Clerk of the Circuit Court

Transcription

1 Records Administration; $1,099,445; 30% Proposed Budget; $123,583; 3% Executive Administration; $609,979; 16% Court Administration; $1,907,915; 51% Proposed Expenditure Budget: $3,740,922 AGENCY MISSION STATEMENT The mission of the Clerk of the Circuit Court is to provide professional judicial and administrative services to the citizens of Prince William County, the Cities of Manassas and Manassas Park and to the five Circuit Court Judges; to record and preserve legally significant documents in an accurate and efficient manner and to assist citizens with access to the judicial system to more expeditiously allow for the redress of their grievances and resolution of their disputes. 260 PROPOSED FY 2014 BUDGET

2 BASE EXPENDITURE AND REVENUE SUMMARY % Change Adopt 13/ A. Expenditure by Program Approp Actual Adopted Base Base 14 1 Executive Administration $628,033 $594,008 $631,599 $609, % 2 Court Administration $1,795,941 $1,717,616 $1,879,758 $1,907, % 3 Records Administration $1,785,208 $1,228,373 $1,203,677 $1,099, % Total Expenditures $4,209,182 $3,539,997 $3,715,034 $3,617, % Total Designated Funding Sources $3,997,184 $3,977,824 $4,188,600 $3,983, % Net General Tax Support $211,998 ($437,827) ($473,566) ($366,481) % Net General Tax Support 5.04% % % % PROPOSED SUPPLEMENTAL BUDGET % Change FY 13 FY 14 Adopt 13/ A. Expenditure Revisions Adopted Proposed Proposed 14 1 Base Expenditures $3,617,339 2 Supplemental Expenditures $123,583 Total Expenditures $3,715,034 $3,740, % B. Funding Source Revisions 1 Base Funding Sources $3,983,820 2 Supplemental Funding Sources $90,400 Total Designated Funding Sources $4,188,600 $4,074, % Net General Tax Support - Base Budget ($366,481) Change in General Tax Support - Supplemental Budget $33,183 Net General Tax Support - Proposed Budget ($473,566) ($333,298) % C. FTE Revisions 1 Net Change (from FY 14 Base FTE Total) 0.00 PROPOSED Proposed FY FY 2014 BUDGET Budget 261

3 FTE BY PROGRAM FY 12 Adopted FY 13 Adopted FY 14 Base 1 Executive Administration Court Administration Records Administration Full-Time Equivalent (FTE) Total TITLE MAJOR ISSUES A. General Fund Revenue Decrease - Clerk of the Circuit Court is reducing the revenue from excess fees returned from the Commonwealth due to decreasing fee revenue collections. The budget for excess fees returned from the Commonwealth will decrease by $204,780 from the adopted FY 13 revenue of $1,879,447 to $1,674,667 in FY 14. PROPOSED BUDGET ADJUSTMENTS A. Budget Additions 1. Revenue and Expenditure Adjustments Added Expenditure $23,957 Budget Shift $0 Supporting Revenue $90,400 PWC Cost ($66,443) FTE Positions 0.00 a. Category Addition Fees/Revenue Increase 262 PROPOSED FY 2014 BUDGET

4 b. Description - This initiative shifts and adjusts revenues and expenditures within the Clerk of the Circuit Court s budget to more accurately reflect costs and expected fee collections. This action reflects a net revenue increase of $90,400 which is primarily for Land Records Remote Access and a net expenditure increase of $23,957 for program costs in administrative services and court administration. c. Service Level Impacts - There are no service level impacts associated with this initiative. d. Five Year Plan Impacts - These adjustments result in a net general fund support reduction of $66,443 annually over the next five years. 2. Construction and Redesign One Time Cost Added Expenditure $99,626 Budget Shift $0 Supporting Revenue $0 PWC Cost $99,626 FTE Positions 0.00 a. Category Addition b. Description - Allocate one time funds for redesign and construction in the Probate and Courtroom Support sections. This includes the removal of file systems that are no longer needed due to digitization of Court files. c. Service Level Impacts - This initiative will provide a probate office space that is more efficient and customer centered. d. Five Year Plan Impacts - There are no five year plan impacts associated with this initiative. PROPOSED Proposed FY FY 2014 BUDGET Budget 263

5 PROGRAM SUMMARY Executive Administration Outcome Targets & Trends Respond to customer phone calls and s within one business day and to letters within three business days 93.1% 90.0% 94.0% Activities & Service Level Trends 1. Administrative Services Serve the Clerk s Office with clerical, payroll and computer support, human resources, bookkeeping, budget and purchasing functions. Total Activity Annual Direct Cost $598,129 $594,008 $631,599 $609,979 New court cases, land records and public service documents filed and financial documents processed 126, , , ,000 Average cost per administrative and financial service action $4.75 $4.17 $4.68 $4.58 Court Administration Outcome Targets & Trends Respond to customer phone calls and s within one business day and to letters within three business days 93.1% 90.0% 94.0% 264 PROPOSED FY 2014 BUDGET

6 Activities & Service Level Trends 1. Court Case Management Handle all case filings in the Circuit Court, including civil and criminal cases and appeals; provide jurors for civil and criminal cases. Coordinate payments and ensure that jurors are chosen fairly and represent a valid cross-section of the community. Citizens are also provided with probate services, including dispositions of estates and appointment of guardians. Total Activity Annual Direct Cost $1,860,385 $1,717,616 $1,879,759 $1,907,915 Circuit Court cases commenced 14,000 13,820 13,500 13,500 Average direct cost per case processed $ $ $ $ Annual cost per juror summoned for civil cases $52.00 $53.37 $47.00 $52.00 Annual cost per juror summoned for criminal cases $24.00 $25.40 $20.00 $26.00 Records Administration Outcome Targets & Trends Respond to customer phone calls and s within one business day and to letters within three business days 93.1% 90.0% 94.0% Activities & Service Level Trends 1. Land Records and Public Service Center Records all land transactions in the County including deeds and mortgages. Provide various miscellaneous functions to County citizens including marriage licenses, notary oaths and registration of trade names. Maintain and safeguard historical records such as court case information and genealogical data and provide public access to these records. Total Activity Annual Direct Cost $1,119,973 $1,228,373 $1,203,677 $1,099,445 Land records and Public Service documents processed 87, ,743 97, ,000 Cost per land record and Public Service document processed and recorded $12.87 $9.01 $11.95 $11.61 PROPOSED Proposed FY FY 2014 BUDGET Budget 265