ROBERT W. GERMAINE CLERK OF COURTS. Proposed Budget Fiscal Year (REVISED)

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1 ROBERT W. GERMAINE CLERK OF COURTS Proposed Budget Fiscal Year (REVISED)

2 Highlands County Clerk of Courts Proposed Annual Budget (REVISED) Fiscal Year Table of Contents Letter of Transmittal... 1 Clerk of Courts Mission Statement and Objective... 2 Organization Chart... 3 Financial and Accounting Services Interest Earned on Investments... 4 Fees Collected and Remitted... 5 General Fund Summary Budget Summary By Appropriation Category... 7 Department Expenditure Detail All Clerk Non-Court Divisions... 8 Budget Allocation Activities Financial and Administrative... 9 Other General Government Services Other Operating Costs Year to Year Budget Comparison, New Programs Budgeted Expenditures by Cost Center, Historical Comparison Totals by Cost Center Personal Services by Cost Center Operating by Cost Center Capital by Cost Center Contingency by Cost Center Appendices Appendix A: Memorandum of Understanding for EMS IT Support Appendix B: Law Library Transfer Memorandum Appendix C: Memorandum of Understanding for EOC Support Appendix D: Memorandum of Understanding for Pre-Trail Release Services i

3 ROBERT W. GERMAINE CLERK OF COURTS HIGHLANDS COUNTY, FLORIDA OFFICE LOCATION: 430 SOUTH COMMERCE AVENUE THE COURTHOUSE PLEASE REPLY TO: CLERK OF CIRCUIT COURT CLERK OF COUNTY COURT COUNTY AUDITOR COUNTY RECORDER CLERK TO THE BOARD OF COUNTY COMMISSIONERS 590 SOUTH COMMERCE AVENUE SEBRING, FLORIDA PHONE (863) SUNCOM FAX (863) August 16, 2012 Honorable Jack Richie Highlands County Board of County Commissioners 600 S. Commerce Ave. Sebring, FL Dear Chairman Richie: On May 24, 2012, the Clerk of Courts submitted its proposed fiscal year operating budget in accordance with the provisions of sections and , Florida Statutes. Since my original budget submission my office has continued to review its proposed budget and requests the acceptance of this REVISED budget. My revised budget request is for $3,213,890, and reflects an additional reduction of $10,000. My revised budget request represents only that portion of the Clerk s budget designated for submission to the Board for consideration and constitutes the expenditures necessary to operate the Clerk s Non- Court Services for fiscal year My revised budget request of $3,213,890 reflects a 1.31% decrease over the current budget of $3,256,534 and includes funding of the Law Library (transferred fiscal year ), the EOC IT function (transferred in October of 2010), and Pre-Trial Release (transferred in October of 2011) and includes full IT support for EMS (transferred January 2010) and GIS (transferred October 2010). In addition, the Clerk s Office will assume full IT support for the Tax Collector, Supervisor of Elections and the County-wide Cisco phone system at or near the start of fiscal year This revised budget request includes a $10,000 reduction in personal services and a $40,000 reallocation between operating and capital. The reallocation will provide funds necessary to facilitate IT related capital purchases which are considered essential to county-wide IT operations. The reallocation is possible due to decreases in operational expenses which have been realized as a result of steps taken to make IT operations more efficient. Should there be any questions regarding my revised budget submittal I am available to discuss at your convenience. Respectfully Submitted, Robert W. Germaine Clerk of Courts cc: Commissioners June Fisher, Interim County Administrator Gerald (Jed) Secory, Administrative Services Director Tim Mechling, OMB/Administrative Services Senior Manager 1

4 CLERK OF COURTS The Clerk of Courts is an elected official mandated by Article V, Section 16 of the Constitution of the State of Florida. The office of the Clerk is a complex organization that performs a wide range of record keeping, information management and financial management tasks on behalf of the Judicial System and the County Government. The Clerk is charged with 926 administrative responsibilities essential to the efficient accomplishment of the judicial and executive function of the office. MISSION STATEMENT The mission of the Clerk of Courts is to provide courteous, efficient, and professional service while being a great steward of your tax dollars with conservative fiscal spending. OBJECTIVE In accordance with the Mission Statement, the Clerk s objective is to execute his duties in an efficient, effective, professional, and courteous manner. While the duties of the Clerk are dictated by statutes, the statutes do not stipulate how they are to be accomplished. The Clerk s approach to fulfilling his duties is to formulate policies, procedures, programs and tools to efficiently and effectively discharge his duties to the public and private sectors. By mandate, all actions and decisions are subject to public evaluation and restraint due to the very nature of the office. The most important function of the Clerk s Office is service to the public. 2

