FY20190
FILED FOR RECORD
70111 JUN - I PM le. 26
,XERK CIR.CT.
"' IE COUNTY. FL
MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT & COMPTROLLER
PROPOSED BUDGET
FOR
FISCAL YEAR 2019
Presented by: Kevin Madok, CPA
Ex-Officio to the Board of County Commissioners
Submitted: June 1, 2018
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J S�'CE COUN�
Kevin Madok, CPA
Clerk of the Circuit Court & Comptroller — Monroe County, Florida
June 1, 2018
Mayor David Rice
Members of the Board of County Commissioners
9400 Overseas Highway Suite 210
Marathon, FL 33050
Dear Mayor and Commissioners:
Enclosed is the Fiscal Year (FY) 2019 budget request for the Clerk of the Circuit Court/Clerk to
the Board of County Commissioners. This budget request is for the non -court activities of the
Clerk's Office in addition to the budget for certain court -related costs. We are requesting the Board
to fund certain court -related costs including court -related costs that are required to be funded by
the County under Section 29.008, F.S. (i.e., telephones, equipment, and information system costs).
Our FY 2019 budget request proposes maintaining the Clerk's general revenue budget at the same
levels as FY 2018. This funding level will require us to re -align our operating budgets so we are
able to provide both court and non -court employees a minimal wage adjustment consistent with
other county employers, absorb increases in Florida Retirement System retirement employer
contribution rates, and continue our efforts to upgrade our outdated information technology (IT)
infrastructure during the upcoming fiscal year.
The salary adjustment included in this budget mirrors the FY 2019 salary adjustment included for
the County's departments. We expect our budget to be adjusted consistent with the Board's final
policy decisions on salary adjustments for FY 2019.
The salary adjustment reflects the increase for both non -court and court -related staffing. At this
time, we do not know what funding will be made available from the State to fund court -related
salary adjustments; we do not anticipate knowing state funding levels until early October, but we
anticipate further budget cuts. As you are aware, a salary adjustment would be difficult to give to
county -funded Clerk employees without providing the same adjustment to court -related
employees. The County is under no obligation to fund court -related salary adjustments; however,
without the Board's assistance, it becomes more and more difficult to offer a competitive wage for
our employees to afford the high cost of living in our geographic area. We will adjust our county
funding once we know how much the State will fund for salaries increases during FY 2019.
In addition, 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 the court -related revenues.
Except for last fiscal year, in past years the Clerk's office has been able to return the funding for
court related insurances and more, as excess fees. I am concerned that continued declines in the
court revenues due to external factors, such as the legislative re -distribution of funding sources
and shifts in caseloads will continue to occur and make it difficult for us to meet the ever-increasing
insurance costs.
KEY WEST MARATHON PLANTATION KEY
500 Whitehead Street 3117 Overseas Highway 88820 Overseas Highway
Key West, Florida 33040 Marathon, Florida 33050 Plantation Key, Florida 33070
305-294-4641 305-289-6027 305-852-7145
PK/ROTH BUILDING
50 High Point Road
Plantation Key, Florida 33070
305-852-7145
Mayor David Rice
Page 2
June 1, 2018
Finally, I will adjust our internal operating budgets to allow our IT Department to continue with
needed updates to the Clerk's IT infrastructure. During my first year in office, I evaluated the
condition of the hardware and software that supports the Clerk's daily operations and I found that
substantial upgrades are needed throughout the Clerk's IT infrastructure. In FY 2019, my Office
will continue to upgrade its IT environment. This will include hosting the Clerk's servers at an off -
site hurricane resistant facility, refreshing firewalls, setting up an equipment replacement plan that
will ensure that the Clerk's IT equipment is maintained and replaced on a proper lifecycle, updating
methods for backing up data, and other technical network improvements.
Section 28.36, F.S., requires that I submit budgets for court -related functions to the Clerk of Court
Operations Corporation (CCOC). While I've submitted an initial budget to the CCOC on June Isc,
my Office will be working through July with the CCOC and the other clerks throughout the State
to deliberate and finalize our budget request for inclusion in the CCOC budget that must be
presented to the Legislative Budget Commission no later than August 1 st. Typically I will not know
my actual state budget appropriation until early October. Once our state budget is finalized it will
be made available to the BOCC as well as the public.
I welcome any questions or comments you may have.
