 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 BOCC's
official documents and makes them available for public inspection.
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 and sends notification of final
decisions of the VAB, and other duties as directed by law.
Clerk to the BOCC-VAB:
The Value Adjustment Board meets according to Florida Statutes and Department of
Regulation rules. The Board 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 VAB.
We will continue to maintain the efficient operations of the VAB as the Department of
Revenue continues to revise and update the procedures of the VAB. The Clerk's office,
together with the contracted attorney to the VAB and the Property Appraiser's office,
assists the Value Adjustment Board in its operations. The staff will continue to educate
the taxpayer by providing general information and requirements through written
materials and by direct contact with the taxpayers. Our primary goal is to be as helpful
and cooperative as possible throughout the entire VAB process.
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 and sends notification of final
decisions of the VAB, and other duties as directed by law.
8
GOALS:
Clerk to the BOCC-Finance:
The County is continuing an ambitious capital projects program which is providing
wastewater facilities throughout the County. The Clerk has reallocated the resources of
this department to accommodate the expanded volume of work generated by the
construction activity.
Clerk to the BOCC - 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 1960 to the present; ordinances from 1970 to the present and marriage licenses
issued from 1829-1996. Minutes, resolutions and ordinances are available on the
Clerk's website. All BOCC records are made available to the public at their request.
This office continues to update its database for county contracts, leases and other
official documents approved by the BOCC. Administration will also continue to monitor
internal processes and procedures and make changes where necessary to improve the
delivery of services to the public.
Clerk to the Board of County Commissioners
Fiscal Year
Workload Measures:
2009
2010
2011
2012
Clerk to the BOCC - Finance
Operating Checks Issued .
14,103
14,386
14,404
16,827
Payroll Checks/Direct Deposits
15,919
17,023
16,888
17,393
Cost Centers Maintained
580
582
543
511
Funds Maintained
61
61
61
62
Property Records
4,005
3,835
3,851
3,571
Clerk to the SOCC - VAB Calendar
Year
VAB Meetings
3
3
3
2
VAB Petitions
2,105
1,060
686
390
Special Magistrate Hearings
(days)
14
10
12
7
Clerk to the BOCC - Admin.
Meetings Held
22
22
21
21
Pages of Minutes
270
247
294
270
Resolutions Adopted
469
442
379
430
Ordinances Adopted
38
25
39
34
Contracts Executed
565
562
602
576
Budget Summary:
Proposed
FYE - 2014
Budget
Approved
FYE - 2013
Budget
Proposed
Increase
(Decrease)
Percent
Change
Personal Services
$1,620,291
$1,615,787
$4,504
Operating Expenses
65,020
65,020
-
CapitalOutlay
10,000
10,000
-
Total
$1,695,311
$1,690,807
$4,504
0.27%
10
MONROE COUNTY, FLORIDA
INTERNAL AUDIT
ANNUAL BUDGET
FUNCTION:
Article Vt Section 16 of the Florida Constitution provides that the Clerk of the Circuit
Court & Comptroller 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 & Comptroller operations, and other audits as
authorized and requested by the Clerk of the Circuit Court & Comptroller. 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 & Comptroller 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 Audito-,- 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 & Comptroller. A fraud "hotline" has been added as a means
for the anonymous reporting of suspected fraud and unethical actions. The "tips"
received from the hotline have already impacted the audits being conducted. This
sends the message to the citizens of Monroe County that there is a zero tolerance for
fraud.
11
Internal Audit
` Workload Measures:
Completed Audits
Offsite Car Rental Fees --Enterprise Leasing Co.
Offsite Car Rental Fees --Vanguard Car Rental
MC Grants Management - Human Services Grants
Schooner Western Union Preservation Society, Inc.
Cellular Telecommunications Policies and Procedures
Interlocal Agreements with FKAA -Big Coppitt Wastewater
Project
Interlocal Agreements with Key Largo Wastewater
Treatment District
Stand Up for Animals, Inc.
Humane Animal Care Coalition, Inc.
Fl: Keys Society for the Prevention of Cruelty to Animals
Key West International Airport Revenue: Onsite Car Rental
Agencies --Hertz, Avis, Budget, Dollar, Thrifty
Human Services Board --Grants and Grant Policies & Proced.
