Agenda 06/16/2016 Item #13 - Elected Officials - Clerk of Courts Collier County Government
Fiscal Year 2017 Recom'd Budget
Elected Officials-Constitutional Officer
Clerk Of Courts
FY 2015 FY 2016 FY 2016 FY 2017 FY 2017 FY 2017 FY 2017
Department Budgetary Cost Summary Actual Adopted Forecast Current Expanded Recom'd Change
Personal Services - 7,129,200 6,961,500 7,219,500 - 7,219,500 1.3%
Operating Expense 425,636 2,090,500 2,130,700 2,115,700 - 2,115,700 1.2%
Capital Outlay - 119,300 103,800 224,400 - 224,400 88.1%
Net Operating Budget 425,636 9,339,000 9,196,000 9,559,600 - 9,559,600 2.4%
Trans to 001 General Fund - - 194,400 - - - na
Total Budget 425,636 9,339,000 9,390,400 9,559,600 - 9,559,600 2.4%
FY 2015 FY 2016 FY 2016 FY 2017 FY 2017 FY 2017 FY 2017
Appropriations by Program Actual Adopted Forecast Current Expanded Recom'd Change
Administration(011) - 1,408,600 1,571,600 1,429,400 - 1,429,400 1.5%
Clerk Of County Courts(011) - 220,000 219,800 224,800 - 224,800 2.2%
Clerk To The Board(011) - 3,403,500 3,401,800 3,491,000 - 3,491,000 2.6%
Clerk To The Circuit Court(011) - 200,700 199,500 206,100 - 206,100 2.7%
COC-Expenses Paid By The BCC(001) 425,636 515,400 408,500 528,300 - 528,300 2.5%
Management Information Systems MIS - 2,283,200 2,149,700 2,385,600 - 2,385,600 4.5%
(011)
Recording(011) - 1,307,600 1,245,100 1,294,400 - 1,294,400 (1.0%)
Total Net Budget 425,636 9,339,000 9,196,000 9,559,600 - 9,559,600 2.4%
Total Transfers and Reserves - - 194,400 - - - na
Total Budget 425,636 9,339,000 9,390,400 9,559,600 - 9,559,600 2.4%
FY 2015 FY 2016 FY 2016 FY 2017 FY 2017 FY 2017 FY 2017
Department Funding Sources Actual Adopted Forecast Current Expanded Recom'd Change
Charges For Services - 2,940,900 2,954,000 2,971,700 - 2,971,700 1.0%
Interest/Misc - 16,200 13,500 14,000 - 14,000 (13.6%)
Trans frm Board - 6,014,400 6,014,400 6,194,900 - 6,194,900 3.0%
Net Cost General Fund 425,636 515,400 408,500 528,300 - 528,300 2.5%
Less 5%Required By Law - (147,900) - (149,300) - (149,300) 0.9%
Total Funding 425,636 9,339,000 9,390,400 9,559,600 - 9,559,600 2.4%
FY 2015 FY 2016 FY 2016 FY 2017 FY 2017 FY 2017 FY 2017
Department Position Summary Actual Adopted Forecast Current Expanded Recom'd Change
Clerk To The Board(011) 35.00 37.00 37.00 37.00 - 37.00 0.0%
Clerk To The Circuit Court(011) 2.50 2.50 2.50 2.50 - 2.50 0.0%
Clerk Of County Courts(011) 2.09 2.09 2.09 2.06 - 2.06 (1.4%)
Recording(011) 17.00 17.00 17.00 17.00 - 17.00 0.0%
Administration(011) 11.94 12.24 12.24 12.24 - 12.24 0.0%
Management Information Systems MIS 13.67 15.79 15.79 13.46 - 13.46 (14.8%)
(011)
Total FTE 82.20 86.62 86.62 84.26 - 84.26 (2.7%)
Fiscal Year 2017 13 Elected Officials-Constitutional Officer
Collier County Government
Fiscal Year 2017 Recom'd Budget
Elected Officials-Constitutional Officer
Clerk Of Courts
Clerk To The Board (011)
Mission Statement
To provide full accounting and maintenance of Board's minutes and records to the Board of County Commissioners.