Sincerely,
)�� m4e,.a
Kevin Madok, CPA
Clerk of the Circuit Court & Comptroller
Ex-officio Clerk to the Board of County Commissioners
cc: County Administrator
Finance Clerk's Department
MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT & COMPTROLLER
TABLE OF CONTENTS
INTRODUCTORY SECTION
OrganizationChart..................................................................................................................2
Functionsand Funding........................................................................................................ 3-4
OPERATIONAL BUDGET COMPARISON................................................................................5
NON -COURT RELATED DEPARTMENTAL OPERATING BUDGETS
Annual Budgets:
Clerk to BOCC Finance and Administration including TDC....................................... 6-13
InternalAudit............................................................................................................ 14-17
InformationTechnology........................................................................................... 18-21
Recording................................................................................................................ 22-24
RecordsManagement.............................................................................................. 25-27
COURT -RELATED CLERK FUNCTIONS
Court -Related Clerk Fees................................................................................................ 28-29
Operational Budget Comparison - FTES...............................................................................30
PUBLIC RECORDS MODERNIZATION TRUST FUND..........................................................31
1
MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT & COMPTROLLER
ADMINISTRATIVE
SUPPORT
Administration
Records
Management
Information
Systems
Organization Chart
M ONRO E COUNTY CITIZENS
CLERK OF THE CIRCUIT COURTS
& COMPTROLLER
CLERK TO BOCC
,Administration
Finance
Value Adjustment
Board
INTERNAL AUDIT
CIRCUIT COURTS
Criminal
Citiril
Family
Juvenile
Probate
COUNTY COURTS
Criminal
Civil
Traffic
2
MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT & COMPTROLLER
FUNCTIONS AND FUNDING
The functions of the Monroe County Clerk of Circuit Court and Comptroller (the Clerk's
Office) are governed by the Florida Constitution, by acts of the Florida Legislature, and
by order of the Court. Specifically, the functions of the Clerk of the Circuit Court and
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 (BOCC).
The Clerk's Office has a bifurcated funding structure for its court -related activity. Florida
Statutes identifies which court -related costs are the responsibility of the County versus
which court -related costs that must be funded by the State through court fines, fees, and
service charges. The budgets of the Clerk of the Circuit Court and County Court for court -
related functions are contained in the Clerk's Court -Related Fund and the Clerk's
Modernization Trust Fund.
The BOCC annually appropriates tax dollars to fund the Clerk's activity that supports the
BOCC. The budget for the Clerk's BOCC activity is accounted for in the Clerk's General
Fund.
State Funding
Florida Statute Sections 28.35 and 28.36 established the Florida Clerks of Court
Operations Corporation (CCOC) to review, certify, and recommend proposed state
funding for each of Florida's 67 Clerks of Circuit Court. The CCOC works directly with all
Clerks to develop a statewide budget that is submitted annually to the Legislative Budget
Commission by August 1st. Final determination of Clerks' fiscal year state funding usually
is not known until early October.
Over the last number of fiscal years, Clerks throughout the State have faced continued
decreases in State funding due to significant statewide decreases in court fines, fees and
service charges that are dedicated to funding Clerks' Offices. For example, Monroe
County's state funding decreased 14% between FY 14 (state funding of $3,377,387) and
FY 17 (state funding of $2,903,649).
County Funding
County funding to the Clerk's Office is primarily from the County's General Revenue
appropriation. The County provides funding to support the Clerk's work as the County's
Comptroller/Treasurer, County Auditor, County Recorder, and Secretary/Ex-officio Clerk
to the BOCC. The Clerk's Office also receives some funding from the Tourist
Development Council (TDC) to support the Clerk's processing of the TDC's vendor
3
MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT & COMPTROLLER
payments. In addition, the County funds certain court -related costs as specified by statute
— namely telephones, equipment, and information system costs.
For the last number of fiscal years, the BOCC has also provided much needed financial
support to the Clerk's Office by appropriating funds for insurance costs and cost -of -living
adjustments (COLA) for both non -court and court -related Clerk staff. The Clerk's Office
uses this county appropriation only if court -related revenues are not sufficient to cover
these operating costs. The Clerk's Office returns any unspent funds to the County through
excess fees at fiscal year-end. The Clerk's Office will continue to expend all available
state funding appropriated to Monroe County before using county funding to support
court -related operations.
The Clerk of Circuit Court and Comptroller's FY 2019 BOCC budget proposal does not
request any new funding. Rather, the Clerk's proposal maintains the same funding levels
as FY 2018 and will allow us to re -align our operating budgets to achieve the following in
the upcoming fiscal year:
• Grant a 2.1 % COLA for the Clerk's non -court and court employees. While we
requested a similar salary adjustment from the State for court employees, we will
not know what state funding will be provided (if any) for employee raises until early
October. The Clerk's budget will be adjusted once state funding is finalized for FY
2019.
• Cover the increase in the employer share of health care costs and Florida
Retirement System (FRS) contribution rates.