County Technical Services Procurement Policies
Health Plan Audit
Date Report Issued
March, 2009
May, 2009
August, 2009
February, 2010
April, 2010
July, 2010
July, 2010
October, 2010
December, 2010
January, 2011
November, 2011
March, 2012
September, 2012
January, 2013
Other Reports
Upper Keys YMCA Contract - Key Largo Community Park
Review April, 2011
Florida Keys Council of the Arts Contract Review April, 2011
Key West Airport Operations Review November, 2011
Health Care Contracts Review January, 2012
Miscellaneous Special Reports 2
Guardianship Audit -Reports Reviewed 5112 through 4113 74
Budget Summary:
Proposed
FYE 2014
Budget
Approved
FYE 2013
Budget
Proposed
Increase
(Decrease)
Percent
Change
Personal Services
$303,903
$213,567
$90,336
Operating Expenses
17,500
17,500
-
Capital Outlay
-
-
Total
$321,403
$231,067
$90,336
39.10%
12
MONROE COUNTY, FLORIDA
TOURIST DEVELOPMENT TAX AUDIT
ANNUAL BUDGET
FUNCTION:
Pursuant to the provisions of Florida Statutes 125.0104(10)(c), the Monroe County
Board of County Commissioners adopted Ordinance 026-1990 and 047-1995, electing
local administration of the Tourist Development Tax and the Tourist Impact Tax. Those
ordinances provide that the Monroe County Clerk of the Circuit Court & Comptroller will
be responsible for the enforcement and audit function associated with the collection and
remission of the Tourist Development Impact Tax.
DESCRIPTIONIOBJECTIVE:
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 audits to identify new taxpayers, and to
assist the Tax Collector in contacting delinquent taxpayers.
13
Tourist Development Tax Audit
Fiscal Year
Estimated
Workload Measures:
2010
2011
2012
2013
Audits and Estimates Conducted
38
30
30
33
Notices of Delinquent Taxes
95
184
118
77
Identification Letters
64
41
102
96
Active Tax Accounts
1,288
1,402
1,521
1,670
Budget Summary:
Proposed
FYE 2014
Budget
Approved
FYE 2013
Budget
Proposed
Increase
(Decrease)
Percent
Change
Personal Services
$254,995
$172,093
$82,902
Operating Expenses
28,500
28,500
-
Capital Outlay
-
-
-
Total 1
$283,495
$200,693
$82,902 1
41.33%
Im
MONRO.E COUNTY, FLORIDA
INFORMATION SYSTEMS
ANNUAL BUDGET
FUNCTION:
The role of the Clerk of the Circuit Court & Comptroller in Information Systems is to
provide information systems services to all departments of the Clerk of the Circuit Court
& Comptroller, 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
GOALS:
Clerk of Courts Accounting
Clerk to the BOCC Accounting
Payroll
Fixed and Moveable Assets
Purchasing
E-filing
The Information Systems Department will continue to provide the necessary support
functions to all Clerk staff.
Using Modernization Trust Fund monies, the following items are being reviewed for
implementation:
• Tracking software for the inventory in the evidence vault
• Redacting software
• Off -site electronic data storage.
• E-filing for criminal cases
15
Information Systems
Workload Measures:
Fiscal Year
2009
2010
2011
2012
Workstations
147
144
147
140
Servers
25
24
23
23
Processing (Hours per day)
12
12
12
12
Budget Summary:
Proposed
FYE - 2014
Budget
Approved
FYE - 2013
Budget
Proposed
Increase
(Decrease)
Percent
Change
Personal Services
$280,838
$345,933
($65,095)
Operating Expenses
304,000
330,000
(26,000)
Capital Outlay
-
-
-
Total
$584,8381
$675,933
($91,095)
-13.4$%
16
MONROE COUNTY, FLORIDA
RECORDING
ANNUAL BUDGET
FUNCTION:
The Florida Constitution provides that the Clerk of Court & Comptroller 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. The
software used to manage and maintain public records was upgraded two years ago to
provide a better system of organization and to reduce the need for vendor maintenance.
The software, also has the capacity to continue to provide redaction of new Official
Records Documents. We have continued to use this software's redaction feature,
providing efficiencies in the redaction process of Official Record Documents.