5 Citizens of Highlands County Clerk of Courts Robert W. Germaine Internal Audit Heather Woods Administration Darlene Stoelton Business Services Director Jerome Kaszubowski Court Services Director Vacant Law Library Darlene Stoelton Information Technology Vacant Official Records / Marriage License / Tax Deeds / Value Adjustment Board Antonia Rivera Accounting / Finance Tasha Morgan Payables / Receivables Dawn Simpson Human Resources / Payroll / Central Services Belinda Decker Pre-Trial Kathy Whitlock 3

6 FINANCIAL AND ACCOUNTING SERVICES As both the comptroller and finance officer of the Board of County Commissioners, the Clerk of Courts acts as the custodian of all county funds. As such, the Clerk is responsible for the safe depositing and investment of these funds and for the payment of authorized expenditures in accordance with law and proper budgetary practices. TABLE I Interest Earned on Investments Fiscal Year Ending September 30, 2011 Clerk of Courts Clerk Interest Remitted to Board Funds $ 1,245 $ 1,245 Board of County Commissioners Interest Earned on Board Funds Bank of America $ 113,789 TD Bank 23,221 Heartland National Bank CD s 568 Highlands Independent Bank CD s 6,505 Florida Prime/State Board of Administration 25,009 Florida Local Government Investment Trust 166,768 $ 335,860 Total Investment Earnings $ 337,105 The Clerk of Courts also provides accounting and financial services to the Board of County Commissioners. These services include the responsibility for all financial transactions including payroll, payables, receivables, and financial reporting, which includes the preparation and issuance of the Comprehensive Annual Financial Report (CAFR). During the course of a year, the Clerk s Office preaudits and processes payments on approximately 19,000 invoices and processes and issues payroll for approximately 367 Board of County Commissioners and other personal services employees. In addition, the Clerk s Office provides computer services, consisting of a broad variety of software applications and technology tools, to approximately 614 users county-wide. The Clerk s Office also provides financial and accounting services of various levels to all other Constitutional Officers. 4

7 The Clerk of Courts provides the following non-court services directly to the public: Marriage Licenses Tax Deeds Recording & Micrographics These services are supported by the Board of County Commissioners through the Clerk s non-court budget. The following table represents the collection and disbursement of revenues generated by the Marriage License, Tax Deed, and Recording Division for the last fiscal year: Marriage License TABLE II Fees Collected and Remitted to the Board of County Commissioners and to State Agencies Highlands County Board of County Commissioners State of Florida Fiscal Year Ending September 30, 2011 Marriage License Fees $ 41,003 General Fund $ 41,003 Department of Health $ 2,205 Department of Child and Family Svcs. $ 13,781 Department of Education $ 3,346 State Courts Administrator $ 11,155 Recording Highlands County Board of County Commissioners Florida Association of Court Clerks State of Florida General Revenue $ 379 $ 30,866 Copies $ 12,487 General Fund Notary Fees $ 795 General Fund MyFlorida Copies $ 605 General Fund Overpayments $ 1,293 General Fund Recording Fees $ 244,139 General Fund State Stamps - Mortgage $ 5,373 General Fund State Stamps - Deeds $ 13,478 General Fund 5 Total Marriage License $ 71,869 Intangible Tax Class C $ 2,807 General Fund $ 280,977 Court Technology $ 104,034 Special Revenue Fund $ 104,034 Comprehensive Case Information $ 5,240 FACC $ 5,240 State Stamps - Mortgage $ 1,069,237 Department of Revenue State Stamps - Deeds $ 2,681,715 Department of Revenue Intangible Tax Class C $ 558,660 Department of Revenue Tax Deed Highlands County Board of County Commissioners General Revenue $ 1,152 $ 4,310,764 Processing Fee $ 167,788 General Fund Total Recording $ 4,701,015 Bid Split $ 90,601 General Fund $ 258,389 Total Tax Deed $ 258,389 TOTAL $ 5,031,273