FY 2017 FY 2017 FY 2017 FY 2017
Program Summary Total FTE Budget Revenues Net Cost
Finance and Accounting 33.00 3,085,300 - 3,085,300
To enhance reporting of relevant financial information to managers,
elected officials,and the general public on a timely basis. To further
develop accounting policies and procedures regarding internal controls
for cash receipts, cash disbursements,tangible property, etc.
Minutes and Records 4.00 405,700 22,000 383,700
Maintenance of BCC minutes and records.
Current Level of Service Budget 37.00 3,491,000 22,000 3,469,000
FY 2015 FY 2016 FY 2016 FY 2017 FY 2017 FY 2017 FY 2017
Program Budgetary Cost Summary Actual Adopted Forecast Current Expanded Recom'd Change
Personal Services - 3,120,500 3,119,700 3,194,800 - 3,194,800 2.4%
Operating Expense - 280,500 279,600 289,700 - 289,700 3.3%
Capital Outlay - 2,500 2,500 6,500 - 6,500 160.0%
Net Operating Budget - 3,403,500 3,401,800 3,491,000 - 3,491,000 2.6%
Trans to 001 General Fund - - 194,400 - - - na
Total Budget - 3,403,500 3,596,200 3,491,000 - 3,491,000 2.6%
Total FTE 35.00 37.00 37.00 37.00 - 37.00 0.0%
FY 2015 FY 2016 FY 2016 FY 2017 FY 2017 FY 2017 FY 2017
Program Funding Sources Actual Adopted Forecast Current Expanded Recom'd Change
Charges For Services - 22,500 21,900 22,000 - 22,000 (2.2%)
Total Funding - 22,500 21,900 22,000 - 22,000 (2.2%)
Notes:
This budget includes Finance and Accounting and Board Minutes and Records Department.
Forecast FY 2016:
Expenditures were slightly lower due to reduced cellular and telephone expenditures.
Current FY 2017:
An increase in personal services is due to the Board approved pay plan adjustments. Operating costs are higher primarily to
increases in leased equipment. Capital expense is expected to increase by$4,000 for the purchase of computer replacements in the
Board Minutes and Records department.
Fiscal Year 2017 14 Elected Officials-Constitutional Officer
Collier County Government
Fiscal Year 2017 Recom'd Budget
Elected Officials-Constitutional Officer
Clerk Of Courts
Clerk To The Circuit Court(011)
Mission Statement
To perform the constitutional and statutory duties of the Clerk of the Circuit Court in maintaining Court Records and in
providing responsible service to the judiciary,the legal community, and the public.
FY 2017 FY 2017 FY 2017 FY 2017
Program Summary Total FTE Budget Revenues Net Cost
Circuit Civil 2.50 167,300 - 167,300
Circuit Felony - 20,300 - 20,300
Jury - 7,400 - 7,400
Circuit Probate - 6,600 - 6,600
Circuit Juvenile - 4,500 - 4,500
Current Level of Service Budget 2.50 206,100 - 206,100
FY 2015 FY 2016 FY 2016 FY 2017 FY 2017 FY 2017 FY 2017
Program Budgetary Cost Summary Actual Adopted Forecast Current Expanded Recom'd Change
Personal Services - 133,300 133,300 136,300 - 136,300 2.3%
Operating Expense - 67,400 66,200 69,800 - 69,800 3.6%
Net Operating Budget - 200,700 199,500 206,100 - 206,100 2.7%
Total Budget - 200,700 199,500 206,100 - 206,100 2.7%
Total FTE 2.50 2.50 2.50 2.50 - 2.50 0.0%
FY 2015 FY 2016 FY 2016 FY 2017 FY 2017 FY 2017 FY 2017
Program Funding Sources Actual Adopted Forecast Current Expanded Recom'd Change
01®%
Total Funding 010%
Notes:
This budget reflects the County obligated expenses of Circuit Civil, Felony,Jury, Probate, and Juvenile. Costs are related to telephone
and facilities costs for court functions required by the state to be funded locally per F.S. 29.008. This budget also covers 2.5 FTE's for
the Clerk's requirements for the hearing officers.
Forecast FY 2016:
Operating Expenditures are down due to lower operating costs in office furniture, office equipment and maintenance costs.
