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MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT & COMPTROLLER
PROPOSED BUDGET
FOR
FISCAL YEAR 2020
Presented by: Kevin Madok, CPA
Ex-Officio to the Board of County Commissioners
Submitted: May 28, 2019
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Kevin Madok cPA
Clerk of the Circuit Court&Comptroller—Monroe County, Florida
May 2 , 2019
Mayor Sylvia Murphy
Members of the Board of County Commissioners
102050 Overseas highway, Suite 234
Key Largo, FL 33037
Dear Mayer and Commissioners:
issioners:
Enclosed is the Fiscal Year (FY)2020 budget request for the Monroe County Clerk of the Circuit
Court& Comptroller.ptroller. This budget request is for bath 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 flinded by the County under Section
29.008, F.S. (e.g.,telephones, equipment, and information system costs).
Table 1 on page 3 of the enclosed budget proposal details the increase in our FY 2020 proposed
operating budget, The requested funding level includes a 4% wage adjustment for both court and
non-court Clerk employees. This adjustment was influenced by the County's stated intention of
providing employee salary increases based on the recommendations of their recent Evergreen
compensation study. We reviewed the increases being contemplated by the Board to set our pay
adjustments at a level that we hope will allow us to attract qualified employees and retain our
current employees, We intend to adjust our budget consistent with the Board's final policy
decisions on salary requirements for FY 2020.
In addition to the wage adjustments,our operating budget also includes adjustments due to increase
Floridachanges to staffing allocations and an increase in the cost of court-related computer
applications that, by statute, must be funded by the County. The funding; level also will allow us
to absorb last fiscal year's increases in the Florida Retirement System employer contribution rates
which were not budgeted for previously,
The FY 2020 pay adjustment includes an 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. As you
e 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 find 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 salary increases during FY 2020.
KEY WEST MARATHON PLANTATION KEY BOTH BUILDING
500 Whitehead Street 3117 Overseas Highway 33320 Overseas Highway 50 High Paint Road
Key West,Florida 3040 Marathon,Florida 33050 Plantation Key,Florida 33070 Plantation Key,Florida 33070
305-294-4641 30 -239-6027 305-352-7145 305-352-7145
FY 2020 BOCC Budget
Page 2 of 2
May 28, 2019
Further, 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
FY 2017, in past years the Clerk's Office has been able to return the funding for court-related
insurances and more, as excess fees,
Finally, during the past fiscal year, we were notified that the Board's and the Clerk's accounting
systems (known as Central Square's Finance Plus system) will no longer be supported by the
vendor beginning in December 2021. As a result, my Office currently is working closely with
County staff to begin identifying the County's and Clerk's business needs for implementing a new
enterprise-wide system which is also referred to as an Enterprise Resource Planning (ERP)
solution. The purpose behind an ERP is to integrate an entity's core business processes to realize
processing efficiencies, strengthen internal controls, and provide management with more timely
and accurate information for decision-making,
Throughout FY 2020, we will continue to work with County staff to request proposals from
software vendors to identify the ERP system that best fits everyone's needs. It is the goal to spend
the latter half of FY 2020 and the whole of FY 2021 to implement the primary components of the
new system:the human resources and accounting systems, To assist with the financing of the new
systems, the Clerk's Office, to the extent possible, requests to use its excess fees to pay for the
ERP.
Section 28.36,F.S.,requires that I submit budgets for court-related functions to the Clerk of Court
Operations Corporation (CCOC). While I have submitted an initial budget to the CCOC on May
I", 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 l't. 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
MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT & COMPTROLLER
Table of Contents
Proposed Operational Budget
For Fiscal Year 2020
Introduction............................................................................................................................................. 1
OrganizationChart.................................................................................................................................. 1
Functionand Funding.............................................................................................................................. 2
OperationalBudget Comparison.................................................................................................4
Non-Court Departments' Annual Operating Budgets ..............................................................5
Clerk To BOCC-Finance and Administration......................................................................................... 5
InternalAudit........................................................................................................................................ 13
Clerk Information Technology.............................................................................................................. 17
Recording.............................................................................................................................................. 21
RecordsManagement............................................................................................................................ 24
Court-Related Clerk Functions .................................................................................................27
County-Funded Clerk of Court Operations........................................................................................... 27
Summary of Clerk Full-Time Equivalent Positions..............................................................................29
OtherClerk Funding Sources....................................................................................................30
Public Records Modernization Trust Fund........................................................................................... 30
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
1
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 1st
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.
