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MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT & COMPTROLLER
PROPOSED
ADJUSTED BUDGET
FOR
FISCAL YEAR 2023
Presented by: Kevin Madok, CPA
Ex-Officio to the Board of County Commissioners
Submitted: June 1, 2022
Updated Submission: August 31, 2022
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Kevin Madok, CPA
4R v Clerk of the Circuit Court& Comptroller— Monroe County, Florida
August 31, 2022
Mayor David Rice
Members of the Board of County Commissioners
9400 Overseas Highway
Marathon, FL 33050
Dear Mayor and Commissioners:
Enclosed please find a revised Fiscal Year(FY) 2023 budget request for the Monroe County Clerk of the
Circuit Court & Comptroller. This updated budget submission differs from my original budget by the
addition of five new Full Time Equivalent positions. These new positions will have no fiscal impact on
my original budget request. I have recently began making plans to proceed with a long-overdue records
modernization project which will require the positions. These positions will be funded by a revenue source
dedicated to records modernization.
Pages 24 and 25 of the revised budget submission were updated to reflect this FTE change. The records
modernization project will have staff work on digitizing many of the paper records currently stored in the
Jefferson B. Browne Historic Jail.
I welcome any questions or comments you may have.
Sincerely,
{
Kevin Madok, CPA
Clerk of the Circuit Court & Comptroller
Ex-officio Clerk to the Board of County Commissioners
Cc: County Administrator
Clerk's Finance Department
Enclosure
KEY WEST MARATHON PLANTATION KEY
500 Whitehead Street 3117 Overseas Highway 88770 Overseas Highway
Key West, Florida 33040 Marathon, Florida 33050 Plantation Key, Florida 33070
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a � Kevin Madok, cpA
p � ....... 4 Clerk of the Circuit Court& Comptroller_ Monroe County, Florida
June 1,2022
Mayor David Rice
Members of the Board of County Commissioners
9400 Overseas Highway
Marathon, FL 33050
Dear Mayor and Commissioners:
Enclosed is the Fiscal Year(FY) 2023 budget request for the Monroe County Clerk of the Circuit Court&
Comptroller. This budget request is for both the non-court activities of the Clerk's Office and for certain
court-related costs. Specifically, we are requesting the Board fund court-related costs including court-
related costs that are required to be funded by the County under Section 29.008, F.S. (e.g., telephones,
equipment, and information system costs).
Table 1 on page 4 of the enclosed budget proposal details the increase in our FY 2023 proposed operating
budget. The requested funding level includes a 9% wage adjustment for both court and non-court Clerk
employees. This adjustment was influenced by the County's stated intention of providing similar pay
adjustments to their employees for FY 2023.We set our pay adjustments at the same level in the hopes that
we will be competitive in attracting qualified employees as well as retaining our current employees. It
continues to be my policy to adjust my budget request to correspond with the Board's final decision
concerning annual salary increases.
In addition to the pay adjustment, funding is being requested for increases related to fringe benefits namely
employer contribution increases for the retirement. These increases are legislatively mandated and are
outside of the County's control.