`A
Recording
Calendar
Year
Estimated
Workload Measures:
2010
2011
2012
2013
Documents Recorded
46,076
45,837
49,683
51,000
Marriage Licenses
2,790
3,117
3,073
2,900
Budget Summary:
Proposed
FYE - 2014
Budget
Approved
FYE - 2013
Budget
Proposed
Increase
(Decrease)
Percent
Change
Personal Services
$364,228
$338,846
$25,382
Operating Expenses
78,500
85,000
(6,500)
Capital Outlay
-
-
-
Total 1
$442,728
$423,846
$18,882 1
4.45%
18
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.
DESCRiPTIONIOBJECTIVES:
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
subsequently destroyed. Oversight of the central mail room rests with this department.
In addition, the department provides Official Record document images and indexes to
the public.
GOALS:
In language attached to the budget legislation in the 2010 session directed Clerks to
implement e-filing in five court divisions by October of 2013. However, the time
necessary to link every Clerk to a state-wide system was underestimated as
specifications had not been developed by the state. in language attached to the budget
legislation in the 2013 session required Clerks to implement e-filing for the ten trial court
divisions by January 1, 2014. The design work necessary to connect local e-filing with
the state system, in conformity with requirements that were developed as the state-wide
project progressed, was completed in Monroe County May, 2012. E-filing for circuit civil
cases became available at that time. All remaining civil divisions were completely e-
filing in March of 2013. Criminal cases e-filing is scheduled to be completed by October
1, 2013. The cost of software and hardware required to comply with this legislative
mandate will be provided by the Public Records Modernization Trust Funds.
New documents filed in court cases are manually redacted as required by Florida
Statutes. The Official Records for 1985-1996 have been redacted by an outside
vendor. Once the Court Record redaction software is acquired, work will commence on
the redaction of court records. Preservation of historical court records will be
maintained by converting these files into electronic or other format.
The Clerk intends to strengthen the security of public records by establishing a "hot
site". A "hot site" is a duplicate set of servers simultaneously updated online over the
internet with all history and transactions processed by the primary set of servers located
in Key West. The duplicate servers are usually located hundreds of miles from the
primary site in a building certified to withstand a category 4 hurricane, flood and other
such disasters.
19
Records Management
Fiscal Year
Estimated
Workload Measures:
2010
2011
2012
2013
Pages Microfilmed/Scanned
260,000
275,000
275,000
275,000
Microfilm and Electronic Copies
(2009 Rolls and CDs)
51
55
55
55
(2010-2012 CDs)
Budget Summary:
Proposed
FYE - 2014
Budget
Approved
FYE - 2013
Budget
Proposed
Increase
(Decrease)
Percent
Change
Personal Services
$130,292
$122,269
$8,023
Operating Expenses
29,203
29,203
-
Capital Outlay
- I
-
-
Total 1
$159,495
$151,4721
$8,023
5.30%
MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT & COMPTROLLER
TOURIST DEVELOPMENT TAX AND TOURIST IMPACT TAX
REVENUE HISTORY
$30,000,000
$25,000,000 1
M $20,000,000
I
L
L $1.5,000,000
1
O
N
5 $10,000,000
$5,000,000
$0
FY 2009 FY 2010 FY 2011
03%Tourist Development Tax
FY 2012 FY 2013
131%Tourist Impact Tax
1
Estimated
FY 2009 FY 2010
FY 2011 FY 2012
FY 2013
3% Tourist Development Tay
$15,428,097
$20,266,390
$23,102,617
$25,925,759
$27,245,849
1% Tourist Impact Tax
4,730,584
5,074,910
5,779,010
6,482,589
6,811,937
Total Tax Collected