Current FY 2017:
The FY2017 budget reflects an increase of$5,400 or 2.7 percent in expenses. The increases are due to the salary pay plan
adjustments for the hearing officer clerks, office equipment repair and maintenance and minor office furniture.
Fiscal Year 2017 15 Elected Officials-Constitutional Officer
Collier County Government
Fiscal Year 2017 Recom'd Budget
Elected Officials-Constitutional Officer
Clerk Of Courts
Clerk Of County Courts (011)
Mission Statement
To perform the constitutional and statutory duties of the Clerk of the County Court in maintaining Court records and in
providing responsible service to the judiciary,the legal community, and the public.
FY 2017 FY 2017 FY 2017 FY 2017
Program Summary Total FTE Budget Revenues Net Cost
County Satellite Offices 2.06 173,600 30,000 143,600
County Misdemeanor - 21,400 - 21,400
County Civil/Small Claims - 22,200 - 22,200
County Traffic - 7,600 - 7,600
Current Level of Service Budget 2.06 224,800 30,000 194,800
FY 2015 FY 2016 FY 2016 FY 2017 FY 2017 FY 2017 FY 2017
Program Budgetary Cost Summary Actual Adopted Forecast Current Expanded Recom'd Change
Personal Services - 145,900 145,900 149,600 - 149,600 2.5%
Operating Expense - 74,100 73,900 75,200 - 75,200 1.5%
Net Operating Budget - 220,000 219,800 224,800 - 224,800 2.2%
Total Budget - 220,000 219,800 224,800 - 224,800 2.2%
Total FTE 2.09 2.09 2.09 2.06 - 2.06 (1.4%)
FY 2015 FY 2016 FY 2016 FY 2017 FY 2017 FY 2017 FY 2017
Program Funding Sources Actual Adopted Forecast Current Expanded Recom'd Change
Charges For Services - 32,300 30,000 30,000 - 30,000 (7.1%)
Total Funding - 32,300 30,000 30,000 - 30,000 (7.1%)
Notes:
This budget reflects the County Court Satellites, Misdemeanor, County Civil, and County Traffic. Costs are related to telephone and
facilities costs for court functions required by the state to be funded locally per Florida Statute 29.008.
Current FY 2017:
The cost for current services increased due to the planned compensation adjustment.
Fiscal Year 2017 16 Elected Officials-Constitutional Officer
Collier County Government
Fiscal Year 2017 Recom'd Budget
Elected Officials-Constitutional Officer
Clerk Of Courts
Recording (011)
Mission Statement
To provide a systematic approach to controlling all phases of recording documents, reduce paperwork proliferation,to
provide efficient access to needed information,to dispose of obsolete records,to provide documentation of compliance with
laws,ordinances,and other regulations,and to maintain historical records.
FY 2017 FY 2017 FY 2017 FY 2017
Program Summary Total FTE Budget Revenues Net Cost
Recording 17.00 1,294,400 2,840,900 -1,546,500
To provide on-line computer programs to land records by title companies,
realtors, attorneys, and others. To continue to pursue conversion from
microfilm to optical storage and retrieval records.
Current Level of Service Budget 17.00 1,294,400 2,840,900 -1,546,500
FY 2015 FY 2016 FY 2016 FY 2017 FY 2017 FY 2017 FY 2017
Program Budgetary Cost Summary Actual Adopted Forecast Current Expanded Recom'd Change
Personal Services - 1,191,900 1,154,400 1,197,700 - 1,197,700 0.5%
Operating Expense - 115,700 90,700 96,700 - 96,700 (16.4%)
Net Operating Budget - 1,307,600 1,245,100 1,294,400 - 1,294,400 (1.0%)
Total Budget - 1,307,600 1,245,100 1,294,400 - 1,294,400 (1.0%)
Total FTE 17.00 17.00 17.00 17.00 - 17.00 0.0%
FY 2015 FY 2016 FY 2016 FY 2017 FY 2017 FY 2017 FY 2017
Program Funding Sources Actual Adopted Forecast Current Expanded Recom'd Change
Charges For Services - 2,817,500 2,825,900 2,840,900 - 2,840,900 0.8%
Total Funding - 2,817,500 2,825,900 2,840,900 - 2,840,900 0.8%
Notes:
This budget is for the operations of the Recording Department.