• Continue with initiatives that upgrade the Clerk's information technology
infrastructure.
II
MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT & COMPTROLLER
OPERATIONAL BUDGET COMPARISON
FISCAL YEAR 2019
Non -Court Clerk Functions
Administration
Clerk to BOCC
Internal Audit
Information Technology
Recording
Records Management
Total Non -Court Clerk Functions:
Court -Related Clerk Functions
Court Related Salary Adjustments
Court Related Insurance
County Obligation per Statute
Total Court -Related Clerk Functions:
Total Clerk Function Expenditures
Less Non -Court Fees and Other Revenues
General Revenue Funding
TDC Functions
Clerk Functions funded by TDC Revenues
Total Clerk Related TDC Functions:
Funded by General Fund and TDC Revenue
FY 2019 FY 2018 Proposed
Proposed Approved Increase
Budget Budget (Decrease)
470,756
391,356
79,400
1,949,471
1,785,145
164,326
367,877
345,968
21,909
724,616
631,332
93,284
631,687
1,068,472
(436,785)
70,481
87,802
(17,321)
4,214,888 4,310,075 (95,187)
343,115
285,406
57,709
732,750
787,129
(54,379)
211,023
121,600
89,423
1,286,888 1,194,135 92,753
5,501,776 5,504,210 (2,434)
(620,000) (620,000) -
4,881,776 4,884,210 (2,434)
63,858 61,424 2,434
63,858 61,424 2,434
4,945,634 4,945,634 (0)
15
MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT & COMPTROLLER
CLERK TO BOCC- FINANCE AND ADMINISTRATION
ANNUALBUDGET
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 Statute Sections 125.17 and 28.12, "the Clerk of the
Circuit Court and 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 of the BOCC, the Clerk is also responsible to serve as Clerk to the
Value Adjustment Board (VAB) created pursuant to Florida Statute Section 194.015.
DESCRIPTION/OBJECTIVE:
The Clerk to BOCC performs the accounting function and maintains property control for
the BOCC (Clerk to the BOCC-Finance), records the minutes of the BOCC meetings
(Clerk to the BOCC-Administration) and administers the VAB (Clerk to the BOCC-VAB).
Clerk to the BOCC-Finance:
The Clerk's Finance Department maintains the BOCC's accounting records including the
accounting records of the TDC and the Clerk's court -related accounts in accordance with
United States generally accepted governmental accounting principles and in compliance
with statutory requirements. The Finance Department's responsibilities also include
managing cash, investment, debt, and property management for the BOCC as well as
processing the receipts and disbursements of Monroe County's funds, including payroll.
For the last twenty-nine 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 the state and local government
financial reports.
Cel
MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT & COMPTROLLER
Clerk to the BOCC Admin:
The Clerk's Administration provides for the general management of all departments
reporting to the Clerk of the Circuit Court and Comptroller. Administration is responsible
for long-range planning, clerk budget preparation, and the development of policies and
procedures. Administrative assistants provide secretarial and technical support.
Administrative staff maintains the accounting records for receipt and disbursement of the
Clerk's 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 and Comptroller's annual budget; monitoring and
processing operating expenditures; accounting for user fees charged by the Clerk of the
Circuit Court and Comptroller and transferring these fees to the BOCC, the State of
Florida and other local, state and federal agencies.
Administration prepares and indexes official minutes of regular and special meetings of
the BOCC. In addition to preparing and processing ordinances and resolutions resulting
from those meetings, the Clerk's Administration maintains all County contracts and
custody of the County seal as well as affixes the seal to any paper or instrument as
required by law. Finally, Administration is responsible for the custody and care of the
BOCC's official documents and makes them available for public inspection.
Clerk to the BOCC-VAB:
The VAB meets in accordance with applicable Florida Statutes and Department of
Revenue rules. VAB is charged with conducting hearings and making decisions
regarding: 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 Section 194.035, the VAB appoints special magistrates to
take testimony from petitioners and make recommendations to VAB.
The Clerk's office, together with the contracted VAB attorney and the Property Appraiser's
office, assists in VAB's operations. The Clerk's staff also provides education on VAB by
providing general information and requirements through written materials and direct
contact to taxpayers. Our primary goal is to be as helpful and cooperative as possible
throughout the entire VAB process.
The Clerk's Office files all petitions, receives filing fees, assists in the process of obtaining
services of special magistrates, schedules and notifies petitioners and parties of hearings
7
MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT & COMPTROLLER
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.