Section 28.36, F.S., requires that I submit budgets for court-related functions to the Clerk of Court
Operations Corporation (CCOC). 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 1st. 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,
Kevin Madok, CPA
Clerk of the Circuit Court& Comptroller
Ex-officio Clerk to the Board of County Commissioners
Cc: County Administrator
Clerk's Finance Department
Enclosure
KEY WEST KEY WEST MARATHON MARATHON PLANTATION KEY PLANTATION KEY PK/RO,TH BUILDING
50O Wh itehead)§PMhitehead Street 3117 Overseas High4AJ Overseas HighSWO Overseas Hig O Overseas HighMyligh Point(Road
Key West,Flor#po�6t, Florida 3304Ckarathon,Florida M@ �thon, Florida 33ANtation Key,FlloridaPlg n Key, FloridEP?Mkn Key Florida 33070
305-294-4641 305-289-6027 305-852-7145 305-852-7145
MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT & COMPTROLLER
Table of Contents
Proposed Operational Budget
For Fiscal Year 2023
Introduction.............................................................................................................................................2
OrganizationChart..................................................................................................................................2
Functionand Funding.............................................................................................................................. 3
OperationalBudget Comparison.................................................................................................5
Non-Court Departments' Annual Operating Budgets ..............................................................6
Clerk To BOCC-Finance and Administration......................................................................................... 6
InternalAudit........................................................................................................................................ 12
Clerk Information Technology.............................................................................................................. 15
Recording.............................................................................................................................................. 18
RecordsManagement............................................................................................................................ 20
Court-Related Clerk Functions .................................................................................................22
County-Funded Clerk of Court Operations........................................................................................... 22
Summary of Clerk Full-Time Equivalent Positions..............................................................................24
OtherClerk Funding Sources....................................................................................................25
Public Records Modernization Trust Fund........................................................................................... 25
i
MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT & COMPTROLLER
INTRODUCTION
ORGANIZATION CHART
MONROE COUNTY CITIZENS
CLERK OF THE CIRCUIT COURT
& COMPTROLLER
INTERNAL AUDIT
ADMINISTRATIVE CLERK TO BOCC CIRCUIT COURTS COUNTY COURTS
SUPPORT
Administration Administration Criminal Criminal
Jury Management Finance Civil Civil
Records Value Adjustment Family Traffic
Management Board
Juvenile
Recording
Probate
Information
Systems
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 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 Ist
Final determination of Clerks' fiscal year state funding usually is not known until early October.
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 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.
3
MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT & COMPTROLLER
As shown in Table 1, the increase in our FY 2023 proposed General Fund operating budget
includes a pay adjustment for Clerk employees along with adjustments related to employee fringe
benefit costs.
Table 1
Summary of Increase in FY 2023 Operating Budget
Components of Increase: Amount
Adjustment due to annual pay increases 702,700
Adjustment due to increases for fringe benefits 127,500
Total $ 830,200
As always, the Clerk's Office will make every effort to be prudent with General Fund monies to
maximize the Office's unspent appropriations which are typically returned to the County at fiscal
year-end as excess fees.
4
MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT & COMPTROLLER
OPERATIONAL BUDGET COMPARISON
FISCAL YEAR 2023
FY 2023 FY 2022 Proposed
Proposed Approved Increase
Budget Budget (Decrease)
Non-Court Clerk Functions
Administration $ 523,700 $ 520,700 $ 3,000
Clerk to BOCC 3,307,400 2,891,200 416,200
Internal Audit 585,000 405,000 180,000
Information Technology 858,700 838,100 20,600
Recording 789,200 674,400 114,800
Records Management 174,900 158,800 16,100
Total Non-Court Clerk Functions: 6,238,900 5,488,200 750,700
Court-Related Clerk Functions
Court Related Salary Adjustments 865,600 615,500 250,100
Court Related Insurance 791,300 769,200 22,100
County Obligation per Statute 239,800 239,800 -
Total Court-Related Clerk Functions: 1,896,700 1,624,500 272,200
Total Clerk Function Expenditures 8,135,600 7,112,700 1,022,900
Less Non-Court Fees and Other Revenues (900,000) (700,000) (200,000)
General Revenue Funding 7,235,600 6,412,700 822,900
TDC Functions
Clerk Functions funded by TDC Revenues 81,900 74,600 7,300
Total Clerk Related TDC Functions: 81,900 74,600 7,300
Funded by General Fund and TDC Revenue $ 7,317,500 $ 6,487,300 $ 830,200
5
MONROE COUNTY,FLORIDA
CLERK OF THE CIRCUIT COURT& COMPTROLLER
NON-COURT DEPARTMENTS'
ANNUAL OPERATING BUDGETS
CLERK TO BOCC- FINANCE AND ADMINISTRATION
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 Tourist Development Council (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 thirty-three 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 Annual Comprehensive Financial Report (ACFR). 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.
6
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 pertaining to: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 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.
7
MONROE COUNTY,FLORIDA
CLERK OF THE CIRCUIT COURT& COMPTROLLER
GOALS:
Clerk to the BOCC-Finance:
During FY 2023, the Clerk's Finance Department budget includes annual financing for the
implementation of a new accounting and human resources system for both the Board and the Clerk.
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 achieve
these goals, the Clerk's Finance Department will focus its efforts in the following areas:
• Working with Board staff to improve reporting functionality from the County's Enterprise
Planning Resources system.