Forecast FY 2016:
Decrease in personal services is the result of an employee retiring during the year earlier than anticipated.
Current FY 2017:
This department is self-funded and does not require any funding from the Board of County Commissioners.
Fiscal Year 2017 17 Elected Officials-Constitutional Officer
Collier County Government
Fiscal Year 2017 Recom'd Budget
Elected Officials-Constitutional Officer
Clerk Of Courts
Administration (011)
Mission Statement
To efficiently and effectively manage and direct the performance of the Clerk to the Board and the Clerk to the Courts legal
and constitutional duties.
FY 2017 FY 2017 FY 2017 FY 2017
Program Summary Total FTE Budget Revenues Net Cost
Clerk's Administration 3.27 561,700 77,800 483,900
To provide the services required by the Florida Constitution,which
includes: Clerk of the Circuit Court, Clerk of the County Court, County
Comptroller/Treasurer, County Auditor, County Recorder, and
Secretary/Ex-Officio Clerk of the County Commissioners.
Clerk's Accounting 1.98 173,900 - 173,900
To provide financial services to the Clerk's offices to ensure that each
division effectively and efficiently accomplishes their goals.
Internal Audit 6.00 577,600 - 577,600
To provide assurance activities designed to add value and assist the
organization in accomplishing its objectives by bringing a systematic,
disciplined approach to evaluate and improve the effectiveness of risk
management, control, and governance processes by providing objective
analysis and constructive recommendations.
Records Management 0.99 116,200 - 116,200
To provide a systematic approach to controlling all phases of records
retention.
Current Level of Service Budget 12.24 1,429,400 77,800 1,351,600
FY2015 FY2016 FY2016 FY2017 FY2017 FY2017 FY2017
Program Budgetary Cost Summary Actual Adopted Forecast Current Expanded Recom'd Change
Personal Services - 1,137,400 1,035,800 1,105,400 - 1,105,400 (2.8%)
Operating Expense - 271,200 535,800 324,000 - 324,000 19.5%
Net Operating Budget - 1,408,600 1,571,600 1,429,400 - 1,429,400 1.5%
Total Budget - 1,408,600 1,571,600 1,429,400 - 1,429,400 1.5%
Total FTE 11.94 12.24 12.24 12.24 - 12.24 0.0%
FY 2015 FY 2016 FY 2016 FY 2017 FY 2017 FY 2017 FY 2017
Program Funding Sources Actual Adopted Forecast Current Expanded Recom'd Change
Charges For Services - 59,600 62,500 63,800 - 63,800 7.0%
Interest/Misc - 16,200 13,500 14,000 - 14,000 (13.6%)
Total Funding - 75,800 76,000 77,800 - 77,800 2.6%
Notes:
This budget includes the Administrative Offices of the Clerk's operations including Purchasing, Human Resources, Clerk's Accounting,
Internal Audit and Records Management departments. Costs are allocated between court and non-court funding sources based upon
FTEs served.
Fiscal Year 2017 18 Elected Officials-Constitutional Officer
Collier County Government
Fiscal Year 2017 Recom'd Budget
Elected Officials-Constitutional Officer
Clerk Of Courts
Administration (011)
Current FY 2017:
Operating expenses are higher due to the increase in contractual services.
Fiscal Year 2017 19 Elected Officials-Constitutional Officer
Collier County Government
Fiscal Year 2017 Recom'd Budget
Elected Officials-Constitutional Officer
Clerk Of Courts
Management Information Systems MIS (011)
Mission Statement
To provide data processing software, hardware and administrative support to the Board of County Commissioners and its
staff,the Clerk of the Circuit Court,the Supervisor of Elections for SAP financial systems and other processes integrated to
SAP.
FY 2017 FY 2017 FY 2017 FY 2017
Program Summary Total FTE Budget Revenues Net Cost
Management Information Systems 13.46 2,385,600 15,000 2,370,600
To provide cost-effective and reliable communications support for user
divisions to investigate and develop a functional distributed long-range
plan.