GOALS:
Clerk to the BOCC-Finance:
During FY 2019, the Clerk's Finance Department will begin work on streamlining its
operations. This initiative includes promoting paperless transactions; eliminating
redundant data entry; training and cross -training staff to perform more complex
accounting functions; and designing procedures to allow for more efficient and accurate
updating of the general ledger. To achievet es o Is, the Clerk's Finance Department
will focus its efforts in the following areas:
Work with BOCC staff to eliminate the need to produce paper payroll checks as
well as coordinate with BOCC departments to have staff complete and submit
biweekly timesheets electronically o theClerk's ice.
Improve the Financee r 's records management procedures. This
includes developing needed procedures for properly inventorying and/or
destroying financial records by fiscal year in accordance with applicable State of
Florida's records laws and procedures.
Update dated FinanceDepartment olicies and procedures, including e Clerk's
investment policy that was last approved by the BOCC in 2003.
Clerk to the BOCC Admin:
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 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 also monitors internal processes and procedures and makes changes
where necessary to improve the delivery of services to the public.
E
MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT & COMPTROLLER
Administration-BOCC
Position Classification:
Positions
Budget
Amount
2018
2019
Total
Clerk of Court & Comptroller
Director
Director (Special Projects)
0.50 0.50 -
1.00 1.00
0.62 0.50 (0.12)
58,871
95,004
45,004
Subtotal:
Overtime/Terminal Leave/Payouts
COLA 2.1 %
198,879
-
2,950
Salaries:
201,829
Fringe Benefits
Life, Health & Worker's Comp.
78,503
28,288
Total
1.12
2.00
0.88
$ 308,620
Capital Outlay:
Quantity
Budget
Amount
Equipment for Operations (on -going)
8,000
Total
-
8,000.00
MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT & COMPTROLLER
Administration BOCC
Fiscal Year
2015
2016
2017
Workload Measures:
CLERK TO BOCC - ADMIN
- BOCC Meetings Held
28
24
20
- Pages of Minutes
275
331
266
- Resolutions Adopted
412
323
373
34
32
25
- Contracts Executed
582
580
663
CLERK TO BOCC - VAB
- VAB Meetings
2
2
2
- VAB Petitions
316
243
322
- Special Magistrate Hearings
21
6
8
Budget Summary:
Proposed
2019
Budget
Approved
2018
Budget
Proposed
Increase
Decrease
Percent
Change
Personnel Services
$ 308,620
$ 205,220
$ 103,400
50.38%
Operating Expenses
$ 154,136
$ 154,136
$ -
0.00%
Capital Outlay
$ 8,000
$ 32,000
$ (24,000)
-75.00%
$ 470,756
$ 391,356
$ 79,400
20.29%
10
MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT & COMPTROLLER
Finance
Positions
Budget
2018
2019
Total
Position Classification:
Amount
Accounting Supv
1.00 1.00 -
55,499
Admin Assistant
1.00 1.00 -
45,000
AP Supervisor
1.00 1.00 -
69,029
Assistance Fin Dir
1.00 1.00 -
85,766
Assistant to Finance Director
1.00 1.00 -
38,221
BOCC Payroll Clerk
1.00 1.00 -
44,200
Chief Accountant
1.00 1.00 -
75,000
Clerk 1
1.00 1.00 -
38,634
Clerk 11- Revenues
1.00 1.00 -
41,359
CLERK IV
1.00 1.00 -
44,000
Const/Special Prj Accountant
- 1.00 1.00
72,501
Director
0.70 - (0.70)
0
Executive Aide
1.00 0.70 (0.30)
49,700
Finance Clerk 1
1.00 2.00 1.00
71,442
Finance Clerk 11
3.00 1.00 (2.00)
43,001
Finance Clerk 111
1.00 1.50 0.50
66,174
Finance Clerk IV
1.00 3.00 2.00
156,125
Finance Director
1.00 1.00 -
117,000
Payroll Supervisor
1.00 1.00 -
75,741
INTERN
1.00 0 (1.00)
Subtotal:
1,188,391
Overtime/ Terminal Leave/Payouts
38,872
COLA 2.1 %
24,950
Salaries:
1,252,213
Fringe Benefits
221,332
Life, Health & Worker's Comp.