8 The Clerk s non-court operations generated $5,031,273 in revenue for the fiscal year ending September 30, 2011 of which, $684,403 was deposited in accounts of the Board of County Commissioners $4,310,764 in state stamps and intangible taxes were collected and forwarded to the State of Florida, Department of Revenue $2,205 in marriage license fees were collected and forwarded to the Department of Health $13,781 in marriage license fees were collected and forwarded to the Department of Child and Family Services $3,346 in marriage license fees were collected and forwarded to the Department of Education $11,155 in marriage license fees were collected and forwarded to the Office of the State Courts Administrator $379 in marriage license fees were collected and forwarded to State General Revenue $5,240 in recording fees were collected and forwarded to the Florida Association of Court Clerks for the Comprehensive Case Information System for the fiscal year 2011 The Clerk s non-court services performed the following services during the fiscal year: Documents Recorded 35,891 E-Recording Documents Processed 2,166 Deeds Recorded 5,329 Mortgages Recorded 1,855 Tax Deeds Issued 776 Board Meetings Recorded 56 Marriage Licenses Issued 695 Marriage Ceremonies Performed 162 Board Invoices Paid 18,969 Totaling $73,627,604 Audits Issued 8 IT Work Orders Completed 5,200. 6

9 CLERK OF COURTS BUDGET SUMMARY BY APPROPRIATION Operating Services $744,132 23% Capital Outal $79,000 3% Personal Services $2,390,758 74% 7

10 HIGHLANDS COUNTY - CLERK DEPARTMENT EXPENDITURE DETAIL FISCAL YEAR ALL CLERK NON-COURT DIVISIONS TOTAL Personal Services $ 2,390,758 Operating Services 744,132 Capital Outlay 79,000 Contingency - TOTAL $ 3,213,890 8

11 HIGHLANDS COUNTY - CLERK DEPARTMENT EXPENDITURE DETAIL FISCAL YEAR Fund General Fund Function General Government Services Activity Financial and Administrative TOTAL Personal Services $ 1,726,443 Operating Services 598,571 Capital Outlay 40,000 Contingency - TOTAL $ 2,365,014 9

12 HIGHLANDS COUNTY - CLERK DEPARTMENT EXPENDITURE DETAIL FISCAL YEAR Fund General Fund Function General Government Services Activity Other General Government Services TOTAL Personal Services $ 605,891 Operating Services 141,316 Capital Outlay - Contingency - TOTAL $ 747,207 10

13 HIGHLANDS COUNTY - CLERK DEPARTMENT EXPENDITURE DETAIL FISCAL YEAR Fund General Fund Function Court General Operations Activity Other Operating Costs TOTAL Personal Services $ 58,424 Operating Services 4,245 Capital Outlay 39,000 Contingency - TOTAL $ 101,669 11

14 Year-to-Year Budget Comparison, New Programs FY Final Budget New Services Included Inc. (Dec.) Law Library EOC IT Pre Trial Reduced for New Services Inc. (Dec.) 08/09 3,589, ,589,475-09/10 3,376,393 - (5.94%) ,376,393 (5.94%) 10/11 3,529,122 Law Library 4.52% 100, ,428, % 11/12 3,256,534 Law Library, EOC IT, Pre-Trial (7.72%) 100,411 97,477 59,965 2,998,681 (12.54%) 12/13 3,213,890 Law Library, EOC IT, Pre-Trial (1.31%) 100,411 97,477 59,965 2,956,037 (1.42%) Percent Change from FY 08/09 to FY 12/13 (17.65%) The above table is presented to provide a year-to-year comparison of the Clerk s budget. The Final Budget column includes funding for all Clerk functions, including the new services/programs absorbed by the Clerk s Office, and represents the Clerk s non-court services final budget. The Reduced for New Services column takes into consideration the effects of the new services/programs which have been absorbed by the Clerk s Office over the previous four (4) years. When the increases directly related to these new services/programs are eliminated from the Clerk s budget, the effect is a 17.65% reduction in the Clerk s budget since fiscal year