• Documenting and finalizing the Finance Department's business processes in a Financial
Procedures Manual.
• Revamping the process for developing the County's Annual Comprehensive Financial
Report.
• Scanning remaining paper records so they are readily available electronically.
• Evaluating changes to processing tax deeds and managing the Court Registry.
Clerk to the BOCC Admin:
The Administration will continue its work to improve its Document Imaging System which
maintains 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. In addition, Administration is
working to organize paper files, scan those files and then destroy those files that are allowed by
statute. Finally, Administration also monitors internal processes and procedures and makes
changes where necessary to improve the delivery of services to the public.
8
MONROE COUNTY,FLORIDA
CLERK OF THE CIRCUIT COURT& COMPTROLLER
ADMINISTRATION BOCC
Departmental Allocated Positions Budget
Position Authority 2022 2023 Change Amount
Clerk of Court 0.50 0.50 - 61,800
Deputy Clerks 1.50 1.50 - 175,000
Subtotal: 2.00 2.00 - $ 236,800
Overtime/ Terminal Leave/Payouts -
COLA(9.0%) 17,300
Total Salaries: 254,100
FICA, Retirement Contributions 77,600
Life, Health&Workers' Compensation 29,900
Total Fringe Benefits: 107,500
Totals: 361,600
Fiscal Year
Workload Measures: 2019 2020 2021
CLERK TO BOCC- ADMIN
- BOCC Meetings Held 22 21 20
- Pages of Minutes 291 270 295
- Resolutions Adopted 443 429 515
- Ordinances 46 39 27
- Contracts Executed 1,019 937 1,026
CLERK TO BOCC- VAB
- VAB Meetings 2 2 2
- VAB Petitions 267 451 309
- Special Magistrate Hearings 6 6 4
Proposed Approved Proposed
2023 2022 Increase Percent
Budget Summary: Budget Budget Decrease Change
Personnel Services $ 361,600 $ 358,600 $ 3,000 0.84%
Operating Expenses $ 154,100 $ 154,100 $ - 0.00%
Capital Outlay $ 8,000 $ 8,000 $ - 0.00%
Totals: $ 523,700 $ 520,700 $ 3,000 0.58%
9
MONROE COUNTY,FLORIDA
CLERK OF THE CIRCUIT COURT& COMPTROLLER
CLERK FINANCE
Departmental Allocated Positions Budget
Position Authority 2022 2023 Change Amount
Deputy Clerks 21.00 21.00 - 1,404,500
Subtotal: 21.00 21.00 - $ 1,404,500
Overtime/ Terminal Leave/Payouts 55,000
COLA(9.0%) 126,400
Total Salaries: $ 1,585,900
FICA, Retirement Contributions 328,600
Life, Health&Workers' Compensation 303,300
Total Fringe Benefits: $ 631,900
Totals: $ 2,217,800
Fiscal Year
Workload Measures: 2019 2020 2021
CLERK TO BOCC- FINANCE
- Cash Receipts 4,197 4,343 4,107
- Payroll Checks/ Direct Deposits 16,030 17,501 15,968
-Vendor Payment Transactions Processed 16,630 15,703 14,949
- Accounts Payable Lines Processed 40,034 37,522 37,029
- Journal Entries processed 1,646 1,969 2,233
- Grants Administered 60 92 96
- Cost Centers Maintained 533 545 540
- Funds Maintained 60 61 61
- Inventory Property Records 4,453 4,868 5,176
Proposed Approved Proposed
2023 2022 Increase Percent
Budget Summary: Budget Bu et Decrease Change
Personnel Services $ 2,217,800 $ 1,927,200 $ 290,600 15.08%
Operating Expenses $ 1,089,600 $ 964,000 $ 125,600 13.03%
Capital Outlay $ - $ - $ -
$ 3,307,400 $ 2,891,200 $ 416,200 14.40%
10
MONROE COUNTY,FLORIDA
CLERK OF THE CIRCUIT COURT& COMPTROLLER
TDC
Departmental Allocated Positions Budget
Position Authority 2022 2023 Change Amount
TDC Finance Clerk 1.00 1.00 - 44,500
Subtotal: 1.00 1.00 - $ 44,500
Overtime/Terminal Leave/Payouts -
COLA(9.0%) 4,100
Total Salaries: $ 48,600
FICA, Retirement Contributions 9,000
Life, Health&Workers' Compensation 14,300
Total Fringe Benefits: $ 23,300
Totals: $ 71,900
Proposed Approved Proposed
2023 2022 Increase Percent
Budget Summary: Budget Bud et Decrease Change
Personnel Services $ 71,900 $ 64,600 $ 7,300 11.30%
Operating Expenses $ 10,000 $ 10,000 $ - 0.00%
Capital Outlay $ - $ - $ -
$ 81,900 $ 74,600 $ 7,300 9.79%
11
MONROE COUNTY,FLORIDA
CLERK OF THE CIRCUIT COURT& COMPTROLLER
INTERNAL AUDIT
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.