291,415
Total
20.701
21.20 1
0.50
1,764,960
Budget
Capital Outlay:
Quantity
Amount
11
MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT & COMPTROLLER
Finance
Fiscal Year
2015
2016
2017
Workload Measures:
CLERK TO BOCC - FINANCE
- Cash Receipts
4,162
4,357
4,317
- Payroll Checks / Direct Deposits
14,712
15,199
15,378
-Vendor Payment Transactions Processed
13,697
13,306
13,098
- Accounts Payable Lines Processed
48,276
49,278
48,010
- Journal Entries processed
2,668
2,093
2,034
- Grants Administered
75
78
90
- Cost Centers Maintained
761
800
1,483
- Funds Maintained
68
63
62
- Inventory Property Records
3,950
4,348
4,161
Proposed
Approved
Proposed
2019
2018
Increase
Percent
Budget Summary:
Budget
Budget
Decrease
Chan e
Personnel Services
$1,764,960
$1,604,476
$ 160,484
10.00%
Operating Expenses
$ 184,511
$ 180,669
$ 3,842
2.13%
Capital Outlay
$1,949,471
1 $1,785,145
1 $ 164,326
1 9.21
12
MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT & COMPTROLLER
TDC
Position Classification:
Positions
Budget
Amount
2018 7
2019
Total
TDC Finance Clerk
1.00 1.00 -
38,480
Subtotal:
Overtime/ Terminal Leave/Payouts
COLA 2.1 %
38,480
-
810
Salaries:
39,290
Fringe Benefits
Life, Health & Worker's Comp.
6,251
13,582
Total
1.00
1.00
-
$ 59,123
Budget Summary:
Proposed
2019
Budget
Approved
2018
Budget
Proposed
Increase
Decrease
Percent
Change
Personnel Services
$ 59,123
$ 56,689
$ 2,434
4.29%
Operating Expenses
$ 4,735
$ 4,735
$ -
0
Capital Outlay
$ -
$ -
0
$ 63,858
$ 61,424
$ 2,434
1 3.96%
I
MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT & COMPTROLLER
INTERNAL AUDIT DIVISION
ANNUALBUDGET
FUNCTION:
The Internal Audit Department performs audits as part of the constitutional responsibilities
of the Monroe County Clerk of Circuit Court and Comptroller. The mission of the Internal
Audit Department is to provide independent and objective reviews and assessments of
Monroe County's business activities, operations, financial systems and internal controls.
DESCRIPTION/OBJECTIVE:
Comprehensive assurance audits and consulting services are designed to add value,
increase the efficiency of operations, advance accountability, and improve stewardship
of public resources. This is accomplished through a systematic and disciplined approach
in which internal auditors actively work with applicable BOCC and Clerk of Court
management in identifying risks, evaluating controls, and making recommendations that
promote economical, efficient, and effective use of funds and delivery of services.
Internal Audit conducts audits and reviews of County departments and offices, Clerk of
the Circuit Court, and all entities that receive County funds. In addition, Internal Audit
reviews and investigates allegations of fraud, waste, abuse, and ethical misconduct
(received via the fraud "hotline").
GOALS:
As shown on the following table, Internal Audit has been involved in many value-added
projects this past year. The recommendations resulting from these audits and reviews are
expected to have significant impacts and improvements on the operations of the County
government.
The goals of the Internal Audit Department include:
• Assist with identifying operational risks and evaluating regulatory compliance by
assessing the level of compliance against applicable regulations and county
policies and procedures, identifying non -conformities and monitor the progress of
actions initiated to eliminate non-compliance.
14
MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT & COMPTROLLER
• Cash handling policies and procedures are reviewed as part of each department
audit.
• Assist in implementing any improvements in processes, systems whenever
possible.
• Cost reductions or increased revenue sources will be analyzed as part of each
audit.
• Review and answer all inquiries from the BOCC and the Monroe County
Administration.
15
MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT & COMPTROLLER
Internal Audit
Position Classification:
Positions
Budget
Amount
2018 T
2019
Total
Internal Audit Director
Internal Auditor
Senior Internal Auditor
1.00 1.00 -
1.00 1.00 -
1.00 1.00 -
107,000
70,000
66,066
Subtotal:
Overtime/ Terminal Leave/Payouts
COLA 2.1 %
243,066
5,110
Salaries:
248,176
Fringe Benefits
Life, Health & Worker's Comp.
56,747
41,935
Total
3.00F
3.00
-
346,858
Capital Outlay:
Quantity
Budget
Amount
Total
$ -
t<
MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT & COMPTROLLER
INTERNAL AUDIT WORKLOAD MEASURES
Completed
Status
Issued
1. Audit of County COBRA Program Completed
8/28/2017
2. Follow-up Audit of the Medical Examiner's Office Completed
8/24/2017
3. Review of Clerk of Court of DAVID System Completed
8/28/2017
Planned or in Progress
IStatus
Hours
Audits/Reviews
4. Countywide Revenue Audit Planned 500
5. Group Insurance Dependent Care Audit Planned 800
6. Health Claims Audit Planned 500
7. Pharmacy Claim Audit Planned 400
8. Group Insurance Benefits Department Planned 200
9. Tourist Development Audit Planned 800
10. Airport Revenue Audit Planned 800
4,000
Non -Audits
11. BOCC Appointed Official's Annual Evaluation Compilation Planned
75
75
Non -Audit On -going
# Received
# Completed
# In
Other Reviews and Activities
Current Yr.