Current Level of Service Budget 13.46 2,385,600 15,000 2,370,600
FY 2015 FY 2016 FY 2016 FY 2017 FY 2017 FY 2017 FY 2017
Program Budgetary Cost Summary Actual Adopted Forecast Current Expanded Recom'd Change
Personal Services - 1,400,200 1,372,400 1,435,700 - 1,435,700 2.5%
Operating Expense - 766,200 676,000 732,000 - 732,000 (4.5%)
Capital Outlay - 116,800 101,300 217,900 - 217,900 86.6%
Net Operating Budget - 2,283,200 2,149,700 2,385,600 - 2,385,600 4.5%
Total Budget - 2,283,200 2,149,700 2,385,600 - 2,385,600 4.5%
Total FTE 13.67 15.79 15.79 13.46 - 13.46 (14.8%)
FY 2015 FY 2016 FY 2016 FY 2017 FY 2017 FY 2017 FY 2017
Program Funding Sources Actual Adopted Forecast Current Expanded Recom'd Change
Charges For Services - 9,000 13,700 15,000 - 15,000 66.7%
Total Funding - 9,000 13,700 15,000 - 15,000 66.7%
Current FY 2017:
Personal expenses have increased as a result of the pay plan adjustments. Capital Outlay increased due to the conversion of film
archives to digital images and the purchase of additional data storage devices for the images.
Fiscal Year 2017 20 Elected Officials-Constitutional Officer
Collier County Government
Fiscal Year 2017 Recom'd Budget
Elected Officials-Constitutional Officer
Clerk Of Courts
COC - Expenses Paid By The BCC (001)
FY 2017 FY 2017 FY 2017 FY 2017
Program Summary Total FTE Budget Revenues Net Cost
BCC Paid Expenses - 528,300 - 528,300
The Board of County Commission is required by statute to fund expenses
associated with the County owned facilities for the Constitutional Officers
along with the associated utilities, insurance and maintenance.
Current Level of Service Budget - 528,300 - 528,300
FY 2015 FY 2016 FY 2016 FY 2017 FY 2017 FY 2017 FY 2017
Program Budgetary Cost Summary Actual Adopted Forecast Current Expanded Recom'd Change
Operating Expense 425,636 515,400 408,500 528,300 - 528,300 2.5%
Net Operating Budget 425,636 515,400 408,500 528,300 - 528,300 2.5%
Total Budget 425,636 515,400 408,500 528,300 - 528,300 2.5%
FY 2015 FY 2016 FY 2016 FY 2017 FY 2017 FY 2017 FY 2017
Program Funding Sources Actual Adopted Forecast Current Expanded Recom'd Change
Net Cost General Fund 425,636 515,400 408,500 528,300528,300 2.5%
Total Funding 425,636 515,400 408,500 528,300 - 528,300 2.5%
Forecast FY 2016:
Decrease in operating expenses is the result of lower utility costs than planned.
Current FY 2017:
Increase from the prior year is due to higher general insurance costs.
Fiscal Year 2017 21 Elected Officials-Constitutional Officer
Collier County Government
Fiscal Year 2017 Recom'd Budget
Elected Officials-Constitutional Officer
Clerk Of Courts
Clerk Of Courts (011)
FY 2017 FY 2017 FY 2017 FY 2017
Program Summary Total FTE Budget Revenues Net Cost
Transfer from the Board of County Commissioners - - 6,194,900 -6,194,900
Revenue Reserve - - -149,300 149,300
Current Level of Service Budget - - 6,045,600 -6,045,600
FY 2015 FY 2016 FY 2016 FY 2017 FY 2017 FY 2017 FY 2017
Program Budgetary Cost Summary Actual Adopted Forecast Current Expanded Recom'd Change
0l®%
Total Budget 010%
FY 2015 FY 2016 FY 2016 FY 2017 FY 2017 FY 2017 FY 2017
Program Funding Sources Actual Adopted Forecast Current Expanded Recom'd Change
Trans frm Board - 6,014,400 6,014,400 6,194,900 - 6,194,900 3.0%
Less 5%Required By Law - (147,900) - (149,300) - (149,300) 0.9%
Total Funding - 5,866,500 6,014,400 6,045,600 - 6,045,600 3.1%
Fiscal Year 2017 22 Elected Officials-Constitutional Officer