15 BUDGETED EXPENDITURES BY COST CENTER (Including Historical Comparison) TOTAL BY COST CENTER COST CENTER FY 08/09 FY 09/10 FY 10/11 FY 11/12 FY 12/13 02 Clerk of Court Admin - BCC $ 122,908 $ 127,088 $ 111,338 $ 97,611 $ 91, Financial Reporting - BCC 159, Payables & Receivables - BCC 228, , , , , Payroll- BCC 79, , , , , Micrographics - BCC 20,496 55,692 44,128 43,956 41, Information Technology - BCC 1,141,204 1,119,051 1,115,306 1,108,758 1,134, Accounting - BCC 327, , , , , Compliance & Internal Audit - BCC 232, , , , , Central Services - BCC 33,509 72,712 74,697 75,681 78, Court Services - BCC - 19,995 20,194 11, Business Services - BCC 108, , , ,889 94,594 Total Financial & Administration $ 2,454,531 $ 2,544,399 $ 2,533,066 $ 2,380,484 $ 2,365, Marriage License / Tax Deeds - Other $ 172,524 $ 158,022 $ 107,679 $ 121,995 $ 106, Business Services - Other 20,085 32,272 36,353 42,290 39, Financial Reporting - Other 5, Payables & Receivables - Other 58,822 59,872 60,330 46,891 46, Payroll - Other 14, Recording - Other 415, , , , , Micrographics - Other 88,023 68,014 66,899 66,187 63, Information Technology - Other 73,859 72,511 82,519 86,220 82, Accounting - Other 3,475 3,416 3,551 3,366 4, Clerk of Court Admin - Other 51,868 46,335 47,451 29,697 25, Central Services - Other 19,994 33,336 32,771 32,991 31, Court Services - Other - 6,803 6,869 5, Public Records Digital Imaging - Other - 74,368 84,134 68,307 51, Pre Trial Release ,419 Total Other General Government Services $ 923,944 $ 811,994 $ 753,031 $ 712,047 $ 747, Law Library $ - $ - $ 100,411 $ 84,037 $ 101,669 Total Other Operating Costs $ - $ - $ 100,411 $ 84,037 $ 101, Budgetary Expenditures $ 40,000 $ 20,000 $ 20,000 $ 20,000 $ - Total Other Uses $ 40,000 $ 20,000 $ 20,000 $ 20,000 $ - $ 3,418,475 $ 3,376,393 $ 3,406,508 $ 3,196,568 $ 3,213,890 (A) (B) (C) (A) FY 2010/11 Budget included the addition of the Law Library, transferred from the Board during the FY. (B) FY 2011/12 Budget includes the addition of the EOC IT function, transferred from the Board in October (C) FY 2012/13 Budget includes the addition of the Pre-Trial Release, transferred from the Sheriff in October

16 BUDGETED EXPENDITURES BY COST CENTER (Including Historical Comparison) PERSONAL SERVICES COST CENTER FY 08/09 FY 09/10 FY 10/11 FY 11/12 FY 12/13 02 Clerk of Court Admin - BCC $ 62,683 $ 66,888 $ 71,138 $ 57,561 $ 57, Financial Reporting - BCC 136, Payables & Receivables - BCC 224, , , , , Payroll- BCC 76, , , , , Micrographics - BCC 6,198 43,584 32,020 33,286 34, Information Technology - BCC 642, , , , , Accounting - BCC 319, , , , , Compliance & Internal Audit - BCC 212, , , , , Central Services - BCC 23,259 46,362 45,347 45,346 46, Court Services - BCC - 19,995 20,194 11, Business Services - BCC 90,960 88,419 99,772 83,589 77,514 Total Financial & Administration $ 1,794,286 $ 1,840,756 $ 1,920,962 $ 1,746,052 $ 1,726, Marriage License / Tax Deeds - Other $ 129,524 $ 131,072 $ 80,729 $ 91,345 $ 82, Business Services - Other 19,594 31,777 35,858 41,795 38, Financial Reporting - Other 4, Payables & Receivables - Other 58,092 58,907 59,531 46,088 45, Payroll - Other 12, Recording - Other 365, , , , , Micrographics - Other 51,672 45,345 44,230 47,837 48, Information Technology - Other 21,759 20,911 22,819 21,920 21, Accounting - Other 3,374 3,354 3,410 3,225 3, Clerk of Court Admin - Other 41,068 35,535 36,651 22,897 19, Central Services - Other 13,944 29,136 28,571 28,541 28, Court Services - Other - 6,803 6,869 5, Public Records Digital Imaging - Other - 72,168 81,934 66,077 49, Pre Trial Release ,549 Total Other General Government Services $ 721,414 $ 652,978 $ 588,752 $ 554,128 $ 605, Law Library $ - $ - $ 62,194 $ 45,820 $ 58,424 Total Other Operating Costs $ - $ - $ 62,194 $ 45,820 $ 58, Budgetary Expenditures $ - $ - $ - $ - $ - Total Other Uses $ - $ - $ - $ - $ - $ 2,515,700 $ 2,493,734 $ 2,571,908 $ 2,346,000 $ 2,390,758 14