2
MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT & COMPTROLLER
As shown in Table 1, the increase in our FY 2020 proposed General Fund operating budget
includes a 4% wage adjustment for both court and non-court Clerk employees. This adjustment
was based on the County's stated intention to provide salary increases to their employees based on
the recommendations from their most recent formal compensation study performed by the
consultant Evergreen Solutions. After reviewing the increases contemplated by the Board for its
staff, we set our wage adjustment in the hopes that it will allow us to attract qualified employees
and retain our current employees. We intend to adjust our budget consistent with the Board's final
policy decisions on salary changes for FY 2020.
Table 1
Summary of Increase in FY 2020 Operating Budget
Components of Increase: Amount
4% Pay Adjustment(both salary and fringe benefits) $ 205,693
Increase in FRS employer contribution rates 16,500
Funding for anticipated overtime due to system implementations 20,864
Funding for increase in court-related IT applications that is a statutorily
27,432
required county expense
Total $ 270,489
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. However, given the Clerk's and the County's need to implement a new
accounting and human resources system over the next two fiscal years, we will work with the
County's budget staff to use the Clerk's excess fees, to the extent possible, to fund the purchase
and implementation of a new enterprise-wide system.
3
MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT & COMPTROLLER
OPERATIONAL BUDGET COMPARISON
FISCAL YEAR 2020
FY 2020 FY 2019 Proposed
Proposed Approved Increase
Budget Budget (Decrease)
Non-Court Clerk Functions
Administration $ 442,720 $ 470,756 $ (28,036)
Clerk to BOCC 2,073,612 1,949,471 124,141
Internal Audit 379,370 367,877 11,493
Information Technology 747,964 724,616 23,348
Recording 716,605 631,687 84,918
Records Management 93,603 70,481 23,122
Total Non-Court Clerk Functions: 4,453,874 4,214,888 238,986
Court-Related Clerk Functions
Court Related Salary Adjustments 435,940 343,115 92,825
Court Related Insurance 722,131 732,750 (10,619)
County Obligation per Statute 238,455 211,023 27,432
Total Court-Related Clerk Functions: 1,396,526 1,286,888 109,638
Total Clerk Function Expenditures 5,850,400 5,501,776 348,624
Less Non-Court Fees and Other Revenues (700,000) (620,000) (80,000)
General Revenue Funding 5,150,400 4,881,776 268,624
TDC Functions
Clerk Functions funded by TDC Revenues 65,723 63,858 1,865
Total Clerk Related TDC Functions: 65,723 63,858 1,865
Funded by General Fund and TDC Revenue $ 5,216,123 $ 4,945,634 $ 270,489
4
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 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 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.
5
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 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.
6
MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT& COMPTROLLER
GOALS:
Clerk to the BOCC-Finance:
During FY 2020, the Clerk's Finance Department will continue its 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
achieve these goals, the Clerk's Finance Department will focus its efforts in the following areas:
• Working with BOCC staff to implement an enterprise-wide accounting and information
system typically referred to as an Enterprise Resources Planning (ERP) system to replace
the County's Finance Phis accounting system. The County has been notified that Finance
Phis will no longer be vendor-supported by December 2021. The first step for
implementing an ERP system is to assess the County's business needs. This assessment
will be conducted throughout the remainder of FY 2019 and the first half of FY 2020. The
next step is to continue working with BOCC staff to solicit requests for proposals from
vendors to select the most appropriate software solution for the County.
• Continuing to improve the Finance Department's records management procedures. This
includes developing procedures for properly inventorying and/or destroying financial
records by fiscal year in accordance with applicable State of Florida's records management
laws and procedures.
• Standardizing and inventorying the Finance Department's official forms.
• Documenting and finalizing the Finance Department's policies and procedures in a
Financial Procedures Manual.
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.