• Cash handling policies and procedures are reviewed as part of each department audit.
12
MONROE COUNTY,FLORIDA
CLERK OF THE CIRCUIT COURT& COMPTROLLER
• 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.
WORKLOAD MEASURES
Completed Status Report Issued
1. Local Workforce Investment Board d/b/a Career Source Completed
2. Bayshore Manor Completed
3. Cash Handling Procedures and Investigations Completed
4. BOCC Agreement with PumpOut USA Completed 8/2/2021
5. Abandoned Funds Completed Monthly
6. Shipping/Freight Charges Completed
7. Guardianship Policies and Procedures On-Going
8. Guardianships Completed 66
9. Workday Implementation Meetings Completed
Audits Planned or In Progress Status Hours
10.Key West InternationalAirport-Construction Manager at Risk In Progress 500
11.Key West International Airport-Parking Concessionaire In Progress 250
12. Risk Mangement Department Operations In Progress 500
13. Audit of Various BOCC Processes Planned 2,300
14. Audit of TBD Construction Project Planned 1,050
15. Assistance and Guidance Planned 300
16. Guardianships Planned 300
5,200
Non-Audit Hours
Audit Management and Administration
1. Other Audit Director Duties
2. Office Management/Support
3. Quality Control Reviews
4. Staff Development
5. Fraud Hotline Investigation and Development
1,400
Total Hours 6,600
13
MONROE COUNTY,FLORIDA
CLERK OF THE CIRCUIT COURT& COMPTROLLER
INTERNAL AUDIT
Departmental Allocated Positions Budget
Position Authority 2022 2023 Change Amount
Deputy Clerks 3.00 4.00 1.00 372,800
Subtotal: 3.00 4.00 1.00 $ 372,800
Overtime/Terminal Leave/Payouts -
COLA(9.0%) 33,600
Total Salaries: $ 406,400
FICA, Retirement Contributions 98,700
Life, Health&Workers' Compensation 58,900
Total Fringe Benefits: $ 157,600
Totals: $ 564,000
Proposed Approved Proposed
2023 2022 Increase Percent
Budget Summary: Budget Budget Decrease Change
Personnel Services $ 564,000 $ 384,000 $ 180,000 46.88%
Operating Expenses $ 21,000 $ 21,000 $ - 0.00%
Capital Outlay $ - $ - $ - 0.00%
$ 585,000 $ 405,000 $ 180,000 44.44%
14
MONROE COUNTY,FLORIDA
CLERK OF THE CIRCUIT COURT& COMPTROLLER
CLERK INFORMATION TECHNOLOGY
FUNCTION:
The role of the Clerk's Information Technology (IT) 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 IT 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 IT 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 IT 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 replaced on a proper lifecycle. The IT Department also
will continue its work on the following:
15
MONROE COUNTY,FLORIDA
CLERK OF THE CIRCUIT COURT& COMPTROLLER
• Implement and improve cybersecurity measures over the Clerks IT infrastructure.
• Upgrade aging the Clerk's servers.
• Perform an external Security Audit on the Clerk's IT infrastructure.
• Review software business requirement and hardware needs for the Clerk's Office and
prepare a strategic short-range and long-range implementation plans.