Current Yr
44
Progress
1. Guardianship Reports reviewed
2. Fraud Hotline & Tip investigations
1
1
Audit Management and Administration
250
1. Other Audit Director Duties
2. Office Management/Support
400
3. Quality Control Reviews
200
4. Staff Development
300
1,150
Total Hours
5,225
Proposed
Approved
Proposed
Percent
Budget Summary:
2019 Budget
2018 Budget
Increase
Change
Personnel Services
$ 346,858
$ 305,532
$ 41,326
13.53%
Operating Expenses
$ 21,019
$ 40,436
$ (19,417)
-48.02%
Capital Outlay
$ -
$ -
$ -
0.00%
$ 367,8771
$ 345,9681
$ 21,909
6.330/6
17
MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT & COMPTROLLER
CLERK INFORMATION TECHNOLOGY
ANNUALBUDGET
FUNCTION:
The role of the Clerk's Information Technology Department is to provide information
technology support to all departments of the Clerk of the Circuit Court, as well as to the
BOCC and eight other agencies that are a part of the Criminal Justice Information
Systems (CJIS) network.
DESCRIPTION/OBJECTIVES:
The Information Technology Department supports the following functions:
• Circuit Court: Civil, Probate, Jury Management
• County Court: Traffic, Civil/Small Claims
• Criminal Justice Information System (CJIS)
• Juvenile
• E-Filing
• Document Recording and Indexing
• Budgeting
• Clerk of Court's Accounting and Financial Reporting
• Clerk to the BOCC Accounting and Financial Reporting
• Clerk to the BOCC Payroll
• Fixed and Moveable Assets
• Clerk to the BOCC Purchasing and Workflow
• Clerk Purchasing and Workflow
The Clerk's Information Technology Department is responsible for maintaining an up-to-
date IT infrastructure and network to ensure a secure and efficient technology network
that interfaces and shares data with the Clerk's justice partners and BOCC stakeholders.
GOALS:
The Information Technology Department will focus on continuing to upgrade the Clerk's
IT environment. Some of the most notable initiatives for the department includes storing
the Clerk's servers at an off -site facility, refreshing firewalls, setting up an equipment
replacement plan that will ensure that the Clerk's IT equipment is maintained and
In
MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT & COMPTROLLER
replaced on a proper lifecycle. The IT Department also will continue its work on the
following:
• Continuing the implementation of recording and jury management systems;
• Upgrading redaction software;
• Implementing workflow automation for specific case types;
• Implementing a new Clerk website;
• Building out redundant virtual server farms; and
• Supporting the use of OneDrive and Skype.
19
MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT & COMPTROLLER
Clerk Information Technology
Positions
2018
2019
Total
Position Classification:
Bud etAmount
Application Analyst
- 0.50 0.50
32,500
Assistant Director
0.50 0.50 -
48,334
IT Director
1.00 1.00 -
114,992
IT Tech
1.52 1.00 (0.52)
62,394
Subtotal:
258,219
Overtime/Terminal Leave/Payouts
16,873
COLA 2.1 %
5,420
Salaries:
280,512
Fringe Benefits
48,406
Life, Health & Worker's Comp.
42,077
Totall
3.02
3.00
(0.02)l
370,995
Capital Outlay:
Quantity
Budget
Amount
Equipment Refresh replace or upgrade
20
24,000.00
Switch/fi rewall
22,000.00
Multi -site Server Facilities multi year outlay
52,796.00
OCR Level 3
26,780.00
Total
$ 125,576.00
20
MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT & COMPTROLLER
Information Technology
Fiscal Year
2015
2016
2017
Workload Measures:
INFORMATION TECHNOLOGY
- Workstations and Laptops
143
160
160
- Servers
36
41
51
- Software Applications
12
13
15
Budget Summary:
Proposed
2019
Budget
Approved
2018
Bud et
Proposed
Increase
Decrease
Percent
Change
Personnel Services
$ 370,995
$ 325,000
$ 45,995
14.15%
Operating Expenses
$ 228,045
$ 306,332
$ (78,287)
-25.56%
Capital Outlay
$ 125,576
$ -
$ 125,576
0.00%
$ 724,616
i $ 631,332
i $ 93,284
14.78%
21
MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT & COMPTROLLER
RECORDING
ANNUALBUDGET
FUNCTION:
The Florida Constitution provides that the Clerk of Court shall be responsible for recording
all instruments authorized by law to be recorded in the Official Records of Monroe County.