7
MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT& COMPTROLLER
ADMINISTRATION BOCC
Positions Budget
Position Classification: 2019 2020 Change Amount
CLERK OF THE COURT 0.50 0.50 - 59,384
ASSISTANT CLERK OF COURT 1.00 1.00 - 90,000
DIRECTOR(SPECIAL PROJECTS) 0.50 (0.50)
LEGAL COUNSEL 0.90 0.90 30,000
Subtotal: $ 179,384
Overtime/Terminal Leave/Payouts -
COLA 4.0% -
Total Salaries: $ 179,384
FICA, Retirement Contributions 73,000
Life, Health&Worker's Comp. 28,200
Total Fringe Benefits: $ 101,200
Totals: 2.00 2.40 0.40 $ 280,584
Budget
Capital OutlaQuantity Amount
Equipment for Operations (on-going) 8,000
Total - $ 8,000
8
MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT& COMPTROLLER
ADMINISTRATION BOCC
Fiscal Year
Workload Measures: 2016 2017 2018
CLERK TO BOCC- ADMIN
- BOCC Meetings Held 24 20 18
-Pages of Minutes 331 266 261
- Resolutions Adopted 323 373 443
- Ordinances 32 25 28
- Contracts Executed 580 663 967
CLERK TO BOCC- VAB
- VAB Meetings 1 2 2
- VAB Petitions 243 322 369
- Special Magistrate Hearings 6 8 9
Proposed Approved Proposed
2020 2019 Increase Percent
Budget Summary: Budget Budget (Decrease) Change
Personnel Services S 280,584 S 308,620 S (28,036) -9.08%
Operating Expenses S 154,136 S 154,136 S - 0.00%
Capital Outlay S 8,000 S 8,000 S - 0.00%
Totals: S 442,720 S 470,756 S 28,036 -5.96%
9
MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT& COMPTROLLER
CLERK FINANCE
Positions Budget
Position Classification: 2019 2020 Change Amount
ACCOUNTING SUPERVISOR 2.00 2.50 0.50 158,063
ADMINISTRATIVE ASSISTANT 2.00 2.00 - 84,970
ASSISTANT FINANCE DIRECTOR 1.00 1.00 - 87,567
BUSINESS ANALYST - 1.00 1.00 50,000
CHIEF ACCOUNTANT 1.00 1.00 - 75,750
CLERK STAFF ACCOUNTANT - 0.50 0.50 25,802
CONST&SPEC PRJTS ACCOUNTANT 1.00 1.00 - 52,229
EXECUTIVE ADMINISTRATOR 0.70 1.00 0.30 72,491
FINANCE CLERK 1 3.00 3.00 - 116,949
FINANCE CLERK 11 2.00 3.00 1.00 134,657
FINANCE CLERK 111 2.50 1.50 (1.00) 67,050
FINANCE CLERK IV 4.00 3.00 (1.00) 157,575
FINANCE DIRECTOR 1.00 1.00 - 119,457
PAYROLL SUPERVISOR 1.00 1.00 - 75,741
Subtotal: $ 1,278,301
Overtime/Terminal Leave/Payouts 12,500
COLA 4.0% 51,200
Total Salaries: $ 63,700
FICA, Retirement Contributions 237,400
Life, Health, &Worker's Comp. 309,700
Total Fringe Benefits: $ 547,100
Totall 21.201 22.50 1 1.301 $ 1,889,101
Budget
Capital OutlaQuantity Amount
Total
10
MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT& COMPTROLLER
CLERK FINANCE
Fiscal Year
Workload Measures: 2016 2017 2018
CLERK TO BOCC-FINANCE
-Cash Receipts 4,357 4,317 4,551
-Payroll Checks/Direct Deposits 15,199 15,378 16,638
-Vendor Payment Transactions Processed 13,306 13,098 14,681
-Accounts Payable Lines Processed 49,278 48,010 42,278
-Journal Entries processed 2,093 2,034 2,096
-Grants Administered 78 90 84
-Cost Centers Maintained 521 518 534
-Funds Maintained 63 62 60
-Inventory Property Records 4,348 4,161 4,507
Proposed Approved Proposed
2020 2019 Increase Percent
Budget Summary: Budget Budget (Decrease) Change
Personnel Services $ 1,889,101 $ 1,764,960 $ 124,141 7.03%
Operating Expenses $ 184,511 $ 184,511 $ - 0.00%
Capital Outlay
$ 2,073,612 $ 1,949,471 $ 124,141 6.37%
11
MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT& COMPTROLLER
TDC
Positions Budget
Position Classification: 2019 2020 Change Amount
TDC Finance Clerk 1.00 1.00 - 39,288
Subtotal: $ 39,288
Overtime/Terminal Leave/Payouts -
COLA 4.0% 1,600
Total Salaries: $ 40,888
FICA, Retiremetn Contributions 6,500
Life, Health&Worker's Comp. 13,600
Total Fringe Benefits: $ 20,100
Totall 1.00 1 1.00 1 $ 60,988
Proposed Approved Proposed
2020 2019 Increase Percent
Budget Summary: Budget Budget (Decrease) Change
Personnel Services $ 60,988 $ 59,123 $ 1,865 3.15%
Operating Expenses $ 4,735 $ 4,735 $ - 0.00%
Capital Outlay $ - $ - $ - 0.00%
$ 65,723 $ 63,858 $ 1,865
12
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.