$20,158,681
$25,341,300
$28,881,627
$32,408,348
$34,057,786
21
MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT & COMPTROLLER
TOURIST DEVELOPMENT TAX AND TOURIST IMPACT TAX
REVENUE HISTORY
Tourist Development Tax Revenues
3% Oct 2008-May 2009, 4% June 2009-Sept 2013
Month IFY2012120131 % Increase
Collected I FY2008/09 I FY2009/10 I FY2010111 I FY2011/12 (6 mos est.) from Prior Year
Oct
$821,069
$1,078,392
$1,234,746
$1,542,746
$1,645,355
6.65%
Nov
1,058,291
1,349,232
1,386,514
1,731,331
1,801,552
4.06%
Dec
83,102
1,730,753
1,775,091
2,077,057
2,218,343
6.80%
Jan
1,441,733
1,858,813
1,941,358
2,355,650
2,446,891
3.87%
Feb
1,519,489
2,277,091
2,335,872
2,852,894
2,839,593
-0.47%
Mar
1,704,773
2,766,607
3,126,132
3,425,313
4,074,515
18.95%
Apr
1,461,352
2,100,317
2,544,361
2,646,718
2,646,700
0.00%
May
1,208,388
1,674,368
2,078,145
2,109,372
2,172,600
3.00%
Jun
1,391,334
1,572,704
1,911,949
2,017,064
2,077,600
3.00%
Jul
1,590,023
1,659,437
2,054,044
2,214,724
2,281,200
3.00%
Aug
1,257,826
1,248,345
1,619,310
1,679,875
1,730,300
3.00%
Sep
790,717
950,341
1,095,095
1,273,015
1,311,200
3.00%
Total $15,428,097 $20,266,390 $23,102,617 $25,925,759 $27,245,849
% Increase -0.27% 31.36% 13.99% 12.22% 5.09%
1% Tourist Impact Tax Revenues - This tax has been extended through the year 2033.
Month IFY2012J20131 % Increase
Collected I FY2008/09 I FY2009110 I FY2010/11 I FY2011112 (6 mos est.) from Prior Year
Oct
$273,690
$269,824
$308,708
$385,687
$411,339
6.65%
Nov
352,763
338,547
346,697
432,844
450,460
4.07%
Dec
394,367
433,338
444,484
519,437
554,586
6.77%
Jan
480,578
466,359
485,340
589,582
611,723
3.76%
Feb
506,496
570,167
584,001
713,223
709,899
-0.47%
Mar
568,258
693,726
781,533
856,328
1,018,630
18.95%
Apr
487,117
525,274
636,090
661,703
661,700
0.00%
May
401,741
418,650
520,094
527,343
543,200
3.01%
Jun
351,175
393,223
479,404
504,266
519,400
3.00%
Jul
401,142
414,956
513,511
553,681
570,300
3.00%
Aug
315,144
312,086
405,374
419,969
432,600
3.01%
Sep
198,113
238,760
273,774
318,526
328,100
3.01%
Total $4,730,584 $5,074,910 $5,779,010 $6,482,589 $6,811,937
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MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT & COMPTROLLER
FTE's
FYE 2014
BOCC
Court
Funded
Funded
Total
Clerk to BOCC
23.70
-
23.70
Internal Audit
3.00
-
3.00
TDC Audit
2.00
-
2.00
information Systems
3.13
0.87
4.00
Recording
7.59
-
7.59
Court Related
-
51.96
51.96
Records Management
1.07
4.68
5.75
Total FTE's
24
40.49 57.51 98.00
Public Records Modernization Trust Fund
Proposed 2014 Budget
10% Modernization
Revenue Budget Summary: Fines Trust
Recording Fees
$ 0
$ 279,000
Fines
180,000
0
Interest Income
4,100
3,200
Cash Carryforward
848,000
713,000
Total
$ 1,032,100
$ 995,200
Expenditure Budget Summary:
10%
Fines
Modernization
Trust
Personal Services
$ 0
$ 0
Operating Expenses
723,100
597,200
Equipment
0
100,000
Contingency
103,000
99,000
Reserves
206,000
199,000
Total
$ 1,032,100
$ 995,200
"FOR INFORMATIONAL PURPOSES ONLY"
The Public Records Modernization Trust Fund is authorized by Florida Statutes 28.24(12)(d)(e).
Recording revenues are restricted to the modernization of the court -related public records
system as described therein.
Pursuant to Florida Statutes 28.37, 10% of all court -related fines collected by the Clerk shall be
deposited in the Clerk's Modernization Trust Fund for court -related operational needs and
program enhancements.
Goals - FYE 2014
Redaction software for Court Records
Bar-code scanning software for evidence tracking
Security Cameras -Joint project with State Attorney & Others
Upgrade/convert microfilm to alternative electronic format
25