17 BUDGETED EXPENDITURES BY COST CENTER (Including Historical Comparison) OPERATING COST CENTER FY 08/09 FY 09/10 FY 10/11 FY 11/12 FY 12/13 02 Clerk of Court Admin - BCC $ 60,225 $ 60,200 $ 40,200 $ 40,050 $ 34, Financial Reporting - BCC 23, Payables & Receivables - BCC 4,129 3,992 3,956 3,932 3, Payroll- BCC 3,800 4,400 4,245 3,905 2, Micrographics - BCC 14,298 12,108 12,108 10,670 7, Information Technology - BCC 498, , , , , Accounting - BCC 8,448 32,393 17,579 14,904 8, Compliance & Internal Audit - BCC 19,650 18,875 16,735 17,913 11, Central Services - BCC 10,250 26,350 29,350 30,335 32, Court Services - BCC Business Services - BCC 17,277 15,800 13,000 24,300 17,080 Total Financial & Administration $ 660,245 $ 703,643 $ 612,104 $ 634,432 $ 598, Marriage License / Tax Deeds - Other $ 43,000 $ 26,950 $ 26,950 $ 30,650 $ 23, Business Services - Other Financial Reporting - Other Payables & Receivables - Other Payroll - Other 1, Recording - Other 50,400 38,450 35,700 29,200 24, Micrographics - Other 36,351 22,669 22,669 18,350 14, Information Technology - Other 52,100 51,600 59,700 64,300 60, Accounting - Other Clerk of Court Admin - Other 10,800 10,800 10,800 6,800 5, Central Services - Other 6,050 4,200 4,200 4,450 2, Court Services - Other Public Records Digital Imaging - Other - 2,200 2,200 2,230 2, Pre Trial Release ,870 Total Other General Government Services $ 202,530 $ 159,016 $ 164,279 $ 157,919 $ 141, Law Library $ - $ - $ 3,365 $ 3,365 $ 4,245 Total Other Operating Costs $ - $ - $ 3,365 $ 3,365 $ 4, Budgetary Expenditures $ - $ - $ - $ - $ - Total Other Uses $ - $ - $ - $ - $ - $ 862,775 $ 862,659 $ 779,748 $ 795,716 $ 744,132 15

18 BUDGETED EXPENDITURES BY COST CENTER (Including Historical Comparison) CAPITAL COST CENTER FY 08/09 FY 09/10 FY 10/11 FY 11/12 FY 12/13 02 Clerk of Court Admin - BCC $ - $ - $ - $ - $ - 05 Financial Reporting - BCC Payables & Receivables - BCC Payroll- BCC Micrographics - BCC Information Technology - BCC , Accounting - BCC Compliance & Internal Audit - BCC Central Services - BCC Court Services - BCC Business Services - BCC Total Financial & Administration $ - $ - $ - $ - $ 40, Marriage License / Tax Deeds - Other $ - $ - $ - $ - $ - 50 Business Services - Other Financial Reporting - Other Payables & Receivables - Other Payroll - Other Recording - Other Micrographics - Other Information Technology - Other Accounting - Other Clerk of Court Admin - Other Central Services - Other Court Services - Other Public Records Digital Imaging - Other Pre-Trial Release Total Other General Government Services $ - $ - $ - $ - $ - 95 Law Library $ - $ - $ 34,852 $ 34,852 $ 39,000 Total Other Operating Costs $ - $ - $ 34,852 $ 34,852 $ 39, Budgetary Expenditures $ - $ - $ - $ - $ - Total Other Uses $ - $ - $ - $ - $ - $ - $ - $ 34,852 $ 34,852 $ 79,000 16

19 BUDGETED EXPENDITURES BY COST CENTER (Including Historical Comparison) CONTINGENCY COST CENTER FY 08/09 FY 09/10 FY 10/11 FY 11/12 FY 12/13 02 Clerk of Court Admin - BCC $ - $ - $ - $ - $ - 05 Financial Reporting - BCC Payables & Receivables - BCC Payroll- BCC Micrographics - BCC Information Technology - BCC Accounting - BCC Compliance & Internal Audit - BCC Central Services - BCC Court Services - BCC Business Services - BCC Total Financial & Administration $ - $ - $ - $ - $ - 43 Marriage License / Tax Deeds - Other $ - $ - $ - $ - $ - 50 Business Services - Other Financial Reporting - Other Payables & Receivables - Other Recording - Other Payroll - Other Micrographics - Other Information Technology - Other Accounting - Other Clerk of Court Admin - Other Central Services - Other Court Services - Other Public Records Digital Imaging - Other Pre Trial Release Total Other General Government Services $ - $ - $ - $ - $ - 95 Law Library $ - $ - $ - $ - $ - Total Other Operating Costs $ - $ - $ - $ - $ - 15 Budgetary Expenditures $ 40,000 $ 20,000 $ 20,000 $ 20,000 $ - Total Other Uses $ 40,000 $ 20,000 $ 20,000 $ 20,000 $ - $ 40,000 $ 20,000 $ 20,000 $ 20,000 $ - 17

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