13
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.
14
MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT& COMPTROLLER
INTERNAL AUDIT
Positions Budget
Position Classification: 2019 2020 Change Amount
DIRECTOR INTERNAL AUDIT 1.00 1.00 - 109,247
INTERNAL AUDITOR 1.00 1.00 - 70,751
SENIOR INTERNAL AUDITOR 1.00 1.00 - 67,453
Subtotal: $ 247,451
Overtime/Terminal Leave/Payouts -
COLA 4.0% 9,900
Total Salaries: $ 257,351
FICA, Retirement Contributions 58,900
Life, Health&Worker's Comp. 42,100
Total Fringe Benefits: $ 101,000
Totalsir 3.00 3.00 1 $ 358,351
Budget
Capital OutlaQuantity Amount
Total $ -
15
MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT& COMPTROLLER
INTERNAL AUDIT WORKLOAD MEASURES
Completed Status Report Issued
1. Dependent Eligibility Verification Audit and Other Administrative Completed 11/15/2018
2. Bernstein Park Proj ect-Burke Construction Group Completed 4/23/2019
3. BCBSFL Healthcare Claims Audit Completed May-19
4. EMS Transportation Audit Completed May-19
Planned or in Progress Istatus I Budget Hours
Audits/Reviews
7. Pharmacy Claims Audit Planned 200
8. Building Department Audit Planned 250
9. Tourist Development Audit Planned 800
10. Airport Revenue Audit Planned 800
11. Audit of TBD Construction Project Planned 800
12. Audit of BOCC Overtime Planned 725
13. Assistance and Guidance Planned 125
3,700
Non-Audits
6. Cash Handling Procedures,Clerk of Court Planned 1 100
100
Non-Audit Status
#Received #Completed
Other Reviews and Activities Current Yr. Current Yr #In Progress
5. Unannounced Cash Counts,Clerk of Court Dec-18
Audit Management and Administration
L Other Audit Director Duties 250
2. Office Management/Support 400
3. Quality Control Reviews 200
4. Staff Development 300
1,150
Total Hours 4,950
Proposed Approved Proposed
2020 2019 Increase Percent
Budget Summary: Budget Budget Decrease Cha e
Personnel Services $ 358,351 $ 346,858 $ 11,493 3.31%
Operating Expenses $ 21,019 $ 21,019 $ - 0.00%
Capital Outlay $ $ $ - 0.00%
$ 379,370 $ 367,877 $ 11,493 3.12%
16
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:
17
MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT& COMPTROLLER
• Complete the Clerk's Key West server virtualization project;
• Complete the migration to the Meraki-secured network
• Perform a security audit including producing a multiyear plan for improving the Clerk's IT
infrastructure security;
• Configure an internal Windows update process; and
• Implement cloud storage for backup redundancy.