16
MONROE COUNTY,FLORIDA
CLERK OF THE CIRCUIT COURT& COMPTROLLER
CLERK INFORMATION TECHNOLOGY
Departmental Allocated Positions Budget
Position Authority 2022 2023 Change Amount
Deputy Clerks 3.00 2.50 (0.50) 264,100
Subtotal: 3.00 2.50 (0.50) $ 264,100
Overtime/Terminal Leave/Payouts 5,000
COLA(9.0%) 23,800
Total Salaries: $ 292,900
FICA, Retirement Contributions 54,200
Life, Health&Workers' Compensation 46,400
Total Fringe Benefits: $ 100,600
Totals: $ 393,500
Fiscal Year
Workload Measures: 2019 2020 2021
- Workstations and Laptops 215 150 167
- Servers 97 99 104
- Software Applications 19 20 22
Proposed Approved Proposed Percent
2023 2022 Increase Change
Budget Summary: Budget Budget Decrease
Personnel Services $ 393,500 $ 447,300 $ (53,800) -12.03%
Operating Expenses $ 265,200 $ 245,200 $ 20,000 8.16%
Capital Outlay $ 200,000 $ 145,600 $ 54,400 37.36%
$ 858,700 $ 838,100 $ 20,600 2.46%
17
MONROE COUNTY,FLORIDA
CLERK OF THE CIRCUIT COURT& COMPTROLLER
RECORDING
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. An automated recording
system allows the Clerk's Office to accept e-records from the general public and, in turn, accept
credit cards as payment when a document is recorded for the County. The Clerk's Office will
continue to evaluate its recording function and make improvements.
18
MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT & COMPTROLLER
RECORDING
Departmental Allocated Positions Budget
Position Authority 2022 2023 Change Amount
Deputy Clerks 9.40 9.80 0.40 443,700
Subtotal: 9.40 1 9.801 0.40 $ 443,700
Overtime/ Terminal Leave/Payouts 20,000
COLA(9.0%) 38,200
Total Salaries: $ 501,900
FICA, Retirement Contributions 88,700
Life, Health&Workers' Compensation 139,500
Total Fringe Benefits: $ 228,200
Totals: $ 730,100
Fiscal Year
Workload Measures: 2019 2020 2021
- Documents Recorded 50,737 50,180 57,499
- Pages Recorded 142,610 147,323 199,087
- Marriage Licenses Issued 2,256 2,639 3,363
Proposed Approved Proposed Percent
2023 2022 Increase Change
Budget Summary: Budget Bu et Decrease
Personnel Services $ 730,100 $ 615,300 $ 114,800 18.66%
Operating Expenses $ 59,100 $ 59,100 $ -
Capital Outlay $ - $ - $ -
$ 789,200 $ 674,400 $ 114,800 17.02%
19
MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT & COMPTROLLER
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 redacts sensitive information that is prohibited from being publicly available
from official records. Preservation of historical court records was maintained by converting these
files into electronic or another format.
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MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT & COMPTROLLER
RECORDS MANAGEMENT
Positions Budget
Departmental Positions 2022 2023 Change Amount
Deputy Clerks 1.10 1.10 - 91,100
Subtotal: 1.101 1.101 91,100
Overtime/ Terminal Leave/Payouts -
COLA(9.0%) 8,200
Total Salaries: $ 99,300
FICA, Retirement Contributions 30,300
Life, Health&Workers' Compensation 16,100
Total Fringe Benefits: $ 46,400
Totals: 145,700
Fiscal Year
Workload Measures: 2019 2020 2021
- Pages Microfilmed 146,633 151,442 198,971
- Microfilm&Electronic Copies 20 22 26
- Efiled Cases 5,871 16,624 23,045
Proposed Approved Proposed Percent
2023 2022 Increase Change
Budget Summary: Budget Bu et Decrease
Personnel Services $ 145,700 $ 129,600 $ 16,100 12.42%
Operating Expenses $ 29,200 $ 29,200 $ -
Capital Outlay $ - $ - $ -
$ 174,900 $ 158,800 $ 16,100 10.14%
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MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT & COMPTROLLER
COURT-RELATED CLERK FUNCTIONS
COUNTY-FUNDED CLERK OF COURT OPERATIONS