DESCRIPTION/OBJECTIVES:
The Recording Division 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 Recording Division 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 Court's website has greatly enhanced the public usage of these records. In FY
2018, the Clerk purchased and began the implementation of a new automated recording
system. This new application will allow the Clerk's Office to accept e-record and accept
credit cards as payment when a document is recorded for the County. In the coming fiscal
year the Clerk will begin training staff and rolling out the new system for use by the Public.
While the Clerk received one-time funding of $375,000 in FY 2018 from the BOCC for the
purchase of this new system, the Clerk was able to find alternative funding and, as a
result, will be returning the $375,000 to the BOCC as excess fees at the end of FY 2018.
22
MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT & COMPTROLLER
Recording
Positions
Budget
2018
2019
Total
Position Classification:
Amount
Clerk 1
3.50 3.50 -
129,279
Clerk 11
3.50 3.50 -
152,952
Clerk 111
1.00 1.00 -
42,942
CLERK N
- 1.00 1.00
36,777
Supervisor
0.03 0.20 0.17
10,767
Subtotal:
372,717
Overtime/ Terminal Leave/Payouts
5,062
COLA 2.1 %
7,820
Salaries:
385,599
Fringe Benefits
61,885
Life, Health & Worker's Comp.
125,130
Total
1 8.031
9.20 1
1.171
572,614
Capital Outlay:
Quantity
Budget
Amount
Total
-
i-
23
MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT & COMPTROLLER
Recording
Workload Measures:
Fiscal Year
2016
2017
2018
RECORDING
- Documents Recorded
- Marriage Licenses
47,658
2,863
47,986
3,089
46,179
3,100
Budget Summary:
Proposed
2019
Budget
Approved
2018
Budget
Proposed
Increase
Decrease
Percent
Change
Personnel Services
$ 572,614
$ 634,399
$ (61,785)
-9.74%
Operating Expenses
$ 59,073
$ 96,073
$ (37,000)
-38.51%
Capital Outlay
$ -
$ 338,000
$ (338,000)
-100.00%
$ 631,687
$1,068,472
$ (436,785)
-40.88%
24
MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT & COMPTROLLER
ANNUALBUDGET
RECORDS MANAGEMENT
FUNCTION:
The Florida Constitution provides that the Clerk of Court is responsible for the
maintenance and protection of public records under his stewardship.
DESCRIPTION/OBJECTIVES:
The Records Management Division 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. In addition, the department provides Official Record
document images and indexes to the public.
GOALS:
New documents filed in Monroe County court cases are redacted as required by Florida
Statutes. The Official Records for 1985-1996 have been redacted by an outside vendor.
The Court Record redaction software was acquired in March 2015, and significant
progress was made throughout 2016 and was completed FY 2017. Preservation of
historical court records was maintained by converting these files into electronic or another
format.
25
MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT & COMPTROLLER
Records Management
Position Classification:
Positions
Budget
Amount
2018
2019
Total
Clerk II
0.40 0.60 0.20
27,852
Subtotal:
Overtime/Terminal Leave/Payouts
COLA 2.1 %
27,862
167
580
Salaries:
28,699
Fringe Benefits
Life, Health & Worker's Comp.