18
MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT& COMPTROLLER
CLERK INFORMATION TECHNOLOGY
Positions Budget
Position Classification: 2019 2020 Change Amount
IT DIRECTOR 1.00 1.00 - 117,415
ASSISTANT IT SUPERVISOR 0.50 0.50 - 49,349
APPLICATION ANALYST 0.50 0.50 - 32,875
IT TECHNICIAN 1.00 1.00 - 63,704
Subtotal: $ 263,343
Overtime/Terminal Leave/Payouts 3,000
COLA 4.0% 10,600
Total Salaries: $ 276,943
FICA, Retirement Contributions 66,400
Life, Health&Worker's Comp. 51,000
Total Fringe Benefits: $ 117,400
Totall 3.00 1 3.00 1 $ 394,343
Budget
Capital OutlaQuantity Amount
Equipment Refresh replace or upgrade 25 59,576
Audit Remediation 18,000
Data Cabinet UPS Project 3,000
Digital Cyber Security 45,000
Total 125,576
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MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT& COMPTROLLER
INFORMATION TECHNOLOGY
Fiscal Year
Workload Measures: 2016 2017 2018
INFORMATION TECHNOLOGY
- Workstations and Laptops 160 160 160
- Servers 41 51 85
- Software Applications 13 15 19
Proposed Approved Proposed
2020 2019 Increase Percent
Budget Summary: Budget Budget Decrease Change
Personnel Services S 394,343 S 370,995 S 23,348 6.29%
Operating Expenses S 228,045 S 228,045 S - 0.00%
Capital Outlay S 125,576 S 125,576 S - 0.00%
$ 747,964 $ 724,616 $ 23,348
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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. In FY 2018, the Clerk
purchased and began the implementation of a new automated recording system. This new
application, introduced to the general public in May 2019, allows the Clerk's Office to accept e-
record and accept credit cards as payment when a document is recorded for the County.
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,returned
the $375,000 to the BOCC as excess fees at the end of FY 2018.
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MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT& COMPTROLLER
RECORDING
Positions Budget
Position Classification: 2019 2020 Change Amount
CLERK I 3.50 7.25 3.75 266,510
CLERK 11 3.50 3.50 - 137,404
SUPERVISOR 2.20 0.30 (1.90) 16,218
Subtotal: $ 420,132
Overtime/Terminal Leave/Payouts 2,500
COLA 4.0% 12,600
Total Salaries: $ 435,232
FICA, Retirement Contributions 72,200
Life, Health&Worker's Comp. 150,100
Total Fringe Benefits: $ 222,300
Totall 9.20 1 11.051 1.85 $ 657,532
Budget
Capital Outlay: Quantity Amount
Total - -
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MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT& COMPTROLLER
RECORDING
Fiscal Year
Workload Measures: 2016 2017 2018
RECORDING
-DOCUMENTS RECORDED 46,179 44,339 50,737
-PAGES RECORDED 140,818 131,050 142,610
-MARRIAGE LICENSES ISSUED 3,100 2,611 2,256
Proposed Approved Proposed
2020 2019 Increase Percent
Budget Summary: Budget Budget Decrease Chan e
Personnel Services S 657,532 S 572,614 S 84,918 14.83%
Operating Expenses S 59,073 S 59,073 S - 0.00%
Capital Outlay S - S - S - 0.00%
$ 716,605 $ 631,687 $ 84,918 13.44%
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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 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.