Salary Increases and Related Fringe Benefits
Prior Year FY
DIRECT COSTS Funding 2023 Total
Circuit Court Juvenile 24,900 10,300 35,200
Circuit Court Civil 81,400 24,200 105,600
Circuit Court Criminal 112,400 33,700 146,100
Circuit Court Family 21,200 7,100 28,300
Circuit Court Probate 19,200 7,100 26,300
County Court Civil 42,600 13,500 56,100
County Court Criminal 91,300 29,700 121,000
County Court Traffic 118,600 46,500 165,100
Jury Management 17,700 6,200 23,900
TOTAL DIRECT COSTS: 529,300 178,300 707,600
INDIRECT COSTS
Administration 77,300 69,500 146,800
Records Management 8,900 2,300 11,200
TOTAL INDIRECT COSTS: 86,200 71,800 158,000
TOTAL COSTS: 615,500 250,100 865,600
*FY15,FYI 7,FY18,FY19,FY20, and FY21 increases
Employee Benefits
Health Workers' Risk
DIRECT COSTS Ins Comp Mgt Total
Circuit Court Juvenile 38,600 1,400 100 40,100
Circuit Court Civil 96,500 3,000 500 100,000
Circuit Court Criminal 117,900 3,900 900 122,700
Circuit Court Family 31,100 1,100 200 32,400
Circuit Court Probate 29,700 1,100 100 30,900
County Court Civil 53,800 1,700 300 55,800
County Court Criminal 112,300 3,500 400 116,200
County Court Traffic 142,000 4,500 900 147,400
Jury Management 15,200 600 100 15,900
TOTAL DIRECT COSTS: 637,100 20,800 3,500 661,400
INDIRECT COSTS
Administration 110,300 12,100 1,500 123,900
Records Management 5,600 300 100 6,000
TOTAL INDIRECT COSTS: 115,900 12,400 1,600 129,900
TOTAL COSTS: 753,000 33,200 5,100 791,300
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MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT & COMPTROLLER
Statutory Obligations
Equip/
DIRECT COSTS Phones Computers Leases Total
- Circuit Court Juvenile 100 7,800 750 8,650
- Circuit Court Civil 150 19,500 1,900 21,550
- Circuit Court Criminal 300 39,000 3,750 43,050
- Circuit Court Family 50 5,900 600 6,550
- Circuit Court Probate 50 5,900 600 6,550
- County Court Civil 300 37,100 3,600 41,000
- County Court Criminal 300 37,100 3,600 41,000
- County Court Traffic 400 39,000 3,800 43,200
- Jury Management 50 4,000 400 4,450
TOTAL DIRECT COSTS: 1,700 195,300 19,000 216,000
INDIRECT COSTS
- Administration 50 2,500 850 3,400
- Records Management 200 15,000 5,200 20,400
TOTAL INDIRECT COSTS: 250 17,500 6,050 23,800
TOTAL COSTS: 1,950 212,800 25,050 239,800
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MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT & COMPTROLLER
SUMMARY OF CLERK FULL-TIME EQUIVALENT POSITIONS
Non-Court Related # OF FTE*
Clerk to BOCC 23.00
Internal Audit 4.00
Information Systems 2.50
Recording 9.80
Records Management 1.10
TDC 1.00
Total Non-Court FTEs 41.40 40.99%
Court Related FTEs 54.60 54.06%
Records Modernization FTEs 5.00 4.95%
Total Clerk FTEs 101.00 45.94%
FTEs providing Direct Service 94.50 93.56%
FTEs providing Indrect Service 6.50 6.44%
Total Clerk Positions 101.00 100.00%
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MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT & COMPTROLLER
OTHER CLERK FUNDING SOURCES
PUBLIC RECORDS MODERNIZATION TRUST FUND
Florida Stats. Florida Stats.
28.24(12)(d) 28.24(12)(e)(1)
Revenues
Recording Fees 64,442 232,460
Interest Income 2,200 8,700
Cash Carry Forward 1,105,644 2,166,534
Total Revenues 1,172,286 2,407,694
Expenditures
Personnel Services 397,200
Operating Expenses 750,000 900,000
Equipment
Contingency
Reserves
Total Expenditures 1,147,200 900,000
Estimated ending balance 25,086 1,507,694
The Public Records Mode rniz ationTrust 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.
FOR INFORMATIONAL PURPOSES ONLY
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