4,523
8,193
Total
0.40
0.60
0.20
41,316
Capital Outlay:
Quantity
Budget
Amount
Total
W
MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT & COMPTROLLER
Records Management
Fiscal Year
2016
2017
2018
Workload Measures:
Records Management
- Pages Microfilmed
265,000
280,000
179,586
- Microfilm & Electronic Copies
53
56
-
E-filing
- Criminal
12,532
20,752
25,604
- Civil
48,679
46,180
48,750
Budget Summary:
Proposed
2019
Budget
Approved
2018
Budget
Proposed
Increase
Decrease
Percent
Change
Personnel Services
$ 41,315
$ 58,636
$ (17,321)
-29.54%
Operating Expenses
$ 29,166
$ 29,166
$ -
0.00%
Capital Outlay
$ -
$ -
$ -
0.00%
$ 70,481
$ 87,802
$ (17,321)
-19.73%
27
MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT & COMPTROLLER
Salary Increases and Related Fringe Benefits'
DIRECT COSTS
FY18*
FY19
Total
- Circuit Court Juvenile
4,939
8,400
13,339
- Circuit Court Civil
43,020
10,298
53,318
- Circuit Court Criminal
65,182
2,924
68,106
- Circuit Court Family
11,977
2,056
14,033
- Circuit Court Probate
8,227
2,564
10,791
- County Court Civil
17,955
8,908
26,863
- County Court Criminal
46,905
11,588
58,493
- County Court Traffic
71,336
1,190
72,526
- Jury Management
7,437
2,957
10,394
TOTAL DIRECT COSTS:
276,978
50,885
327,863
INDIRECT COSTS
- Administration
7,193
4,891
12,084
- Records Management
1,234
1,934
3,168
TOTAL INDIRECT COSTS:
8,427
6,825
15,252
TOTAL COSTS:
285,405
57,710
343,115
*FY15, FY17 and FY18 increases
- Circuit Court Juvenile
- Circuit Court Civil
- Circuit Court Criminal
- Circuit Court Family
- Circuit Court Probate
- County Court Civil
- County Court Criminal
- County Court Traffic
- Jury Management
TOTAL DIRECT COSTS:
Workers'
Health Ins
Comp
Risk Mgt
Total
118,354
3,343
100
121,797
134,223
4,134
500
138,857
39,539
1,166
900
41,605
24,596
817
200
25,613
35,175
1,026
100
36,301
124,305
3,568
300
128,173
138,190
4,508
800
143,498
15,075
479
900
16,454
23,803
1,596
100
25,499
653,260
20,637
3,900
677,797
INDIRECT COSTS
-Administration
37,027
2,349
1,500
40,876
- Records Management
13,224
753
100
14,077
TOTAL INDIRECT COSTS:
50.251
3.102
1.600
54.953
TOTAL COSTS: 703,511 23,739 5,500 732,750
MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT & COMPTROLLER
COURT RELATED FUNDING
FISCAL YEAR 2019
Statutory Obligations
Fuel/
Equip/
DIRECT COSTS
Phones
Computers
Leases
Total
- Circuit Court Juvenile
60
6,783
746
7,589
- Circuit Court Civil
150
16,957
1,865
18,972
- Circuit Court Criminal
300
33,914
3,730
37,944
- Circuit Court Family
45
5,087
560
5,692
- Circuit Court Probate
45
5,087
560
5,692
- County Court Civil
285
32,218
3,544
36,046
- County Court Criminal
300
32,218
3,544
36,062
- County Court Traffic
390
33,914
3,730
38,034
- Jury Management
30
3,391
373
3,794
TOTAL DIRECT COSTS:
1,605
169,568
18,650
189,823
INDIRECT COSTS
- Administration
28
2,100
840
2,968
- Records Management
172
12,900
5,160
18,232
TOTAL INDIRECT COSTS:
200
15,000
6,000
21,200
TOTAL COSTS:
1,805
184,568
24,650
211,023
29
MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT & COMPTROLLER
OPERATIONAL BUDGET COMPARISON
OF FULL-TIME EQUIVALENT (FTE) CLERK POSITIONS
Non -Court Related
Clerk to BOCC
Internal Audit
Information Systems
Recording
Records Management
TDC
Total Non -Court FTEs
Court Related FTEs
Total Clerk FTEs
FTEs providing Direct Service
FTEs providing Indrect Service
Total Clerk Positions
#OF FTE*
23.20
3.00
3.00
9.20
0.60
1.00
40.00
41.67%
56.00
58.33%
96.00
100.00%
90.40
5.60
94.17%
5.83%
96.00
100.00%
30
MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT & COMPTROLLER
MONROE COUNTY, FLORIDA
CLERK OF THE COURTS & COMPTROLLER
PUBLIC RECORDS MODERNIZATION TRUST FUND
FISCAL YEAR 2018 PROJECTED ACTIVITY
Revenues
Recording Fees
Interest Income
Cash Carry Forward
Total Revenues
Expenditures
Personnel Services
Operating Expenses
Equipment
Contingency
Reserves
Total Expenditures
Public Records
Moderinzation Trust Fund
Florida Stats.
28.24(12)(d)
70,370
9,060
974,914
1,054,344
375,000
375,000
Florida Stats.
28.24(12)(e)(1)
197,456
25,420
1,061,650
1,284,526
The Public Records ModernizationTrust Fund is authorized by Florida Statutes Section
28.24 (12)(d) and (e). The use of these funds is restricted as follows:
■ Public Records Modernization Trust Funds [Florida Statute 28.24(12)(d)]
are to be used for equipment, maintenance, personnel training, and
technical assistance in modernizing the public records system of the
Clerk's Office.
■ Public Records Court Technology Funds [Florida Statute 28.24(12)(e)(1)]
are to be used exclusively for the operation and support of an integrated
computer system for judicial agencies and to support the operations and
maintenance of the state court system.
31