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MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT& COMPTROLLER
RECORDS MANAGEMENT
Positions Budget
Position Classification: 2019 2020 Change Amount
CLERK I 0.60 0.60 - 28,437
LEGAL COUNSEL - 0.10 0.10 5,000
Subtotal: $ 33,437
Overtime/Terminal Leave/Payouts -
COLA 4.0% 1,200
Total Salaries: $ 34,637
FICA, Retirement Contributions 14,600
Life, Health&Worker's Comp. 15,200
Total Fringe Benefits: $ 29,800
Totall 0.60 1 0.70 1 0.10 $ 64,437
Budget
Capital OutlaQuantity Amount
Total
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MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT& COMPTROLLER
RECORDS MANAGEMENT
Fiscal Year
Workload Measures: 2016 2017 2018
Records Management
-Pages Microfilmed 82,270 137,247 150,765
- Microfilm&Electronic Copies 11 17 24
- Efiled cases 2,111 3,099 1,811
Proposed Approved Proposed
2020 2019 Increase Percent
Budget Summary: Budget Budget (Decrease) Change
Personnel Services S 64,437 S 41,315 S 23,122 55.97%
Operating Expenses S 29,166 S 29,166 S - 0.00%
Capital Outlay S - S - S - 0.00%
$ 93,603 $ 70,481 $ 23,122 32.81%
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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 2020 Total
Circuit Court Juvenile 13,339 4,185 17,524
Circuit Court Civil 53,318 11,601 64,919
Circuit Court Criminal 68,106 21,129 89,235
Circuit Court Family 14,033 3,878 17,911
Circuit Court Probate 10,791 3,103 13,894
County Court Civil 26,863 6,123 32,986
County Court Criminal 58,493 14,315 72,808
County Court Traffic 72,526 23,400 95,926
Jury Management 10,394 2,489 12,883
TOTAL DIRECT COSTS: 327,863 90,223 418,086
INDIRECT COSTS
Administration 12,084 3,926 16,010
Records Management 3,168 4,501 7,669
TOTAL INDIRECT COSTS: 15,252 8,427 23,679
TOTAL COSTS: 343,115 98,650 441,765
*FY15,FYI 7,FY18,and FY19 increases
Employee Benefits
Health Workers' Risk
DIRECT COSTS Ins Comp Mgt Total
Circuit Court Juvenile 28,432 937 100 29,469
Circuit Court Civil 83,311 2,373 500 86,184
Circuit Court Criminal 161,994 5,197 900 168,091
Circuit Court Family 28,432 793 200 29,425
Circuit Court Probate 18,514 635 100 19,249
County Court Civil 44,962 1,253 300 46,515
County Court Criminal 111,082 3,174 328 114,584
County Court Traffic 154,721 4,967 900 160,588
Jury Management 15,869 509 100 16,478
TOTAL DIRECT COSTS: 647,317 19,838 3,428 670,583
INDIRECT COSTS
Administration 19,836 4,065 1,500 25,401
Records Management 25,126 921 100 26,147
TOTAL INDIRECT COSTS: 44,962 4,986 1,600 51,548
TOTAL COSTS: 692,279 24,824 5,028 722,131
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MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT& COMPTROLLER
Statutory Obligations
Fuell Equip/
DIRECT COSTS Phones Computers Leases Total
- Circuit Court Juvenile 60 7,791 746 8,597
- Circuit Court Civil 150 19,477 1,865 21,492
- Circuit Court Criminal 300 38,954 3,730 42,984
- Circuit Court Family 45 5,843 560 6,448
- Circuit Court Probate 45 5,843 560 6,448
- County Court Civil 285 37,006 3,544 40,835
- County Court Criminal 300 37,006 3,544 40,850
- County Court Traffic 390 38,954 3,730 43,074
- Jury Management 30 3,895 373 4,298
TOTAL DIRECT COSTS: 1,605 194,771 18,650 215,026
INDIRECT COSTS
- Administration 28 2,412 840 3,280
- Records Management 172 14,817 5,160 20,149
TOTAL INDIRECT COSTS: 200 17,229 6,000 23,429
TOTAL COSTS: 1,805 212,000 24,650 238,455
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MONROE COUNTY, FLORIDA
CLERK OF THE CIRCUIT COURT& COMPTROLLER
SUMMARY OF CLERK FULL-TIME EQUIVALENT POSITIONS
Non-Court Related 9 OF FTE*
Clerk to BOCC 24.90
Internal Audit 3.00
Information Systems 3.00
Recording 11.05
Records Management 0.70
TDC 1.00
Total Non-Court FTEs 43.65 45.47%
Court Related FTEs 52.35 54.53%
Total Clerk FTEs 96.00 100.00%
FTEs providing Direct Service 90.00 93.75%
FTEs providing Indrect Service 6.00 6.25%
Total Clerk Positions 96.00 100.00%
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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 75,534 213,881
Interest Income 10,079 28,540
Cash Carry Forward 974,914 1,061,650
Total Revenues 1,060,527 1,304,071
Expenditures
Personnel Services
Operating Expenses 200,000 200,000
Equipment
Contingency
Reserves
Total Expenditures 200,000 200,000
Ending balance 860,527 1,104,071
The Public Records Mode rnizationTrust 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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